Welsh Language Annual Report 2016-2017 Page1
Introduction The Welsh Language Standards, having been approved by the National Assembly for Wales in accordance with section 150(2) of the Welsh Language (Wales) Measure 2011, are being implemented by Dyfed-Powys Police force as of the 30 th of March 2017. They have been created in order to ensure that the Welsh language is not treated any less favourably than the English language. As a force, we will now comply with the new legal Standards as we have a statutory duty to do so. The Welsh Language Standards places duties on public bodies in five areas; service delivery, policy formulation, implementation, promotion of the language and record keeping. As a force, we are embracing the change that this implementation will have and we are going to assist all staff and officers as much as we possibly can to ensure a smooth transition. The Standards are vital in order to provide more opportunities for members of the public to use the Welsh language from day to day. There are two legally recognised languages in Wales and this needs to be acknowledged in our service provision; Dwy Iaith- Dau Ddewis! This annual report is created in order to summarise the work which has taken place in preparation to the implementation of the Welsh Language Standards. A copy of this report is available on the Dyfed-Powys Police website and in all reception areas which are open to the public. Page2
Content 1. Task & Finish Group.....4 2. Welsh Language Action Group.. 4 3. Achievements...5 4. Welsh Language Courses....9 5. Role Vacancies....12 6. Previous & Upcoming Communication....12 7. Previous & Upcoming Awareness Events...13 8. Welsh Language Ability of staff & officers....14 9. Welsh Medium Training Courses. 15 10. Dissatisfaction.......16 11. Future Projects.... 17 Page3
1. Task & Finish Group A force Task & Finish Group was set up in September 2016 in preparation for the Welsh Language Standards. The group was held on a monthly basis with the Director of Resources for the force chairing the group meetings. The membership of the group consisted of heads of departments, line managers and senior staff. This was to ensure that the information was communicated across the force effectively. The purpose of the group was to discuss our compliance with the standards placed upon us and to have open discussions in order to gain knowledge of different fields and therefore perspectives within the force. An action plan was created in order to follow during the course of the meetings, after each meeting the action plan would be updated via a RAG rated method this was to ensure that all tasks were monitored and everyone would be aware of each task s status. The group meetings held also gave members of staff the opportunity to raise any difficulties they might have with regards to the Welsh Language Standards and for the group to then discuss and share compliance ideas. Following the implementation of the Standards on the 30 th March 2017, the group meetings have now been scheduled for each alternative month. 2. Welsh Language Action Group The force has also created a Welsh Language Action Group. The aim of the Action Group is to enhance the use of the Welsh Language by staff and officers within the force. The Action Group is chaired by the Assistant Director of the Strategic Criminal Justice Department at Dyfed-Powys Police. The Group consists of various representations from departments which can bring any issues to the group but mainly, the purpose of the group is to organise celebratory events for the Welsh language and to raise awareness of the language. The group contributed to the suggestions and various ideas for the Mawrth Mawr event, placed ideas for the initial logo creation and offered advice and opinions with regards to the dwi n dysgu / siarad Cymraeg badges. Page4
3. Achievements Firstly, we felt that a brand was required for the implementation of the Welsh Language Standards, this was in order to give the project an identity in which we could use for the launch and for future events. The brand Dwy Iaith Dau Ddewis / Two Languages Your Choice was therefore used on all Welsh Language Standards documentation/ information packs/ resources etc. Mawrth Mawr During the countdown to the implementation of the Welsh Language Standards we organised a Mawrth Mawr event throughout the force. The month long event was to raise awareness of the Welsh Language Standards as well as to raise awareness of the Welsh language itself- and to promote the use of the language in and out of the workplace. We had advertised the month via the force s intranet website, paper posters all across the force s stations and through the force s Welsh Champions. As a force, we felt that we wanted to take advantage of St.David s Day and so we began our journey at the Police Headquarters in Carmarthen on the 1 st of March, 2017. We invited various successful individuals in to the force Headquarters in order for them to discuss how the use of the Welsh language has aided them in their triumphant careers so far. One of the guests was Mr Brian Jones, the owner of the extremely successful business that is Castell Howell, here in Carmarthenshire. We also had the privilege of welcoming Mr Delme Thomas in to the force; Mr Thomas is a legend in the Welsh rugby world- having represented the country on many occasions as well as the British & Irish Lions. Additionally, we invited the local rugby club, The Scarlets, who brought along Mr Wyn Jones a young and exciting rugby player who lives in the Dyfed-Powys area as well as plays for the region s team. The function room was decorated with Welsh flags, Welsh themed bunting and an extraordinary amount of daffodils in order to set the cultural atmosphere to the day. The event was officially opened by the Police & Crime Commissioner Mr Dafydd Page5
