Foreign language translators must have an active Letter Contract, Contract, and/or Service Agreement with Nebraska VR in order for VR staff members to purchase or authorize foreign language translation services. Letter Contracts and Contracts are operating expenses for individuals who have NOT applied for Nebraska VR Services; hence, no authorization is needed. Service Agreements are for individuals who have applied for Nebraska VR and an authorization is required. Review the Letter Contract/Contract or Service Agreement under Providers in QE2 to determine which services are available from the provider.

Other resources are also available to help aid in foreign language translation, and it is recommended that each field office create a plan to support staff when immediate foreign language services are needed. Some resources include but are not limited to:

• Using the Translate app on state issued phones to type or record responses that can be translated,
• Using the Foreign Language ID Display to assist with language identification,
• Coordinating a foreign language translation service provider. Providers commonly serve the surrounding areas where they reside, but Rapport International, LLC is offered statewide to all Nebraska VR offices as: 
   
  1. An on-demand service for immediate foreign language translation needs (e.g., walk-ins, phone calls), and
      
  2. When there are no independent foreign language translators for the requested/required language with an active Letter Contract, Contract, or Service Agreement available to provide foreign language translation. 
      
• Using Bilingual Nebraska VR Staff with bilingual differentials

Bilingual Nebraska VR staff members, specifically hired with bilingual differentials, may provide translation under the following circumstances: 

• Immediate field office needs (e.g., phone calls, walk-ins),
• Translating short, written narratives to be included on letters and forms, and
• Clients assigned to them for Nebraska VR specific services and related meetings. 

Consideration should be given to the bilingual VR staff member’s availability and position within the team and whether assigning the bilingual client to that staff member is appropriate based on their primary job duties and availability. If an office does not currently have a bilingual staff member, providers should be utilized unless it is determined that a bilingual VR staff member is more appropriate over a provider for the needed foreign language translation service. Under such circumstances, please contact an Office Director on one of the teams listed below. The Office Director can determine whether support can be provided based on the bilingual staff member’s priorities as well as share next steps for coordination.

Teams currently with bilingual Nebraska VR staff members:

• Grand Island
• Lincoln-Miller
• Omaha Downtown
• Omaha Pre-ETS
  (Please submit changes to this list to the owner of this chapter.)
   

Individuals interested in learning about the services available from Nebraska VR have access to foreign language translation services. Although foreign language translation services are NOT available under Pre-Employment Transition Services (Pre-ETS), it does NOT prohibit Pre-ETS eligible youth and/or authorized representative(s) from accessing foreign language translation services to discuss Employment Program services, such as referral and application. If a student with disabilities requires individualized services in order to access Pre-Employment Transition Services or meet employment goals, review the chapter on VR Application for Students to determine with the student and authorized representative(s) if taking an application for VR Employment Services is appropriate. 

Foreign language translation services will be paid under the Letter Contract/Contract as an operating expense; hence, no authorization is needed. Ensure the provider being contacted has an active Letter Contract/Contract when arranging services for individuals who have NOT applied for Nebraska VR services.  

1. Determine what language and/or dialect is required or being requested. 
2. Determine if the translation service is an immediate need or being scheduled for a future date. 
3. For immediate need, such as an unscheduled walk-in appointment, proceed with contacting an agency-wide provider. See instructions under the On-Demand Foreign Language Translation (Rapport International, LLC) subheading below.
4. For pre-scheduled translation, use the Provider Search in QE2 under Service Category/Interpreter, Service/Interpreter Foreign Language. 
5. Review the selection of active service providers with active agreement statuses and call/email provider to arrange needed service.
6. Have provider invoice the specialist/office after completing the coordinated service.

Review and approve invoice once the service is completed and after confirming the invoice details for the translation service.

Foreign language translation services will be paid under the Service Agreement where authorization is required. Ensure the provider being contacted has an active Service Agreement when arranging services for individuals who ARE Nebraska VR applicants.  

1. Determine what language and/or dialect is required or being requested. 
2. Determine if the translation service is an immediate need or being schedule for a future date. 
3. For an immediate need, such as an unscheduled walk-in appointment, proceed with contacting an agency-wide provider. See instructions under the On-Demand Foreign Language Translation (Rapport International, LLC) subheading below.
4. For pre-scheduled translation, use the Provider Search in QE2 under Service Category/Interpreter, Service/Interpreter Foreign Language. 
5. Review the selection of active service providers with active agreement statuses and call/email provider to arrange the needed service.
6. Once the date and time have been scheduled with the provider, prepare an authorization in QE2 on the client’s case for the amount of time/cost required for translation services per the provider’s Service Agreement, including any additional necessary costs (e.g., travel). All authorizations must be completed before the time of service, or it will be considered a late authorization. 
7. Email the authorization to the provider. 
8. Have the provider invoice the specialist/office after the service has been provided.
9. Review and approve the invoice once the service is completed and after confirming the invoice details for the pre-scheduled service. 
10. File the authorization following the Electronic Case File chapter.   

In the event an individual or a Nebraska VR applicant requiring foreign language interpreting services comes into an office unscheduled, or if an independent provider that speaks the language of the individual is unavailable, proceed with contacting Rapport International, LLC to coordinate an on-demand or pre-scheduled phone interpreting service. Please note: Interpreting Services should be indicated when contacting Rapport International, LLC to ensure the correct service is provided.  

1. Determine if the individual is a current Nebraska VR applicant. 
2. Determine what language and/or dialect is required. If the language is unknown, representatives of Rapport International can help assist with language identification. 
3. Call the access number for On-Demand: Dial +1-866-895-7403.
   Call the local office for pre-scheduled interpreting and follow the instructions for Applied or Not Applied subheadings above: 402-432-8671. 
4. Provide the specific Customer Code and Company (Nebraska VR/Office or Program) for the office coordinating services. 
5. Provide requested information over the phone that is asked for on the Telephone Interpreting Instructions or Planned Appointment guide. 
6. Once the representative has all the necessary information, the representative will connect the Nebraska VR specialist with an interpreter. 
7. Immediately after the call, if the individual has applied for VR services, prepare an authorization in QE2 on the client’s case for the amount of time/cost required for on-demand phone interpreting services per the provider’s Service Agreement. 
8. Email the authorization to the provider. Authorization must be completed the same day as the service or it will be considered a late authorization.
9. If the individual has NOT applied for VR services, have the provider invoice the specialist/office after the service has been provided. Services will be paid under the Letter Contract/Contract as an operating expense.
10. Review and approve the invoice once the service is completed and after confirming the invoice details for the on-demand phone service. 
11. File the authorization following the Electronic Case File chapter.   

A complete list of office-specific directions for contacting Rapport International, LLC can be found on the Nebraska VR SharePoint location for Foreign Language Services (By Office).