Language Access

Limited English Proficiency (LEP)

Individuals who are unable to communicate effectively in English either verbally or in writing, or both, because their primary language is not English, and they have not developed fluency in the English language. A person with limited English proficiency may have difficulty in one or more of four domains of language: speaking, listening, reading, and writing. Staff are urged to remember that limited English proficiency may be context-specific — e.g., a parent may have sufficient English language skills to understand, communicate, and exchange basic information with a teacher but they may not have sufficient skills to communicate detailed, specific information needed in a particular context, like an IEP meeting, a 504 meeting, or a student discipline hearing.

LEP Parent

A parent or guardian with limited proficiency in English, regardless of their child's English fluency.

Primary Language

The primary language spoken by a student's parent or guardian, or the predominant language spoken in the student's home. Parents may have more than one primary language and/or dialect.

Language Services

A broad spectrum of services used or required to facilitate communication and understanding between speakers of different languages, and typically includes interpretation and translation services.

Interpretation

The process of first fully understanding, analyzing, and processing a spoken or signed message and then faithfully rendering it into another spoken or signed language.

Translation

The process of communicating the meaning of a written source-language text into an equivalent target-language text so that the content of both texts can be considered the same.

Identification of Families Needing Language Access Services

The process by which Mount Vernon School District identifies LEP families is through the Home Language Survey which is part of the enrollment packet.

OPI Services

Over the phone interpreting services or over the phone interpreter. This is an on-demand service currently provided by Propio and available to all staff.

VRI Services

Video remote interpreting services or video remote interpreter. This is an on-demand service currently provided by Propio and available to all staff.

The district offers the following language services at no cost:

• In Person Interpretation: Available in multiple languages upon request through trained staff interpreters or contracted vendors.
• Translation: Vital documents can be translated upon request, subject to language population and a few days' notice. Vital district documents are translated into the district's top languages, Spanish, Ukrainian and Russian, with audio versions in Mixteco when possible.
• Over-the-Phone Interpretation (OPI) and Video Remote Interpretation (VRI): Available on-demand in over 300 languages through our provider Propio.
• Sign Language Interpretation: Sign Language interpreters are available upon request through contracted vendors or through our on-demand VRI services, Propio.
• Pocketalk Devices: All schools have access to Pocketalk devices for basic communication needs. Please note that machine translation has limitations and may not be accurate for all content.
• ParentSquare: ParentSquare is the district's primary communication tool, enabling two-way communication between staff and families in multiple languages. Parents/guardians can set their preferred language on the login page of ParentSquare or the mobile app. To download the app:

• Talk and Listen Kits for In-Person Simultaneous Interpretation: The district has equipment with receivers and transmitters, called Talk & Listen System, for in-person simultaneous interpretation. These devices must be used for in-person events requiring simultaneous interpretation. Staff must reserve them if their building does not have one. For events longer than one hour, staff must request two simultaneous interpreters to align with industry standards.

Parents and guardians can access language services in the following ways:

• By Phone: Parents/guardians can call their school and ask for an interpreter. The staff will put them on hold and connect a building multilingual staff to assist or connect an interpreter using our on-demand over-the-phone interpreting services.
• In Person: When parents/guardians come into a school building, they can point to their preferred language on the language poster found at the entrance of every school office. The school staff will find a multilingual staff to assist or connect an on-demand interpreter over-the-phone or video. Pocketalk devices can also be used for basic communication needs.
• Document Translation: Parents/guardians may request documents translated into their preferred language by contacting their child's school or emailing languageaccess@mvsd320.org.
• ParentSquare App: Parents/guardians are encouraged to download the ParentSquare app on their mobile device and register to receive communication from the district and the school in their preferred language.

For questions about requesting an interpreter or a document translation, parents/guardians can contact the Language Access Coordinator, Elizabeth Puga at languageaccess@mvsd320.org or by calling 360-428-6254.

In-Person Interpretation Services:

• Staff should reach out to multilingual staff in their building for basic communication needs, conferences, to support families with enrollment, answer questions and other similar language supports not related to special education.
• For special education meetings and meetings with legal context:
  1. Staff should arrange for a trained staff interpreter to interpret; please refer to the list of trained staff interpreters (the Special Education Meetings column should be checked). IMPORTANT: Staff should still complete the Interpreter Request Form and enter the name of the assigned interpreter when prompted. This ensures all data is collected for the Language Access Team for reporting purposes.
  2. If a trained staff interpreter is unavailable, please complete the Interpreter Request Form so the language access team can process your request or
  3. Staff can use our on-demand OPI or VRI services through our provider Propio (see more details under OPI and VRI Services).
• To request an in-person Sign Language interpreter staff should submit the Interpreter Request Form or access an on-demand video remote interpreter (VRI) through our provider Propio (see more details under OPI and VRI Services).

