Welsh Language Scheme

Welsh Language Scheme 28 May 2009 www.wao.gov.uk

This Scheme was approved by the Welsh Language Board under Section 14 of the Welsh Language Act 1993. It came into effect on 28 May 2009. Rachel Moss Head of Communications 28 May 2009

Contents Introduction 4 The Scheme The Wales Audit Office Aims and Objectives of the Scheme 5 Service planning and delivery 6 Policies, legislation and initiatives Delivering services Our regulatory functions and services undertaken on our behalf by third parties Standards of quality Dealing with the Welsh-speaking public 7 Written communication Telephone communications Public meetings Audit of public bodies Other meetings with the public in Wales Other dealings with the public in Wales The public face of the Wales Audit Office 9 Corporate Identity and image Signs and directions in our offices Website Publishing and printing material for the general public in Wales Forms and explanatory material Press releases Advertising and publicity Official public notices and recruitment advertising Implementing and monitoring the Scheme 11 Staffing Recruitment Learning Welsh Vocational training Administrative arrangements Services delivered on behalf of the Wales Audit Office by other parties Monitoring Reviewing and amending the Scheme Main targets for Scheme delivery 14 75% recycled paper 75% o bapur a ailgylchwyd 3

Introduction The Scheme 1 The Wales Audit Office adopts 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 the Wales Audit Office will give effect to that principle when providing services to the public in Wales. 2 This Welsh Language Scheme incorporates many of the working practices of the Wales Audit Office in serving the public in Wales and further formalises its language policies as required by the Welsh Language Board. The Scheme includes many new initiatives and is accompanied by an action plan setting out how we will operate in accordance with the Scheme. The Wales Audit Office 3 The Wales Audit Office is responsible annually for the audit of over 20 billion of public expenditure at all levels of administration in Wales, from Local Health Boards to the Assembly Government. 4 The Wales Audit Office welcomes recognition of the principle of equality between the English and Welsh languages. When communicating with the public in Wales in the exercise of its duties, it will do so according to that principle as indicated in this Scheme. Respect for both languages has been the approach of the Audit Commission and the National Audit Office before the creation of the Wales Audit Office and both had regard for the Welsh language and the needs of Welsh speakers in the provision of services. This Scheme unites that respect into a strategy for serving the Welsh speaking public. 5 The Wales Audit Office is headed by the Auditor General and employs around 293 staff. The headquarters is in Cardiff but there are other offices across Wales and many field staff work from home or from client offices. Staff of the Wales Audit Office are not civil servants and are independent of government. All staff undertake their duties strictly in accordance with the Code of Audit and Inspection Practice. 6 The Auditor General s audit and inspection functions, encompassing audits of financial statements and work in relation to the performance of services, contribute to providing: assurance in relation to the annual financial statements and that public funds have been properly used for the intended purposes; assurance that Welsh public bodies are providing good value for money in the delivery of their services to the public; feedback to audited and inspected bodies to help them to improve services; and information to those responsible for the scrutiny of policy, to policymakers themselves, and to service users and taxpayers. 7 The Wales Audit Office undertakes to monitor the effectiveness of implementation of the measures set out in this Scheme and will not alter the Scheme without the approval of the Welsh Language Board. 8 Further information about the Wales Audit Office can be found at: http://www.wao.gov.uk 9 Contact details for this Scheme can be found at the end of this document. 4 Welsh Language Scheme

Aims and objectives of the Scheme 10 In its dealings with the public in Wales, the Wales Audit Office will treat Welsh and English on the basis of equality, with both languages enjoying the same status and validity. Welsh Language Scheme 5

