FAQs about Requests
Q: Can you check / translate laboratories or personal documents?
A: We do not accept requests from laboratories or individuals. Currently, we are only accepting requests from administration bureau for documents related to business operations.
Q: Can you do Chinese or Korean translations?
A: We work with English translations only.
Q: What file format should I submit requests in?
A: We can accept and return Word documents (*.doc/*.docx) and PowerPoint (*.pptx) files. In order to keep track of changes, the English Document Support Team will check and translate the English text in MS Word. We do not accept PDF, Excel, and legacy file formats because they cannot be opened correctly in Word. Once you have converted the file to Word format, please send it to the English Document Support Team (make sure to check it has been successfully converted before sending). When you send the formatted Word, file, you can also send the file in its original format as a reference. For PowerPoint files, before sending, please first check if the requested sections contain any image data.
If you are unable to convert your file to the above file formats, please contact us via the Slack channel (#st-英訳等依頼-英文化支援チーム-国際基盤g) or “Contact us” page.Q: Is there a size limit to the files that can be uploaded?
A: Files that are too large may not open. In that case, if there are figures and tables within the file, please separate them and submit them as a separate file.
Q: Please review this English text today! / Please translate this text by tomorrow!
A: As explained on our Policies page, we cannot translate at a pace that exceeds our target translation rate. Additionally, except in the case of campus-wide emergencies, we do not accept last-minute requests as they may interfere with other work. Please submit requests well in advance of when they are needed.
Q: How long does it take for a request to be translated and returned?
A: Currently, our guideline for translation speed is roughly two days for each one-sided A4-sized page of text (longer for material requiring specialized knowledge). However, in practice, we often need more time due to overlapping requests. For more information, please refer to the “Translation and editing policies” section of the “Flowchart” page on this website. If you are short on time, please request a partial translation or shorten the document to fit within the guidelines outlined above.
Q: Can you also edit for formatting and DTP?
A-1:
For documents with pre-existing lettering or formatting:
We will return the document with appropriate English lettering and formatting. As a result, the appearance and order of sentences may differ from those in the original Japanese document.
A-2:
For brochures, diagrams, etc.:
If the character count is limited, such as in pamphlets or diagrams, please prepare a shorter, summarized Japanese version for translation and send it along with the original document.
Q: Why do I need to submit a glossary?
A: If you need us to check or translate text that includes a technical term or a term with a fixed translation, please provide us with a list of these fixed terms and we will check and translate the text using those terms. The English Document Support Team does not conduct research translations (i.e. examining translations of technical terms). If we do not receive a list of terms, different translations may be applied, potentially resulting in a lack of consistency with other documents and, consequently, poor-quality English translations.
Q: What format should I use when submitting my glossary?
A: To streamline your translation, please prepare your glossary in Excel format (*.xls, *.xlsx) or CSV format (*.csv). If the number of technical terms is small, you can list them using email or the comment function within the document. However, if possible, please submit the list in the above format so as to prevent oversight.
* The glossary must be submitted with the original Japanese text and the English translation side-by-side. If necessary, please also include a reference column.
* The glossary should be case sensitive.
* Avoid using unnecessary capital letters unless you have a clear reason, such as the beginning of a proper noun.
Q: Can I directly request a native English speaker at the International Affairs Office to check the English text?
A: Native speakers are members of the English Document Support Team and are responsible for checking English text. We do not accept direct requests to our editors, as it will interfere with other work.
Q: I want the native speaker’s check to be kept to a minimum.
A: If you wish to minimize changes to the current English text, such as when it has already been reviewed by another party, please let us know so that we can limit the revisions.
Q: Can I shorten the deadline if I opt out of the native speaker’s check when requesting an English translation?
A: Yes. Opting out of the native speaker check will allow us to return your document a few days earlier.
Q: Can you check machine translated text?
A: Yes. Before submitting, please check that all proper nouns, such as organization names, are in line with the our glossary, and that all personal names within the document are spelled correctly as well. Additionally, when submitting, please let us know that the document is a machine translation.
Currently, we receive a large number of requests that have already been machine translated and only require a native speaker’s check. Because machine translations do not always accurately translate the intent of the Japanese manuscript, they often do not make sense when read in English. As a result, our native speaker editors are handling a large volume of work, so it may take some time before we can return your document.
Q: What are the benefits of working with the English Document Support Team?
A: To ensure consistency and uniformity in the English materials published by the university, the English Document Support Team creates specialized glossaries and style guides, and resolves variations stemming from departmental preferences and individual translators’ proficiency. By using the English Document Support Team style check, you will be able to obtain a consistent translation as a university.
Q: Do I have to use the translation from the English Document Support Team?
A: The decision to use the translation rests with the requesting department. The translations provided by the English Document Support Team are only “recommended” and are not required to be adopted.
If you have any questions or concerns, please feel free to reach out to us as many times as necessary. Ultimately, however, it is the responsibility of the requesting department to decide whether or not to adopt the translated text.
Q: I want documents from other departments to be translated.
A: As a general rule, requests for English translation are limited to the department responsible for the documents to be translated.
Once the department confirms that the content of the document has been translated accurately into English, it is then the responsibility of the department to use and publish the document.
However, translation requests from departments without jurisdiction over the documents in question may lead to use or publication without proper confirmation, which creates ambiguity about content responsibility. Due to the high probability of this occurring, the English Document Support Team will decline requests from departments not responsible for the translated content.
If you need to translate a document issued by another department, please inform the department that you need support from the English Document Support Team for an English language version. (This does not apply to documents that are shared by multiple departments.)