Welsh Language Scheme Prepared under the Welsh Language Act 1993

Welsh Language Scheme Prepared under the Welsh Language Act 1993 Updated March 2007

W E L S H L A N G U A G E S C H E M E Introduction The Welsh Language Scheme of the Sports Council for Wales is prepared under the terms of the 1993 Welsh Language Act, Section 14 and in accordance with guidelines issued by the Welsh Language Board under Section 9 of the Act. The original Scheme received the approval of the Welsh Language Board on 18 September 1998 and was first updated on 29 April 2002. This update was approved in May 2007. The Sports Council for Wales has adopted the principle that, in the conduct of public business in Wales, it will treat the English and Welsh languages on a basis of equality. This Scheme illustrates how the Council will reflect the bilingual nature of Wales through its day-to-day activities. The Sports Council for Wales - Developing Sport & Physical Activity in Wales The Sports Council for Wales is the national organisation responsible for delivering the Welsh Assembly Government s Climbing Higher sport and physical activity strategy. It is also a distributor of lottery funds to sport in Wales. The aim of the Council is to ensure sport and physical activity is at the heart of Welsh life and at the heart of Government policy. The priorities for sport and physical activity can be summarised as: Wales needs to be more physically active in order to be a healthier nation; Wales needs healthy citizens to deliver long-term prosperity; Wales needs to maximise the synergy between sport, physical activity and the natural environment; Wales needs its people to be more physically literate ; Wales needs more physically active communities; Wales needs systematic and sustainable success in priority sports. In response to the challenges posed by the Strategy, a new framework for delivering Climbing Higher was launched by the Council in 2005. This document repositions the organisation from being seen predominantly as a distributor of funding to one which focuses on being a Development Agency, achieving specific outcomes in line with Government policy. The focus will be the marketing of physical activity, advocacy and innovation in programme development. In particular, it advocates supporting people through training and supporting organisations with the development and evaluation of good practice. 1

S P O R T S C O U N C I L F O R W A L E S Around 202 staff are employed by the Sports Council for Wales - these include Head Office and regional staff, as well as those working at its national centres - the Welsh Institute of Sport in Cardiff and Plas Menai National Watersports Centre, near Caernarfon. The headquarters of the Sports Council for Wales is at the Welsh Institute of Sport in Cardiff. Mainstreaming the Welsh Language In line with the Welsh Assembly Government s Iaith Pawb strategy, the Sports Council for Wales has published a separate Mainstreaming strategy detailing strategic objectives for developing the language through sport and physical activity. The aim is to offer increased participation and coaching opportunities through the medium of Welsh. The Mainstreaming strategy can be found on www.sports-council-wales.org.uk. General Principles Our Commitment 1. In providing services to the public, the Sports Council for Wales is committed to the principle that the Welsh and English languages should be treated as equal. This Welsh Language Scheme has been approved by members of the full Sports Council and therefore carries the organisation's full authority for implementation. 2. The Sports Council for Wales is committed to: consulting with the Welsh Assembly Government and Welsh Language Board in advance on any policies that might affect the running of the Scheme; ensuring that all staff and partners are aware of the Scheme and of their responsibilities; applying principles detailed in the Scheme to all policies, initiatives and services. Service Planning & Delivery 3. Many of the bilingual services that are required under the Welsh Language Act have been in place for many years. To ensure all aspects of the Scheme are implemented effectively, the following arrangements have been made: all aspects of the Scheme are co-ordinated, supervised and monitored by the Manager of Marketing & Communications; an officer has been assigned responsibility for managing the requirements of the Scheme on a daily basis; a development officer has been recruited, in partnership with the Welsh Language Board, to specifically identify opportunities to Mainstream the Welsh Language through National Governing Body activities; 2

