Interpreters facilitate spoken and sign language communication between speakers who use different languages. Unless the study team includes bilingual personnel who are able to communicate effectively in a participant’s non-English language, the study team must use the services of an interpreter fluent in both English and the language understood by the LEP participant. Interpreters may provide services in person, by phone, or via videoconferencing. For information about interpreter resources, see Resources for oral interpretation and written translation.

When is an Interpreter Needed?

  • For studies occurring within UW Health facilities, study teams should rely on the “Interpreter Required” field in the Health Link record. If this field in a patient’s record indicates that an interpreter is required, study teams should use an interpreter, and IRB requirements regarding participants with LEP apply. For studies involving children, use an interpreter if the child or the parent(s) require one.
  • For studies occurring within other health care facilities (e.g., Meriter), study teams should familiarize themselves with and follow those facilities’ policies regarding when an interpreter is needed.
  • For all other studies, study teams should use an interpreter when a participant requests one, and also in situations where, based on interaction with a participant, the study team feels that an interpreter is needed for effective communication.

Who can serve as an interpreter?

  • Studies occurring within UW Health facilities requires the use of interpreters deemed qualified by the UW Health Interpreter Services Department. If UW Health patients and/or their representatives feel strongly that a family member or friend should be used in lieu of a qualified medical interpreter, UW Health reserves the right to have a qualified medical interpreter present to ensure accurate communication of information between the study team and patients. See UW Health Policy 3.3.4, “Interpreter Services and/or Language Assistance” for details.
  • For studies occurring within other health care facilities (e.g., Meriter), study teams should familiarize themselves with and follow those facilities’ policies regarding who may serve as an interpreter.
  • For all other studies, the use of professional interpreters or bilingual staff is strongly encouraged, and is required for research that is more than minimal risk or is sensitive. Use of a professional interpreter will help to minimize risks of misunderstanding. Use of a family member or friend of the participant/representative to interpret is discouraged, even for minimal risk or non-sensitive research. Study teams should provide justification in their IRB application or protocol for any plan to use a family member or friend of the participant/representative to interpret.

See Resources for oral interpretation and written translation for more information.

Role of an interpreter

An interpreter’s role in the research setting is to facilitate communication between the study team and the participant by conveying what the study team says in a language the participant understands. It is the study team’s responsibility to present the information they want the participant to know, in a manner that is understandable to participants. Study teams should not ask an interpreter to independently interpret a written document such as a consent form. Instead, the study team member responsible for conducting the informed consent discussion should orally present information about the study, using the consent form as a guide, while the interpreter communicates what the study team member says to the participant and what the participant says to the study team member. For detailed guidance on conducting a consent discussion, see HRP-090-SOP: Informed Consent Process for Research.

Bilingual Study Personnel

If the study team includes personnel who are fluent in a language understood by the participant with LEP, and whose roles include recruiting, obtaining informed consent, or interacting with participants, they may communicate directly with those participants with LEP without an interpreter.