User:Llywelyn2000/Welsh Language Policy

Wikimedia UK’s Draft Welsh Language Policy

Please note that the following is a draft Policy for consultation purposes only. Please discuss this document in the Water Cooler.

1. Aims and objectives of WMUK

Insert aims and objectives here.

2. Statement

Wikimedia UK (WMUK) has adopted the principle that in carrying out its work in Wales it will treat the English and Welsh languages on the basis of equality so far as is both appropriate in the circumstances and reasonably practical.

Although there is no statutory requirement for WMUK to prepare a Welsh Language Scheme under the Welsh Language Act 1993, we feel strongly that bilingual services should be provided for the public in order to uphold the following principles:

• that members of WMUK and of the public can express their opinions and convey their needs better in their preferred language
• the importance of providing services in the preferred language of the service user
• that enabling the public to use their preferred language is an important part of good practice
• that denying them the right to use their preferred language could put members of the public at a disadvantage.

This Scheme explains how WMUK will put into effect these principles in the provision of services for our members and the general public in Wales and further afield, wherever practical and appropriate. Although the Scheme will be implemented in Wales primarily, it will be approved at a UK level. All members of staff will be aware of their duty to operate the Scheme where relevant. If we are unable to provide the required service initially we will work towards providing it in future.

WMUK will promote the use of the Welsh language through its activities and services and we will encourage Welsh speakers to use more Welsh in their everyday lives.

3. Planning and delivering services

3.1 New policies and initiatives

By considering the Welsh language and the needs of individuals when developing new and revised policies and initiatives, WMUK can move towards achieving the objectives of this Scheme. We will endeavour to make the most of such opportunities in order to move closer to the principle of equality between the English and Welsh languages.

In planning new policies and initiatives which affect the provision of public services in Wales, WMUK will ensure that all developments comply with the commitments made in this Scheme. WMUK will assess the language needs of the target audience in order to offer the most effective service and make the best use of resources. As an organization with a head office outside Wales we will ensure that all departments within or outside Wales, are aware of the requirements of the Scheme. WMUK's Chief Executive, or their delegated representatives, will be responsible for ensuring the implementation of the Scheme.

3.2 Delivery of services

WMUK's aim is to provide a consistent and reliable service for Welsh speakers throughout Wales. Services in areas where there are substantial numbers of Welsh speakers will include enough staff/volunteers to meet demand and the requirements of users who wish to communicate in Welsh. In areas where there are fewer Welsh-speaking staff/volunteers, it is possible that a full Welsh language service will not be available at first.

As set out in the timescales WMUK will work towards the provision of a comprehensive service of the same high standard in English and Welsh by:

• ensuring that all staff/volunteers know how to refer individuals to Welsh language services such as through Wici Cymru or individual Welsh speaking Members

• ensuring that in meetings, editathons etc in Wales service users are aware of which staff/volunteers speak Welsh by using the Working Welsh badges and posters which are used throughout Wales. Resources are available from the Welsh Language Commissioner to assist with this

• providing training and guidance for staff/volunteers to facilitate the implementation of the Scheme. Free training packs and language awareness DVDs are also available from the Welsh Government.

• finding reliable translation services of a high standard to ensure that all relevant material is translated quickly and reliably.

4 Communicating with the Welsh-speaking public

4.1 Correspondence

WMUK welcomes correspondence in English and Welsh.

• Correspondence through the medium of Welsh in itself will not lead to delay
• All letters or email received in Welsh will be answered in Welsh.
• Any correspondence from the public and service users in Welsh will receive a reply in Welsh.
• The timescale for responding to correspondence in Welsh will be the same as in English.
• Once it is known that a member of the public prefers to use Welsh, that person will receive all future correspondence in Welsh.
• WMUK will maintain a database of customers who prefer to receive correspondence in Welsh, in English or bilingually.
• Where an individual's preference is not known, for example in sending standard letters, written correspondence with the public in Wales, when possible, will be bilingual.
• When WMUK has no staff or Welsh speaking users available to answer correspondence in Welsh to a sufficiently high standard, we will use a professional translation agency.
• The headed paper and e-mail signature of WMUK will include a note at the bottom welcoming correspondence in English or Welsh.

4.2 Telephone communications

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 choose to have a Welsh speaker phone them back, submit the request in writing (hard copy/e-mail) or continue the conversation in English. WMUK will provide an internal directory of Welsh speakers in the organization 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.

4.3 Events in Wales

WMUK arranges meetings and events with a wide range of organizations and groups. These include statutory and public sector organizations, voluntary organizations, community groups, children and young people. WMUK encourages the use of Welsh during these events. All publicity material for events will be published bilingually including exhibitions and presentations to the media.

Those attending national and regional conferences organised by WMUK in Wales will be welcome to contribute in English or Welsh. When WMUK arranges workshops, training courses, conferences and similar events it will assess the need for Welsh provision by including a clear statement on all publicity material indicating that delegates are welcome to contribute in English or Welsh. All registration forms will include a section to indicate language choice.

Badges denoting Welsh speakers will be worn to show which members of staff or volunteers speak Welsh.

5 Documents

WMUK aims to publish its main campaigning material bilingually.

Campaign information material and external policy reports produced by WMUK for world-wide distribution or across the UK will be assessed to see whether bilingual versions are necessary (see the criteria). We are committed to issuing bilingual statements and notices to the press and the media in Wales whenever possible.

• Press releases for the press and media in Wales will be issued bilingually. It is understood that occasionally, in an emergency, it will be necessary to issue press releases in English only, but in all other circumstances the translation process will be incorporated into the planning timescales.
• All press releases will include contact details of a Welsh-speaking representative of WMUK. This person will be authorised to fully represent WMUK within the boundaries of their knowledge. We will keep a list of suitable contact names.

6 Websites

Sections or webpages on the external website of WMUK which relate specifically to activities in Wales will appear bilingually. The Wales regional pages on the main website will be fully bilingual. All English pages will have a corresponding page in Welsh. The languages will appear separately and it will be possible for the user to move from one language to the other at any time by using a prominent language switch.

7 Staffing

Whenever a new post is established in Wales, or an existing post becomes vacant, an objective assessment will be made by the recruiting manager in consultation with WMUK members in Wales, to establish whether or not to designate the post as Welsh essential.

If there have been difficulties in recruiting a Welsh speaker to a post for which the ability to speak Welsh is an essential requirement, it may be necessary to consider appointing someone who cannot speak Welsh. In such cases, the Welsh language elements of the post will be undertaken by another member of staff while the appointed officer receives language training in order to reach the necessary standard within a particular timescale.

All posts, which are not designated Welsh essential, will have 'fluent Welsh' as a desirable attribute. This will mean that those interviewed will receive additional weighting if they are fluent Welsh speakers. Staff recruitment for Welsh essential posts will be advertised in Welsh, accompanied by a brief explanation in English, or bilingually.