W E L S H L A N G U A G E S C H E M E all existing staff have been made aware of their obligations to the Scheme and new staff are subject to a briefing on the Welsh Language Scheme as part of their induction; a range of procedures are in place to facilitate service provision in the language chosen by the service user; an external translator is contracted full-time to the Council to provide an efficient and quality translation service. Policies, Initiatives and Services 4. The Sports Council s policies, initiatives and services will be consistent with this Scheme. They will support the use of Welsh and, whenever possible, will help the public in Wales to use Welsh as part of their day-to-day lives. 5. When recruiting staff to support policies, initiatives or services, the Sports Council for Wales will thoroughly assess the linguistic requirements of the post, ensuring it is consistent with the principles of the Scheme and do not undermine it. 6. When Council staff contribute to the development or delivery of policies, initiatives or services led by other organisations, it will do so in a way which is consistent with this Scheme. Where a partner organisation has its own Welsh Language Policy in place, the Council will encourage that organisation to follow the principles detailed in its own scheme. Monitoring Performance 7. As a public body, the Sports Council for Wales is fully committed to the principles of the Citizen's Charter. It publishes its own Customer Charter and its two National Centres have their own supplementary customer service targets relating to Chartermark & Quest. 8. The Sports Council for Wales is committed to delivering the same high quality of service in Welsh as in English. The Customer Charter sets out various targets to be achieved by the organisation when dealing with external bodies and individuals and these targets apply equally to both languages. 9. Performance figures relating to the Customer Charter are published annually. Our aim is to attain 100% compliance in the implementation of this Scheme. The following top line targets will be reported on within our annual Customer Charter reports: Target 1 100% of all correspondence received in Welsh (written and electronic) will be given a reply within 10 working days; Target 2 100% of all letters imparting decisions on grant applications to organisations/individuals that made their submission in Welsh to be despatched within 10 working days; 3

S P O R T S C O U N C I L F O R W A L E S Target 3 100% of all publications to be produced bilingually; Target 4 A minimum of 98% of press releases to be bilingual; Target 5 100% of job vacancies, for which Welsh has been identified as essential, to be filled with Welsh speakers. 10. The Sports Council for Wales is also committed to including questions within its biennial partners perception study to find out what people think about the range and quality of its services in Welsh. Dealing with Partners and the Public Correspondence (Written and Electronic) 11. Correspondence is welcomed in both languages and Welsh language correspondence will be replied to in Welsh (if a reply is required). Letters or e-mails requiring translation are completed within 48 hours. Responses are sent within the same 10 working day timescale for both Welsh and English correspondence. 12. All correspondence relating to grants is produced in the language in which the original application was written, unless the organisation or individual states a preference for communication to be in English. Responses in Welsh are provided within the same timescale as those in English. Ongoing correspondence is issued in the language used by the applicant when completing the form. 13. When correspondence is directed to an individual, group or organisation which has indicated that it prefers to receive communication in Welsh, then the appropriate language is used. 14. We will ensure that it is made clear that the Sports Council for Wales welcomes correspondence in Welsh and English when we initiate correspondence (including standard circulars) with an individual, group or organisation. This will be done by using the Welsh Language Board s Working Welsh logo on stationery. 15. Correspondence is provided in Welsh following face-to-face or telephone conversations in Welsh, unless it is known that the individual would prefer to receive letters in English. enclosures sent with bilingual letters will be bilingual, when available; enclosures sent with Welsh letters will be Welsh or bilingual, when available; the above will apply to e-mail correspondence as well as paper correspondence; all hard-copy Welsh correspondence that we issue will be signed; all Welsh e-mail correspondence that we issue from Wales will bear a Welsh (or bilingual) electronic signature. 4

