Cyngor Gweithredu Gwirfoddol Cymru Wales Council for Voluntary Action WELSH LANGUAGE SCHEME This voluntary scheme has been prepared in accordance with the Welsh Language Board s Guidelines under the Welsh Language Act 1993 This updated Welsh Language Scheme was approved by the Welsh Language Board on 23/12/2009
Wales Council for Voluntary Action Draft Welsh language scheme prepared under the Welsh Language Act 1993 Content 2 Introduction 2 Mission statement 4 1.0 Providing a bilingual service 5 1.1 WCVA s work and projects 5 2.0 Delivery of services 6 2.1 New policies and initiatives 6 2.2 Provision of services 6 2.3 Standard of Welsh services 6 2.4 The Scheme 6 3.0 Direct contact 7 3.1 Written correspondence 7 3.2 Telephone communication 7 3.3 National and regional conferences 7 3.4 Public meetings and other meetings and events 7 3.5 Training 8 3.6 General 8 4.0 WCVA s public image 8 4.1 Corporate identity 8 4.2 Signs 8 4.3 Publishing 8 4.4 Website 9 4.5 Press notices 9 4.6 Advertising and publicity 9 4.7 Staff recruitment advertising 9 5.0 Implementing and monitoring the scheme 10 5.1 Staffing 10 5.2 Learning Welsh 10 5.3 Recruitment 10 5.4 Translation 10 5.5 Contracting 10 5.6 Grants 10 5.7 Partnerships 11 5.8 Targets 11 5.9 Publishing information 11 5.10 Administrative arrangements 11 6.0 Complaints 12 7.0 Publicity 12 2
Introduction Wales Council for Voluntary Action (WCVA) represents, supports and campaigns for the third sector in Wales. Its mission is to make Wales a better place by championing volunteering, voluntary organisations and community groups and the wider third sector. WCVA has three offices, its headquarters at Baltic House, Cardiff Bay and two other offices at Rhyl and Aberystwyth. WCVA is committed to providing a bilingual service and to ensuring that all members and users of the services are able to communicate with the organisation in either language, verbally or in writing, and receive response, in the same language. Any reference in the Scheme to bilingual refers to the ability to communicate through the medium of Welsh and English. WCVA s Welsh Language Scheme was first launched in July 1998 and received formal approval from the Welsh Language Board at its launch at the National Eisteddfod in Bridgend. 3
Mission statement WCVA undertakes to ensure that all who contact the organisation and use its services have the right to receive those services in Welsh or English whichever is their chosen language. WCVA s Welsh Language Scheme is beyond a policy. It is a comprehensive strategy and action plan, which will ensure ways of providing a service in Welsh whilst adhering to our policy of equality of opportunity. WCVA has adopted the principle that in the conduct of public business in Wales, it will treat the English and Welsh languages on the basis of equality. This scheme sets out how WCVA will give effect to that principle when providing services to the public in Wales. The principle of equality and diversity will allow people to use the language of their choice. WCVA offers members and customers the opportunity to conduct their business with the organisation in Welsh and in English and also offers printed materials in other languages, eg, funding information. In line with its equal opportunities policy, WCVA also offers materials in Braille, large print, audio tape and interpreters and signers are present, on request, at public meetings, events and conferences. WCVA is committed to an Environmental Policy and so the environmental impact must be considered when providing printed materials. Therefore, WCVA asks members and customers to choose in which language to receive printed materials, eg, Welsh or English, where practicable (conference packs, applications forms). However, some documents will need to be produced bilingually (Network Wales magazine, conference brochures, annual reports) as is happening at present. 4
1.0 Providing a bilingual service Welsh and English are the official languages of WCVA. WCVA is committed to providing an equally high standard of service in Welsh and English. WCVA believes that by developing its own Welsh Language Scheme it will help to provide a first class service to its membership and the people of Wales; help to recognise the bilingual nature of Wales; it will raise the organisation s appeal in the wider sector; it will demonstrate goodwill; and it will encourage and help attract Welsh speaking volunteers. It will also send a message of good practice to others in the third sector whilst adhering to its own Equal Opportunities Policy. 