Service planning and delivery Policies, legislation and initiatives 11 Our policies, initiatives and services will be consistent with this Scheme. They will support the use of Welsh language and will, whenever possible, help the public in Wales use Welsh as part of their day-to-day lives. 12 When we contribute to the development or delivery of policies, initiatives, services or new legislation led by other organisations, we will do so in a way which is consistent with this Scheme. Delivering services 13 Wherever possible, we will ensure that our services are available to the public in Welsh. 14 We will let the public know when services are available in Welsh. Our regulatory functions and services undertaken on our behalf by third parties 16 Any agreements or arrangements which we make with third parties will be consistent with the relevant parts of this Scheme, when those agreements or arrangements relate to the provision of services to the public in Wales. 17 This will include services which are contracted out, granting licences and granting other permissions. Standards of quality 18 Services provided in Welsh and English will be of equal quality and will be provided within the same timescale. 15 As part of this Scheme, the Wales Audit Office will carry out a triennial survey of the language preferences of all audited and inspected bodies. The survey results will allow the Wales Audit Office to review the demand for services in Welsh and the targets which should apply to their provision. 6 Welsh Language Scheme

Dealing with the Welsh-speaking public Written communication Our normal practice will be as follows: 19 When someone writes to us in Welsh we will issue a reply in Welsh (if a reply is required). Our target time for replying will be the same as for replying to letters written in English. 20 When we initiate correspondence with an individual, group or organisation, we will do so in Welsh when we know that they would prefer to correspond in Welsh. 21 When we send standard or circular correspondence to multiple recipients in Wales, it will be bilingual unless we know that all recipients would prefer to receive it in Welsh or English only. 22 If the Welsh and English versions of any correspondence have to be published separately, our normal practice will be to ensure that both versions are available at the same time. 23 Enclosures sent with bilingual letters will be bilingual, when available. 24 Enclosures sent with Welsh letters will be Welsh or bilingual, when available. 25 The above will apply to e-mail correspondence as well as paper correspondence. 26 All hard-copy Welsh correspondence that we issue will be signed (either by hand, or by electronic signature for mass mailings). 27 We will use a scoring system agreed by the Welsh Language Board to identify objectively any standard or circular correspondence which need not be published in Welsh, or bilingually (for instance, when the correspondence is very technical or lengthy). Telephone communication 28 Our normal practice is to ensure that the public can speak in Welsh or English when dealing with us by telephone. 20 Our switchboard staff will answer with a bilingual greeting. 30 Our main switchboard will use a bilingual message on its answerphone. 31 We will encourage the rest of our staff to answer the telephone with a bilingual greeting and use bilingual messages on their personal answerphones. 32 If the caller wishes to speak Welsh, our switchboard will try to connect the call to a Welsh speaker qualified to deal with the enquiry. 33 If a caller rings one of our direct lines and wishes to speak Welsh, but the person taking the call cannot do so, they will try to transfer the call to a Welsh-speaking colleague qualified to deal with the enquiry. 34 If a Welsh speaker qualified to deal with the enquiry is not available, the caller will be given the choice, as appropriate, of having a Welsh speaker phone back as soon as possible, continuing the call in English or submitting their query in Welsh, by letter or e-mail. Public meetings 35 The Wales Audit Office and/or appointed auditors rarely hold meetings with the general public. They may come into contact with various interest/professional groups (via conferences) or individuals in audited bodies or services (for research purposes and site visits). 36 However, if a public meeting should be held, we will provide simultaneous translation from Welsh into English at our public meetings unless we have established that all participants are likely to use the same language. 37 Invitations and advertisements for public meetings will be bilingual and either note that translation facilities will be available or invite the public to let us know in advance in which language they wish to speak. 38 We will let those attending public meetings know when translation facilities are available and encourage contributions in Welsh. Welsh Language Scheme 7

