Abertawe Bro Morgannwg University Health Board Welsh Language Scheme The Welsh Language Commissioner s Response to the 2011/12 Annual Monitoring

Transcription

1 Abertawe Bro Morgannwg University Health Board Welsh Language Scheme The Welsh Language Commissioner s Response to the 2011/12 Annual Monitoring Report

2 1 Baseline Information 1 2 Standard Statement Annual Monitoring Reports Key Successes 11/12 and Plans 12/ New Policies and Schemes Service Provision Information Technology Staffing and Recruitment Language Skills Language Training and Awareness Training Complaints Publicity 9 4 Summary 10

3 1 Baseline Information Baseline Information Further comment Approval Date of Abertawe Bro Morgannwg University Health Board Welsh Language Scheme Senior Officer Responsible for implementation of the Welsh Language Scheme Head of Corporate Administration Carol Harry Welsh Language Officer Anticipated date of receipt of Annual Monitoring Report Authorisation date of the Commissioner s response to Abertawe Bro Morgannwg University Health Board The report was received on Standard Statement 2.1 The Commissioner s main aim is to promote and facilitate use of the Welsh language. This is done by drawing attention to the fact that the Welsh language has official status in Wales and by imposing standards on organizations. This, in turn, will lead to the establishment of rights for Welsh speakers Two principles form the basis for the Commissioner s work: The Welsh language should not be treated less favourably than English in Wales Persons in Wales should be able to live their lives through the medium of Welsh if they wish to do so Over time, new powers to impose and enforce standards upon organizations will come into force through subordinate legislation. Until that happens the Commissioner will continue to monitor statutory language schemes by means of powers inherited under the Welsh Language Act /13

4 2.1.3 The Welsh Language Commissioner may investigate failure to implement language schemes; allegations of interference with the freedom of individuals to use the Welsh language in Wales and, in the future, complaints regarding the failure of organizations to comply with standards The Welsh Language Commissioner will be able to regulate organizations robustly and consistently by means of standards, and may decide to impose civil costs upon organizations unless they comply with relevant requirements. 2.2 Annual Monitoring Reports A commitment is given in Language Schemes to prepare and submit a monitoring report annually. To all intents and purposes, an Annual Monitoring Report is a selfassessment. In responding to them, the Welsh Language Officer will expect organizations to testify that they have complied with their language schemes In respect of language schemes, it will be the Commissioner s practice to draw attention to risks and influence performance with a view to avoiding failure All responses to annual monitoring schemes will be published with a view to ensuring transparency and easy access to information on performance Key Successes 11/12 and Plans 12/13 Page 2 You note that you intend to produce a Multilingual Skills Strategy that will include guidelines for managers and those involved in recruitment and selection and processes for providing care in other languages. Reference is made to a Welsh Language Skills Survey held during the reporting period with the four vulnerable groups, confirming that it is proposed to introduce it in all parts of the organization and to analyse it. Provide information regarding references to the Welsh language in the strategy in question. Have actions been set down to monitor the implementation of the strategy? Provide further information about the timetable drawn up for introducing this survey across the organization. 02/13 We see from the report that you intend to develop systems to record the language choice of patients and service users, as well as ensuring that letters to outpatients are produced bilingually. We note that there is a risk to planning and introducing services for Welsh Submit further information regarding the proposed timetable for developing systems to record the language choice of patients and service users, as well as ensuring that letters to outpatients are produced bilingually.

5 speakers because the language choice of patients and service users is not currently a mandatory field in the Myrddin Programme. 3.2 New Policies and Schemes Pages 3-5 We see from the report that you intend to ensure that managers and staff are aware of the need to assess linguistic results within the Equality Impact Assessment Pack. The report does not confirm whether these training sessions will be compulsory for all relevant staff. It should be confirmed in our follow-up meeting whether relevant staff are expected to attend the training sessions held. WLI 1 A full report was given on this indicator for 2011/12. 7 All-Wales Workforce Policy (100%) 27 Corporate Policy (100%) 3.3 Service Provision Comments on Performance Page 5-7 It is noted in your report that there was 100% compliance with the requirements of the organization s Welsh Language Scheme from the 98 contracts let. You note as an action for 2012/13 that you intend to ensure that all contract requirements regarding bilingualism are monitored and reported upon during the contract. It was noted in your response last year that the Welsh Language Officer was working with the Procurement Team to establish a monitoring system to ensure that all relevant contractors complied with the scheme. Provide further evidence of the steps being taken to work jointly with the procurement services to ensure the compliance of external contractors. Monitoring the requirements of the language scheme should be mainstreamed into the current monitoring work on contracts. We note that there is a risk to planning and delivering Welsh language services in the primary care field due to the power of the providers in the 03/13