1.1 WCVA s work and projects WCVA is committed to ensuring that both languages are given equal consideration in its activities. WCVA works towards reflecting the linguistic pattern of the community. WCVA, as the voice of the third sector in Wales, aims to lead and encourage the sector through example by adopting the principle of equality of the Welsh and English languages confirmed in the Welsh Language Act 1993 through all its activities. WCVA needs to have a scheme, although at present not required to do so by law, in order to carry out services or agreements with public sector third parties. When services are provided by a voluntary organisation on behalf of a public body, that public body must still comply with the Welsh Language Act and its own scheme, therefore it is advantageous for a voluntary organisation to also have its own scheme to enable this to happen easily and effectively. Telephone calls received by WCVA s main contact line will be answered bilingually. WCVA has located its Helpdesk Contact Centre in Aberystwyth in order to ensure plenty of fluent Welsh speaking staff, and when connected to the Helpdesk, callers can specify their language of choice immediately. When staff are expected to meet and greet customers, they will be able to do so in Welsh and in English, and at national conferences the reception desks will be managed by bilingual staff. WCVA has designated some specialist posts as Welsh language essential and the majority of administrative and advisor/assessor posts as Welsh desirable or with the ability to speak basic Welsh. 5
2.0 Delivery of services 2.1 New policies and initiatives When WCVA plans and formulates new policies or initiatives, it will assess the linguistic consequences, ensuring they meet the commitments of this Scheme. New initiatives and policies adopted will promote and facilitate the use of Welsh whenever possible and move the organisation closer to implementing the principle of equality at every opportunity. All staff will be made aware of the requirements of the Welsh Language Scheme. WCVA will consult in advance with the Welsh Language Board regarding proposals which affect the scheme. 2.2 Provision of services Services provided by WCVA for its members and the third sector at large are very wide-ranging and are under the management of the Chief Executive, Deputy Chief Executive and Cluster Co-ordinators. Developing and maintaining the delivery of services bilingually is also the responsibility of management. 2.3 Standard of Welsh service WCVA is firmly committed to provide an equal standard of service in Welsh and English and welcomes dealings in both languages. The aim will be to provide a high standard of service in every aspect of WCVA s public work, verbally and in writing, in accordance with its commitments to this scheme. WCVA will publicise the scheme and will monitor and review the standards it is achieving, with the aim of continually improving the standard. 2.4 The Scheme WCVA will not alter the scheme without the Welsh Language Board s consent. Anyone who wishes to contact WCVA regarding the contents of this scheme should contact: Graham Benfield OBE Chief Executive WCVA Baltic House, Mount Stuart Square Cardiff, CF10 5FH Tel: 0800 2888 329 Fax: 029 2043 1701 Minicom: 029 2043 1702 Email: help@wcva.org.uk 6
3.0 Direct contact 3.1 Written correspondence WCVA welcomes written correspondence (in writing, via email, fax or text) either in Welsh or in English, and the response will be made in the language of the original correspondence. Correspondence will be made in Welsh following face-to-face or telephone communications in Welsh. Corresponding through the medium of Welsh will not lead to delay. Letters sent to individuals and groups that WCVA knows work in Welsh, or who have approached WCVA in the Welsh language will be contacted in that language. Circular letters (for example to all WCVA members) will be bilingual. 3.2 Telephone communication People are welcome to speak Welsh or English when contacting WCVA by telephone. Telephone calls received by WCVA s main contact line will be answered bilingually and contact line voice mail messages will be bilingual. WCVA s Helpdesk offers the caller the choice of continuing their call in Welsh or in English. Procedures are in place to ensure that calls received in Welsh are dealt with equitably and effectively in Welsh. 3.3 National and regional conferences WCVA encourages and welcomes contributions made through the medium of Welsh and English. It is committed to arranging conferences in a structured way, which enables choice of language. When booking a place on a conference, customers are asked in which language they would prefer to receive their conference pack. This allows WCVA to comply with this scheme and the Environmental Policy. 3.4 Public meetings and other meetings and events WCVA arranges and conducts many meetings and events. Our aim is to enable those who attend the events, to contribute in the language of their choice. WCVA will also endeavour, to hold face-to-face meetings through the medium of the users language of choice. Internal staff guidelines include guidance on facilitating meetings through the medium of Welsh. 7
