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Background
Language translation plays a vital role in community-engaged research by fostering inclusivity, equity, and mutual understanding between researchers and diverse community members. It ensures that participants who speak different languages can fully engage in the research process—from understanding consent forms to contributing their perspectives and interpreting findings. Translation not only breaks down linguistic barriers but also builds trust, allowing communities to feel respected and valued. Moreover, it enhances the accuracy and relevance of research outcomes by incorporating a broader range of voices and experiences. In essence, language translation is not just a technical tool but a bridge to ethical, collaborative, and impactful research.
PERC language access and resources initiatives
The Partnering for Effective Research Collaborations (PERC) Working Group has been gathering information on existing language translation options at Duke, and working to expand opportunities.
Below are resources facilitated by the PERC Working Group related to language translation policies and services for community-engaged research.
- PERC has been endeavoring to provide translated versions of research policies and procedures for community partners; including: Spanish version of instructions on CITI Training for Community Partners
- A new online course A Guide to Translation and Interpretation for Research - Applying Policy to Practice offers a practical overview of integrating translation and interpretation services into your research.
We want to hear from you!
To ensure our research findings are truly generalizable, equitable, and scientifically rigorous, we must bridge the well-documented gap between our study goals and the diverse communities we serve. We recognize that research teams face barriers in engaging with speakers of diverse language preference for various reasons. Therefore, we wish to better understand these barriers to develop solutions to support researchers and community members.
Language Translation Pathways
Language translation services for community-engaged research and other activities can be provided by various individuals and organizations. The language translation pathways below provide additional information on available services based on the need: research or patient care.
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Language Translation Options for Community Engaged Research Decision Tree — Duke Health
- Is it for research? If yes: STOP. Before moving forward please check if you have the following:
- DUHS IRB Approval
- Duke Research Data Life Cycle (DRDL) plan
- Support from the Office of Research Contracts (ORC)
- Will you use machine learning, such as AI?
- Yes → Please consult with OASIS before moving forward. You can contact them at: Send Us a Ticket.
- No → Go to step 3.
- Will a community partner provide the translation?
- Yes → Will the community partner charge for the service?
- Yes → Please follow procedures for compensating community partners.
- No → Note: These individuals do not need to be added as key personnel. See DUHS IRB's key personnel policy.
- No → Go to step 4.
- Yes → Will the community partner charge for the service?
- Will Duke personnel provide the translation?
- Yes → It is recommended that Duke personnel who provide translations are added as key personnel.
- No → Please use a Duke approved vendor listed below. (Advise to contact procurement on next steps: procurement@duke.edu)
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Language Translation Options for Community Engaged Research Decision Tree — Duke Campus
- Is it for research? If yes: STOP. Before moving forward please check if you have the following:
- Campus IRB Approval
- Support from Office of Research Support (ORS)
- Will you use machine learning, such as AI?
- Yes → Please consult with itso-pm@duke.edu before moving forward. Type "AI Translation" in the subject line.
- No → Go to step 3.
- Will a community partner provide the translation?
- Yes → Will the community partner charge for the service?
- Yes → Please follow procedures for compensating community partners.
- No → Note: These individuals do not need to be added as key personnel.
- No → Go to step 4.
- Yes → Will the community partner charge for the service?
- Will Duke personnel provide the translation?
- Yes → It is recommended that Duke personnel who provide translations are added as key personnel.
- No → Please use a Duke approved vendor listed below. (Advise to contact procurement on next steps: procurement@duke.edu)
Duke Health offers a range of free language assistance services for all patients who prefer to communicate in a language other than English. Please see Interpreter Services at Duke Health to learn more.
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Duke Provided Services
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- When working with recorded interviews, focus groups, or multilingual research materials, researchers must use approved and secure AI solutions that comply with Duke’s data protection standards. Learn more HERE.
Email itso-pm@duke.edu with questions ASAP when planning for IRB submission!
The IT Security Office (ITSO) and Privacy Office assess software usage on a case-by-case basis. Learn more HERE.
- For researchers working at Duke Health: Please consult with OASIS when using machine-assisted translations for research. You can contact them HERE.