W E L S H L A N G U A G E S C H E M E Telephone calls 16. Telephone enquiries in Welsh are welcomed. When telephoning the switchboard, the operator answering the phone uses a bilingual greeting. This does not necessarily mean that the person answering the call has a command of the Welsh language. If the caller wishes to speak Welsh, the operator will try and connect the call to a Welsh speaker within the organisation that is qualified to deal with the enquiry. If no Welsh speaker is available and able to deal with the enquiry, the caller is given the choice of a Welsh speaker calling them back, continuing the call in English or submitting their query in Welsh through correspondence or e-mail. 17. There may be times when there is no Welsh speaker available who is qualified to deal with the enquiry in full, particularly if the subject is specialist or complex. In these cases, the caller is asked for details of the query and he/she will either be called back, given the option of discussing the matter in English or submitting their query in Welsh through correspondence or e-mail. 18. All answerphone messages on main switchboards are bilingual. 19. If a caller rings one of the direct telephone lines and wishes to speak in Welsh, but the person taking the call cannot do so, the member of staff will try to transfer the call to a Welsh speaking colleague qualified to deal with the enquiry. If no Welsh speaker is available, the caller is given the choice of a Welsh speaker calling them back, continuing the call in English or submitting their query in Welsh through correspondence or e-mail. 20. To ensure the above systems operate efficiently, all staff have been given a list of officers able to deal with enquiries in Welsh and instructions on the process to be followed. This list will also be published on the Sport Council s intranet. When vacancies arise for receptionists/operators, the ability to work bilingually is one of the factors considered when making an appointment. Meetings 21. Any public meetings/seminars/workshops normally involve attendees providing a completed registration form that asks for language preferences. In this way, language needs can be ascertained and appropriate translation facilities can be provided. For meetings in which people attending have expressed a preference for Welsh, simultaneous or consecutive translation is provided. 22. When it is identified that a significant proportion of people attending a meeting will be Welsh speaking, the Sports Council for Wales will arrange, wherever possible, for bilingual staff to be present. 23. Where simultaneous or consecutive translation is offered, the Council will inform guests that the translation facilities are available and encourage contributions in Welsh. 5

S P O R T S C O U N C I L F O R W A L E S Visitors 24. The Sports Council for Wales welcomes personal enquiries in Welsh. 25. Whenever possible, a Welsh-speaking receptionist is on duty at each office. However, when this is not the case, visitors are offered the opportunity of speaking to another Welsh-speaking member of staff. 26. Signs are displayed in reception areas to advise visitors that a bilingual service is available. 27. Both National Centres utilise a PA system and will make bilingual announcements where practical. As announcements often relate to important, often urgent, operational notices, bilingual announcements will be subject to availability of Welsh speaking staff. Electronic Communication 28. When communicating electronically, the same principles of bilingualism apply as for other forms of communication, such as correspondence and publications. In particular, the Sports Council for Wales has followed the Welsh Language Board s Bilingual Software Guidelines and Standards document in making the following items fully bilingual: Websites DVD/CD/Video productions Information Screens Presentations E-mail Corporate identity 29. Every facet of the Council s corporate identity is bilingual. This includes our stationery - and material such as business cards, identity badges, passes, tickets, acknowledgement cards, compliment slips, invitations and vehicles. This applies to all corporate logos, scheme logos and the logos relating to National Centres. All schemes and initiatives run by the Sports Council for Wales are either given a Welsh name for use in either language or a bilingual one. 30. To ensure the policy is always applied correctly the Council only issues a bilingual logo and design guidelines are provided to all partners and grant recipients that are required to display the corporate identity. Signage 31. Information signs inside and outside all main offices are bilingual. Welsh and English text on signs are equal in terms of format, size, quality, legibility and prominence. 32. Where temporary directional signs are displayed, these will also be produced bilingually following the same principles detailed above. 6

