Contracting with Interpreters
Developing contracts is an important part of your work with interpreters. It documents everyone’s expectations and agreements and helps to make sure everyone is on the same page from the start about the assignment.
Scope of Work
Typically, a scope of work should include the following information:
- The type of interpreting (or coordination) service(s) being provided
- The purpose of the service(s) provided
- Relevant dates, times, and locations
- Any additional requirements you want interpreters to meet, such as attending an orientation meeting, participating in a tech-check or a meet and greet with Deaf participants.
When developing the scope of work, be specific as possible and also allow for some flexibility since interpreting needs can change during an engagement.
Sample Scopes
In-Person Meetings, Trainings and Conferences
Sample 1: Consultant will provide Pro-Tactile Language (PT) interpretation at Deaf Action’s Deaf Domestic Violence 40-Hour Advocate Training, taking place October 21 through October 25. This training is designed to educate new and emerging Deaf advocates on how to appropriately and safely respond to domestic violence, and also to raise awareness to prevent further violence throughout the community. The training will be held at Abused Deaf Women’s Advocacy Services (ADWAS) in Seattle, Washington. The Consultant will be in attendance from October 20 through October 26 for preparation and interpretation during the training. The Consultant will attend an interpreter orientation from 6:00 pm – 8:00 pm on Sunday, October 20th. The Consultant will provide Pro-Tactile Language interpretation for presenters from October 21 – October 23 for a maximum of 8-hour each day. The Consultant will provide Audience Interpretation on October 24 and October 25 for maximum 8-hours per day. Interpreter will travel to the training on October 20 and home from the training on October 26 for a maximum travel time of 16 hours.
Sample 2: Consultant will provide American Sign Language interpreting services at the Deaf Action Planning Meeting on January 8 and 9, 2019 at the Family Justice Center located at 2151 Salvio Street in Concord CA., 94520. The meeting will take place from 9 am – 5 pm each day, with an interpreter orientation from 8:30 – 9 am on January 8. Participants will include representatives from: ADWAS, DeafHope, IGNITE, and the Vera Institute of Justice. The meeting will consist of a planning discussion, including strategies for communication between partners, planning the work of the next year of the project, reviewing roles and division of labor, and additional training and technical assistance activities.
Virtual Meetings and Trainings
One Time Consultation: The Consultant will provide American Sign Language interpreting services for office hours offered by [organization name] staff for grantees of the Office on Violence Against Women’s Rural Grant Program. The office hours will be conducted remotely via Zoom on June 13, 2021 from 9:00 am-10:00 am ET. Consultant will also participate in a 30-minute-long preparation session hosted by Vera prior to the office hours at 8:30 am on June 13, 2021.
On-Going Meetings with Grantee: Vera has retained Consultant to provide American Sign Language (“ASL”) Interpreting Services for 23 bi-weekly meetings with members of the X grantee collaboration from July 2019 to December 2019. Consultant will provide ASL interpretation on the following dates: June 7, June 24, July 1, July 15, July 22, August 5, August 12, August 19, August 26, September 9, September 16, and September 23, October 7, October 14, October 21, November 4, November 11, November 18, November 25, December 2, December 9, December 16, and December 23. A brief orientation and tech check will be held with the Consultant from 12:45 p.m to 1:00 p.m. ET prior to the start of each meeting, and each meeting will is scheduled from 1:00 p.m. – 2:00 p.m. ET. Meetings will be held online via Zoom.
Multiple Webinars: The Consultant will provide American Sign Language (“ASL”) interpretation for a three-part webinar series, entitled “X.” The webinars will take place from 2:00 – 2:30 p.m. ET on the following dates in 2021: September 23, October 21, and November 18. The consultant will participate in an orientation and tech-check with Vera staff and other members of the interpreting team from 1:30 – 2:00 ET prior to each webinar. All webinars will take place online using Zoom.
Additional Information Needed
Depending on the format of your contract, you will also likely need the following information:
- Hourly rate(s)
- Total number of contract hours broken down by:
- Travel time, if applicable
- Coordination services, if applicable
- Preparation and interpreting
- Travel expense details
- Number of days/nights
- How travel will be arranged and expensed (direct purchase by organization or reimbursement)
- Any requirements related to and limitations around reimbursements for mileage, ground transportation, food, and other incidentals