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Preface

This guideline has been prepared by TKTD in order to inform conference interpreters about distance interpreting practices that have rapidly entered our lives due to Covid-19. It should be taken as an annex to the TKTD “Working Conditions and Responsibilities of the Parties” document (https://www.tktd.org/working-conditions-2/), which covers all kinds of meetings involving interpreting. However, since both the current circumstances and the world of remote interpreting are changing rapidly, it is not a final guide. We hope to update this guide with your contributions as applications multiply and new scenarios emerge. Likewise, as AIIC documents are also updated over time, we recommend that you check AIIC’s website to keep up with the latest developments.

The “AIIC Interpreter Checklist: Performing Remote Interpreting Assignments from Home in extremis during the Covid-19 Pandemic”, published by AIIC, contains very detailed information, especially on international good practices. This document can be accessed from the first link in the section titled “Texts prepared by AIIC on distance interpreting” at the end of this guide. In addition, in the section titled “Academic studies on distance interpreting” at the end of the document, you can find studies that are based on some of the principles in this guideline.

 

  • The client called and asked, “Can you work in a meeting with remote interpreting?” What should I do?

 

Questions to ask the client when you are offered a remote interpreting job:

  • What is the date, languages, topic, and duration of the meeting?
  • How many speakers and listeners will there be?
  • Who will be my virtual cabin mate(s)?
  • Will I attend the meeting from my home or from a hub?
  • Which remote interpreting platform will be used?
  • Will the interpretation be recorded?
  • Will the meeting be broadcast live? Will it be a public broadcast? Will the interpretation also be published?
  • Will there be a rehearsal?
  • Do I need special training as an interpreter?
  • Is it possible to see the speakers and presentations at the same time on the platform?
  • Is there any special technical infrastructure/equipment I need to have for the connection system to be used?
  • From whom can I get technical support in case of technical problems during the meeting?
  • If interpreters are expected to be present in the same environment, what precautions should the employer take for my health and what are the issues that I should pay attention to?

 

  • What kind of technical infrastructure do I need for remote interpreting? 

 

First and foremost, both TKTD and AIIC recommend that home interpreting should be avoided whenever possible. Home interpreting should be a solution that should only be resorted to in exceptional circumstances, such as COVID-19, and when travelling to a hub is not possible. It should be borne in mind that home interpreting in exceptional circumstances has serious disadvantages and limitations.

There are dozens of platforms developed especially for remote interpreting or video conferencing. However, many of these platforms pose great difficulties for interpreters as they do not have the required working conditions, audio, and video quality. Some platforms, which are more professional and emphasise the quality of the service provided for the audience and interpreters, may have very detailed technical or infrastructure requirements. Therefore, it is essential to familiarise yourself with the remote interpreting solution to be used and its technical requirements before accepting a job.

Equipment and infrastructure essentials:

  • A computer with good video and audio capabilities: Automatic updates, notifications and alarms should be deactivated before the meeting starts. A device with a silent keyboard should be preferred to avoid disturbing listeners during the broadcast. Mac users should use Chrome or Firefox, not Safari. All programmes and applications that may be required for remote interpreting should be updated in advance.
  • Fast internet connection: Although AIIC’s recommendation is at least 4 Mbps download and 4 Mbps upload speed, a sectoral standard has not yet been established. TKTD recommends a download speed of at least 10 Mbps and an upload speed of at least 2 Mpbs; it should be borne in mind that connection speed is one of the biggest factors affecting the broadcast quality. Since there may be fluctuations in wireless connections, the internet must be connected via Ethernet cable; a backup internet connection such as 4G connection of a mobile phone should be available.
  • Headset with USB port and microphone: AIIC’s document on headsets is provided at the link at the end of this manual. A noise-cancelling headset must be used. It is recommended not to use in-ear headphones to protect against acoustic shock. Bluetooth headsets should be avoided due to poorer sound quality.
  • A room that is free from outside noises (doorbell, telephone, two- or four-legged children, traffic noise, etc.), with windows and doors that can be closed, with enough sockets to keep the main and backup devices connected to the mains, with a suitable background if you need to connect via video, and without echoes.

 

Generally required:

  • One more computer / mobile phone / tablet: If something goes wrong with the computer you are using during the broadcast, you can connect both devices as a backup. Also, on some systems, the interpreter may need to listen to the conversation on one device while interpreting on the other.
  • Headphones: A second headset is needed when a separate device is required to listen to the speaker.
  • UPS (uninterruptible power supply): It is recommended to have at least one UPS for each virtual booth to avoid any interruption in interpretation in case of power failure. The lifetime of a UPS depends on its capacity and how many devices are connected to it.

 

Preferable to have:

  • A second modem and connection as a backup

 

  • How strong should the interpreting team be set up for interpreting from home?

 

At least two, sometimes three, sometimes stronger teams.