Llywelyn and the Deputy Chief Constable Mr Darren Davies followed by the local School, Llangunnor Primary School, they sang various Welsh songs and it was made extra special as they were all dressed in their Welsh costumes to celebrate St. David s Day. We also offered a Welsh themed lunch and treats which consisted of Cawl, bara brith and welsh cakes for all attendees. We then replicated the event at Haverfordwest station on the 10 th of March, followed by Aberystwyth station on the 15 th of March and finally Llandrinod-Wells on the 23 rd of March. Page6
The day was an opportunity for staff and officers to learn about the Welsh Language Standards and we were able to distribute the resources in which we have been creating prior to the implementation of the Standards. There were information sheets available which explained the reasons for the Welsh Language Standards and the enforcement date. We had also, by this point, ensured Welsh language lesson dates therefore we had also created information sheets with dates/times/locations information of the lessons. In preparation for Mawrth Mawr we had also created an in depth guidance booklet for further clarification on the Standards. The booklet included detailed descriptions of the Standards. We also included useful templates in the guidance s, these were to amend staff and officers out of office notices, email Page7
signatures etc. We have also made a useful desk top tick list resource. This helpful resource is a quick guide which includes all of the templates that is required as a result of the Welsh Language Standards, the contact details of the translation unit, points to consider when organising a meeting, answering a telephone call etc. We also offered the attendees of the event Welsh Language Standards pens, sticky notes, notepads and dwi n dysgu/siarad Cymraeg badges. Information Events We organised information events following on from Mawrth Mawr, they were created in order to assist staff and officers with any queries they might have as a result of the Welsh Language Standards implementation. This was also an opportunity to distribute more resources and provide Welsh courses information. Resources The resources have been made available on the officers hand held devices also, this is to be beneficial due to the fact that officers on duty can merely look at their devices in order to learn and understand the Standards rather than having to find the paper resources and look at them briefly. All resources have also been made available via the force s intranet website this is to ensure that all staff and officers have access to the resources at all times. An extra resource has been created particularly for the intranet website; this is a word map resource. The word map is a list of words, names and terms which are frequently used by Welsh language staff and officers on a daily basis. The content varies from rank titles to location titles to frequently asked questions. We have also attached an audio file to all of the included words, this is to assist non-welsh speaking staff to practice the pronunciation of the words. Translation Unit The force has appointed an extra full time member for the translation unit. Alternatively, we have also come to an agreement with the translation company Prysg who will be able to provide simultaneous translation service for the force as and when it is required. Force Awards The Dyfed-Powys Police Awards were held on the 30th March 2017, this was an opportunity to celebrate the force s staff, officers and volunteers. One of the awards Page8
presented on the evening was the award for the Welsh Learner of the year. Bearing in mind that the implementation of the Welsh Language Standards was also on the 30th of March we invited the Welsh Commissioner, Meri Huws, to the awards ceremony in order to present the award to the winner. Hwb Dysgu Cymraeg All staff and officers also have access to the Hwb Dysgu Cymraeg, the Hwb is a webpage which provides information on the Welsh language history, the benefits of learning Welsh, and provide additional supporting resources i.e online courses. Page9
The Welsh Champions The Welsh Champions are 24 individuals who consist of staff and officers who have volunteered themselves to be representatives of Welsh Language promotion events and to feedback information from the meetings back to their staff and officers at their stations. Their duties consisted of ensuring that they were well informed of the Welsh Language Standards and they were then to deliver their knowledge and advice to coworkers. 