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CMD Parental Notification Documents


This page is part of the California Department of Education (CDE) Web Design Standards, which only applies to specific CDE Web sites. Visit the CDE Web Standards to determine if these standards apply to a specific Web product (Web site, Web page, Web document, or Web application) that has been developed by or for the CDE.

Most Web pages (not including Web applications) on all CDE Web sites are created using Adobe's Contribute software templates. WebNETS, which is a custom software application that was created by CDE staff, is also necessary in order to create and process most Web pages on the CDE's public Internet site. Portions of these standards, where noted, apply only to CDE users of Contribute or WebNETS software; or to Web application developers.

Return to Design Standards

The California Department of Education (CDE) posts parental notifications in multiple languages on the CDE Internet Web site and the Clearinghouse for Multilingual Documents (CMD). The standards in this document apply only to parental notifications that are listed in the CMD. These standards do not apply to other non-English documents posted on the CDE Web site. Also, in some cases, the standards will vary slightly between those for translated documents provided by the CMD and documents translated by other individuals or contractors.  These variations are noted in the standards where they apply.

For the purposes of this design standard, a parental notification is defined as a document that is designed for local education agency use to communicate with parents.

Web Standards Exception

Parental notifications are allowed to be posted in Microsoft Word format and/or PDF format without regard to the size of the document or the number of pages. Non-English text in parental notifications should use the Arial font at the 12 pt. size, but other fonts and font sizes may be used when 12 pt. Arial is not appropriate. An Accessible Alternative Version is not required for scanned PDF documents when an accessible Word document version is posted along with the scanned PDF. Please see the Web Design Standards and specifically the Web Documents section.

Posting Translated Documents

Typically, parental notifications will have a version in English, which has then been translated into one or more languages. The method of posting translated documents will be to post the English-language version using standard procedures, and then to post the translated documents in a special folder, add them to the CMD, and then add a single link to the CMD, which will retrieve all of a specific document’s translated versions. The single link to the CMD will use a special URL query string. Please see the CDE Multilingual Parental Notifications Procedures (CDE Intranet) for more information.

Web pages on the CDE's public Web site with links to parental notification documents and the documents that they link to must conform to these CMD Parental Notification Document Standards whenever the Web page is updated but no later than upon the annual review.

Link Text Standards

When an English version and one or more translated versions parental notifications in the CMD are linked, the links must appear as follows:

Metadata Standards

Metadata for parental notifications must be in English at this time.  With the exception of the metadata standards specified here, all other metadata should meet the current metadata standards. It is very important to note that these metadata standards DO NOT apply to the page title and description that is to be entered into the CMD!

Page Title

Current page title standard for all Web pages and documents:

Page Title Text - sub-sub-topic (CA Dept of Education)

New standard for translated parental notifications on the CMD:

Page Title Text (language) - sub-sub-topic (CA Dept of Education)

Example of new standard:

Sample First Truancy Letter (Spanish) – Attendance Improvement (CA Dept of Education)

The page title must be the same for each translated version of a document with the exception of the language.  In the example above, the document name would be Sample First Truancy Letter for all translated versions, but the language in parenthesis would be different.

Page Description

The Page Description must include the following information:

Metadata page description example:

Spanish translation of the Sample First Truancy Letter parental notification document.

File Naming Standards

File naming standards for Web pages and documents can be found in the File Names section of these Design Standards. For parental notification documents entered into the CMD, an additional standard applies as follows. The file name must contain the 3-character abbreviation for the applicable language appended to the file name. Refer to the table below for the language abbreviations.  For example, the file name for the English and Spanish translations of the Sample First Truancy Letter versions might be:

Where the English file name is:  firsttrultr.asp
The Spanish file name must be:  firsttrultrspa.asp

Note, if the 18-character limit that is normally applied to file names must be exceeded due to an English file name that is 16 characters or longer to begin with, then in only these cases, the character limit is extended to 21 characters.

Languages and Their Abbreviations

Language

Abbreviation

Arabic

ara

Armenian (Eastern)

are

Armenian (Western)

arw

Farsi (Persian)

far

German

ger

Hebrew

heb

Hindi

hin

Hmong

hmo

Hungarian

hun

Ilocano

llo

Japanese

jap

Khmer (Cambodian)

khm

Korean

kor

Lao

lao

Mien (Yao)

mie

Portuguese (Brazilian)

pob

Portuguese (Continental)

poc

Punjabi

pun

Russian

rus

Simplified Chinese

sch

Somali

som

Spanish

spa

Tagalog (Pilipino)

tag

Traditional Chinese

tch

Ukrainian

ukr

Vietnamese

vie

Required Document Header

All translated parental notification documents must contain specific information in the document header on each page. The purpose of this standard is to ensure that important information about the document is available for reference by the end users.  This information must appear left-justified on the first three lines of the document header on each page as follows:

Document title
Translation log number, language, font name
Page number and total pages

Consider the following example using this format:

Sample First Truancy Letter
T07-036A, Spanish, Arial font
Page 4 of 4

In a few cases, when the format of the source document does not permit the use of a three-line header, the information contained in the header may be placed on a separate title page for the document or may be placed on one or two lines to save space. Example :

Title III Results of Initial Assessment; T07-012 Hmong, Arial font; Page 1 of 6

In cases where the document's title is unusually long, the title may appear on two lines, resulting in a four-line header. Example:

Mathematics Content Standards, Grade 8 Through 12
Advanced Placement Statistics and Probability
T07-052, Spanish, Arial font
Page 1 of 2

Documents that were not provided by the CMD will use the year of development in place of the Translation Log Number.  For example, instead of T07-052 in the above example, the third line of the header might be:

2007, Spanish, Arial font

The CDE Standards for Web Documents require that the following information be present on all Web documents:

Disclaimer and Contact Notice

The CDE's "disclaimer and contact" notice is included in translated parental notification templates provided by the Clearinghouse for Multilingual Documents (CMD). The notice is in English (regardless of the translation language) and is intended for school or district personnel. Typically,  the disclaimer notice appears on the bottom of the last page, on a separate back page of a translation, or on a special title page of the document.  This notice should be maintained in the posted version of the translation.

By following the document header standards above, and by including the required "disclaimer and contact" notice provided for every CDE parental notification translation, all these Web document standards will be met. The document content is identified by the title in the header, and the date is provided via the Translation Log Number, which indicates the year of translation. The reference to the CDE in the required notice text fulfills the final requirement, which requires that the document be identified as a CDE document.

Translated parental notification templates not provided by the CMD do not require the Disclaimer and Contact Notice section.  However, in order to meet the standard that all Web documents be “identified as a CDE document,” the document must be identified as coming from the CDE elsewhere on the document.

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