When interpreting from home, outside of the client’s premises or hub (i.e., outside of professional workplaces where there is a technician in charge of the audio-visual system and technical equipment), the interpreter has some additional responsibilities to assume. If a technical problem were to arise during the interpretation (e.g., power failure, inaudible sound, interruption of the image, etc.), the interpreter may have to solve the problem. If the interpreter cannot solve the problem, the whole meeting may come to a halt. Therefore, when interpreting from home, assigning a single interpreter, no matter how short the duration of the meeting, poses a serious risk for both the interpreter and the client.

In addition, studies have shown that remote interpreting, whether from home or from a location provided by the employer, imposes a significant cognitive burden on interpreters compared to on-site interpreting. On the one hand, controlling technical equipment and computers, following the speaker and presentations, which sometimes cannot be seen very well, and trying to cope with unexpected noises or conditions that may arise in a non-cabin environment are much more tiring for interpreters than on-site work. As a result, it is recommended that interpreters change more frequently when working remotely, for example, in some courts in the USA, this is set at 15 minutes.

For these reasons, TKTD, like many international organisations, recommends that at least two interpreters work in each virtual booth when interpreting from home, no matter how short the meeting is. For meetings exceeding four hours, it is recommended that three interpreters be assigned to each virtual booth. Depending on the duration of the meeting, the capabilities of the infrastructure, the number of languages used and the relay conditions, there may be situations where more than three interpreters per booth are required.

  • What should you charge for remote interpreting?

 

As with the setting out of working conditions, the responsibility for determining the remuneration lies with the interpreters. The remuneration should be determined in consideration of the fact that remote interpreting involves more difficulties, is technically riskier, and more tiring for the interpreter. TKTD recommends that the fee charged for remote interpreting should be at least as much as the fee charged for on-site work. Some interpreters and secretariats charge higher fees for remote interpreting and some international organisations pay higher fees. For example, according to AIIC’s agreement with institutions, the fee for remote interpreting is 25 percent higher.

Usually, in meetings with remote interpreting, a rehearsal is held before the meeting. Whether the rehearsal is a technical rehearsal (i.e., a rehearsal where only the audio, video, channels, etc. are checked) or a rehearsal where the interpreters have to interpret should also be considered when calculating the fee. In addition, as stated in Article 9 of the TKTD General Working Conditions and Responsibilities, the recording of the interpretation is subject to the permission of the interpreters and a separate royalty fee.

Some remote interpreting platforms may ask interpreters to set half-day, hourly or even minute rates. Some studies show that the main reason for interpreters’ dissatisfaction with remote interpreting is poor working conditions and low wages rather than technology. It should be kept in mind that there are no half-day or hourly rates for short-term on-site interpreting meetings, that the work of the interpreter is no different in remote interpreting, that he/she is just as tired as in on-site interpreting, and that time should be allocated for preliminary preparation and technical rehearsal in remote interpreting meetings. In addition, the hours initially indicated to the interpreter before the meeting may be changed, and the duration of the meeting may be extended during the meeting. In short, TKTD’s view that there should be no such practice as hourly or half-day rates has not changed and this view is also valid for remote interpreting.

  • What kind of contract should I sign if I am to interpret remotely?

 

First, TKTD Working Conditions and Responsibilities of the Parties should be a part of the contract in the case of remote interpreting as in other jobs. Article 13, newly added to this document, is related to remote interpreting:

Article 13

Remote interpreting at a location provided by the employer:

In case of remote interpreting in a venue provided by the employer, it is the responsibility of the host to ensure that the connection, audio and/or video systems to be used are such as to enable interpreting; to create an infrastructure where interpreters can easily see the speakers and the visuals used; to provide a soundproof environment to be used only by interpreters (preferably working together) during interpreting; to ensure the quality and continuity of the data connection; and to ensure the confidentiality of the communication over the internet from beginning to end. In the event of technical problems preventing reliable interpreting, interpreters reserve the right not to interpret.

Remote interpreting from home:

In cases where interpreters have to interpret from their homes due to unusual circumstances, interpreters undertake to provide a wired internet connection with a download speed of at least 10 Mbps and an upload speed of at least 2 Mpbs, to use a headset with a USB port and to work in as quiet an environment as possible. The infrastructure of the interpreters may be rehearsed and checked by the employer prior to the meeting; such rehearsal may be charged according to its quality and duration. The employer, on the other hand, is responsible for ensuring that the quality and continuity of the connection, audio and/or video systems of the persons who will be speaking during the remote interpreting meeting and that they are of a quality that allows for interpreting. Interpreters are not responsible for any technical problems that may occur during the broadcast due to reasons beyond their control (slowing down / failure of the internet connection, power failure, inability to hear the speaker’s voice, etc.) after the necessary infrastructure has been provided and a smooth rehearsal has taken place.

In case the TKTD Working Conditions and Responsibilities of the Parties document is not read, it would be useful to draw explicit attention to this clause in the correspondence to which the contract is sent. In the case of home-based interpreting, it is important to provide honest and realistic information about the technical facilities available to you, and to tell what you can and cannot do with your existing infrastructure. However, it should not be forgotten that interpreters who will interpret from home should have the facilities listed above under the heading “Essentials in terms of equipment and infrastructure”.

  • Is there anything I need to ask the host for?

