Policy 106 - Translation Office

Approved Administrative Committee 978.7



1.  By virtue of the University of Ottawa's Policy on Bilingualism (1974), "all official communications from the central administration intended for all members of the teaching staff, support staff, or student body, will be made simultaneously in both official languages.".

2.  In keeping with this commitment, the Translation Office provides translation, terminology, editing and writing-assistance services at the University.


3.  This policy applies to all employees who are required to communicate in both official languages.

4. Procedure No. Translation Office 20-2 must be taken into consideration in the reading and application of this policy.

5.    The documents which may be sent to the Translation Office must be written on behalf of the University or one of its constituent units; they include, but are not limited to, those in the following general categories.

  • a)  External communications.  Any document meant for the public or which may have some impact on the University's bilingual image.
  •  b)  Internal communications
    • i)   Any document defined as a working tool needed for the proper operation of the University.
    • ii)  Any document that is widely distributed within the University (e.g. official announcements, collective agreements, questionnaires).

6.  The detailed list of texts which may or may not be sent to the Translation Office forms part of Procedure No. Translation Office 20-2.


7.  a)  Writing assistance.  Practical information on grammar, style, and terminology to help employees write documents as carefully as possible.

    b)  Quality control.  Text evaluations, with corrections where applicable, based on linguistic and terminological standards that are recognized by the University and are recommended in authoritative reference works on language.

    c)  Editing.  Changes in the style and format of translations or original documents on the basis of the linguistic standards mentioned above.

    d)  Terminology.  The retrieval, analysis, and standardization of vocabulary in a given field taking into account accepted usage, in response to users' communication needs.


8.  a)  Translation Office

 i)   Using its own resources or relying on sub-contracts, responds to legitimate translation or editing requests within an acceptable period of time.

 ii)   Ensures that translations and revisions respect the rules of English and French usage, with due consideration for legitimate Canadianisms and for standard usage in the field of education.

 iii)  Provides advice to employees on matters of style, grammar, and terminology.

 iv)   Promotes quality and consistency in the documents issued by the University.

    b)  University personnel

i)   Respects the provisions of this policy and of Procedure No. Translation Office 20-2.

ii)  Consults the Translation Office before deciding on the solution to an editing or translation problem.


9.  Because of their official nature, their scope, their intended use, or the high standards of consistency which they must meet, some documents must be submitted to the Translation Office, either to be translated, or to be edited if the user has already written both versions.

10.  In accordance with the University of Ottawa's Policy on Bilingualism (1974), "regulations and policy statements will be published simultaneously in both official languages".

11.  The Translation Office is responsible for determining, in the light of this policy and of Procedure No. Translation Office 20-2, the eligibility of documents submitted to it.

12.  A user whose document is turned down may submit an appeal to the Secretary of the University.


13.  No exception may be made to this policy without the written consent of the Administrative Committee.

Published December 7, 1987

(Language Services)         

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