Interpreter and Translation Management System

The Vendor is required to provide for a centralized Interpreter and Translation Management System to support districtwide language access operations.
- The system must improve efficiency, reduce compliance risk, and replace the district's current manual process, which relies on Google Forms, spreadsheets, and custom automations.
- Serves a diverse multilingual community and processes approximately 6,000 to 8,000 interpretation requests annually, in addition to ongoing written translation needs for schools and departments.
- Requires a scalable solution that supports both interpretation request management and translation workflow management, while allowing agency to maintain control of its internal interpreter pool, approved vendors, and service standards.
- Interpretation Request Management
• Online request intake for schools and departments
• Request categorization (IEP, parent-teacher conference, discipline, enrollment, events, and similar)
• Support for in-person, virtual, and phone interpretation
• Automated notifications and confirmations to requesters and interpreters
• Calendar integration (Google Workspace preferred)
• Ability to prioritize urgent or high-stakes requests
• Cancellation and reschedule workflows
• Waitlist or reassignment capability when an interpreter declines or is unavailable
- Interpreter Workforce Management
• Management of the agency internal interpreter roster
• Management of contractor and freelance interpreter rosters
• Interpreter profiles capturing language, certification, skillset, and availability
• Assignment matching by language, qualifications, and availability
• Mass communication to interpreters (in-app, email, or mobile notification)
• Mobile-friendly acceptance and decline process
• Time, attendance, and completed-assignment verification
- Translation Workflow Management
• Translation request intake portal for schools and departments
• Secure document upload and routing
• Deadline tracking and prioritization
• Assignment to approved internal translators or external vendors
• Revision and quality-assurance workflow
• Real-time status visibility for requesters
• Multi-language project tracking on a single request
- Reporting & Analytics
• Requests by school, department, language, and month
• Fill rates, unfilled requests, and cancellation rates
• Turnaround times for both interpretation and translation
• Vendor and contractor usage
• Cost tracking by site, department, and funding source
• Exportable dashboards and scheduled reports
- Security & Compliance
• FERPA-aligned data practices and student-data handling
• Alignment with Security Act
• Role-based permissions scoped to school, department, and function
• Complete, immutable audit trail of requests, assignments, and user activity
• Secure document handling with encryption in transit and at rest
• All district data remains the property of agency and is exportable on request
• Vendor must be able to execute the district's Data Privacy Agreement (DPA) prior to go-live