W E L S H L A N G U A G E S C H E M E 33. Where the Sports Council for Wales requires partners to display signage as a condition of grant, the signage provided/produced will be bilingual. Publications (Printed & Electronic) 34. Publications are produced bilingually as single documents, except where, for reasons of demand, practicality or size, separate Welsh and English versions are published. In such instances, the appearance of each document is exactly the same. If they are priced, the price is identical and they are available and distributed together unless a linguistic preference is stated. Each document that is produced in a single language prominently carries a line stating that the publication is available in an alternative language. 35. Where a publication is very lengthy and technical, and is intended for a very limited readership, it may only be produced in the language appropriate to those receiving it. This particularly applies to publications whose readership is predominantly outside Wales. 36. All other printed material is provided in a bilingual format. On occasions, it may not be practical to produce some promotional items bilingually which would be illegible and have no impact if they were in both languages e.g. maps. When separate items are commissioned, Welsh and English versions are produced to the same standard and both versions offered to the recipient. 37. If material is produced in separate languages, both versions will be made available at the same time. 38. Accuracy of materials produced in Welsh is assured as an external translator or competent bilingual staff proof read all text before printing. Forms and Associated Explanatory Material 39. We will ensure that all forms for use by the public in Wales will be fully bilingual. This will include interactive forms published on our websites. 40. If the Welsh and English versions have to be published separately (for instance, where a single document would be too lengthy or bulky), both versions will be of equal size and quality - and we will ensure that both versions are available at the same time and are equally accessible. Each version will note clearly that the material is available in the other language. 41. When we enter information on Welsh versions of forms that are sent to the public, we will do so in Welsh. 42. When we enter information on bilingual forms that are sent to the public, we will do so bilingually unless we know that the recipients would prefer to receive the information in Welsh or English only. 43. When other organisations distribute forms on our behalf, we will ensure that they do so in accordance with the above. 7

S P O R T S C O U N C I L F O R W A L E S Press 44. All general press releases are bilingual, where deadlines permit. 45. Features or materials issued for specific publications will be issued based on the language preference of the recipient media organisation or publication. 46. When we post press releases on our website, our normal practice will be to post them in Welsh and English. 47. Welsh speakers are made available for interviews for the Welsh language media where the subject is appropriate to their level of experience and knowledge. Promotional/Advertising Campaigns 48. All of the publicity, public information, exhibition and advertising material we use in Wales (in order to target the general public) will be produced fully bilingually, or as separate Welsh and English versions. If the Welsh and English versions have to be published separately, both versions will be equal with regard to size, prominence and quality. Both versions will be available simultaneously and will be equally accessible. 49. Any advertisements placed in English language newspapers (or similar material) distributed mainly or wholly in Wales, will be bilingual, or will appear as separate Welsh and English versions (with both versions appearing simultaneously, and being equal with regard to size, prominence and quality). 50. In Welsh language publications advertisements will be in Welsh only. 51. All official and public notices treat the two languages on a basis of equality in terms of format, size, quality, legibility and prominence. 52. The Welsh Institute of Sport and Plas Menai National Watersports Centre are subject to the same guidelines detailed in points 42 & 43 above. However, both centres often undertake commercial advertising where the target market is located in another part of the UK or overseas. When the majority of target customers are outside Wales, the decision to produce materials bilingually depends on factors such as the particular target market, likely return and value-for-money. 53. Any direct-mail initiative undertaken in Wales is bilingual. 54. Television, cinema, broadband and radio advertising will be conducted in Welsh and English. Television campaigns which appear on S4C during Welsh programming hours will be in Welsh. Radio campaigns broadcast during Welsh language programmes on commercial radio stations will be in Welsh. 55. The Council will avoid using Welsh language subtitles, or dubbing adverts into Welsh. 8

W E L S H L A N G U A G E S C H E M E Exhibitions 56. All exhibition display materials will be bilingual or where necessary both English and Welsh versions of the display units will be displayed. 57. All printed Council materials displayed at exhibitions will be bilingual. Where separate versions are produced, both versions will be offered. 58. When staffing exhibitions, the Council will ensure that suitable qualified Welsh speakers attend, as necessary. Telephone Hotlines/Response Lines 59. Where telephone hotlines/response lines are used, all services will be offered bilingually. Tenders for this type of contracts stipulate the need to provide bilingual response capability as part of the service provision. Recruitment advertising 60. Staff recruitment advertising in newspapers and periodicals principally circulating in Wales are bilingual; those in Welsh-language publications or for jobs where command of Welsh is essential are in Welsh only. 61. Design guidelines are in place to provide guidance for recruitment agencies on how to produce appropriate bilingual recruitment adverts. 62. Those advertisements placed in professional publications and those circulating throughout the UK are in English only, unless the posts are Welsh essential, in which case they are bilingual. 63. All information packs provided to job applicants are distributed in the language of choice which is determined at the point where the enquirer requests the information. Applicants may submit an application form in English or Welsh and all correspondence from the HR Department/Recruitment Agency will be sent in the language of choice. 64. The Sports Council for Wales identifies the extent to which the ability to speak Welsh is Essential or Desirable for each post within the organisation. Language proficiency is detailed accordingly in job advertisements and job descriptions. Research 65. When research or public surveys are undertaken, the Council will ensure that all aspects of communication with the public will be bilingual. 66. Respondents will be asked if they wish to respond to the survey in Welsh or English. 67. Research findings will be published bilingually. 9

