YMDDIRIEDOLAETH ARCHAEOLEGOL CLWYD POWYS CLWYD POWYS ARCHAEOLOGICAL TRUST WELSH LANGUAGE SCHEME

Transcription

1 YMDDIRIEDOLAETH ARCHAEOLEGOL CLWYD POWYS CLWYD POWYS ARCHAEOLOGICAL TRUST WELSH LANGUAGE SCHEME 1 INTRODUCTION 1.1 This Scheme has been prepared within the context of the Welsh Language Act 1993 and the Welsh Language (Wales) Measure 2011, using the Welsh Language Commissioner s Voluntary Welsh Language Scheme Template for the Third Sector (08 May 2012). 1.2 The Clwyd Powys Archaeological Trust (the Trust) is one of the four Welsh Archaeological Trusts established in the mid 1970s that are concerned with the identification, management and interpretation of all aspects of the Welsh historic environment. 1.3 The Trust offers information, advice and services relating to archaeological matters to the general public and to public and private sector bodies. 1.4 In order to enable it to carry out its activities the Trust receives project funding from public and private sector bodies, including Welsh Government departments (principally Cadw), the Royal Commission on the Ancient and Historical Monuments in Wales, local authorities, and public sector contractors and developers. 1.5 The Trust is a charitable company whose principal object is the education of the public in archaeology. In order to fulfil this charitable object the Trust recognizes the value of communicating with the public in their preferred language and, in so far as is both appropriate in the circumstances and reasonably practicable, will treat Welsh language no less favourably than the English language. 2 STATEMENT 2.1 The Trust will communicate with the general public in both English and Welsh where it is practical, appropriate, and viable to do so. The Trust will continue to observe the following general principles in implementing this scheme: The scheme should enhance rather than compromise the quality of the archaeological work it undertakes. In implementing the scheme the Trust will continue to observe its legal obligations as a charitable company. 2.2 The Scheme sets out how and when the Trust intends to fulfil this objective. 3 PLANNING AND DELIVERING SERVICES 3.1 New policies and initiatives CPAT WELSH LANGUAGE SCHEME. 1

2 In delivering new services the Trust will assess the implications of placing the English and Welsh languages on an equal footing and ensure that all developments comply with the commitments made in this scheme. The Trust will ensure that staff, volunteers and collaborators are aware of the objectives of this Scheme. The Trust s Senior Management Team will be responsible for ensuring that this Scheme is implemented. Changes to this Scheme will only be made in consultation with the Welsh Language Commissioner. 3.2 Delivery of Services The Trust will ensure that staff and volunteers are aware of this Welsh Language Scheme. The Trust will provide, where appropriate, training and guidance for staff and volunteers on the use of the Welsh language. 4 COMMUNICATING WITH THE WELSH SPEAKING PUBLIC 4.1 Written communication Correspondence and consultations received in Welsh will be answered in Welsh. Those received in both English and Welsh will be answered in one or other language. The Trust will ensure that replies to correspondence in Welsh are promptly dealt with. Where an individual s language preference is not known, for example in sending standard letters, written correspondence with the public in Wales will be bilingual. The Trust will ensure that written communications in Welsh are of an appropriate standard by making use of professional translation services where appropriate, and by review of Welsh language output by other Welsh speakers known to the Trust. 4.2 Telephone calls External calls will be answered with either a live or recorded bilingual greeting. If the call is answered by a non Welsh speaking member of staff the caller will be given the option of (a) if possible being put through to a Welsh speaking member of staff, or (b) being called back by a Welsh speaking member of staff, or (c) asked to send something in writing, or (d) continuing the conversation in English. Following a telephone conversation in Welsh the Trust will undertake all subsequent communications with the caller in Welsh if that is their preferred option. 4.3 Face to face communication The Trust will ensure that those who wish to have face to face contact with a Welshspeaking member of staff will be able to do so. The public will be offered a proactive choice at first point of contact, and the Trust will aim to ensure that Welsh speaking staff are on hand. The Trust s Development Plan for includes a commitment to increase the number of staff with reasonable fluency in spoken Welsh. CPAT WELSH LANGUAGE SCHEME. 2

3 4.4 Public meetings and events Notices of public meetings arranged by the Trust in Wales will be bilingual and will include a statement that the right of those attending to speak in English or Welsh will be respected. The Trust will measure the need for simultaneous translation facilities by requesting those attending to indicate their preferred language. If a significant number of those attending wish to communicate in Welsh the Trust will try to arrange for simultaneous translation. If there are no available resources to arrange a translator the Trust will ensure that a Welsh speaker is present to translate questions. Exhibitions mounted by the Trust in Wales will be bilingual. The Trust will endeavour to ensure that a Welsh speaker is present at staffed exhibitions. Where appropriate, badges denoting Welsh speakers will be worn at public meetings and events. 5 CORPORATE IMAGE 5.1 Corporate identity The corporate identity of the Trust will be bilingual, including the name of the organization, its address and logo. 5.2 Signage The Trust is committed to the provision of fully bilingual signage which treats both English and Welsh with equal weight. Signage will uphold the principle of Welsh appearing above, before or alongside the English. A standard format for signs will be decided, so as to give consistency to the public. 6 PUBLICATIONS The Trust will ensure that the Welsh used in printed publications is of an appropriate standard. Non technical documents (eg posters, annual reports, newsletters, leaflets) The Trust will provide non technical publications for the general public in both English and Welsh. If there are no available resources to print non technical publications in both English and Welsh the Trust will ensure that this material is made available simultaneously in one or other language in printed format and in both languages in electronic format (see also section 8 below). Technical documents (eg standard advisory notes, project reports, published reports) The Trust will provide standard advisory notes in both English and Welsh. In the case of project reports and published reports the Trust recognizes that it will be necessary to follow the language requirements of the body, organization or individual commissioning the report. 7 PRESS RELEASES CPAT WELSH LANGUAGE SCHEME. 3

