• Quick start
• Translation process overview
  • 1. Write in plain language
  • 2. Submit your request
  • 3. CLS reviews and prepares translations
  • 4. Review and approve
  • 5. Distribution
• Displaying translations on websites
  • Language label placement
  • Standard format
  • Translation types
  • Example reference
  • PDF hosting
  • HTML template
  • Format
  • Process
  • Example WhatsApp message
• What to translate
• Best practices for translation-ready content
  • Consider creating instruction sheets
  • Format considerations
    • Current practice:

Quick start

• Contact CLS for translations: Email translation-interpretation-cls@wisc.edu or call 608-890-2628
• Languages available: Hmong, Mandarin Chinese, Nepali, Spanish and Tibetan
• Staff contacts: See the CLS website for current contact information
• Timeline: Allow 5 to 7 business days for standard requests; CLS may accommodate urgent requests with advance notice

Translation process overview

1. Write in plain language

Before submitting content for translation, make sure you:

• Use simple, clear sentences
• Define technical terms when possible
• Avoid jargon and idioms
• Use active voice

This step is critical—plain language translates more accurately and helps ensure all audiences can understand your message.

Note on technical terms: Some terms like "app," "passcode," or "multi-factor authentication" cannot be simplified. CLS is experienced in handling technical language and will either translate these terms or flag them as English words when translation isn't possible.

2. Submit your request

Email CLS (translation-interpretation-cls@wisc.edu) with:

• Your content for translation (preferably as an MS Word document)
• Target language(s) needed
• Publication timeline
• How you plan to distribute the translations

3. CLS reviews and prepares translations

• CLS never rewrites your content without permission
• They may suggest improvements for clarity
• You always have final approval on any changes
• CLS handles technical terms and proper nouns that don't translate easily

4. Review and approve

• CLS sends completed translations for your review
• You can request revisions if needed
• You provide final approval as the subject matter expert

5. Distribution

CLS can help distribute through:

• WhatsApp groups: Reaches subscribers in multiple languages (CLS manages message frequency)
• PDF creation: For printing and supervisor distribution
• Webpage integration: CLS reviews translated webpages for issues before publication

Displaying translations on websites

Language label placement

Always place language labels at the top of the document, so readers who read in a language other than English can easily find translations.

Standard format

Display language options as a bulleted list following this pattern:

• Español / Spanish
• Hmoob / Hmong
• >བོད་སྐད། / Tibetan
• 中文 / Chinese
• नेपाली / Nepali

Note: Keep languages in the above order. The list sorts languages according to the employee population size at UW–Madison, and it must remain consistent across university communications.

Translation types

There are 2 types of translations you might host:

1. Exact translations (default): When translations contain identical content to the English version.
2. Adapted translations: When translations are modified to be more suitable for specific audiences (may omit some content or be rewritten).

For adapted translations, add this phrase above the list of language labels:

View this information in:

This helps managers and team leaders understand that translations may not convey every word from the English version.

Example reference

For implementation examples, refer to: 2025 Second and Third-Shift Employee Recognition Event

PDF hosting

Host translated PDFs on your department server when possible. If needed, CLS can host files and provide links for your article, email or webpage.

HTML template

Use this template to format your list in WordPress:

<div class="callout success">
  View this information in:
  <ul>
    <li><a href="SpanishURL.pdf">Español / Spanish</a></li>
    <li><a href="HmongURL.pdf">Hmoob / Hmong</a></li>
    <li><a href="TibetanURL.pdf">བོད་སྐད། / Tibetan</a></li>
    <li><a href="ChineseURL.pdf">中文 / Chinese</a></li>
    <li><a href="NepaliURL.pdf">नेपाली / Nepali</a></li>
  </ul>
</div>

Format

• Messages should be very brief
• Include a link to more detailed information (make sure to add UTM tracking or create go.wisc.edu short URLs)
• When possible, use language directly from longer translations to reduce translation burden
• The lede or nut graph of an article often works best

Process

• You can ask CLS to create a WhatsApp message without providing the exact text
• You can suggest a message text, which CLS will adapt as needed
• CLS manages WhatsApp translations and distribution

Example WhatsApp message

Starting June 2, 2025, UW–Madison will update our MFA-Duo security system to protect your NetID account and make logging in more secure.

What to translate

Essential employee communications like:

• Policy changes that affect job performance
• Safety procedures and training
• Benefits information
• Technology updates that employees must use
• Instructions critical to employment functions

Transparency communications such as:

• Messages from university or division leadership
• Major organizational announcements

When unsure, contact CLS directly for guidance on whether content should be translated.

Best practices for translation-ready content

Consider creating instruction sheets

For ongoing reference, CLS can create basic, step-by-step instruction sheets instead of translating time-sensitive announcements. These work well for:

• Software procedures employees use regularly
• Safety protocols
• Benefits enrollment steps

Instruction sheets are particularly valuable for employees whose primary language is not English, as they often rely on pattern recognition and simple, sequential steps to navigate technology.

Format considerations

Current practice:

• PDFs: Standard for translations; work well for printing and supervisor distribution
• Webpages: Possible, but requires additional CLS review time
• Print materials: Popular with employees whose primary language is not English, many of whom prefer printed instructions

Mobile responsiveness and accessibility note: While PDFs are the current standard, many employees access information via phones through WhatsApp. PDFs also present accessibility challenges for people with limited or no vision. Discuss with CLS whether web-based translations might improve mobile accessibility for your specific content.