Welsh Language Policy
Introduction
Statement
Datum Office Technologies LIMITED has adopted the principle that in the conduct of its business in Wales it will treat the English and Welsh languages on the basis of equality. We believe that offering services which respect an individual’s choice of language can make a significant difference to the experience of the individual. We wish to encourage people who have dealings with Datum Office Technologies LIMITED to feel comfortable using their preferred language. We will provide our services bilingually wherever it is practical and appropriate.
A Welsh language service will be considered an essential part of Datum Office Technologies LIMITED’s activities. Our procedures for identifying spending and resources will reflect this. We will aim to ensure that spending and using resources on a Welsh language service is normal practice so that it becomes natural to offer a service in Wales’s two official languages wherever that is suitable, reasonable and practical.
This Scheme sets out how Datum office Technologies LIMITED will put into effect this principle when providing services to the public. The enclosed implementation plan will explain how and by what date the Datum hopes to achieve its objectives. Learning from experience will be a feature of this Scheme, and we will endeavour to ensure continuous and regular progress to offer the best possible service to our users.
Planning and Delivering Services
Any new or revised initiatives and policies which are adopted will promote and facilitate the use of Welsh wherever possible and take the company closer to putting into effect the principle of equality at all times. We will ensure that all staff and volunteers are aware of the requirements of this Welsh Language Scheme and any responsibilities placed on the company by contractors or our customers.
When Datum Office Technologies LIMITED plans and formalise policies or initiatives, we will assess the language outcomes, ensuring that they fulfil the commitments of this Scheme. A check list will be available to staff and volunteers which will include matters to be considered when developing new policies and initiatives.
The board of directors of Datum Office Technologies LIMITED will be responsible for ensuring that any developments respect the commitments made in this Scheme.
Delivery of Services
The aim is to provide a high standard of service in accordance with our commitment in this Scheme. The standard of this bilingual service will be regularly reviewed, with the aim of continuously improving the standard.
As set out in the timescales, Datum Office Technologies LIMITED will work towards the provision of a comprehensive service of the same high standard in English and Welsh by:
- ensuring that all staff/volunteers are aware of the implications of this Welsh Language Scheme
- providing training and guidance for staff/volunteers to facilitate the implementation of the Scheme. Free training packs and language awareness DVDs are available from the Welsh Government.
- encouraging service users to feel comfortable using Welsh by making use of the available resources, for example, Working Welsh badges and posters
- finding reliable translation services of a high standard to ensure that all relevant material is translated quickly and reliably. The Commissioner recommends using professional translators.
Communicating in Welsh
Written Communications
Written correspondence – including e- mail:
- Datum Office Technologies LIMITED welcomes written correspondence in English and Welsh.
- All letters received in Welsh will be answered in Welsh.
- We will endeavour to ensure that all correspondence in Welsh receives attention within the same timescale as correspondence in English.
- Standard letters will be bilingual.
- Datum Office Technologies LIMITED’s headed paper and e-mails will contain a standard bilingual statement indicating that correspondence in English and Welsh is welcome.
- Where an individual’s preference is not known, for example in sending standard letters, written correspondence with the public in Wales will be bilingual.
Verbal Communaction
People are welcome to speak English or Welsh in dealing with Datum Office Technologies LIMITED over the phone. As a small business it is not possible to guarantee a welsh speaker will be available at all times.
If a member of staff is unable to provide a bilingual service, they will explain the situation to the individual and offer a Welsh language service from another volunteer/member of staff. If no Welsh speakers are available the caller may submit the request in writing (hard copy/e-mail); or continue the conversation in English.
Datum Office Technologies LIMITED will provide an internal directory of Welsh speakers in the company to whom calls may be transferred. Following a telephone conversation in Welsh, all subsequent communications, whether written or verbal, will be in Welsh or bilingually at the request of the caller.
Face to Face
Public Exhibitions
Notices of all public meetings and conferences will be bilingual, and will include a statement that the right of those attending to speak English or Welsh will be respected. Exhibitions and presentations will be bilingual and Datum Office Technologies LIMITED will encourage everyone to uphold the principle of equality.
We will measure the need for simultaneous translation facilities by requesting delegates to indicate their preferred language. If at least 20% of delegates indicate they wish to communicate in Welsh then we will arrange simultaneous translation. If there are no available resources to arrange a translator, Welsh-speaking staff members/volunteers will translate questions.
Corporate Image
Corporate Identity
The corporate identity of Datum Office Technologies LIMITED will be completely bilingual including the name of the company, its address and logo and it will be visible on headed paper, fax paper, business cards, publications, premises etc.