Translation Services:

• Staff should reach out to multilingual staff to translate non-vital documents (e.g., notes). For all school/district communication, staff should use ParentSquare.
• For vital documents (e.g., IEPs, district/school forms) staff should submit the Written Translation Request Form. Please provide an editable document either in Google Docs or Word.
• All communication to families should be through ParentSquare, our district's communication tool. School and class newsletters, messages to a class or a parent/guardian should be through ParentSquare. This ensures the family receives it in their preferred language.

OPI Services:

• Staff can access on-demand over-the-phone interpretation (OPI) services in over 300 languages through our provider Propio. All district staff are authorized and encouraged to use this service.
  1. Call 360-215-5855
  2. Select your language
     • For Mixteco Bajo enter code 757 (this is the same variant our Indigenous District Liaison speaks)
     • For Mixteco Alto enter code 416
  3. Provide your location or department code (refer to instruction card).
• Click HERE to access or print the Instruction Card for OPI and VRI Services
• Refer to the "Resources" section below for instructional videos.

VRI Services:

• Staff can access on-demand video remote interpreting (VRI) services in over 300 languages through Propio ONE. All district staff are authorized and encouraged to use this service.
  • Propio ONE Web Link: ONE.PROPIO-LS.COM
    • Enter MVSD User Code found on the Propio Instruction Card.
  • Click HERE to access or print the Instruction Card for OPI and VRI Services
  • Refer to the "Resources" section for instructional videos.
  • For staff who have a district-provided mobile device or tablet, you can also download the Propio ONE App to access a video interpreter:

Pocketalk Devices:

• Supports two-way, real-time communication.
• Ideal for basic communication needs: greeting families, providing simple directions, confirming basic information, check-in with students, casual conversations at pick-up or drop-off.
• Every building has Pocketalks available. Check with your building's ML Specialist to check out a device.
• Click HERE for Best Practices
• How to Connect Pocketalk to Wifi

Essential information, notifications, and announcements will be provided in multiple languages through various channels:

• Language Posters: Language posters are displayed at every school's main office. These posters allow visitors with Limited English Proficiency (LEP) to point to their language, ensuring they can be promptly directed to the appropriate language services.
• Website: Information will be available on the district website in multiple languages. Families can select their language by using the button at the top-right hand corner of the website.
• ParentSquare: The district uses ParentSquare to communicate with families in their preferred languages. All critical emergency information will be shared through ParentSquare and available in multiple languages. We encourage all parents/guardians to register for ParentSquare and download the free App to be able to send direct messages and enjoy other helpful features.

MVSD staff members serve as ambassadors for our school community. In line with this role, we are committed to providing comprehensive training and professional development in the area of language access. This includes the creation of a training module and professional development calendar. It is expected that applicable staff members will undergo training to familiarize themselves with MVSD's language access plan and their associated responsibilities. Below is an outline of our objectives for the year-at-glance.

Interpreters can find resources such as glossaries and best practices for interpreters on the Language Access shared Google Drive.

The Language Access Plan and its components will be evaluated on a regular basis through:

• Family Surveys: Gather feedback on language services.
• Interpreter and Translator Surveys: Assess interpreter and translator performance.
• Staff Surveys: Collect staff input on language access services and needs.
• Data Analysis: Analyze data to identify trends and areas for improvement.

Providing language access is a shared commitment across our district. This includes principals, assistant principals, teachers, office staff, counselors, family liaisons, school nurses, multilingual staff, district staff, and our Language Access Coordinator.

Please refer to the table below to find contact information and the languages spoken by staff who can support you.

Best Practices for Staff

Request Forms

Video Tutorials and Resources

Propio

Pocketalks

Phone System

If you have concerns about the school's interpretation or translation services — or if you were not offered an interpreter or translation you needed — you have several options.

Talk with your principal or a school employee you are comfortable with. A discussion with your school principal is often the best first step to address your concerns. Explain what happened, and let the principal know what they can do to help resolve the problem.

Talk with your school district. You can also contact the Mount Vernon School District's Civil Rights Compliance officer Jon Ronngren at 360-428-6110 or jronngren@mvsd320.org to share your concerns.

Ask for help resolving your concerns. You can also contact the agencies below for more information about your rights or for assistance to resolve your concerns.

• Equity and Civil Rights Office, Office of Superintendent of Public Instruction · 360-725-6162 · k12.wa.us/equity
• Office of the Education Ombuds · 1-866-297-2597 · oeo.wa.gov