Georgia Department of Human Resources Translation Services Request Form Job Title/Form Name: Date Submitted to OPGS: Date Returned to Program: Contact Person: Telephone #: Fax #: Requesting Agency/Department: Division/Office: Program: Organization Code: Project #: Sub-class #: Purchase Order # Form # FORMAT (To Be Completed by Requesting Agency) What service are you requesting? (Check All That Apply): _____ Translating Original Language: _____ Proofreading Translated Language(s): _____ Formatting _____ Spanish _____ Arabic _____ Desktop Publishing _____ Vietnamese _____ Somali _____ Russian _____ Bosnian _____ Korean _____ Portuguese _____ Chinese _____ Farsi Other: VENDOR INFORMATION (To Be Completed by The OPGS LEP/SI Client Services) Date Forwarded to Vendor: Date Received From Vendor: Contact/Corporate Name: Address: Telephone#: Fax #: Email: Translator’s Name: Qualified or Certified: _____yes _____ no Specialty: _____Medical Interpreter _____ Court Interpreter _____ Public Safety _____ Social Services Proofreader’s Name: Qualified or Certified: _____yes _____ no Specialty: _____Medical Interpreter _____ Court Interpreter _____ Public Safety _____ Social Services AUTHORIZATION Signatures: Language Access Team Representative or Designee _____________________________________Date____ OPGS LEP/SI Coordinator __________________________________________________________Date____ TRANSLATION REQUEST FORM (TRF) INSTRUCTIONS 1. Write the name of the document or form under “Job Title/Form Name.” 2. Enter the organizational and contact information into the first box. 3. Note if a form number is required. If so, complete the Forms Ordering/Reordering at http://184.108.40.206/ocs/Workspace/index.html. All foreign language form numbers should include a suffix designating the language translation – i.e. SP for Spanish, VT – for Vietnamese, SO for Somali, CH Chinese, RU for Russian, etc.). Contact the LEP/SI Coordinator for language acronyms – 404/657-5244. 4. Enter the organization code, project number, and sub -class number. 5. Obtain a purchase order number from the Purchasing Department. (Each requesting division or office is responsible for covering the cost associated with translating documents). 6. Document into which language the materials are to be translated. 7. Check the type of service requested (translation, proofreading, formatting, or desktop publishing). 8. Contact the designated Account Manager for your division or office to obtain a copy of the English version of the document on CD or diskette. If the document contains graphics, submit a “live” rather than PDF copy for translation. (The Office of Communications – OCS – maintains a list of Account Managers). 9. Forward the completed TRF form, copy of the purchase order, and CD or diskette containing the material to be translated to the Language Access Team (LAT) member or designee representing your division or office for approval. 10. The LAT representative will forward the TRF, purchase order, and CD or diskette to the Account Manager for the Office of Communications (OCS) who will then forward the request to the LEP/SI Coordinator. 11. The LEP/SI Coordinator will complete the Vendor Information section and send the materials to an approved translation vendor. 12. Upon receipt of the translated document, the LEP/SI Coordinator will provide the LAT representative with a camera-ready copy, CD and/or diskette in PDF file, and Receiving Report. 13. The LAT member or account manager will forward the finished product to the contact noted on the TRF for printing. 14. The LEP/SI Coordinator or designee will maintain a record of the request for translation and translated materials. NOTE: DHR’s legal advisors may be required to scrutinize forms before submission for translation. Check with the division or office director to determine if DHR’s legal advisors must review the form.
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