3.5 Training WCVA arranges a number of training courses. Where it is possible, WCVA will seek to provide training through the medium of Welsh and English. WCVA will measure demand for training through the medium of Welsh through consultation with current and potential users. 3.6 General Arrangements are in place to facilitate the delivery of WCVA s Welsh language service. Most commitments of the scheme are already in place and an action plan is in place. WCVA s staff pledge to do their utmost to achieve the principle of equality whether through personal contact or by written correspondence. 4.0 WCVA s public image 4.1 Corporate identity WCVA is committed to upholding its bilingual public image and corporate identity. This includes its address, logo, visual identity and any other standard information to be used on: letter headed paper, fax paper, compliment slips, e-mail signatures campaigns and events material (ie, fliers, posters, leaflets) in the public domain business cards, invitations, ID badges 4.2 Signs Internal signs and external signs within WCVA s property are and will continue to be bilingual with the size, quality, legibility and prominence of text respecting the principle of equality. 4.3 Publishing WCVA aims for its published documents, forms and explanatory notes to be completely bilingual in one document. If it is necessary, for any reason, eg, size of document, targeted audience, for WCVA to publish Welsh and English versions separately, they will be published at the same time. When publications are published separately the price to purchase a Welsh and English version together will not be greater than the price of purchasing an English or Welsh version only. Where forms and explanatory notes are published separately, users may have a Welsh and/or English copy. 8
4.4 Website WCVA s websites are bilingual and WCVA will endeavour to ensure that future developments of the site adhere to the requirements of this scheme and to the Welsh Language Board s Software Guidelines and Standards. Every attempt will be made to ensure that any information available on WCVA s website which originates from external sources will be available bilingually; if this is not possible (eg, the inclusion of a paper or report originating from the UK or outside the UK which has been produced is English only) then the reasons for this will be clearly stated. WCVA is keen to encourage voluntary organisations to develop bilingual provision in Wales. The website will include information giving advice on developing bilingual services and where to source support from organisations such as the Welsh Language Board, Estyn Llaw and the Mentrau Iaith. 4.5 Press notices WCVA press notices and media release will be issued bilingually and at the same time, unless such a rapid response is required that this is not possible. In this case, the Welsh release will be issued within 24 hours. WCVA has identified Welsh-speaking media spokespeople. 4.6 Advertising and publicity Where WCVA publicises its services and activities within Wales by means of exhibitions and displays, it will do so bilingually. When these activities are held by WCVA, or in its name, the display material and any supporting material such as advertisements, posters, publicity literature and DVDs, will be bilingual. 4.7 Staff recruitment advertising Staff recruitment advertisements published by WCVA will be bilingual excepting: Advertisements published in Welsh medium magazines and newspapers will be in Welsh only Advertisements published in English medium magazines and newspapers for posts where the Welsh language is an essential qualification will be in Welsh only but with a short explanatory note in English. Advertisements published in English medium media aimed at UK and wider audience will normally be in English only. 9