6 commissioning relationship and the fact that All-Wales Contracts do not include consideration of the Welsh language. You note in your report that the progress made towards meeting the need to produce bilingual letters has not overcome the problem of producing double-sided bilingual letters. The report does not note the work being done by the ABMU Myrddin User Group to try to overcome this. We note that you succeeded by various methods to ensure initial contact with the public, clients and patients is bilingual. You have not expanded on any work or scheme that is proceeding to ensure full compliance in the context of the availability of bilingual signs and formal instructions. We see from the report that the Health Board is implementing a process to ensure that every post is checked to ensure the Welsh language is noted as a desirable skill in job specifications. After the work of checking and analysing is completed, we wish to receive evidence of the Health Board s methodology for assessing the linguistic requirements of posts. It should be noted that there is no reference to primary care services in the contents of the report. Has any further work been done with general practitioners in the area? We wish to discuss this element further with you during our follow-up meeting. Also, copies should be provided of any guidelines given to primary care providers regarding staff recruitment and regarding providing a bilingual service. Provide information on the work being done by the ABMU Myrddin User Group. What is the timetable for this work? What proactive steps has the Health Board taken to solve these problems? Submit further information about work or an action plan to ensure full compliance in terms of the availability of bilingual signs and formal instructions. Provide evidence of the timetable or plans drawn up to implement the process. You are expected to submit evidence of the methodology for assessing the linguistic requirements in accordance with the timetable. Provide copies of any guidelines given to primary care providers regarding staff recruitment and regarding providing a bilingual service. WLI 2 A full report was given on this indicator for 2011/12. 04/13

7 98 contracts (100%) WLI 3 No report was given on this indicator for 2011/ Information Technology Page 8-9 It is stated in your report that there are no plans for improvements as no requests for assistance were received regarding Welsh language technology. You note that you intend to continue working with colleagues in the Information Technology department during 2012/13 to make the best possible use of technology to support bilingualism. Do you intend to take any specific action e.g. awareness sessions, integrating the Bilingual Software Assessment into the Health Board s software development? We wish to receive examples of the methods you intend to use to work with the Information Technology department during 2012/13. We note that there has been substantial progress in terms of developing a fully bilingual public website. What are the Health Board s intentions for ensuring progression for the work of updating the website? We will complete a snapshot survey of your website this year and share the findings with you during our meeting. WLI 4 A full report was given on this indicator for 2011/12. No improvement plans were incorporated. 05/13

8 3.5 Staffing and Recruitment Page 12 We note that the report confirms that the Welsh language will need to be noted as a desirable skill when advertising all posts from July 2012 onwards. However, there is no reference to a definite methodology on the Health Board s part to assess the linguistic requirements of posts. It is noted that a sample of 17 posts advertised were inspected, with 5 of these describing Welsh language skills as a desirable feature. We wish to know how it is proposed to monitor compliance with the requirements in question after July 2012? Provide details of the monitoring action you propose to incorporate to ensure compliance with the requirement to assess the need for Welsh language skills in job specifications. We see from the report that you intend to use an analysis of the full staff skills survey to note where staff with bilingual skills exist and try to prioritise their use with vulnerable groups and in services that come into contact with the public. There is no confirmation in your report of actions the Health Board intends to take to improve as a result of the survey carried out with directorates within the four vulnerable groups in 2011/12. We note that recruitment will be under the control of Central Services for the NHS in Wales. Provide evidence of any discussions with them regarding bilingualism, and language scheme commitments and provision of the Health Board s bilingual services. Submit information about the improvement plans to try to tackle the shortcomings in terms of Welsh language skills. WLI 5 A partial report was given on this indicator for 2011/12. 06/13

9 1 essential post 5 out of 17 (sample) desirable 3.6 Language Skills Page 14 WLI 6 A partial report was given on this indicator. We note that 418 (32.05%) of the Health Board s staff have Welsh language skills, based on the 1,304 members of staff who have completed the Welsh Language Skills Survey for directorates within the four vulnerable groups. Provide more information on the discussions with the Workforce and Organizational Development Unit on recruitment and locating staff who have Welsh language skills. From the data available from the register, provide further information on any arrangements made to review the rotas of the relevant wards, units or locations as a result of collecting the information. 3.7 Language Training and Awareness Training Page 17 We see from the report that no Welsh lessons were provided by the Health Board during the year due to financial constraints. However, we wish to know what other arrangements or methods were looked into. We note that you note a number of the same actions for 2012/13 as for last year. Considering that you did not succeed in securing a definite budget for this year, we wish to know at our follow-up meeting, whether the information was recorded in staff Personal Development Plans. As noted in our response last year, there is a need to acknowledge the Welsh language as a skill for the workforce. What steps have the Health Board taken to be proactive in order to satisfy the requirements to provide a quality service? How will you set about providing this training if funding is not forthcoming? 07/13

