Now that we have finished translating the online course, you are ready to begin updating the Spanish kit. The kit is a product that comprises the training presentation as well as a collection of other useful training materials that our customers can use to conduct their training sessions. You will need to make sure most of the documents in the kit have been properly translated into Spanish so they reflect our most up-to-date standards.
In this article, we will go over updating a kit in the drives. We will cover simple documents that anyone can translate and complex documents that need to be more thoroughly translated. Remember, whenever you update or create a new kit, you will need to inform the Web Department so they can add or update the listing on our course catalog.
They may be some differences between translating outdated kits, updating current kits, and creating new Spanish kits. However, these kits will focus on creating a new kit based on the English kit. For the other special cases use your best judgment about the best approach to update or translate Spanish kit documents.
Spanish Kit Formatting
Hopefully, any existing kits have already been organized properly before you go to update your kit, but that may not always be the case. Just take a look at this example of how messy some of these kits used to look. Gross! 馃あ馃ぎ
So, before we contract some kind of disease from these awful-looking kits, we need to update them to their most pristine form. Behold, the majesty, and beauty of the updated kit format!
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As you can see, the new style is much cleaner than the old one. Everything is neatly organized into folders, making it much easier to navigate and locate the files that you will need to update. Updating these kits begins with copying over the folders and documents from our Spanish kit template. Our goal is to translate as many of the English kit documents into Spanish as possible. In general, there are only a few complex documents that will require an experienced translator to ensure that the information on them is accurate. Let's discuss those below. |
The English kit template can be found here:
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Complex Kit Documents
Complex kit documents should be translated specifically by an employee who is fluent in Spanish because they require a bit more time than other documents in the kit. The following documents should be completed by the translator.
Observation Form
The observation form is a checklist that employers can use to complete the practical portion of their employees' training. We provide this form so that they can verify the skills and habits their employees need to adhere to while operating in a hazardous worksite.
The fastest way to translate an observation form is to copy the text from the English observation form into the DeepL Translator, which will automatically render it in Spanish. After reviewing the translated text, you can then paste it into the Spanish observation form. Don't forget to create a PDF version after you've completed the translation and saved it as a Word Doc.
Observation file path inside of a kit:
D - Materiales de Capacitaci贸n\3 - Ex谩menes y Claves\Evaluaciones Pr谩cticas
Toolbox Training
Toolbox training documents are mini-training forms that employers can use to give their employees short reminders about the hazards they may face. Currently, all the generic Toolbox trainings have been translated, but new kits may require documents unique to that training topic.
The best way to translate these documents is to:
1. Open the English version of the Toolbox training
2. Open the Spanish Toolbox training template
3. Select "File," then "Save As" and save the Spanish template document into the appropriate folder inside the kit you are creating.
4. Copy the "Safety Practices" and "A True Story" sections from the English Toolbox training into the DeepL Translator to render it in Spanish.
5. Thoroughly read through the text and correct any grammar mistakes and mistranslated words. Remember to only use formal conjugation.
6. Paste the newly translated sections into your new document.
Only those two sections need to be translated. Everything else should already be translated inside the template. After completing the translation, be sure to create a PDF of the toolbox training inside the appropriate folder.
Toolbox training file path:
K:\2__Kits\Toolbox Trainings\Training Topic\SPAN PDF Versions
Toolbox training file path in the kit:
D - Materiales de Capacitaci贸n\7 - Mini Entrenamientos
Reference Manual
The reference manual is a helpful document that gives trainers and trainees a quick refresher on the course contents. It includes the course outline, summarized key points of the training, and interesting "did you know?" facts. The Spanish reference manual template is found inside the Spanish kit template, but you will also need to open the English version of the reference manual as it tends to be easier to translate it from the English text.
First, find the English reference manual in the kit you are translating. Immediately save a copy of the English reference manual into the Spanish kit. Delete the template and rename the newly saved document as "Manual de Referencia." The template is just a placeholder. From here you can begin translating all the English text in the manual.
The main challenge with the reference manual is the formatting. You will often need to play around with the font size and wording to get the main text and outline text to fit appropriately. Do your best to fit the text in the space provided on each page. For the capitalized text, use the "Franklin Gothic Demi Condensed" font. It should be bolded, in a font size larger than the body text, and colored the same shade of orange as the other elements throughout the reference manual.
