Virtual Interpreting Guidelines

Regardless of the video conferencing platform or video chatting mobile application used, you DO NOT need to purchase a paid license or subscription. Depending on the platform or application used by the client for specific assignment, here is how you will be able to access the virtual meeting: 

If one of the video conferencing platforms is used for your virtual interpreting assignment, you will receive a virtual meeting URL along with any other applicable meeting information in one of two ways:

• If the meeting information is available at the time you are assigned to a job, you will receive a web meeting URL in your Job Confirmation email; OR
• If the client will be providing a meeting info at a later time, you will receive a web meeting link via email or electronic calendar invitation from a client representative. Please note that in this case MasterWord will share your email address with the client requestor in order to facilitate the assignment. Your contact information is shared confidentially following our privacy policy guidelines.[*] IMPORTANT: Sometimes, emails or calendar invitations from client representatives may be filtered out by your email provider into spam, so please make sure to check your Spam folder!

The meeting URL will allow you to join the virtual meeting as a guest attendee. We highly recommend that you download the desktop app and register for a FREE account prior to your assignment. This will allow you to expedite the login process when it is time to log into the scheduled meeting. Using the desktop app rather than a web-based application will also improve the connection quality during the meeting.

There are certain technical requirements that you MUST meet in order to receive virtual interpreting assignments via web conferencing platforms, including:

Depending on the video conferencing platform that will be used for your specific assignment (see details in your Job Confirmation), please take these steps to prepare for the upcoming virtual meeting:

If one of the mobile video chatting applications is used for your virtual interpreting assignment, you should expect to receive a video call from a client representative at the scheduled time on your mobile device. A client representative will connect you and other parties through a group call. Unless specifically instructed otherwise by MasterWord in your Job Confirmation, you should not initiate a video chat call to a client representative or a point of contact.

Please note that MasterWord will share your cell phone number with the client requestor in order to facilitate virtual interpreting services via a mobile video chatting application. Your contact information is shared confidentially following our privacy policy guidelines.* If you do not wish for your cell phone number to be shared with client representatives for the purposes of providing virtual interpreting services via mobile apps, please do not accept assignments to be performed via these mobile video chatting applications. Otherwise, your acceptance of the assignment signifies your consent to sharing your cell phone number with a client requestor.

There are certain technical requirements that you MUST meet in order to receive virtual interpreting assignments via mobile video chatting applications, including:

Depending on the video conferencing platform that will be used for your specific assignment (see details in your Job Confirmation), please take these steps to prepare for the upcoming virtual interpreting:

For some virtual interpreting assignments, you may be asked to dial into a teleconference bridge and join the meeting with a participant code or a meeting ID. Dial-in information will be provided to you in your Job Confirmation email that you will receive after you are confirmed for a job.

Ensure:

• For virtual interpreting via web conferencing platforms: log in and join the meeting 3-5 minutes prior to the scheduled start time to ensure connection and avoid delays due to technical issues
• For virtual interpreting via mobile video chatting applications: your mobile device is charged and operational, and you are ready to accept a call in an area with good cellular signal. DO NOT to accept any other calls during your assignment!
• For virtual interpreting via teleconference: dial in and join the meeting (or “waiting room”) 3-5 minutes prior to the scheduled start time.
• For video calls and web conferences: professional appearance/dress code – you may be asked to appear on video as one of the meeting participants. Please be prepared to turn on your camera and professionally present yourself.
• For video calls and web conferences: Neatly organized backdrop (for example, home office or blank wall)
• For any virtual assignment: quiet environment free from background noises (such as crying children, barking dogs, TV, etc.)

Introduce yourself at the start of the meeting: “Hello, my name is …… I will be your (language) interpreter today.”

If no other participant(s) join(s) the virtual meeting/call after 15 minutes of the scheduled start time, call MasterWord at 281-589-0810 Option 1.

Upon completion of the assignment, TAKE A SCREEN SHOT OF THE MEETING DURATION and submit it along with your Interpreting Services Verification Form as proof of service to Language Professional Portal at https://lpportal.masterword.com/. IMPORTANT! FOR CONFIDENTIALITY CONSIDERATIONS, DO NOT TAKE SCREENSHOTS OF THE PARTICIPANTS OR ANY INFORMATION THAT IS OR CAN POTENTIALLY BE CONSIDERED SENSITIVE OR CONFIDENTIAL! No client signature is required on your Interpreting Services Verification Form if you have a screenshot of the meeting/call duration. Note that only one file is allowed for upload on LP Portal. Therefore, please combine the Interpreting Services Verification Form and screen shot into one single PDF document before uploading into the portal.

PLEASE NOTE: For some web conferencing platforms, once the meeting host closes the web meeting, the meeting window will close automatically for all participants. Therefore, you would need to take a screen shot of the meeting duration prior to the host closing the session. We recommend that you advise the client at the start of the meeting to allow you to take a screen shot of the meeting duration before the client exits the virtual session.

If you experience a technical issue joining the meeting, please take a screen shot of the error and email it to us immediately at [email protected]. Please follow up with a phone call at 281-589-0810 Option 1 to let us know you are having issues joining the scheduled meeting. Our Service Coordinator will advise you on how to proceed.

Virtual interpreting assignments will be compensated at your regular established hourly rate for in-person interpreting based on the type of assignment. Please do keep in mind that due to remote nature, these assignments have a 1-hour minimum, regardless of your standard minimum for in-person services.