39 Our normal practice will be to provide papers and other information for public meetings in Welsh and English and for reports or papers produced following public meetings to be published in Welsh and English. 40 When selecting staff to attend public meetings, our normal practice will be to ensure that suitably qualified Welsh speakers attend, as necessary. Audit of public bodies 41 Wherever possible, we will include a Welsh speaker as a key member of the audit team on assignments where the records being examined are mostly maintained in the medium of Welsh. Welsh-speaking members of the teams may comprise permanent members of the Wales Audit Office's staff or persons working for the Wales Audit Office on contract. 42 Members of the public providing information relevant to an audit (under Section 18 (4) of the Public Audit (Wales) Act 2004) will be offered the opportunity to communicate with the Wales Audit Office in their language of choice. 43 Local electors have the legal right to ask the auditor questions about the accounts of their local authority or to object to those accounts under sections 29 and 30 of the Public Audit (Wales) Act 2004. An authority advertises these rights each year, notifying electors of the period within which the rights may be exercised. 44 In exercising their rights, electors in Wales are welcome to write to their local auditor in Welsh or English. Questions which are submitted in writing in Welsh will be answered in writing in Welsh. Where an elector seeks a formal meeting, for the purpose of making an objection, they will, wherever possible, be offered the opportunity to communicate with the auditor in their language of choice. Other meetings with the public in Wales 45 When we arrange or attend face-to-face meetings with the public, we will establish their language preference at the earliest opportunity and, whenever possible, ensure that a suitably qualified Welsh-speaking member of staff deals with those whose preferred language is Welsh. 46 If a suitably qualified Welsh speaker is not available, we will offer the choice of continuing the meeting in English, or dealing with the subject by corresponding in Welsh. 47 The above will also apply to meetings held using videoconferencing and similar equipment. Other dealings with the public in Wales 48 When we undertake public surveys, we will ensure that all aspects of communication with the public will be bilingual. 49 Respondents will be asked if they wish to respond to the survey in Welsh or English. 50 When we arrange seminars, training courses or similar events for the public, we will assess the need to provide them in Welsh. 51 Our normal practice will be to ensure that announcements made over public address systems are made in Welsh and English. 52 Any audio-visual displays or interactive media that we prepare will be bilingual. When this is not possible, we will provide a bilingual written transcript. 8 Welsh Language Scheme

The public face of the Wales Audit Office Corporate identity and image 53 The Wales Audit Office will adopt a fully bilingual public image and corporate identity as reflected in the corporate name, address, logo, corporate slogan, and standard factual information on stationery (eg, letter heading, fax papers, business cards), identification badges and publications intended for the Welsh public at large. Bilingual stationery will be used for all correspondence in Wales. Signs and directions in our offices 54 The Wales Audit Office is committed to the provision of bilingual information signs within the confines of its own property, including internal and external signage schemes. 55 Where bilingual or separate Welsh and English signs are provided, they will be equal in terms of format, size, quality, legibility and prominence. The Wales Audit Office will encourage audited bodies which provide office facilities for audit staff, to provide signage which is bilingual and conforms to this scheme. 56 The above will apply to all types of signs, including electronic signs. Website 57 The Wales Audit Office's website, www.wao.gov.uk, will be fully bilingual. The host page will give the visitor a language preference on their first visit to the website. Following this, a cookie will remember their language of choice. Visitors to the site are welcome to post Welsh messages requesting further information and to send Welsh language e-mails to the Wales Audit Office. 58 Whenever we post English language publications on our websites, the Welsh versions will also be posted, if available. Publishing and printing material for the general public in Wales 59 The Wales Audit Office is committed to providing printed material aimed at the general public in Wales in both Welsh and English. 60 Printed material for bodies which are of a technical nature will remain in English only except where a specific report has special interest for the Welsh general public only. 61 Publications aimed at the public in Wales and produced by the Auditor General, her appointed auditors or the Wales Audit Office will be required to comply with the policy. This applies to private firms when they are exercising the functions of an appointed auditor under the Public Audit (Wales) Act 2004. 62 Where the Wales Audit Office produces a bilingual version of a priced document, its price will not be greater than a single-language version of that document. Where separate Welsh and English versions of a document are produced, the price will be the same. 63 We will use a scoring system, to be agreed with the Welsh Language Board, to identify objectively when material should be published as separate Welsh and English versions or as bilingual documents. 64 Reports to individual bodies will be made available in line with that audited body's language preference, even though they are not specifically intended for the general public. Forms and explanatory material 65 Our normal practice will be to ensure that all forms and associated explanatory material for use by the public in Wales will be fully bilingual, with the Welsh and English versions together in one document. This will include interactive forms published on our websites. 66 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 clearly note that the material is available in the other language. Welsh Language Scheme 9