10 WLI 7 A full report on this indicator was given for 2011/12. No language training was provided. We see from the report that 676 people who commenced in post attended a corporate induction session. Also, we note that 996 completed the Awareness of the Welsh Language session. However, it is unclear how many staff already working for the organization have not received awareness of Welsh training. WLI 8 A full report on this indicator was given for 2011/ new staff 100% 996 staff (new and current) 38 medical staff - 100% 3.8 Complaints Page It is noted in your report that you received two letters during the year which included general comments about matters involving the Welsh language, confirming that you responded to both of them. WLI 9 A full report was given on this indicator for 2011/12. 2 letters (they were not classified as complaints) What was the exact nature of these comments? After receiving the comments were any mitigating steps put in place? There will be a need to exchange the references to the Welsh Language Board for the Welsh Language Commissioner in letters responding to complaints. 08/13

11 3.9 Publicity Page 20 It is noted that the links included to the Health Board s website continue to be a useful source of support guidelines, advice and contacts for staff and colleagues. Has there been an increase in the number of links and pages available during this year? We wish to receive information on the actions being taken by the Health Board to ensure that there are ways of collecting and monitoring the number of links and pages available through the medium of Welsh, allowing you to report fully on this indicator. The Health Board has not submitted data for the number and percentage of Welsh calls received per service. Similarly, no data is noted in the context of the use of on-line services. Following our recommendations last year, could you update us on the work going on to ensure that you can collect and monitor the necessary information? Page 21 Thank you for reporting on the scheme s Twf clauses. We will share that specific information with the Government. WLI 10 A partial report was given on this indicator for 2011/12. 6 Specific Consultations / Contacts (100%) 09/13

12 4 Summary Further information required Submit further information about the proposed timetable for developing systems to record the language choice of patients and service users, as well as ensuring that letters to outpatients are produced bilingually. Provide further information regarding the action being taken to work with the procurement services to ensure the compliance of external contractors. Provide evidence of the timetable or plans drawn up to implement the process of checking job specifications. You are expected to submit evidence of the methodology for assessing the linguistic requirements in accordance with the timetable. Provide more information about the discussions with the Workforce and Organizational Development Unit on recruiting and locating staff who have Welsh language skills. From the data available from the register, provide further information on any arrangements made to review the rotas of relevant wards, units or locations as a result of holding the pilot skills review in 2011/12. Within 20 working days of receiving the response 10/13

13 Provide evidence of any discussions with the Central Services Department for the NHS in Wales regarding bilingualism, and language scheme commitments and the provision of the Health Board s bilingual services. Submit information regarding the improvement plans to try to tackle the shortcomings in terms of Welsh language skills. We wish to receive information on the actions being taken by the Health Board to ensure that there are ways of collecting and monitoring the number of links and pages available through the medium of Welsh, allowing you to report fully on this indicator (WLI10). 11/13

14 Questions that must be answered Provide information regarding the references to the Welsh language in the strategy in question. Have actions been set down for monitoring the implementation of the strategy? Provide further information regarding the timetable that has been drawn up for introducing this survey across the organization. Are relevant staff expected to attend the training sessions held in terms of the Equality Impact Assessment? Provide information on the work being carried out by the ABMU Myrddin User Group. What is the timetable for this work? What proactive steps has the Health Board taken to solve these problems? Submit further information about work or an action plan for ensuring full compliance in terms of the availability of bilingual signs and formal directions. We wish to receive examples of the methods you intend to use to work with the Information Technology department during 2012/13. Give details of the monitoring steps you propose to incorporate to ensure compliance with the requirement of assessing the need for Welsh language skills in job specifications. What steps have the Health Board taken to be proactive in order to satisfy the requirements for providing a quality service? How will this training be provided if no funding is forthcoming? What was the exact nature of the comments received from members of the public? Following receipt of the comments, were any mitigating steps Answers to these questions should be provided by our follow-up meeting. 12/13

15 13/13 put in place?