4 The Trust is committed to issuing bilingual statements and notices to the press and the media in Wales wherever possible. All press releases will include contact details of a Welshspeaking representative of the Trust. 8 WEBSITES AND INFORMATION TECHNOLOGY The Trust will ensure that the Welsh used on its website is of an appropriate standard, by making use of professional translation services where appropriate, and by review of Welsh language output by other Welsh speakers known to the Trust. Static material The Trust recognizes the importance of making available the more static material on its website in both English and Welsh. Much material is already available bilingually, but for the foreseeable future there are insufficient resources to make some of the material commissioned by external grant awarding bodies, currently only available in English, fully bilingual. News and updates The Trust also recognizes the importance of making the more rapidly changing news sections of its website available in both English and Welsh and already provides downloadable bilingual newsletters, annual reports and summary reports of most publiclyfunded projects. However, for the foreseeable future there are insufficient resources to make the more rapidly changing news sections of its website fully bilingual. Historic Environment Records These records are available via a searchable web based record system called Archwilio which is operated jointly by the four Welsh Archaeological Trusts. As a matter of policy, the front page, guidance notes and background information relating to Archwilio is fully bilingual but for the forseeable future there are insufficient resources to make the database or search terms of this record system bilingual. 9 IMPLEMENTING THE SCHEME 9.1 Staffing The Trust will assess what language skills are necessary in the workplace in order to implement this Scheme. Job descriptions will state whether the ability to communicate in Welsh is essential, desirable or not required for the post. When recruiting new staff the Trust will take into consideration the linguistic requirements of the post, in accordance with the Commissions guidance on recruitment procedures. The Trust will conduct a review of the language skills of its staff. Any language skills shortages will be addressed by training staff or staff recruitment, as appropriate. Language awareness training will be offered to all staff. The Trust s Development Plan for includes a commitment to increase the number of staff with reasonable fluency in spoken Welsh Non Welsh speaking staff will be given training on how to answer the telephone bilingually, how to handle Welsh language calls, and how to pronounce and spell Welsh names. 9.2 Learning Welsh CPAT WELSH LANGUAGE SCHEME. 4

5 The Trust encourages all members of staff to learn Welsh and will support staff who wish to improve their language skills as part of their continuing professional development. Copies of Welsh dictionaries will be available in the Trust s office. The Trust will encourage non Welsh speaking members of staff to greet members of the general public in Welsh at public events. 9.3 Services by contractors on behalf of the organization Where appropriate, contractors engaged by the Trust will be notified of the Trust s Welsh Language Scheme and provided with guidelines about any measures that they should take to conform with the Scheme. 9.4 Working with organizations with a statutory Welsh language scheme The Trust will aim to comply with statutory Welsh language schemes, insofar as it is able to do so. 10 IMPLEMENTATION AND MONITORING 10.1 Monitoring The Trust s Senior Management Team will monitor the implementation of the Scheme in accordance with the Timescales and Implementation Plan and report to the Board of Trustees and the Welsh Language Commissioner on an annual basis. The Trust will review and where appropriate revise the Scheme every three years in consultation with the Welsh Language Commissioner Complaints and feedback Any complaints received by the Trust relating to the use of the Welsh language will be dealt with in accordance with the Trust s current complaints procedures and policies. 11 ADVERTISING THE SCHEME AND RAISING PUBLIC AWARENESS 11.1 The Scheme will be published on the Trust s website A section on the implementation of the Scheme will be included in the Trust s Annual Report. Approved by the Board of Trustees Signed by the Chairman: Date: CPAT WELSH LANGUAGE SCHEME. 5

6 APPENDIX: TIMESCALES AND IMPLEMENTATION PLAN 3 PLANNING AND DELIVERING SERVICES 3.1 New policies and initiatives November Delivery of services November COMMUNICATING WITH THE WELSH SPEAKING PUBLIC 4.1 Written communications April Telephone calls April Face to face communication April Public meetings and events October 2014 senior management 5 CORPORATE IMAGE 5.1 Corporate identity April Signage October 2014 senior management 6 PUBLICATIONS April PRESS RELEASES October 2014 senior management 8 WEBSITES AND INFORMATION TECHNOLOGY April IMPLEMENTATION OF THE SCHEME 9.1 Staffing April Learning Welsh October 2014 senior management 9.3 Services by contractors on behalf of CPAT October 2014 senior management 9.4 Working with organizations with a statutory Welsh language Scheme April IMPLEMENTATION AND MONITORING 9.1 Monitoring April Complaints and feedback April ADVERTISING THE SCHEME 11.1 The Scheme will be published on the CPAT website upon approval senior management 11.2 A section on the implementation of the Scheme will be included in the Trust s annual report upon approval senior management CPAT WELSH LANGUAGE SCHEME. 6