As in previous years, and in connection with a December 2019 Resolution Agreement with the US Department of Education’s Office for Civil Rights, the Standard Operating Procedures Manual (SOPM), and Chancellor’s Regulation A-663, please review the following requirements concerning limited English proficient (LEP) parents of students with Individualized Education Programs (IEPs) and students referred for a special education evaluation:   

• Provide LEP parents who prefer a DOE-covered language (Arabic, Bangla, Chinese, French, Haitian Creole, Korean, Russian, Spanish and Urdu) with translated notices of meetings, notices seeking consent, prior written notices (PWNs), related service authorizations (RSAs), and Nickerson letters. Note that SESIS automatically translates these notices into the parent’s preferred written language when the preferred language is a DOE-covered language. Note that the translated post-IEP meeting PWN (also known as the “Prior Notice Package for Placement” is temporarily unavailable in SESIS because the English version has been revised. The DOE is actively working to reinstate translations as quickly as possible. Until automated translation is available, schools may submit a request for translation to the DOE’s translation vendor, Lingualinx. Note that School Allocation Memorandum No. 51 (SAM 51), for FY 2024, may be used to pay for these services.  

• Include the Get Help in Your Language notice when sending all special education notices. Additionally, the notice should be provided during all special education meetings, including discussions regarding compensatory services.     

• Upon parent request, provide the following language access services:     

  • Translations of IEPs and evaluation reports for assessments conducted or paid for by the DOE.  

    •  Submit IEP translation requests via the IEP Translation Request Form. 

    • For assessment reports conducted or paid for by the DOE, submit a request to Lingualinx.   

  • Interpretation services must be provided when scheduling and conducting social history meetings, IEP meetings (including annual review meetings), meetings to create behavioral intervention plans (BIPs), manifestation determination review (MDR) meetings, meetings to discuss initial referrals or requests for initial referrals, and meetings to develop suspension plans.

    • For scheduled in-person or virtual meetings, submit a request to our interpretation vendor, Geneva Worldwide, via the DOE Interpretation Request Form. Note that School Allocation Memorandum No. 51 (SAM 51), for FY 2024, may be used to pay for these services. For instructions on accessing free on-demand, Over-the Phone Interpretation (OPI), review the OPI Desk Aid for Schools.   

Additionally, note that, upon parent request, schools must make every effort to provide language access services to LEP parents who prefer a language other than a DOE-covered language. For more information on requirements and best practices regarding language access services, review the SOPM.     

For language access services questions, email your Office of Language Access (OLA) point. For special education questions, email your administrator of special education (ASE) (DOE login required).   

Over-the-Phone Interpretation (OPI) service:

929-552-7103

When you place a call, be ready to provide:

·         School district borough number (31R026)

Enter: 318026

·         Language needed (or country if you are not sure of their language)

·         Whether or not the call will be for an IEP meeting or 504 call

·         If you will need the interpreter to call the parent or someone on your behalf 

Text-to-speech to hear words, passages, or whole documents read aloud with easy-to-follow dual color highlighting

• Text and picture dictionaries to see the meaning of words explained

• With speech-to-text, dictate words to assist with writing, proofreading & studying

Text-to-speech to hear words, passages, or whole documents read aloud with easy-to-follow dual color highlighting

• Text and picture dictionaries to see the meaning of words explained

• With speech-to-text, dictate words to assist with writing, proofreading & studying