4. Welsh Language Courses The force has been working on a new Welsh Language Lesson policy in which it states the commitment of the Force in promoting and facilitating the Welsh language. The policy is also in place in order to state the support in which staff and officers have the benefit of in order to learn and improve their Welsh language skills. The force has ensured that Welsh language lessons are underway. A short Introduction to basic welsh course and a Welsh Reception Course is already being delivered and we have also explored the opportunity to create personalised lessons i.e. should a particular department require a short course that is specifically for them then we are able to accommodate for that requirement. We are also looking at providing a conversational course; this will assist with officers in particular who wish to have conversations with members of the public whilst they are on duty and also Police staff as a whole in order to communicate with the public effectively. We are also intending to enrol onto an upcoming Writing in welsh for the web course which is specifically for social media users. The force s Corporate Communications team and the force s translators will be attending the course with the intention to then deliver the course to other social media users out on divisionthis will better the service in which we deliver to members of the public as it will increase confidence in those who post via divisional social media accounts. The force is also collaborating with Nant Gwrtheyrn residential Welsh Language course provider. The course will be an amended course specifically for staff and officers of Dyfed-Powys Police. It will entail email, interview, presentation workshops and much more. It will also provide opportunities for staff and officers to ask any particular questions which they might have in mind to the tutors present. The course will also provide opportunities to practice with fellow staff and officers the day to day tasks which they now undertake due to the implementation of the Welsh Language Page10
Standards. Additionally, the force has enabled staff and officers to have the opportunity to attend Welsh language courses in their communities in such a circumstance that should they be unable to attend the courses which are held by the force at the Headquarters for various reasons i.e. transport issues/ shift patterns. Also, the Chief Constable Mr Mark Collins and the Deputy Chief Constable Mr Darren Davies have been obtaining weekly Welsh language courses. Welsh Language Courses 1 st April, 2016 31 st of March, 2017 Name of course Welsh Language Advanced Course (November 2016) Number of attendees 11 Upcoming Courses Number of attendees submitted application of interest Introduction to basic welsh 32 Welsh reception 7 Written Gloywi Iaith 9 Beginners Course 7 Page11
5. Role Vacancies 1st April, 2016 31st of March, 2017 Category No. of vacancies Welsh Essential 19 Welsh Desirable 125 Welsh needed to be learnt when appointed to the post 0 Welsh Language Not Necessary 51 6. Previous & Upcoming Communication Date To whom Content November 2016 All user email Introduction of the WLS December 2016 All user email Guide to all staff/officers in order to update their self-assessment February 2017 Posters Advertising the Mawrth Mawr event February 2017 Bulletin via Intranet Advertising the Mawrth Mawr event February 2017 All user email Advertising the up-coming Mawrth Mawr event March 2017 All user email Advertisement of the upcoming Welsh Language Lessons March 2017 All user email Email signature example March 2016 - All user email Advertising the information events April 2017 March 2017 All user email Providing the top 10 quick to do with regards to the WLS. May 2017 All user email Sending & receiving correspondence reminder July 2017 All user email Advertisement of the upcoming Nant Gwrtheyrn Welsh Language course August 2017 All user email Advertisement of the internal limerick competition August 2017 All user email Advertisement of the Information and Advice Sessions for Employers about Work Welsh August 2017 All user email Re- Advertisement of the internal limerick competition Page12
7. Previous & Upcoming Awareness Events Event Title Haverfordwest County Performance & Tasking Meeting Carmarthenshire County Performance & Tasking Meeting Event Date 14 th February, 2017 16 th February, 2017 CID Meeting 17 th February, 2017 PCSO Input 23 rd February, 2017 Powys County Performance & Tasking Meeting Ceredigion County Performance & Tasking Meeting 15 th March, 2017 16 th March, 2017 Uniform SMT Meeting 27 th March, 2017 Information Event 28 th March, 2017 Information Event 5 th April, 2017 Information Event 11 th April, 2017 PCSO Awareness Input 9 th May, 2017 Station Compliance Roadshow 4 th 25 th September, 2017 Officer Transferee Awareness Input 21 st September, 2017 Officer Transferee Awareness Input 2 nd November, 2017 Welsh Language Standards Information and Advice Sessions for Employers about Work Welsh 7 th November, 2017 Page13
8. Welsh Language Ability of staff & officers May 2016 Level May 2016 Speaking & Understanding Level 0 355 Level 1 449 Level 2 414 Level 3 204 Level 4 163 Level 5 271 Not 122 stated May 2017 Level May 2017 Speaking & Understanding Level 0 352 Level 1 537 Level 2 425 Level 3 233 Level 4 203 Level 5 276 Not 285 stated As a result of the above data, the number of staff and officers which are at level 0 has decreased slightly due to more individuals attending the Welsh courses held by the force as well as attending Community bases courses. The prediction is that this number will decrease as the number of courses organised increases. The number of staff and officers which are at level 1-5 has also increased; this is due to that attendance of individuals to various Welsh language courses and due to the rise in self-confidence of many of their Welsh language ability. Page14
9. Welsh Medium Training Courses As a force we are striving to increase our delivery of training courses through the medium of Welsh to our staff and officers. However, currently the force s induction package is available through the medium of Welsh. Additionally, the below courses are also available through the medium of Welsh upon request. Moving forward we will hopefully increase the number of courses offered through the medium of Welsh so that staff and officers are able to complete as much of their training as possible through the medium of Welsh, should they wish to do so. Course Title Attendance & Performance Management (Welsh Medium) Recruitment & Selection (Welsh Medium) Number of staff / officers attended the course 0 0 Page15