5.0 Implementing and monitoring the scheme 5.1 Staffing In order to ensure that WCVA is able to deliver its services in Welsh to a high standard, effectively and efficiently, it will undertake a regular Language Skills Audit as part of its human resource planning. The audit will enable WCVA to maintain an overview of its linguistic skills needs and resources and coordinate training and recruitment activities to facilitate the Scheme s objectives. All staff will be required to undertake Welsh Language Awareness Training. The training will be a requirement of all new staff and must be completed within six months of starting employment. WCVA s Training Unit will arrange at least two training sessions each year. 5.2 Learning Welsh WCVA encourages staff to learn Welsh and will support staff wishing to learn / improve their current language skills, on a practical level. 5.3 Recruitment When linguistic ability is considered to be essential or desirable for a post, due to the nature of that post or the linguistic skills required within a Unit, this will be specified when recruiting to that post. 5.4 Translation Appointing translators WCVA is committed to ensuring that the organisation s translators, be they internal or external, are suitably qualified and are able to provide a high quality service. We will work with the Association of Welsh Translators and Interpreters to ensure that standards are of the highest quality. 5.5 Contracting Any new agreement or arrangement concerned with the provision of service for or on behalf of WCVA entered into with a third party will need to give consideration to, and accord with, sections of the Scheme relevant to the contract. 5.6 Grants WCVA in its allocations of grants and loans will ensure that recipients make appropriate use of Welsh when undertaking activities in Wales. WCVA will apply the Welsh Language Board s Guidelines on Awarding Grants, Loans and Sponsorship to fund allocation procedures. WCVA will also, where appropriate, expect applicants to reflect the bilingual nature of the community in which they operate. Where appropriate WCVA will 10
actively encourage organisations and voluntary bodies who receive a grant through WCVA to develop a Welsh language scheme and will sign-post them to the Welsh Language Board and other support organisations for help in so doing. 5.7 Partnerships WCVA works in partnership with a number of organisations on many different levels. When WCVA works in partnership on any level, it will act in accordance with its own Welsh Language scheme and will encourage its partners to work bilingually. 5.8 Targets WCVA will measure the implementation of the scheme against targets. WCVA will publish the action plan, which will include targets and timetable for implementation, in the scheme. In addition, quality of bilingual publications, expectations for publishing and distributing Welsh and English separate versions of publications and forms will be monitored. WCVA will review targets one year after implementation and annually thereafter. Monitoring As part of WCVA s overall monitoring system, WCVA will: a) Measure development against the timetabled targets b) Measure the impact it has made (number of workshops/speakers delivered in Welsh etc) c) Identify areas that need to be developed further or reviewed and timetabled into WCVA s business plan. Each Unit will report on development of its own targets. The Chief Executive will present a report annually to the Board on the implementation of the Welsh Language Scheme and then to the Welsh Language Board. 5.9 Publishing information In addition to the monitoring report, which will be available for public inspection, WCVA will publish information, comparing performance with standards and targets set out in this scheme. 5.10 Administrative arrangements The scheme will be approved by and carry the full authority of WCVA and the Welsh Language Board. The Chief Executive will be responsible for ensuring that this scheme is implemented throughout WCVA s services and will advise Cluster Coordinators on the steps required to do so. Cluster Co-ordinators will have responsibility for implementing this scheme within the Units. This scheme will be reviewed for its appropriateness after a period of three years and revised accordingly. 11
6.0 Complaints WCVA s existing complaints and grievance procedures encompass all complaints regarding the implementation of the scheme or the Welsh language service. WCVA welcomes suggestions from its staff and members for improvements to its Welsh language scheme and service. All suggestions should be addressed to the Chief Executive and will be considered at the monitoring stage. 7.0 Publicity WCVA will publicise its Welsh Language Scheme to the public, WCVA Board, staff, members and agents on a continuing basis. It will ensure that people who deal with WCVA are aware of the scheme and its contents. Copies of the Scheme will be made available as a free, bilingual document at all our offices. The following methods of publicity will be used: Notices in reception areas at offices Items in Network Wales, members e-briefing, WCVA website and other publications Circulating information and guidance to employees Make copies available to WCVA members and the general public by placing it on our website and distributing on request 12