If you will be compensating a community partner for translation services, please see the Partnering for Effective Research Collaborations (PERC) Community of Practice (COP) for more information.
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The DUHS Institutional Review Board (IRB) has released a new policy titled "Translation Requirements for Research". This policy outlines requirements related to the informed consent process for research involving participants who speak a language other than English. The policy provides translation requirements, documents needed for IRB review, and guidance on the appropriate use of short and long form consents.
Resources:
- DUHS IRB Consent form templates
- Translation Requirements for Research Policy
The DUHS IRB provides the names of translation services to assist researchers who may need to translate consent forms and other study documents for non-English speaking research participants. They cannot attest to the quality or accuracy of their work products.
PLEASE NOTE: The translation services listed HERE are suggested for developing study materials, such as consent forms, advertisements, questionnaires and surveys, etc., not for translating individually identifiable data or subject responses.
PERC advises working with Duke Procurement to ensure that the translation service you choose is a fit for your research project. To contact Procurement see the information below:
Procurement : Order questions and contacts
Phone: 919-681-5900
Email: procurement@duke.edu Website: www.finance.duke.edu/procurement
Accounts Payable : Invoice & Payment questions and contacts
for correspondence, questions :
Invoice submission: vendorinvoice@duke.edu
Phone: 919-684-3112
Duke Vendor List
Below is a list provided by the PERC Working Group related to language translation services for community-engaged research. Before moving forward with translation services, PERC advises working with your research practice manager and Duke Procurement to ensure that the chosen option is a fit for your research project.
Note About Sharing Sensitive Data with Unreviewed Vendors: On a case-by-case basis the IT Security Office and Privacy may consider a conditional provision to use an unreviewed vendor in the context of an IRB protocol. Researchers should be prepared to provide a reason why reviewed and accepted tools cannot be used. More information can be found HERE.
If you are aware of other resources that should be added to this list or updates to the information below, please let the PERC Working Group know HERE.
Name of Service & Contact Information | Information | Services Available & Price Range |
|---|---|---|
Contact Information: researchatpickett_request | Spanish interpretation, translation, and bilingual coordination services are offered through the Duke Office of Clinical Research for coordination, advanced practice providers, labs, nursing, project management, recruitment, regulatory, and exam room use. For more information, email: researchatpickett_request@dm.duke.edu. Pickett Road's translation services have at least two certified translators and native speaking staff to aid in translation services, and provide an affordable route. | Services: Translation, Interpretation, Bilingual Coordination, Spanish Only
Price Range: $73/hour for about 250-300 words/hour |
| Duke Health offers a range of free language assistance services for all patients who prefer to communicate in a language other than English. Our interpreters are trained to work in a health care setting and follow all national standards for medical interpreters. Duke Interpreter Services may be able to point you to Duke translation services | Services: Interpreter, including American Sign Language |
International Patient Services Contact Information: intps@duke.edu | International patient services team assists patients and families traveling from outside the United States for care. Their goal is to tailor a culturally appropriate care experience to meet patients' needs. Duke International Patient Services may be able to point you to Duke translation services |
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Preferred Duke Vendors have contracts in place with Procurement Services
Name of Vendor & Contact Information | Vendor Information | Services Available & Price Range |
|---|---|---|
Contact Information: 800-200-2801 | GMR Transcription provides 100% U.S.-based human transcription services with 99% accuracy on good audio, delivered entirely by experienced transcriptionists without relying on AI or automated tools. You can choose same-day transcription services, next-day delivery, standard delivery, or ongoing bulk transcription support. | Services: Transcription, Translation Price Range: Up to 2 Speakers $1.25 (3-4 weeks), 3+ speakers $1.50 (3-4 weeks) |
Contact Information: gmiglaw@llts.com or jszymanski@languageline.com | Services can be on-site, on-demand, or remote and serve the healthcare field. Specific services useful to investigators include document translation, telehealth interpretation, and audio transcription. Translators go through advanced and regular medical certification. Language Line has a specific portal for Duke investigators to access requests. Language Line also have two project managers affiliated with Duke to help with document translation and interpretation requests. | Services: Translation, Interpretation, Localization, Transcription, In-person services