67 We will use a scoring system, agreed with the Welsh Language Board, to identify objectively when forms should be published as separate Welsh and English versions or as bilingual documents. Press releases 68 Press releases to the press and broadcasting media in Wales will be issued in Welsh and English where deadlines permit or according to the language preference of the recipient media organisation or publication. 69 Where possible, we will ensure that Welsh speakers are available to undertake interviews with the Welsh language press and broadcasting media. Advertising and publicity 70 All of the publicity, public information, exhibition and advertising material we use in Wales will be produced 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 and both versions will be available simultaneously and will be equally accessible. 71 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). 72 In Welsh language publications, advertisements will be in Welsh only. 73 Television, cinema and radio advertising may 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. 74 Our normal practice will be to avoid using Welsh language subtitles, or dubbing adverts into Welsh. 75 Telephone response lines and other ways of responding to campaigns in Wales will be bilingual or will include a separate Welsh response service. Official public notices and recruitment advertising 76 Official notices, public notices and staff recruitment notices placed in English language newspapers (or similar media) distributed mainly or wholly in Wales, will be bilingual, or appear as separate Welsh and English versions. Notices will be in Welsh in Welsh language publications. 77 The Welsh and English versions will be equal in terms of format, size, quality and prominence whether produced as a single bilingual version, or as separate Welsh and English notices. 78 In the English language media, posts where the ability to speak Welsh is essential may be advertised in Welsh, with a brief description in English. 79 Recruitment notices placed in English language journals (and other publications) with a UK-wide distribution may be in English, unless the post is one where the ability to speak Welsh is essential, in which case the notice may be fully bilingual, or in Welsh with a brief explanation in English. 80 Any official notices, public notices or staff recruitment notices placed elsewhere in Wales will be bilingual. 10 Welsh Language Scheme

Implementing and monitoring the Scheme Staffing 81 The Wales Audit Office will adopt a Linguistic Skills Strategy to increase its ability to deliver services to the public in Wales. The following measures will form part of it. 82 The Wales Audit Office will hold information on post-holders who speak Welsh. The number and distribution of Welsh speakers does not enable the Wales Audit Office to provide a fully bilingual service. However, the measures set out below are intended to increase the Wales Audit Office's ability to meet that objective over the next few years with the support of its staff. 83 The Wales Audit Office will examine its services and their relationship with the public so as to identify those workplaces, teams and jobs where the ability to speak Welsh is essential or desirable and will formulate job descriptions accordingly. This requirement may be defined as a component of the workplace or team rather than being attached to a particular post. It must be stressed that no postholder unable to speak Welsh will have their employment adversely affected by the language policies in this scheme. The Wales Audit Office will establish criteria by which the language requirements of the scheme will be met, which will include the nature of the post and the frequency of contact with the Welsh-speaking public. 84 The Wales Audit Office will ensure that those managers and others responsible for staff recruitment, training and supervision will implement the measures described above. 85 From time to time, the Wales Audit Office will carry out a language audit to establish the number, ability level and location of staff that can speak, read and write Welsh (including staff that are learning Welsh). Where workplaces are identified as having a shortfall of bilingual staff, a strategy will be implemented to rectify the situation. Recruitment 86 Linguistic ability will be considered as one of the many relevant skills when appointing staff. Where linguistic ability in Welsh is considered to be essential or desirable, this will be stated in relevant job advertisements. In circumstances where it proves difficult to appoint suitable bilingual staff to posts where the ability to speak Welsh is considered essential, we will temporarily rearrange the way we provide services in order to deal with this gap in our Welsh language provision. Learning Welsh 87 The Wales Audit Office is fully committed to encouraging and supporting those members of staff who want to learn Welsh or improve their skills in Welsh. Priority will be given to staff in those areas of service delivery where there is regular contact with the Welsh-speaking public or where there is an identified shortfall of bilingual staff. Welsh-speaking auditors will be encouraged to improve their grasp of Welsh in relation to their vocation and function. Vocational training 88 We will develop the ability of our Welsh-speaking staff to operate in Welsh by providing vocational training in Welsh, whenever practicable. Administrative arrangements 89 The measures in this Scheme carry the full authority, support and approval of our organisation. 90 Managers will have the responsibility of implementing those aspects of the Scheme relevant to their work. 91 We will appoint a senior member of staff to co-ordinate the work required to deliver, monitor and review this Scheme. Welsh Language Scheme 11

