Complying with the Welsh Language Standards

What do you need to remember? How do the standards impact your work?

 

Click on the activities to find out what you need to do!

For more details and guidance, check out the Welsh Language Commissioner’s website and code of practice which can be viewed here.

• Meetings

  Standards 23-29B 

  Consider if the meeting is public facing or internal.

   

  Meetings that aren’t open to general public but with ‘invited persons’:

  • You must actively ask if they wish to use the Welsh language in the meeting.
  • Give enough time to be able to make the necessary arrangements.
  • If someone wants to use Welsh, conduct the meeting in Welsh without a translation service or if that isn’t possible, provide a translation service.
  • Translation service may need to be English to Welsh as well as Welsh to English.
  • These standards don’t apply if the meeting is between Council staff only.

   

  Meetings that are open to the public:

  • You must state that anyone attending is welcome to use Welsh at the meeting – this must be stated on any invitation or related materials.
  • Invitations must also be sent in Welsh.
  • People invited to speak at meetings must be asked if they wish to use Welsh at the meeting.
  • If one or more people wants to use Welsh, a simultaneous translation service must be provided. See the Translation page for more details.
  • You should provide a simultaneous translation service from Welsh to English at every meeting open to the public and let people know orally that they are welcome to use Welsh and that the simultaneous translation service is available.
  • If the meeting is held in Welsh and everyone attending understands Welsh, you do not need to provide a simultaneous translation from English to Welsh.
  • The standards don’t really relate to the wishes of people generally invited to a meeting but rather to those who have been invited to speak such as guest speakers, those making contributions, or those giving a presentation.
  • Any written material displayed to the public at a public meeting must also be in Welsh.

• Public Events
  Standards 35-36 

  If you organise a public event or fund at least 50% of a public event, you must ensure the Welsh language is treated no less favourably during the event and when promoting it.

   

  This refers to signs, materials, audio announcements.

   

  You also need to make sure Welsh language service or activities offered at the event are not treated less favourably – may include ensuring access to a face-to-face WL service by a member of staff at the event, providing written materials in Welsh etc.

• Webpages

  Standards 52 - 57

  The text of every page of our external website must be available in Welsh. Every Welsh language page must be fully functional. This means that any information, menus, dropdowns, links, and apps must be available and fully functional on both the Welsh and English versions.

   

  By ‘fully functional’, we mean that the text, webpage, or app functions in the same way as the English version without any restrictions or errors and:

  • Welsh content is updated at the same time as the English
  • Welsh version includes the same information as the English
  • The Welsh text is correct in terms of grammar, syntax, and tense
  • Search functions work in Welsh
  • Any technological features work in Welsh
  • Links, dropdowns and menus all work

   

  You will notice that if you try to update your webpages, you are prompted to update the Welsh version too.

   

  The Welsh language must not be treated less favourably than the English language. This is about how the material is presented (i.e. size, colour, font, and format of text, images, links etc) as well as what the material actually is (i.e. content, when it is updated etc). It doesn’t mean Welsh language material has to be on the same page or appear first in a search.

   

  If you link to other pages or documents from your webpage, make sure the Welsh version is linked from the Welsh language page. If there is no Welsh language version of external pages or documents available, you do not need to translate those yourself. It would be helpful to Welsh speaking customers to maybe include a statement that certain links may take you to an English language form, page or document.

• Social Media

  Standards 58 - 59

  Social media content must be bilingual. This may mean running separate social media accounts for Welsh and English.

  
  Welsh content must be updated at the same time as the English and contain the same information as the English and the Welsh language must not be treated any less favourably than the English.

  
  Any responses or replies must be in Welsh if the initial contact is in Welsh.

  
  If you use social media for alerts, it is a good idea to have a stock of translated phrases or posts ready in case of emergencies.

• Documents and Forms

  Standards 40-51
  If you have separate English and Welsh documents or forms, you must include the following: This document is available in Welsh / Mae’r ddogfen hon ar gael yn Gymraeg or This form is available in Welsh / Mae’r ffurflen hon ar gael yn Gymraeg.

  
  The statement isn’t needed if it is bilingual i.e. has both languages on the same form/document.

  
  The statement isn’t needed for other correspondence, posters, signs, logos, social media posts or webpages.

  
  The Welsh language must not be treated any less favourably.

• Letters, emails and communications

  Standards 1 - 7

  These are about correspondence sent to another body or person separate to the organisation.

   

  What is correspondence?

  • Any written communication or contact exchanged between two or more parties. It could include letters, emails, text messages, faxes, live online chat facilities, forms, or circulars, but not social media.
  • It includes electronic communication as well as on paper.
  • It includes correspondence generated automatically such as bills or automated email replies.
  • It includes correspondence sent for information only that doesn’t need a reply.

  If you receive correspondence in Welsh, you must reply in Welsh when a reply is needed unless the person has clearly indicated a reply is not needed in Welsh.

  
  If you are corresponding with an individual for the first time, you must ask if they wish to receive correspondence in Welsh. If they say yes, you must keep a record of that wish and ensure future correspondence is in Welsh from then onwards. If they don’t reply, you must continue to correspond bilingually until they confirm either way.

  
  If you don’t know whether someone wants to correspond in Welsh or English, you must provide a Welsh language version of the correspondence until the person confirms either way.

  
  You must keep a record of correspondence language choice. What this is and how it looks will differ from team to team, but make sure you have one and that it is checked before any correspondence is sent.

