POLICY 1003: LANGUAGE ACCESS PLAN

Adopted: August 11, 2025

I. PURPOSE

Westonka Public Schools is committed to equitable access to information for all families. In alignment with Minnesota Statute § 123B.32 and Title VI of the Civil Rights Act of 1964, our Language Access Plan outlines the tools, resources, and procedures in place to support students, families, and staff who prefer to communicate in a language other than English—removing barriers and promoting meaningful engagement in education, school communications, and decision making processes.

More than 10 languages are spoken in the homes of Westonka Public Schools families. To learn more about our language support services, visit: https://www.westonka.k12.mn.us/academics/english-learners.

II. DEFINITIONS

Bilingual staff are fluent in multiple languages but are not trained interpreters. They can assist with simple tasks (helping with forms/relaying basic messages) but should not interpret or be pulled from primary duties.
English Learner (EL) is a student whose primary language is not English and requires language support. See definitions in the Minnesota Statute 124D.59(2) and the Every Student Succeeds Act Statute 8101(20).
Emergent Multilingual Speakers are individuals whose primary language is not English and who have limited ability to communicate effectively in English, but are in the process of developing their English language proficiency.
Home Language is the language that is most commonly used in the home by members of a family, or the language that parents use when speaking with their children.
Interpretation is the act of listening to a communication in one language and orally converting it to another language.. The interpreter must retain the same meaning as the original message without omitting information, summarizing or otherwise altering the message and without adding the interpreter’s own thoughts or opinions.
Interpreter is a person who provides interpreting services.
Language Access Plan is a written document that describes how our district will provide services, processes and procedures to render effective language assistance to students and families who prefer to communicate in a language other than English.
Language Access refers to services and resources that enable timely and meaningful communication between English speakers and those who speak other languages.
Language Instruction Educational Program (LIEP) locally designed program that ISD 277 uses to meet the needs of ELs enrolled in schools and to ultimately enable students to gain English proficiency. May be commonly referred to as the “EL program”
Preferred Language is the language in which parents or guardians request services, resources, and communications from schools and the district.
Qualified Interpreters are trained professionals who follow the National Code of Ethics and Standards to facilitate communication between individuals who do not share a common language
Translation is converting written text from one language into written text in another, maintaining the original material's intended meaning. For languages that rely on an oral tradition (i.e., Somali), an oral interpretation may be used in place of written translation.
Vital Documents refer to materials deemed vital to ensuring access to educational services, programs, and activities and contain information required by law to translate or provide in audio format. See the full definition.

III. IDENTIFICATION AND ASSESSMENT OF LANGUAGE ASSISTANCE NEEDS

Parents/Guardians Preferred Language: During the registration process, parents and guardians specify their preferred language, which is recorded in their profile within the district’s student information system. Families can update their preferred language at any time by contacting their school or updating their language preference in Skyward by going to Student Info>Request Changes. This will change their preferred language in ParentSquare as well.
English Learner (EL) Identification: All parents and guardians enrolling a new student in the district will be provided the Minnesota Language Survey (MNLS). Families complete this as part of their online registration via Skyward, and though it is not translated in Skyward itself, translated copies can be provided upon family request. A completed form is kept in each student’s cumulative folder. During the online registration process, the school administrative assistant, serving as the district’s point person, will ensure that all questions on the MNLS are completed. They will then notify the EL Coordinator, the EL teacher and the principal and/or counselor, if the parent indicates "other language(s) and English" or "other languages" on the survey. If English is the only language indicated in the survey, the student does not need to be screened for English language proficiency. If the survey indicates a language other than English or in addition to English, an administrative assistant notifies the district EL teacher who is responsible for student placement.

IV. NOTICE OF INTERPRETATION SERVICES

Westonka Public Schools uses trained or certified interpreters to support communication with parents and guardians who prefer a language other than English, especially when discussing student progress, academic outcomes, or placement in specialized programs. Interpretation may be provided during conferences, special education meetings, staff-parent meetings, or phone calls. Early in the school year, EL teachers collaborate with staff to identify families needing language support based on parent preferences and English comprehension, ensuring services are arranged proactively.

How to Access Interpretation Services: Westonka Public Schools currently utilizes the following interpreter services:

Propio Language Services - audio or video interpretation, over the phone
GBR Interpreting - in-person interpretation
In-District Supports for Spanish and Russian

Families can request an interpreter through their school’s administrative assistant or by emailing welisten@westonka.k12.mn.us

V. NOTICE OF TRANSLATION SERVICES

Website Translation: Families can view district and school websites in their preferred language by adjusting their browser settings or by selecting a language from the Website Translation Icon at the bottom right of any Westonka webpage.
Digital Communication Translation: Westonka Public Schools uses different technology tools for digital communication translation. ParentSquare, the district’s main tool for family and emergency communication, sends information in families’ preferred language (email, text, call, app notification) and allows families to choose their preferred language for viewing communications and responding to those communications in their preferred language.
Google Translation Services: Google translation services are used in some instances to help provide basic information to families.

VI. STAFF TRAINING AND PROCEDURES

Training: Ongoing professional development is provided to front office personnel and other relevant staff on topics such as working with interpreters, requesting language assistance, and fostering cultural competence. New front office and relevant employees receive this training as part of the onboarding process. The training includes guidance on identifying when interpretation services are necessary, engaging effectively with interpreters, and submitting interpreter requests.
Procedures: If a staff member determines that interpretation services are needed, they should contact their building administrative assistant or the Westonka Special Services Director to coordinate appropriate next steps.

VII. FEEDBACK PROCEDURES

If parents have feedback or suggestions for improvement with our language access and translation services, please contact welisten@westonka.k12.mn.us. Concerns will be reviewed by the Special Services Director.

VIII. FEEDBACK PROCEDURES

This administrative guideline will be available on the District website and included in each school's handbook

IX. PLAN MAINTENANCE AND BIENNIAL REVIEW

The Westonka School Board reviews the Language Access Plan every two years and updates it as needed.