OFFICIAL-PUBLIC

Reference No.
Implementation Date and Version number
(of this version) / 28 February 2014
Version 0.7 Dated 3rd March 2015
Linked document / Policy Reference No / Name. / -D169
Where electronically
Stored / Publication
Protective Marking / Not Protectively Marked
This Document is a Local Level Document.
Note: If this document contains “instructions” then the term “local document” does not negate accountability for compliance.
PRINTED VERSIONS SHOULD NOT BE RELIED UPON.

Table of Contents

Section 1Introduction

Section 2Interpreting Services Available

2.1.Language Line

2.2NRPSI

2.3Interpreters for Deaf people and people with Speech difficulties

Section 3Considerations and planning

Section 4South West Regional Interpreting fees

4.1Face to Face

4.2Mileage

4.3Cancellation fee

4.4Written Translation

Section 5How to engage an Interpreter

5.1Language Line

5.2National Register Public Service Interpreters

Section 6Considerations prior to interview of detainee or witness

Section 7Commencing and undertaking the Interview

Section 8Witness Proforma Statements

Section 9Post Interview Procedure

Section 10Obligations and Payment when engaging an Interpreter

10.1Fees

10.2Cancellation Policy

10.3Interpreters required for court

Section 11Complaints Procedure

Section 12Monitoring / Feedback

Section 13Consultation / Quality Assurance / Authorisation/Version History

Appendix AInterview Process – Suspect/Defendant Interviews and Statements under Caution

Appendix BInterview Process – Victims and/or Witnesses

Appendix CInterviews with Deaf suspects

Appendix DInterpreters Introduction Sheet

Appendix EMinimum Payment Example

Appendix FDevon & Cornwall Only-Independent Local Language Advisors

1.0Introduction

This procedure document provides advice on all aspects involving the use of Interpreters and Translators when used to assist the public or in police investigations. This procedure is agreed as standard by the South West Regional Police Forces of Devon and Cornwall Police, Avon and Somerset Constabulary, Dorset Police, Wiltshire Police and Gloucestershire Constabulary

2.0Interpreting Services Available

2.1Language Line

Language Line is a central telephone number providing access to qualified Interpreters inover one hundred languages.

The service is aimed at enabling members of staff to have sufficient dialogue with non-English speakers, to resolve immediate issues, without resorting to calling out face-to-face interpreters. It is important to make use of this service in order that the Force is providing genuine equal opportunity in non-English speaking communities and avoids misunderstanding and discrimination.

Language Line should be used in the following circumstances;

  • To facilitate communication with members of the public
  • To facilitate the initiation of a crime investigation
  • To assist with the custody procedures,including medical and forensic sampling,reviews, charging, and out of court disposals
  • To assist in the intoxilyser procedure (In conjunction with the use of speaker phone facilities and CCTV)
  • Traffic and summary offences.

2.2National Register of Public Service Interpreter (NRPSI)

The National Register of Public Service Interpreters provides and maintains the voluntary register for the interpreting profession. It ensures required qualification standards are met; the quality of interpreting is defined and maintained through a Code of Conduct; and that access to a database of professional interpreters is freely available for all. Further details can be found on the NRPSI website.

The NRPSI must be accessed in the first instance when requiring the services of an interpreter for all evidential interviews and procedures including identification procedures in relation to detainees and witnesses.

If a non-NRPSI registered interpreter is used (e.g. because there was not a NRPSI registered interpreter available) the rationale behind this must be clearly documented.

2.3Interpreters for Deaf people and people with Speech difficulties

These services, in the first instance, will always be obtained via a contract held between the Police and Deafinite Interpreters. When that service in not available it will be obtained from The National Register of Communicating Professionals working with Deaf and deaf blind people ( )

3.0Considerations and planning required prior to engaging an interpreter service.

Interviews involving interpreters should normally be conducted at Police stations or other secure public buildings. When conducting interviews at a private residence a risk assessment must be conducted by the investigating officer prior to engaging an interpreter.