Price Range: 0.13-0.26 cents per new word based on the language and 0.03 per re-used word |
Contact Information: contact@languagerc.com | Interpretation and translation service providing on-site, on-call, and video/remote interpretations, document translations, and assessments in over 190+ languages including ASL for simple to complex medical and research documents. Translations are given in a HIPAA-compliant format. LRC can also provide a free estimate of costs. | Services: Translation, Interpretation
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Contact Information: 913-381-3143
| Propio combines interpretation, translation, and technology to help organizations communicate with multilingual audiences and meet language access requirements. | Services: Interpreter, Translator, or Language Services Price Range: Interpreting Services: On demand phone interpretation: Spanish $0.45 per minute, other languages $.70 per minute. On-demand video interpretation: Spanish & non-Spanish $0.70 per minute, American Sign Language (ASL) $1.29 per minute. Written document translation $0.13+ per word. Varies by language. |
Name of Vendor & Contact Information | Vendor Information | Services Available & Price Range |
|---|---|---|
Contact Information: info@globaltranslation.com | Global Translation Systems provides interpretation and translation services in the following languages: for pharmaceutical documents, technical manuals, clinical trial informed consents, regulatory documents, and medical records/transcripts. Through a 9-step process, they provide culturally accurate translations for a variety of fields including research/ informed consents. | Services: Translation, Interpretation, In-person services
Price Range: 0.30-0.45 price per word or $125-$160 per hour for non- Microsoft Word documents |
Contact Information: duke@transperfect.com; 919-361-9200 | TransPerfect Translations span across a multitude of services, including translation and other linguistic offerings, eClinical and COA solutions, machine translation, interpretation, AI solutions, and regulatory and product launch support. Their costs can be reduced if existing word are pulled form their memory database | Services: Translation, Interpretation
Price Range: 0.10-0.30+ cents per word |
Contact Information: murtado@languageservicesolutions.com | Language Service Solutions, LLC has over 20 years of experience providing translation, transcription, virtual and in-person interpretation services, consulting, and subtitling around services for organizations and communities. | Services: Translation, Interpretation, Transcription, In-person services
Price Range: 0.14 cents per word |
Contact Information: keith.kennedy@ulgroup.com | Interpretation, translation, and localization services by specialized linguists in over 200 languages. Healthcare specific services are PHI and HIPAA compliant for document translations and a range of other services specifically for the medical field. United Language Group has a price range dependent on language pairs, and also offers sign language. You can fill out the link here to receive a free quote. | Services: Translation, Interpretation, Localization
Price Range: 0.135-0.29 cents per word |
Contact Information: support@tomedes.com | Tomedes is a leading U.S. translation company specializing in translation, interpretation, and localization services. Since 2007, it has built a global network of over 20,000 native translators. Tomedes offers specialized medical translation and interpretation services with certified professionals who are fully HIPAA-compliant. By blending AI technology with human expertise, Tomedes helps clients achieve their internationalization goals. The company provides a one-year guarantee on its translations, recognized by institutions worldwide, and offers 24/7 customer support for assistance anytime, anywhere. | Services: Translation, Interpretation
Price Range: 0.06-0.13 cents per word |
Contact Information: | CSOFT provides translation and localization services for the health sciences industries in 250+ languages. Their services range from medical document translation, clinical trial translation, writing, and video translations. You can contact them through their website. | Services: Translation |
Contact Information: angie@fullcircleinterpretingnc.com | Full Circle Interpreting offers an array of language and educational services. Angelina M. Schiavone | Founder & Lead Interpreter | Services: Interpreting services Translation, Transcription Services, Community Outreach/Education & Cultural Consulting Services |
Access Multilingual Services, Inc Contact Information: | Today their network spans thousands of certified interpreters and translators, with offices in Los Angeles, San Francisco, and Las Vegas serving clients nationwide. Certified interpreters and translators ready for any setting: on-site, by phone, or by video. Available across every major language. | Services: Translate consent forms, study documents, and provide medical interpreting with CCHI and NBCMI credentialed interpreters, among other language services. |