Translator Module Overview
• The new Translator Module for WebIEP offers a
means for producing high quality IEP forms
printed in Spanish.
• The module is specifically designed for a district
translator to translate a completed IEP post-
meeting. It is not designed for use at an IEP
• Our goal is to improve the productivity of a
How to set the Spanish mode
• The IEP has two fields that must be set to request
– On EV50 Page 1: The Native Language must
– On EV50 Page 9 or EV50A: this question must
be answered “Yes.” This field is grayed out
when the Native Language is not Spanish.
This selection is the trigger for
sending the completed IEP to the
Translator’s work queue.
This selection must be answered
PRIOR to completing the IEP.
• Once the IEP is completed, and filed to history, the
status will be set to SPAN = Spanish Translate.
Regular IEP users can still…
• View a student record
• Print reports
Regular IEP users
• Can still access Goal Progress and Additional Forms
• Cannot begin a new IEP
• Cannot make corrections
• Once a translator has started work on an IEP, their
name will be displayed in the hover.
• The translator should be contacted if the IEP must be
re-opened before the translation is completed.
Spanish Translator User
• Log in as the Spanish translation user.
• A unique username is required to enter WebIEP as
Spanish Translator User (cont)
• Users that write IEPs AND do translation will
require two passwords.
• Translators are assigned to District(s).
• Translators cannot edit or change any part of the
existing (English) IEP.
Translator’s Work Queue
• A list of students with Completed IEPS that meet
the translation criteria will appear:
– Native Language set to Spanish
– Parent requested translation set to True
• Once the translation is completed and filed to
history, the student is no longer visible in the
translation work queue.
Translator’s Work Queue (cont)
• Only IEPs still needing translation are listed.
• Select the student to work with, and the screen for
Translator Notes becomes available.
• To suspend translation, the translator has the
ability to set the status back to CMP.
• Once reset to CMP, a regular user is able to begin
a new IEP or make an IEP correction, like normal.
Suspend Translation (cont)
• The student is no longer visible in the translation work
• The “Parent requested translation” question must be
re-answered before the English IEP is completed and
filed to history.
• The student will once again be listed on the list of
students needing translation.
• The functionality of the Spanish Module is similar
to the English IEP side.
– Student Searching capabilities
– Screen layout is parallel to English IEP
– Filing to History
Spanish Form 1
• The new screens have additional fields for free-
form text entry that are labeled: “Spanish
• The translators cannot change the original fields of
• Fields that are proper names, dates, pull down
selections, and checkboxes do not require
Modified Data Entry Screens
The English fields
are read only.
Translator enters Spanish
• Spanish Translation fields are easy to see.
Pull down selections
are displayed in English…
…and printed in Spanish.
Printing Spanish IEP Forms
• Printing the IEP forms would be done in the same
manner as the current IEP.
• The translator would have a special menu for
selecting only the Spanish forms as we can see in
the next slide.
Translator’s Print Menu
• The data in the blue fields prints on the forms.
• If no translation is needed, copy the text from the
white field to the blue field.
• If left blank, nothing will print for that field.
Copy the data from the
English text field and paste
into Spanish text field
• Since translators only work on completed IEPs
which have been validated, IEP validations are
limited to text fields.
• Validations take the form of warnings and check
for the completion of Spanish text when there is a
corresponding English field completed.
• All validations except for the Translator Name are
• Data will not print if it is not keyed into the blue
Filing Completed IEP to History
• After the translator has translated all the required
text fields, the IEP would be filed to History using
a similar process as the Regular IEPs.
• From the History screen, the completed Spanish
IEP PDF would be available to all users like any
other completed history.
• Spanish Translations are marked as such in the
• Once the translation is completed and saved to
History, the student is removed from the
translator’s work queue.
• Student’s IEP status is changed to CMP.
• What is the process when forms change before an
IEP is translated?
– No input access to previous WebIEP versions
– Offer blank set of dated forms
– Use attachments for form differences
– Will receive advance notice of form changes to
allow completion of translations in progress
– Since Validations are warnings, IEPS can still
be filed to history
• What if the English user makes an IEP correction
and does not file the IEP back to history?
– Translation cannot resume until the IEP is
completed and filed back to history.
• What if the IEP was not reset to Spanish correctly
during the IEP?
– The SPAN status can be reset by the SELPA
office if the IEP is completed.
• What if the user needs to open a new IEP before
the translation is completed?
• What if an English user makes changes to the text,
but the original translation was never completed?
• The goal is to improve the productivity of the
district translators by having them concentrate
solely on the fields that require translation
• Future enhancements could include integration
with automated translation services on the web.