It is the responsibility of the investigating officer to book and engage an interpreter and ensure the following considerations are made prior to engaging an interpreter:

  • What type of interpreter is needed? (Face-to-face or Language Line).
  • Date, time and location the interpreter is required.
  • Establish the anticipated length of time the interview is likely to take in order to establish if the interpreter will be available for that anticipated time- consider if the interpreters job may run into the evening or overnight and what provision there is for rest / meal breaks.
  • Are there any considerations in relation to accessibility for the interpreter? (Access or transport to location).
  • Who will be the point of contact for the interpreter?
  • Consider any specific gender, cultural or dialect issues that may arise.
  • Consider cost implications of interpreter services out of usual office hours – is it more appropriate to bail or interview a witness on an alternative date – please refer to current fees shown below.

4.0South West Regional Interpreting fees

4.1Face-to- Face Interpreting (spoken and sign languages NRCPD):

Hours / Day rate
06:00 – 22:00 / Night rate
22:00 – 06:00 / Saturday rate
06:00 – 22:00 / Saturday night rate
22:00 – 06:00 / Sunday/Bank Holiday rate
06:00 – 06:00
0.25 / £7.50 / £10.00 / £10.00 / £11.25 / £11.25
1.0 / £30.00 / £40.00 / £40.00 / £45.00 / £45.00
2.00 / £60.00 / £80.00 / £80.00 / £90.00 / £90.00
Minimum * / £60.00 / £80.00 / £80.00 / £90.00 / £90.00
Please note: Interpreting fee will be paid to the nearest minute
Travel Time / £14 per Hour, to the nearest ¼ Hour
Deafinite Interpreter contract / Prices held with procurement as Commercially sensitive information

* Minimum payment will not apply to any attendance that lasted less than two hours if travel time payment, mileage/travel expenses and Interpreting time combined, exceed the relevant minimum pay. The minimum payment includes the mileage and travel expenses. See Appendix D for examples.

4.2Mileage

£0.45 per mile (car)

£0.24 per mile (motorcycle)

£0.20 per mile (pedal cycle)

Payments for travel time and mileage will be made for the most direct route that can be established by the accredited route finder ( In the event that a detour is necessary and extra time/mileage is claimed as a result a written explanation should be submitted with the claim. Public transport and parking expenses will be reimbursed at cost on provision of official receipts.

Face-to-face interpreting for several people in range is classed as one continuous assignment and should be claimed on one claim form. The payment will be made in line with the total attendance time.

4.3Cancellation fee

These will be in line with a minimum payment that will include any travel expenses if incurred and it will apply to an assignment that had been cancelled within 24 hours prior to the booking time. Such claim will be clearly marked as a “cancellation fee” claim and it will be authorised by the person who made the booking.

4.4Written Translation

From English into Non-English and from Non-English into English.

Category of work Non-Technical - £ 53 per 1000 words

Category of work Technical - £ 82.00 per 1000 words

Minimum payment for written translation - £ 25.00

Translation of a witness statement is classed as non-technical translation and is considered as a continuation of interpreting assignment. Interpreters will submit only one claim form both for assisting in an interview of a witness and for further translation of the statement into English if applicable. The fee will be paid to the word.

5.0How to engage language Interpreter

5.1 Language Line

  • Establish language required - staff should use the language identifications chart that is available in custody suites.
  • Language Line should be contacted by calling 0845 310 9900
  • A co-ordinator will ask for the Language Line access code, staff members name and collar number and the language required or best guess if language cannot be identified.
  • The co-ordinator will then link the call to an appropriate interpreter.
  • Where available it is good practice to use a dual handset or speaker phone. This allows the officer to speak with the interpreter without having the telephone earpiece being passed back and forth.