92 We will continuously update a detailed action plan setting out how we will ensure that we will operate in accordance with this Scheme. The action plan will come into effect on the date on which the Scheme comes into effect. The plan will include targets, deadlines and a report on progress against each target. 93 The scheme will be publicised to our staff, and to the public in Wales. It will be published on our website in a prominent place. 94 We will produce desk instructions, or similar guidance, for our staff to ensure that they know how to implement the measures contained in this Scheme. 95 Existing desk instructions, or similar guidance used by our staff, will be amended to reflect the measures contained in this Scheme. 96 We will arrange briefing and training sessions for our staff to increase awareness of this scheme and to explain how it will affect their day-to-day work. 97 We will ensure that we use only qualified translators or interpreters to help with the delivery of this Scheme. 98 Any form of contact with the public in Wales, which is not specifically dealt with by this Scheme, will be undertaken in a manner which is consistent with the general principles enshrined in this Scheme. Other dealings with the public in Wales 99 The need to provide information and services in Welsh, and operate in accordance with this Scheme, will be catered for as we develop, design and purchase information and communications technology products and services. 100 Whenever possible, we will modify our existing information and communications technology systems to ensure that they enable us to provide information and services in Welsh and operate in accordance with this Scheme. Services delivered on behalf of the Wales Audit Office by other parties 101 The Wales Audit Office will, when making any new agreements, require any bodies, organisations or companies or other parties carrying out services on its behalf for the public in Wales to comply with appropriate provisions of this Scheme. The Wales Audit Office will ensure that the contractors or agents with which it deals who provide services to or communicate with the public in Wales implement any and all relevant elements of this scheme when dealing with the public in Wales on its behalf. Such contractors and third parties will be required to co-operate with the Wales Audit Office in the effective monitoring of the scheme and regular performance reports will be expected from them as part of the standard monitoring arrangements. 102 The Wales Audit Office will provide guidance on compliance with the scheme to relevant staff dealing with third parties, agents and contractors providing services to the public in Wales on behalf of the Wales Audit Office. Such staff will observe and act according to that guidance. 103 Relevant tendering documents and contracts relating to third parties, agents and contractors undertaking to provide services to the public in Wales on behalf of the Wales Audit Office will specify the requirements as to the use of the Welsh language in accordance with this Scheme. Monitoring 104 We will monitor our progress in delivering this scheme against the targets set out in its accompanying action plan. 105 Our existing monitoring and reporting procedures will include reference to progress in delivering this Scheme, as appropriate. 106 We will send monitoring reports to the Welsh Language Board, when requested by them, outlining progress in delivering this Scheme. 12 Welsh Language Scheme

Reviewing and amending the Scheme 107 We will review this Scheme within four years of its coming into effect. 108 Also, from time to time, we may need to review this Scheme, or propose amendments to this Scheme, because of changes to our functions, or to the circumstances in which we undertake those functions, or for any other reason. 109 No changes will be made to this Scheme without the Welsh Language Board s approval. Complaints and suggestions for improvement 110 Complaints related to this Scheme, or suggestions for improvement, should be directed to the senior member of staff with responsibility for the Scheme, at the following address: Head of Communications Wales Audit Office 24 Cathedral Road Cardiff CF11 9LJ Tel: 02920 320518 Or by e-mail to: info@wao.gov.uk Welsh Language Scheme 13

Main targets for scheme delivery Target Staff awareness Publicise the Scheme to our staff and put it in a prominent place on our intranet. Staff guidance Provide/edit existing desk instructions for staff informing of the Scheme and the implications for their work. Publicity for the Scheme Publicise the Scheme on our website and in any relevant publicity material. Contracts Ensure our standard contracts and contract templates are amended to include reference to the Welsh language Scheme. Linguistic Skills Strategy Prepare and adopt a Linguistic Skills Strategy to increase our ability to deliver services in Welsh to the public in Wales. Increasing auditors with Welsh language skills By implementing recruitment and training measures over time we will increase our pool of Welsh-speaking auditors so that we are able to deal effectively with all organisations who keep Welsh-medium records by the end of period of this Scheme. Date of completion June 2009 June 2009/ongoing June 2009 End of December 2009 End of March 2010 Ongoing 14 Welsh Language Scheme