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WPS Language Access Plan


 

LANGUAGE ACCESS PLAN

Ensuring Effective Communication with Multilingual Students and Families

I. PURPOSE 

Willmar Public Schools is committed to ensuring equitable access to all school programs, services, and communications for students and families who speak languages other than English or who require additional assistance due to a disability. In alignment with Minnesota Statute § 123B.32 and federal civil rights laws, this Language Access Plan outlines the tools and procedures in place to render effective language assistance to our community. Over 25 languages are spoken in Willmar Public Schools, with Spanish and Somali being the most common after English.

II. IDENTIFICATION OF LANGUAGE NEEDS

  • Preferred Language: Families indicate their language preferences during initial enrollment using the online registration system.
  • Annual Updates: Language preferences are updated annually through the district's yearly verification process.
  • Data Tracking: An "interpreter needed" indicator specifies the requested language in Infinite Campus so staff can properly plan for parent meetings and communications.

III. NOTICE OF INTERPRETATION SERVICES (ORAL & ASL) 

Willmar Public Schools uses trained or certified spoken language interpreters for communication related to academic outcomes, progress, determinations, and placement of students in specialized programs and services. All language assistance services are provided free of charge. Students should never be asked to interpret.

  • Special Education & IEPs: The district ensures meaningful participation in the Individualized Education Program (IEP) process by families where the family speaks a language other than English or has a disability themselves. IEP meetings must be conducted in the family's home language using a highly trained and qualified interpreter. District Liaisons complete a specialized course focused on interpreting skills specifically for special education.
  • In-Person Interpretation: Provided by district bilingual staff, Cultural Liaisons, or external professional interpreters for scheduled meetings such as parent-teacher conferences, IEP meetings, and disciplinary proceedings.
  • Remote Interpretation: On-demand phone and video interpretation in over 200 languages is available through Propio Language Services.
  • American Sign Language (ASL): ASL interpretation is available for students and families who are deaf or hard of hearing.
  • How to Access: Students, parents, and guardians can request interpretation services by contacting the school office, speaking to a teacher, or reaching out to a Cultural Liaison.

IV. NOTICE OF TRANSLATION SERVICES (WRITTEN & DIGITAL)

  • Essential Documents: The district provides written translations of essential documents—including enrollment forms, report cards, health and safety information, and school policies. Translations are provided by district liaisons or external translation services.
  • Technology Tools: The district utilizes platforms like TransAct to manage translated documents, as well as Google Translate, WhatsApp, and ParentSquare to communicate efficiently with families.
  • Emergency Communications: The Infinite Campus portal is used to send emergency announcements, which include translation support.

V. NOTIFICATION OF RIGHTS AND SERVICES

 Families and communities will be notified of their rights under this plan and the availability of language services through multiple channels:

  • During the enrollment process.
  • Within Parent Handbooks.
  • Via translatable district and school websites.
  • Through direct communication during conferences and school events.

VI. STAFF TRAINING AND PROCEDURES

  • Training: Staff receive ongoing training to support multilingual families, which includes in-person workshops, step-by-step guides, and new staff onboarding. Interpreters receive annual Code of Ethics training.
  • Procedures: Staff are trained to check Infinite Campus for language preferences, utilize trained interpreters or Propio on-demand services when a barrier exists, and speak directly to the family rather than the interpreter.

VII. APPEALS AND CONCERNS 

Willmar Public Schools takes complaints about language access seriously. If a student, parent, or guardian feels their language access or accommodation needs are not being met, they have the right to appeal the accommodations provided under this plan. Families can appeal or share concerns by contacting the Office of Teaching and Learning directly by email (thomasc@willmar.k12.mn.us) or phone (320-231-8567).

VIII. PLAN MAINTENANCE AND PUBLICATION

  • Adoption: This Language Access Plan was officially adopted by the Willmar Public Schools Board of Education during a regularly scheduled public board hearing on May 11, 2026.
  • Publication: This Language Access Plan must be available to the public and included in the schools’ handbooks.
  • Biennial Review: The school board must review the plan every two years and update the plan as appropriate.

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