5.2 National Register Public Service Interpreters

NRPSI can be accessed via or via a link from the Force Intranet.The NRPSI website should always be used, as it is the only up to date source of interpreters, do not use old lists, or business cards provided by interpreters from previous use. A NRPSI search should be conducted as follows;

  • Access to this site is by sign in, using a force email and password, guidance can be accessed here.
  • Language and postcode of the location where the interpreter is required (First two fields). This search clearly identifies the closest interpreter. The interpreter selected should always be the nearest available.
  • If your search returns too fewor no interpreters,remove the postcode and search by Language alone.
  • Before selecting an interpreter ensure that their vetting is current and record their NRPSI registration number.
  • When speaking with the interpreter ensure all points identified in paragraph3are relayed to the interpreter. Pay particular attention to required time of attendance and current fees payable and record on the custody record what time the interpreter is booked for. This is essential to enable the monitoring of interpreter claim forms.
  • Ensure interpreters understand that they will be paid the interpreting fees (As detailed in paragraph 4) from the agreed time of attendance and not before.

5.3 Translators

Translators will be engaged only from NRPSI,the Institute of Translation and Interpreters ( or the Chartered Institute of Linguists ( except in circumstances where there is no language cover provided by NRPSI, or ITI. Where this situation arises a translator should be sourced from a reputable company that can supply a suitable qualified translator with CRB clearance.

When engaging the services of a translator, it should be confirmed on initial contact that all payments will be as per the South West Regional rates.

Non-sensitive documents to be translated should be copied and the copy may be sent to the translator by any secure means, i.e. postal or courier. An agreement must be made on the completion date and return of all documents.

Sensitive material to be translated should never be sent to a translator. Arrangements should be made with the translator to attend secure premises where a copy document can be provided to the translator, together with suitable accommodation where the translator can complete their task.

A translator should never be allowed to keep a copy of any sensitive documents. The translator should provide a statement exhibiting their translated version of the document(s).

5.4Interviews with Deaf people and people with speech difficulties.

5.4.1Interpreters for the Deaf cover a number of differing specialties, Interpreters for Deaf/Deaf-Blind/speech impaired and hard of hearing may specialise in Sign Language, Deaf-blind communication, Lip speech or Speech to text reporting (palantypist). Officer must initially identify the correct form of interpreter required before requesting an interpreter.

5.4.2Engaging an interpreter.

Interpreters for the Deaf will in the first instance be obtained via the ‘Deafinite Interpreters’ contract. Deafinite Interpreters provide a 24/7 service. This service will be split into two provisions, a Daytime cover, which will cover all requests made between 0830-1730, Monday to Fridays, if the requirement is on the day of request, or for pre booking appointment at any time in the future. Full details of how to access this service is contained at section 5.4.4/5.

Any requirement for an interpreter outside of the day time contact, (i.e. requested at 1900 on Thursday for interview at 2030 the same day), must be drawn from the Deafinite Interpreters Call handling service contained in section 5.4.4/5

In the eventuality that The Deafinite Interpreters contact does not respond, or cannot meet the supply requirement then officers will contact National Register of Communicating Professional working with Deaf and deaf-blind people (NRCPD). Contact and accessed via the on line search register, or phone NRCPD, c/o Mersey House, Mandale Business Park, Belmont, Durham, DH1 11TH, telephone 0191 3831155 or email

5.4.3Best Practice for the use of BSL, Lip Readers or other communicators.

Is that all interviews, of victims, witnesses or offenders, who are deaf or speech impaired, should be visually recorded (with sound), showing all hand, facial and upper body actions of the interviewee and the interpreter. Please refer to PACE Code of Practice E or F. and

See appendix C.

5.4.4Booking an Interpreter under the Deafinite Interpreters contract

Bookings can be made from 0900-1700 Monday to Friday

Bookings can be made by telephoning or by email.

By telephone, use 01392 494922 or Mobile 07768076852.

By email to; .

Bookings for all evenings 1730-0830 and weekends should be made by telephone through the Deafinite Interpreters call handler on telephone 01202 045802.

5.4.5Details required making a booking

The name of the officer requiring the service

The name of the officer conducting the interview and contact details

The service required, i.e. BSL, Lip speaker, Palantypist.

The time and date and place of the required service

The name and date of birth of the defendant, victim or witness who requires the interpreter

The type of offence that will be subject of the interview

An email address to send the confirmation details of the assignment.