S P O R T S C O U N C I L F O R W A L E S Information & Communications Technology (ICT) 68. The need to provide information and services in Welsh will be catered for as the Council develops and purchases new ICT products and services. 69. As we develop or procure ICT systems we will take into account the Board s Bilingual and Software Guidelines. Staffing Linguistic Skills 70. In order to ensure that the Sports Council for Wales is able to deliver its services in Welsh to a high quality, effectively and efficiently, it will at all times maintain an overview of its linguistic skill needs and resources, and co-ordinate training and recruitment activities to facilitate the Scheme objectives. 71. It is important that at any point in time, the Sports Council for Wales has enough staff to make its Welsh Language Scheme work in practice. A full review has been undertaken of all posts and sections within the organisation, identifying whether the ability to speak Welsh is essential, advantageous or not required. In some generic posts such as development officers, the necessity to speak Welsh may change depending on the number of other Welsh speakers in the section at the time the vacancy arises (see appendix 1). 72. From time to time audits are undertaken (see appendix 1) to establish the number, ability and location of staff that can speak Welsh. Any shortage of Welsh speakers is addressed either through training or recruitment. Language training 73. Language training is an important part of ensuring the organisation has enough members of staff able to work confidently through the medium of Welsh. The Sports Council for Wales will make provision for staff to access language training should there be an identified need. 74. Training requirements will be identified either at the point of recruitment or by means of an annual staff appraisal process. Linemanagers and staff agree requirements which are then considered for inclusion in an overall training programme. The Sports Council for Wales is keen to encourage staff to learn Welsh, with priority being given to those officers: working in posts that require an ability to speak Welsh; working in areas of the country, where the ability to speak Welsh would assist in the effective discharge of their duties; working in a section that has a lower number of Welsh speakers than the organisation requires. 10

W E L S H L A N G U A G E S C H E M E 75. The Sports Council for Wales is keen for its staff to develop Welsh language skills, even if they are not working in a role that requires a day to day knowledge of Welsh. Staff wishing to learn the language can request to attend an appropriate language class. 76. All staff that require knowledge of Welsh as part of their job will be able to attend courses during work hours. 77. Where practical, vocational training will be provided in Welsh to develop the ability of staff who, as part of their duties, have extensive and regular contact with the public in Wales. Encouraging Use of Welsh by Other Organisations Partnerships 78. Many of the partners that the Sports Council for Wales work with on a regular basis are public bodies. These partners have their own Welsh language schemes that mirror the principles outlined in this document. 79. However, as an organisation that also works with many voluntary clubs, sports organisations and health bodies, the Sports Council for Wales has an opportunity to influence how those organisations use the Welsh language, particularly in the promotion of a grant award or partnership. The Sports Council for Wales will adopt the following principles in its work with partners: When the Sports Council for Wales is the strategic and financial leader within a partnership, it will ensure that the language provision is compliant with this Welsh Language Scheme e.g. Free Swimming; When the Sports Council for Wales joins a partnership in which another body is leading, the Council s input to the partnership will comply with its Welsh Language Scheme and will encourage other parties to comply e.g. Dragon Sport at a local level; When the Sports Council for Wales is a partner in a consortium, it will encourage the consortium to adopt a bilingual policy. When acting publicly in the name of the consortium, the Council will act in accordance with its Welsh Language Scheme e.g. Mentro Allan. 80. The above principles refer only to partnerships affecting the public in Wales and often the Council may be involved in wider National or International initiatives and language decisions will be made based on the target market. Grants 81. When we award grants for activities to be undertaken in Wales, we will give regard to the Welsh Language Board s guidelines on awarding grants and loans. 11

