Translations

OHSRP Policy  |  General  |  Payment  |  Document Types  |  Certification

OHSRP’s New Policy Pertaining to the Translation of Protocol Consents

What languages are covered by the new policy?

Translations into all languages, including Spanish, are covered by the new policy. Consequently, the NIH Library will no longer offer protocol consent translations into Spanish at no cost to the research team. Instead, the following will apply:

• New protocol consent translations. OIR will contribute 50% of the cost, and the remaining 50% will be the responsibility of the research team.
• Amendments to existing protocol consent translations. The research team will be responsible for covering 100% of the cost.

Are other types of documents covered under the new policy?

The new policy exclusively encompasses new protocol consents. Any other document types will continue to be processed in the usual manner by the Translations Office.

What is the process for requesting the translation of new protocol consents?

1. Please complete the Translation Request Form, selecting  “Protocol Consent”  in the “Type of Translation” field, and including the research team’s Common Account Number (CAN) in the “CAN Number” field and the name of the authorizing person in the “Approving Official” field. Following  submission, the requestor will receive an automatic e-mail confirmation containing a ticket number starting by NIH-LSR and followed by 5 digits (example NIH-LSR-12345).
2. Please submit the document(s) to be translated (in Word format) to NIHLibraryTranslationsTeam@mail.nih.gov including the ticket number assigned on the subject line.
3. Our team will promptly obtain a quote from our vendor and get back to the requestor with the cost (deducting 50% that will be covered by OIR) and turnaround, which must be approved in writing before proceeding with the translation. 
4. Once the translation project is approved, our team will deliver the translated document(s) along with the certification of accuracy by the agreed-upon date.

What is the process for requesting the amendment of existing translations of protocol consents?

1. Please complete the Translation Request Form, selecting “Protocol Amendment” in the “Type of Translation” field, and including the research team’s Common Account Number (CAN) in the “CAN Number” field and the name of the authorizing person in the “Approving Official” field. Following  submission, the requestor will receive an automatic e-mail confirmation containing a ticket number starting by NIH-LSR and followed by 5 digits (example NIH-LSR-12345).
2. Please submit the following documents (in Word format) to NIHLibraryTranslationsTeam@mail.nih.gov including the ticket number assigned on the subject line:
   1. Markup version of the English consent(s)
   2. Most recent translation
3. Our team will promptly obtain a quote from our vendor and get back to the requestor with the cost and turnaround, which must be approved in writing before proceeding with the translation.
4. Once the translation project is approved, our team will deliver the translated document(s) along with the certification of accuracy by the agreed-upon date.

General

What is your turnaround?

The Translations Office receives a high volume of requests throughout the year in a variety of language combinations. Turnaround times depend on document complexity and length, and translator availability. We cannot provide an estimate until we review your document. While we do our best to keep up with demand, please note that quick turnarounds may require contracting services at a cost to your ICO’s Common Account Number (CAN). 

How much does a translation cost?

Translation rates are typically determined by word count, language combination (languages of lower diffusion tend to be more costly), document type and complexity, and desired turnaround. A minimum fee may apply to one-page documents. Additional charges may include formatting, rush fees, notarizations, etc.

Do you accept printed copies of documents?

For security reasons, we don’t accept printed originals or photocopies of documents. We request legible and clear electronic copies submitted via e-mail. For documents containing personally identifiable information (PII), we require the use of Outlook encryption or Secure Email and File Transfer Service (SEFT). Once you have submitted a translation request form, please wait for us to contact you with instructions on how to submit your document.

Do you offer interpreting services?

We specialize in written translation services. Interpreting pertains to spoken language and is not offered by our office.  

Payment

Can I pay for a document directly without using my IC’s Common Account Number (CAN)?

Payment for contracted translations must be processed through your ICO using your CAN and providing the name of the approving official. We don’t accept direct payments for contracted services. 

To find a translator for a personal request, please refer to the directory of the American Translator’s Association.

Will I be charged for requesting a translation quote?

Requesting quotes is free of charge. Your ICO will only be charged once you have approved the proposed cost and turnaround and provided authorization via e-mail confirming the CAN and the name of the approving official. 

Document Types

What is your policy for the translation of patient records?

We can translate legible copies of patient records up to five pages in the offered in-house languages. Records exceeding five pages or in non-covered languages would need to be contracted out to the requestor’s expense.

Can you translate my personal documents?

We focus on translations supporting NIH employment and research. Personal documents unrelated to these areas cannot be accommodated, for example:

• Vital records for extended family members
• Academic records for a spouse or a child who is not an NIH employee or contractor
• Property deeds or financial documents related to domestic or foreign personal business transactions
• Documents to be submitted to a foreign consulate or government agency for personal purposes
• Documents connected to an employment search outside the NIH
• Foreign driver’s licenses for family members

Can I make only one online request for multiple documents?

You can make a single online request for multiple documents as long as they require translation into the same language and are of the same type. Differing languages or document types require separate online requests, for example:

• If a protocol consent needs translation into several languages, you should complete one translation request form for each language.
• If medical records of different individuals need to be translated, you should complete one translation request form for each individual.
• If the request involves a protocol consent and its related study documents, you should complete one translation request form for the protocol consent and a separate form for the study documents.

Do you translate all types of documents or formats?

Some requests, such as website translations, audio transcription, or projects beyond our mission scope may not be feasible in-house. However, in certain cases, we can offer project management services, including third-party review at additional cost, if appropriate.

Do you translate foreign driver´s licenses?

We translate foreign driver´s licenses, but please note that our translations are not accepted by the Maryland Motor Vehicle Administration (MVA). Please refer to the Maryland MVA’s webpage for specific requirements.

Certification

What is a certification of accuracy?

Our certification of accuracy verifies the accuracy and completeness of the translation to the best of the translator’s ability.

Can in-house translators certify existing translations?

In-house translators can certify existing translations within our covered languages after comparing the original document and the translation side by side. For other translations, a revision will be contracted out at the requestor’s expense. The certification of accuracy in both cases will only state that the revision was performed by a qualified translator.

Do you offer notarization services?

A notarization confirms the authenticity of the translator’s signature and is typically required for official documents by certain agencies and institutions. We only notarize the signatures on certifications of accuracy issued by our office. For other notarization needs, please refer to the list of Notary Publics available at the NIH.