10. Dissatisfaction Record of the complaints and suggestions received relating to the Welsh language Date Service Department Complaint 23.07.16 OPCC An individual has contacted the force to suggest streamlining the Welsh/English options on the 101 system in order to forward the call quicker 11.08.16 OPCC Complainant had to wait 10 minutes on the 101 call. Options for Welsh/English speakers are given repeatedly Suggested that staff/officers at local police stations should answer local calls as they will have more knowledge of local queries. 17.01.17 Traffic Process The Police officer asked the member of the public if they wished to receive a fixed penalty in Welsh or English. Later from reading through the notice, they realised that large chunks of it contained details in English. -The member of the public feels that this is against the Welsh Language Act 1993 and Dyfed-Powys Police s Welsh Language Plan and feels it does not treat the Welsh in par with the English in relation to offering a notice in Welsh, which in fact was bilingual. They feel that if they had chosen to receive a notice in English only, they would have received that but from choosing the Welsh option, the notice did not warrant that. Outcome The suggestion was made to the Force Communication centre for consideration. The Force s legal obligation to comply with the Welsh Language Act, as a public body, was explained to the complainant. The caller was satisfied that his concerns had been addressed. As part of the preparation for the Welsh Language Standards the form will be fully available through the medium of Welsh from the 30 th of September onwards. Efforts have been made to contact the complainant to inform them. Page16
11. Future Projects In order to fully embrace the Welsh Language Standards the force intends on going above and beyond in order to provide members of the public with the opportunity to use the Welsh language at all times when communicating with us, should they wish to do so. Annual Events The force will be organising annual events internally in order to raise awareness of the Welsh Language and to also provide staff and officers with culture awareness. This can be done by re-creating the Mawrth Mawr opening event which we held at the Headquarters on March the first and by ensuring that it is an annual event. In order to ensure that all staff and officers are reminded constantly of the support and resources available to them with regards to the Welsh Language Standards we will aim to hold a drop-in event. The drop-in event will include representatives from various departments within the force and partner agencies who are able to assist staff. Uniform In order to ensure that members of the public are fully aware that they are able to communicate with the force through the medium of Welsh, we are also going to review the force s uniform policy in order to ensure that an officer s language ability is as clear as possible on their uniforms. This will ensure consistency with other forces also. Statements With regards to officers, we will endeavour to encourage officers in accepting statements through the medium of Welsh by offering a specific course for that requirement. As a result, this will then hopefully increase the number of officers who are able to accept statements through the medium of Welsh and therefore improve our service as a whole. Limerick Competition As a result of the Welsh Language Action Group s actions we have held a limerick competition in order to exercise staff and officer s Welsh skills in a relaxed and fun manner. This will also raise awareness of the National Eisteddfod in Anglesey this year. Page17
Performance Evidence Scheme Our aim is to also develop a performance evidence scheme during 2018. This will be a scheme that will record how exactly departments are complying to the Welsh Language Standards, this will hopefully demonstrate good practice as well as highlight any areas which we can improve upon. The scoping exercise will be an opportunity to determine where the problem areas are for the force with regards to the Welsh Language Standards and we will then work with those particular departments in order to decide on suitable methods to correct any dissatisfactory services and to provide appropriate support. Mentoring Scheme The force has previously developed a mentoring scheme for Welsh language learners therefore we are currently in the process of re-evaluating that process in order to ensure that the scheme is as effective as possible for Welsh learners. The mentors will have a guide to follow with regards to the type of context they should be practicing with their learners, however should an individual wish to learn some aspect in specific with regards to the Welsh language they will be allowed to do this. ICT Our ICT department have been working persistently to ensure that all ICT matters which are required to be bilingual from the implementation of the Welsh Language Standards are well underway. We have enrolled Cysill and Cysgeir onto the force s computer systems, these programmes will assist staff with their Welsh writing skills. Further Information Should you require further information with regards to the Welsh Language Annual Report; please email welshlanguage@dyfed-powys.pnn.police.uk Page18