Both languages will be equal in terms of size, format, quality, clarity and prominence.
Signage
Publications
All printed public material such as posters, forms, handbooks, annual reports and statements, will be bilingual i.e. with both languages in the same document, and in a suitable style for the document e.g. side-by-side for posters and back-to-back for larger documents.
If it is not possible to publish documents in a bilingual format, Datum Office Technologies LIMITED will ensure that the English and Welsh versions appear at the same time.
Current public material will be produced bilingually when revised or reprinted. When a charge is made for a document in a bilingual format, the price will not be higher than the single language version of that document and the price of the Welsh version will not be higherAll printed public material such as posters, forms, handbooks, annual reports and statements, will be bilingual i.e. with both languages in the same document, and in a suitable style for the document e.g. side-by-side for posters and back-to-back for larger documents.
If it is not possible to publish documents in a bilingual format, Datum Office Technologies LIMITED will ensure that the English and Welsh versions appear at the same time.
Current public material will be produced bilingually when revised or reprinted. When a charge is made for a document in a bilingual format, the price will not be higher than the single language version of that document and the price of the Welsh version will not be higher.
Press Releases
Websites
Members of the public will be able to access information via Datum Office Technologies LIMITED’s website in English and Welsh. The website will indicate language choice clearly. Datum Office Technologies LIMITED recognises that the best way to steer language is to include language choice on each page where a corresponding version is available. We will develop the website’s bilingual content over time and prioritise the most popular and static pages in the first instance. English and Welsh pages on the website will be revised and updated at the same time.
All new web-based reports, documents and forms will be available bilingually and all versions will be available for easy download. All material and provision in English and Welsh will be consistent, i.e. it will be up-to-date, accurate, and will enjoy the same prominence and be of the same quality. All staff, consultants, designers and printers will be given written guidelines on how to deal with the design of bilingual material.
When planning or redeveloping websites or any other Information Technology service, we will consider the Welsh Language Commissioner’s guidelines: ‘technology, websites and software: Welsh language considerations’.
In order to help staff and volunteers work through the medium of Welsh, IT software such as the Cysgliad dictionary and spellchecker will be available on computers. Welsh-language versions of Microsoft Office will also be available to staff and volunteers who wish to use them.
Implementing the Scheme
Staffing
Datum Office Technologies LIMITED will assess what language skills are necessary in each workplace and for each core activity in order to implement this Scheme. Job descriptions will include a clause noting that the ability to communicate in Welsh is essential, desirable or not required for the post in question.
Datum Office Technologies LIMITED will conduct a review of the language skills of its staff and will include this information in an internal contacts list in order to (a) make full use of their language skills and (b) recognise any skills shortage within the team. Any language skills shortages will be dealt with by training current staff or recruiting new staff as appropriate. Language awareness training will be offered to all staff and volunteers.
Non-Welsh speaking staff will receive training on how to answer the telephone bilingually and how to refer Welsh language enquiries as well as how to pronounce and spell Welsh names. When recruiting new staff, directors and volunteers Datum Office Technologies LIMITED will take into consideration the linguistic requirement of the post and the whole team in order to allow the implementation of this Scheme. Datum Office Technologies LIMITED will support staff who wish to improve their language skills as part of their continuing professional development.
Learning Welsh
Datum Office Technologies LIMITED will endeavour to encourage and support staff who wish to learn Welsh and support Welsh-speaking staff who wish to improve their language skills. Welsh- speaking staff and volunteers will encourage other staff who are learning Welsh to speak Welsh in the workplace. Datum Office Technologies LIMITED will fund training in Welsh and allow staff to attend courses during working hours.
Copies of Welsh dictionaries will be available in our offices/centres. Datum Office Technologies LIMITED will also encourage non-Welsh speaking members to use Welsh during events and will provide useful sentences for them to practise.
Implementation and Monitoring
The Owner will monitor the implementation of the Scheme in accordance with the enclosed timescales and report to the Board of Director and the Welsh Language Commissioner on an annual basis.
Datum Office Technologies LIMITED will review and revise the Scheme every three years in consultation with a Welsh Language Advisor.
A question on the Welsh Language Scheme will be included in questionnaires to clients. Official complaints and suggestions should be sent to: PO Box 395, Bridgend, CF31 9QQ, info@datumofficetech.com.
Any complaints received by Datum Office Technologies LIMITED will be dealt with in accordance with the current complaints procedures and policies.
Advertising the Scheme
Scheme will be published on Datum Office Technologies LIMITED’s website.
Policy Date 9th February 2020