Reference Manual file path:
D - Materiales de Capacitaci贸n\8 - Entrenamiento y Manual
Written Exams
Every trainee who uses our courses must take a written exam to prove their competency. As part of each kit, we include a written exam and answer key based on the training presentation. While exams differ based on course length, each question and answer must be translated correctly. The best way to translate this document is to copy the text from the English version, paste it into DeepL Translator, then copy and paste the translated text into the Spanish quiz template after you have verified that the translation is correct.
Remember the following when formatting the exam:
- Each question should be numbered
- Answers should be set off by capital letters (A, B, C)
- Include an empty line between questions
- Each page should start with a new question (answers should not continue on the following page)
This exam may be a little different from the Aiken or iSpring exam as described in the article Translating a Training Presentation, but it should at the very least cover the same content for our customers.
The file path for Written Exams in the kit:
D - Materiales de Capacitaci贸n\3 - Ex谩menes y Claves\Ex谩menes Escritos
Simple Kit Documents
Simple Kit Documents can be translated entirely using Deep L, and do not require a translator to double-check them. This includes documents such as the accident newsbriefs, OSHA accidents, training outlines, and the inspection & maintenance record.
Accident Newsbriefs
Inside each kit, we gather notable news reports of accidents related to the training topic. Typically, each article should include its title, body text, and a link to the source website. Here are a few guidelines to keep in mind for this document.
- Each article should begin on a fresh page
- Title text should be Franklin Gothic Demi Condensed, 18 pt.
- Body text should be Franklin Gothic Book, 12 pt.
- If the document has a ton of pages, you should at least translate 10 of them
Keep in mind that DeepL Translator can only translate up to 5,000 characters at a time. This usually comes out to about one page of text in Word. When you finish translating the newsbriefs, be sure to create a PDF version in the same folder.
The file path in the kit:
D - Materiales de Capacitaci贸n\1 - Accidentes\1 - Noticias de Accidentes
OSHA Accidents
OSHA's website features incident reports for thousands of workplace accidents. We compile a number of these accidents inside each kit to help our customers understand the hazards associated with the training topic. Some of these documents were extremely long back in the day. Don't feel like you have to translate all of them. Try to aim for roughly 10 pages worth of accidents. Here are some things to keep in mind for this document.
- All text should be Franklin Gothic Book, 12 pt.
- Each profile should start with the word "Accidente" in bold. This can be done throughout the document using the find and replace function in Word.
- Every page should start with a new accident profile
- Include one empty line between accident profiles
This document will also need a PDF version when you finish translating it.
The file path in the kit:
D - Materiales de Capacitaci贸n\1 - Accidentes\2 - Investigaciones
Training Outline
The training outline lists the modules, chapters, and topics covered in every training. The Spanish version of the outline needs to include all of these. Potentially, at this stage you have already translated the training, so, you could open up the PPT to create the outline. With this approach, you can copy the titles from the modules, chapters, and topic slides.
Another option is to copy and paste the text from the English outline. Whichever method you use, the training outline should follow the following guidelines:
- Modules are all numbered sequentially
- Chapters are set off by sequential letters (this may not apply to some courses, in which case topic slides can use letters instead of roman numerals in the outline)
- Topic slides are set off with sequential roman numerals
The file path in the kit:
D - Materiales de Capacitaci贸n\4 - Formularios y Materiales de Clase\4 - Formularios de Capacitaci贸n
Inspection & Maintenance Record
Many heavy machinery kits include an inspection and maintenance record to help operators during their daily pre-shift inspections. This checklist should include key components and controls that should be inspected daily. Topics might be taken from the anatomy section of the training presentation to be listed on this document. However, if you are unsure about the components, an experienced translator can double-check it for you.
The file path in the kit:
D - Materiales de Capacitaci贸n\4 - Formularios y Materiales de Clase\2 - Formularios Previos y Posteriores
Other Documents
Some kits might include unique documents. Use your best judgment in translating them while doing your best to follow the formatting rules. Ultimately, Spanish documents are very similar to English documents, so, don't be afraid to reach out for help when you get stuck on a word or formatting issue.
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