EAPC translation policy for its official publications (e.g. recommendations, white papers, statements, guidelines etc.)
The EAPC encourages its National Associations and/or individuals to translate official EAPC publications, according to the following rules:
- English is the official language of the EAPC and all reports approved by the Board of the EAPC must be firstly published in English.
- Translations into languages of countries where the EAPC has one or more member associations should be organised in collaboration with a national member association.
- For stand-alone EAPC publications with an ISBN Number, translation requests should be made in writing to the EAPC head office
- For EAPC documents published by official journals, or other scientific journals, requests for the right to translate and publish content must be obtained initially from the publisher (e.g. Palliative Medicine) and EAPC head office.
- Translations of papers from the EAPC projects or taskforces should be coordinated with the project chair(s) or the first author of the publication.
- The above parties must agree to the translator of the document and agree on a referee from the field of palliative care, to check the translation. Preference for choice of referee is given to EAPC members.
- Referees’ comments and suggestions must be verified with the translator.
- The translator must be a native speaker of the target translation language and also be fluent in English. The referee must be fluent in both languages.
- The translation should be as close as possible to the original document. However the adaptation of the syntax and certain expressions might be necessary in order to make the document readable. If different terms are used within the same language in different countries, changes and adaptations to local customs should be noted in footnotes.
- The chair or leading author must give final approval before any publication can take place.
- It is expected that translators and referees will work on a voluntary basis. The EAPC cannot reimburse any translation costs. If necessary, the national associations or foundations may be asked to bear the costs of using an external service, or to provide a translator before commissioning the work.
- The work of both the translator (and any people who have assisted in the translation) and the referee must always be acknowledged in a footnote to the translation.
- In that footnote, the English original paper must also be referenced, with a hyperlink to the full text/PDF version of the original paper.
- For stand alone EAPC publications, the EAPC will grant the right for publication of the translation to the national association in their official journal and on their website.
- For articles published in journals, authors must request permission from the publisher and comply to both the EAPC translation policy and with the publishers own translation policy
- A PDF file of the translation must be provided for publication on the EAPC website.
For stand-alone EAPC publications with an ISBN Number:
The translation will be published as an EAPC document with an ISBN number, following the same layout as the original publication.The language and date of the translation must be clearly visible on the cover.
For documents published by the official journals of the EAPC, or other scientific journals:
The right for publication as printed by a national journal or as an electronic version on the EAPC website must be obtained by the EAPC from the publishers of the journal of the original article.
If the printed publication is accorded, the national publication must follow the rules of each publisher.
All translations must have the following references in English and the translation language:
'Translated from the article first published in the journal, year, issue: pages. Kindly reproduced by permission of the publishers of the journal, who retain the copyright. All rights reserved', link to the publishers website.
For documents published by Palliative Medicine with open access, the following steps must be taken:
All authors need to be notified of the reuse
The article must link back to the original article on Sage journals
The following acknowledgement needs to be included prominently: Reproduced by permission of SAGE Publications Ltd., London, Los Angeles, New Delhi, Singapore and Washington DC, from Author, Article Title, Journal Title, Copyright (© Owner, Year).
The EAPC discourages ad hoc translation. Any ‘unofficial’ translation that may exist should be reported to the EAPC, which will then ask the relevant parties to withdraw it, and instead suggest a translation process in accordance with the EAPC rules.