 

As an interpreter, it is your duty and responsibility to inform the meeting organiser or intermediary company about what is required to do your job properly. The host may be organising a virtual meeting or a virtual meeting with remote interpreting for the first time. You may need to guide, inform and recommend professional systems to the host.

The technical infrastructure required for interpreters also applies to speakers. For example, the moderator should share with the remote speakers that the speaker should use a microphone that will transmit the sound clearly and not rely on the integrated microphone of the speaker’s computer. Likewise, in meetings with a high number of participants, the moderator should be able to control the microphones of all participants throughout the meeting. Otherwise, unintentionally unmuted microphones may reduce the quality of the audio both to the interpreters and to the audience. Some platforms also have restrictions on the number of listeners or the number of translation languages. In short, you may need to act as both interpreter and consultant for the host.

Technical rehearsal must be done before the meeting. In this way, you will check the technical infrastructure you have and reduce the possibility of problems during the meeting. In addition to the technical rehearsal, you can request to enter the virtual meeting platform before the meeting starts and test the system one last time. In addition, as always, requesting presentations, information and documents in advance can help to lighten the cognitive load a little. Considering that you will be more tired when interpreting remotely than when interpreting on-site, it is useful to ask for the meeting schedule and check whether there are enough breaks.

  • What do I need to know about the platforms?

 

Many platforms are used for interpreting and their technical features differ from one another. Some of these features may directly affect the interpreter’s performance. For example, on some platforms, virtual booth partners cannot communicate while taking over the interpreting task, and on others, interpreters cannot listen to the speaker and the interpreter at the same time. Many platforms do not have a relay feature. In order to be able to work on some platforms, it is necessary to take online or live, free or paid training on the platform. Therefore, it is the interpreter’s responsibility to get as much information about the platform as possible, watch promotional videos, attend training courses, and obtain a certificate if necessary. Research has shown that a short training programme may not be sufficient to be able to interpret remotely; therefore, you may prefer a shorter-term job at first, where you will work with a colleague who is familiar with the subject matter and experienced in remote interpreting.

When interpreters cannot work side by side in the booth, there are difficulties in listening to the speaker and the booth partner’s interpretation at the same time, in handing over the interpretation and in co-operation between interpreters. In order to overcome these difficulties, it is sometimes recommended to use two devices at the same time. It is also very important to rehearse how to pass the microphone to your virtual colleague and to be able to pass the microphone without any problems. If the platform used does not allow you to communicate with your booth partner, you can try to communicate via other devices such as mobile phones and applications such as Whatsapp.

  • Is remote interpreting for everyone?

 

No. Just as there are interpreters who do not prefer to translate in certain specialised fields or on stage, there may also be interpreters who do not want to work in remote interpreting jobs. You may not have the necessary technical knowledge, infrastructure, or physical conditions, or you may not want to undertake the extra cognitive burden and stress of remote interpreting. It is best to discuss this issue openly with the client at the outset to avoid problems in the future and to avoid damaging your personal and professional reputation.

  • Special note on the Covid-19 period

 

If working in a space or hub provided by the employer, a separate booth should be arranged for each interpreter, or an arrangement should be made that allows interpreters to sit and work at a distance of at least two metres. Separate interpreting consoles, computers, microphones, and headsets should be provided for each interpreter. If possible, you may use your own headset or a headset with a microphone. You can ask for disinfectant to be provided to clean all surfaces you will come into contact with. For more detailed information, please refer to AIIC’s guide on remote interpreting in hubs or institutions, linked below.

https://aiic.org/document/4418/AIIC%20Guidelines%20for%20Distance%20Interpreting%20(Version%201.0)%20-%20ENG.pdf

  • AIIC’s document on best practices for interpreters during the Covid-19 crisis:

https://aiic.org/document/4840/AIIC%20best%20practices%20for%20interpreters%20during%20the%20Covid-19%20crisis%20-%20ENG.pdf 

 

  • Academic studies on distance interpreting:
  • Braun, S. (2013) Keep Your Distance? Remote Interpreting in legal proceedings A critical assessment of the growing practice Interpreting15 (2), 200-228.
  • Braun, S. & J. Taylor (2015) Advances in Videoconferencing and interpreting in legal proceedings. Cambridge/Antwerp: Insertentia.
  • Ko, L (2006) The need for long-term empirical studies in remote interpreting research ‘A case study of telephone interpreting’ Linguistica AntverpiensiaNS5, 325-338.
  • Lee, J (2007) Telephone Interpreting –Seen from Interpreters’ Perspective Interpreting 2(2), 231-252.
  • Moser-Mercer, B (2003). Remote interpreting: Assessment of human factors and performance parameters. Communicate![Online] Summer 2003.
  • Moser-Mercer, B (2005) Remote interpreting: issues of multi-sensory integration in a multilingual task. Meta 50 (2), 727-38.
  • Mouzourakis, P (2006) Remote interpreting: a technical perspective on recent experiments. Interpreting8 (1), 45-66.
  • Roziner, I. and M. Shlesinger, (2010) Much ado about something remote: Stress and performance in remote interpreting. Interpreting 12 (2), 214-47.