S P O R T S C O U N C I L F O R W A L E S 82. Through literature relating to grant schemes, applicants are invited to detail how they intend reflecting the bilingual nature of Wales in their project. This could, for example, include considering bilingual signage for a sports hall, the production of bilingual literature and offering classes in the medium of Welsh. 83. In addition to the above, when an organisation is successful in obtaining a grant, they receive a bilingual Successful Applicants Pack. This pack provides a range of ideas and marketing materials that can be used to promote the award bilingually. Services Provided by Contractors 84. Some of the services provided by the Sport Council for Wales may be carried out by other organisations such as agents, contractors, sub-contractors and consultants. The Council ensures that these organisations follow the principles outlined in this Scheme where it is relevant to the services they are providing. 85. When tenders are issued for new or existing services, included in the specification will be a requirement that the contractor abides by the principle of this Welsh Language Scheme. Compliance by the contractor will be monitored, as with all other aspects of performance. Freedom of Information 86. Where specific requests are made under the Freedom of Information Act, the Council will: Correspond in the language of choice; Distribute the requested information bilingually where it should be translated under the terms of this Scheme; Distribute any summaries, specifically produced to respond to the individuals enquiry, in Welsh; If requested, provide information in Welsh where it exists only in English as the document falls outside the remit of this Scheme. The enquirer will be made aware that the information held falls outside this Scheme and is held in English only. However the Council can arrange Welsh translation upon a payment of a fee. Any cost will be agreed in advance and will be calculated on the word count. The cost will be in line with the Council s contract for the supply of translation services. 12

W E L S H L A N G U A G E S C H E M E Publicising The Scheme 87. The Sports Council for Wales will publicise the Scheme by: Producing a printed copy of the Scheme for distribution; Publishing a copy of the Scheme on its websites; Making hard copies of the Scheme available in the Information Centre; Ensuring each member of staff has a copy of the Scheme; Publish a copy of the Scheme on the staff intranet; Displaying signs at offices and National Centres publicising that a bilingual service is available. Reviewing the Scheme 88. The Sports Council for Wales will review the Scheme within four years of it coming into effect. 89. From time to time there may be a need to review the Scheme, or propose amendments to the Scheme, because of changes to organisation functions or the structure of operations. If a change is necessary, the Council will consult the Welsh Assembly Government and the Welsh Language Board before making the required changes. Feedback and Complaints 90. The Sports Council for Wales welcomes feedback on the operation of its Welsh Language Scheme. If you have any suggestions or complaints relating to this document, please address your comments to: Manager, Marketing & Communications Sports Council for Wales Sophia Gardens Cardiff CF11 9SW Telephone: 0845 045 0904 E-mail: scw@scw.org.uk 91. The Sports Council for Wales will cooperate with the Welsh Language Board in order to resolve complaints and during investigations held under Section 17 of the Welsh Language Act. Further Information 92. Further information on the Sports Council for Wales can be found on its website www.sports-council-wales.org.uk. 93. Further information on the scope and purpose of Welsh Language Schemes can be found in the Welsh Language Board s guidelines at www.welsh-language-board.org.uk 13

S P O R T S C O U N C I L F O R W A L E S Appendix 1 Total staff Preferred Minimum Welsh Speakers Welsh Learners Sports Council for Wales Chief Executives Department (inc. Marketing & Communications and Research & Evaluation) 18 2 6 1 Performance & Excellence 26 1 2 1 Active Communities South East 7 1 1 Active Communities West 5 1 1 1 Active Communities North 5 1 1 Active Young People 7 1 1 Active Communities Investment Team 7 1 3 Corporate Services (inc. HR, Admin, Finance, IT) 28 1 1 Welsh Institute of Sport (Customer Services) 15 1 1 Welsh Institute of Sport (inc. Maintenance, Operations) 47 1 Plas Menai 31 2 9 6 TOTALS 196 12 27 9 Total staff Preferred Minimum Welsh Speakers Welsh Learners Sports Council for Wales Members 14 2 6 TOTALS 14 2 6 Analysis completed February 2007 14