1. Employees’ English-language skills

There are several language tools freely available to staff at UCPH. It is important to know about the existence and the use of these tools for document generation, translation, and other kinds of language support. A list of the central tools is included below. As indicated by the list, the tools can be used for a range of purposes. The tools allow users to produce rough pre-translations and to check terms and phrases; they also have the added benefit of helping users improve their own English language skills. The language tools are also important for maintaining a level of language standardization across the university.

The language tools currently available are listed below, along with a brief description of their functionality. Some tools are freely available, others require users to be added to the university license.

• KU Lex – the University of Copenhagen’s own dictionary
  https://ordbog.ku.dk/
  This is the go-to dictionary for single terms to do with university administration, job titles and so on.
• University of Copenhagen English Style Guides:
  English style guide
  Danish style guide (sprogvejledning)
  These style guides concern the use of English at UCPH and focus on topics such as tone and style, spelling conventions, and punctuation. The first guide is written in English and more comprehensive than the second one, which is written in Danish.
• KU Translate – the University of Copenhagen’s translation tool https://kunet.ku.dk/medarbejderguide/Sider/Kommunikation/ku-translate.aspx
  This tool is a step up from Google Translate for university-related texts as it searches the university’s own database before resorting to a machine translation if it cannot find a term. KU Translate is particularly useful for the translation of texts as opposed to single words (where KU Lex is the best tool).
• Memsource
  This is a cloud-based commercial translation management system and computer-assisted translation tool. It uses machine learning to pool all previous translations in the organisation, so that if a word, phrase, or paragraph has been translated before by someone else at the university, it will bring these up as suggestions when a new text is translated. It is more sophisticated and requires slightly more training than, for example, KU Translate, but it is extremely useful for translation of longer texts. The university has a license for Memsource. New users should contact the UCPH Language Unit (see below) to be added to the license.
• Oxford Advanced Learner’s Dictionary (OALD)
  https://www.oxfordlearnersdictionaries.com/
  This is a free, quick, and easy to use dictionary that contains a lot of very useful tips, information, and explanations about words and phrases that are especially tricky for speakers of English as an additional language. It also lists frequent collocations and includes a function that allows users to hear how a word is pronounced (in both British and American English).
• Collins dictionary and thesaurus
  https://www.collinsdictionary.com/dictionary/english
  This tool is similar to the Oxford Advanced Learner’s Dictionary. It comes with a very good thesaurus (synonym dictionary).
• Online collocations dictionary
  https://ozdic.com/
  A collocation is a technical term for words that often occur together (e.g. strong tea, powerful engine). The online collocations dictionary is basically a free online copy of Oxford’s very comprehensive Oxford Collocations Dictionary. The dictionary shows words that are commonly used with virtually any word in English and can therefore be very helpful for producing idiomatic texts.
• Howjsay
  http://www.howjsay.com/
  Howjsay is a free online pronunciation dictionary of (mainly) British English that is very good for very technical words that are usually not included in other dictionaries.

To allow more users to adopt the available language tools in their daily practice, raising awareness about the tools is an obvious but also very important first step. This can be achieved by posting links on department webpages and by including small feature articles at regular intervals in internal newsletters. In the beginning, it takes a small investment of time for users to familiarize themselves with the tools and their functions. Yet, the investment is relatively modest as most of the tools are very intuitive and easy to use.

Members of staff who are interested in using the language tools in their daily practice may find it useful to bookmark the links included above. For access to Memsource, prospective user should contact Hanne von Wowern at the English Language Unit and English network in the central communication department to be included on the UCPH license.

The English Language Unit and English network is a network for administrative staff who need to carry out translation or proofreading tasks between Danish and English as part of their everyday work. The network meets three or four times a year to share information and discuss language-related issues. They also have a group room on KUnet where members can access documents and presentations resulting from these meetings. Visit the group room here.

There is also a vast array of both Danish and English KU templates in Word for different kinds of administrative documents and tasks. These templates are designed to save staff reinventing the wheel when they carry out work producing frequently used documents in different languages. They are freely available on KUnet here.

CIP provides translation and proofreading services for all kinds of texts from research articles to websites to administrative documents. You can get a head start in tightening up common areas of confusion in English by reading CIP’s handbook called Uses and Abuses of English. The handbook is aimed at university administrative staff who need to use English during the course of their work. You can find more information and download the handbook at the bottom of the page.