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EU Guide for External Translators – Orders and documents

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The External Translation Unit of the DGT grants access to the eXtra Portal to the contractors working for the DGT. The eXtra Portal is a website to which the contractors connect to check newly announced jobs, download and upload documents and perform many other actions related to their contracts with the DGT.

eXtra portal URL: https://webgate.ec.europa.eu/dgt/freelance/index/home.cfm

eXtra Portal

The documents to be translated and/or revised, reviewed or amended shall be in electronic format and shall be made available to the contractors via the eXtra portal together with accompanying reference material. It shall be the responsibility of the Contractors to ensure, prior to accepting the assignment, that they are able to supply the translation(s) in the electronic file format specified on the information sheet and according to the specific terms stipulated for each particular assignment.

Translated documents shall be uploaded by the contractors onto the eXtra portal of the DGT.

When a problem arises with the transmission of the translation via the eXtra Portal, the contractors are expected to email the document, within the specified deadline, to one of the External translation unit’s mailboxes : dgt-s-2-freelance-bru@ec.europa.eu for Brussels and dgt-s-2-freelance-lux@ec.europa.eu for Luxembourg.

Further instructions on the use of the eXtra Portal can be found at: eXtra Portal Manual.

Order form

The order form is the document issued by the External translation unit for each specific assignment. It specifies the nature of the service to be provided, the volume of the work to be carried out, the deadline by which it is to be completed, the purpose/destination of the text to be translated and the remuneration due. The order form is also accompagnied by an information sheet containing all the relevant information.

On the order form, the document numbering structure follows the model : Dossier number + Version + Part: DG/2008/12345-01-02, where DG = acronym of the directorate-general; 2008 = year; 12345 = document number; 01 = version of document; 02 = part of document.

The parts indicated on the order form must not be altered :

– each individual document (or document part) is contained in a single file;

– the contractors must not create new files or document parts themselves;

– one file may not contain several documents.

Information sheet and contacts

Any questions or requests for clarification or further information in respect of a specific translation assignment must be addressed to the department or individual specified in the Information Sheet. On no account, shall the contractor make contact with any other department or individual within or outside the DGT.

Information sheet

Each order form is accompanied by an information sheet containing all the relevant information and specific instructions on formatting, delivery and/or use of translation memory software :

– identification of the order number;

– identification of the document (DG-2008-00000-00-00), title, destination, deadline; volume and format required;

– Specific instructions from the requesting translation unit concerning the whole order;

– specific instructions concerning one or several document to be translated, if necessary;

– contact for linguistic matters;

– contact for all other matters regarding the performance of the work.

Contact for linguistic matters

Any questions relating to linguistic matters, reference documents, terminology, clarification of content, etc. must be addressed to the specific language department. The name of the responsible person and his/her email address is indicated on the information sheet.

Contact for administrative matters

Any questions regarding the performance of the work such as deadlines, page count, invoicing, etc. must be addressed to the External Translation Unit. The responsible team (Brussels or Luxembourg) and their email address are indicated on the information sheet

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