5.4.6Booking Process using Deafinite Interpreters

Having made the initial contact as at 5.4.3, In the case of a live request (in custody), the Deafinite receptionist will re-contact the requester with 30 minutes. If an interpreter is available they will advise the requester of the interpreters Name and attendance time. If Deafinite believe that they can fulfil the request but require a little more time to do so, they will advise of an update time, and repeat the process.

If the Request is in respect of a Pre booking, for an appointment in the future Deafinite will reply to the requester or provided email link, within 48 hours, identifying the interpreter who will be attending.

If Deafinite are unable to supply an interpreter use the process at 5.4.7

5.4.7If the Requester is advised there is no interpreter available the requester will revert to making a request using the internet site utilising the contact facilities found on the site to identify and book an interpreter.

5.5. Claims for payment

All Claims will be made using the SW Region Claim form and submitted to the force finance department, via the Deafinite Interpreters main office. The OIC must ensure all the relevant details are included on the claim form, identify the type of assignment as Deafinite 1 or 2 or NRCPD, the name of the interpreter, name of defendant/victim/witness,custody record/crime record, Times of attendance, interpreting, and departure, and total time (including travel if applicable), and details of incidental expenditure.

6.0Considerations prior to interview of detainee or witness

  • Upon arrival of interpreter ensure the interpreter is in possession of their NRPSI ID, or other ID (BSL) and it is current.
  • Arrival time and interpreter details should be recorded on the custody record for detainees and the crime report for witnesses and voluntary attendees.
  • Ensure the interpreter is aware of evacuation procedures and rest room locations
  • Interpreters should, in the presence of the investigating officer, hold a very brief conversation with the person to be interviewed; not touching upon the circumstances of the case but solely in order to ascertain that they are competent to interpret and translate the language or dialect used. If interpreters do not feel competent in that language or dialect in verbal and written form they must inform the officer immediately. If the interpreter or investigating officer has any doubts or problems they must inform the custody officer, immediately.
  • It is important to be aware that the process of interpreting is very intensive and interpreters may request breaks during the interview which where practicable should be facilitated.

7.0Commencing and undertaking the Interview

Please see Appendix A for guidance in relation to commencing and undertaking the interview for an offender under caution, with an interpreter present.

8.0Witness Proforma Statements

Please see Appendix B & Cfor guidance in relation to completing witnessstatements.

An interpreter engaged to obtain a statement from a victim or witness, will interpret the interview and on conclusion record a statement in both the non-English and English language as per the guidance contained within Appendices A-C, This will count as one interpreting assignment only.

9.0Post Interview Procedure

With the Interpreter in attendance, complete the Interpreter Expense Claim Forms, and sign it as correct. If possible submit it on behalf of the interpreter. If this is not possible then provide the Interpreter with the relevant admin/finance office address and contact name.

Advise the interpreter on the possible outcomes of the case and what may be required of them in the future.

Ensure the interpreter leaves the location in a safe manner, and does not come into contact with the subject or any persons connected to the subject.

To ensure interpreters do not remain within the police station unnecessarily please conclude the assignment as soon as possible after the interview. However it is imperative that all relating statements and exhibits are completed prior to leaving the station.

NOTE:Language Line can be used for all disposal options, including Charging.

10.0Obligations and Payment when engaging an Interpreter

10.1Fees

The basic fees payable to an interpreter are explained on the South West Regional Interpreter Claim form (which may have a specific code for each of the 5 forces involved).

Officers must engage an interpreter appropriate for their needs. If the interpreter arrives at the assignment location and we find that we cannot use them because of something the police have omitted to ask of them, the police are liable to pay for their travel time to and from the assignment and travel expenses.Minimum payment is as described in section 4.

10.2Cancellation Policy

When an interpreter is pre-booked for an interpreting assignment and that requirement ceases, i.e. the interview is cancelled, it is for the OIC to make the cancellation arrangements as soon as possible with the interpreter.