  
  If there is no record, it would be a good idea to check with your customers or service users.

  
  If the same correspondence is sent to several people, you must send a Welsh language version of that correspondence at the same time as an English version. This may be relating to a circular, newsletter, email, text, or letter. Individual language choice does not affect the same correspondence being sent to several people.

  
  If you produce Welsh and English versions of correspondence, you must not treat the Welsh language version less favourably than the English.

  
  You must say that you welcome correspondence in Welsh, that you will respond in Welsh, and that corresponding in Welsh will not lead to delay. You could include the Iaith Gwaith logo and suggested text:

  

  
  You must include a Welsh language version of your contact details in your email messages which includes your job title and corporate sign-off details.

  
  Any automated text or disclaimers on emails must be in Welsh.

  
  You should also have a bilingual out of office message. You can use this template: 

  Sorry to have missed you. I will be out of the office until dd/mm/yy. For urgent enquiries please contact (name) on (telephone or email), otherwise I will respond to your email upon my return.

  Kind regards,

  
  Mae'n flin gen i'ch colli. Fe fyddai allan o'r swyddfa tan dd/mm/bb. Cysylltwch ȃ (name) ar (telephone or email) am ymholiadau brys, fel arall fe fyddai'n ymateb i'ch ebost pan fyddai'n dychwelyd.

  Cofion,

  
  These standards do not cover internal correspondence but do cover all instances when someone outside the organisation is sent correspondence. Remember that Welsh language internal correspondence may be covered by Operational Standards!

  
  Internal correspondence:

  
  Any paper correspondence relating to an employee’s job, performance management, training needs, complaints, disciplinary matters, or leave if that individual has requested it in Welsh.

  
  All-staff emails, articles, alerts, or newsletters such as communications sent through GovDelivery that will also be available on Staffnet+ should be sent in Welsh.

• Phone Calls

  Standards 8-22

  All external calls to the organisation must be greeted in Welsh such as ‘Bore da/Prynhawn da’. This could be a pre-recorded message.

   

  Callers must be advised on our main telephone lines that Welsh language phone services are available. This could be by giving the option to choose Welsh language services by pressing a button.

   

  It would be safe to assume the person wants the call in Welsh if they are talking Welsh. If it is not clear if the person wants the call in Welsh or not, you should ask.

   

  If the person wants to receive a Welsh language service over the phone, the call must be dealt with in Welsh in its entirety. This may involve transferring to another member of staff to deal with the call in Welsh.

   

  If there is no member of staff available to take the call in Welsh who can deal with the specific subject matter, the caller should be advised that this is the case. You could offer a call back, to deal with the matter via email, or continue in English.

   

  It is a good idea to have a list of Welsh speakers in your team or area who could assist. If there aren’t many in your area, perhaps you might consider learning Welsh.

   

  Welsh language phone lines should not be treated less favourably than English and we should publicise these services.

   

  If you call someone on behalf of the Council, you must check whether they want to receive calls in Welsh and then record the outcome. The first call does not have to be in Welsh.

   

  Automated phone services must be available in Welsh.

   

• Publicity and Advertising

  Standard 37

   

   

  Any publicity or advertising material must be produced in Welsh.

   

  This also refers to advertising material, video and audio clips on websites, apps, and social media.

  
  Must not treat the Welsh version any less favourably.

  
  If you are using a video or audio clip, think about the Welsh version. Do you have a Welsh voiceover or Welsh subtitles? Is there a Welsh version you could use?

• Displaying Signs and Materials 

  Standards 38-39, 61-63, 69-70, 141-143

  Any material displayed in public for the public to see must be displayed in Welsh as well as English. The Welsh must not be treated less favourably than the English.

   

  This could be consultation documents, presentation slides, noticeboards, banners, pop-ups, or posters.

  
  The text on any new or renewed signs must be in Welsh. The Welsh must not be treated less favourably than the English. The Welsh text should be positioned first or where it is likely to be read first.

  
  Any temporary sign must also be in Welsh. It may be a good idea to have some temporary signs pre-made with Welsh language phrases such as ‘Out of Order’.

  
  The text on all signs whether new, renewed, or temporary must be correct in terms of spelling, syntax, content, and Welsh versions of proper nouns.

  
  Any official notice published or displayed must be in Welsh. The Welsh must not be treated any less favourably than the English. Any official notice than contains both languages must have the Welsh text either first or positioned so it is read first.

  
  This could be a notice about opening hours, a course, the start of a new service, or a change in service charges etc.

• Receiving visitors – frontline services

  Standards 64-68
  Reception services available in English must also be available in Welsh.

  
  This is at main front desks, but it is great if you are able to offer Welsh greetings at all other receptions too!

  
  There should be signs displayed to make it clear people are welcome to use Welsh and staff are available to provide a Welsh language service. We need to actively offer the Welsh language reception service rather than expecting visitors to request it.

   

  Staff who speak Welsh should wear a badge to convey that. The Iaith Gwaith logo is available as a badge or lanyard.

• Awarding grants

  Standards 71-75

  Invitations must state that applications can be submitted in Welsh and any application submitted in Welsh will be treated no less favourably than English.

  
  You must not treat applications submitted in Welsh any less favourably than those submitted in English.

  
  If the application is in Welsh and an interview is required, the interview should be offered in Welsh. This may involve providing a simultaneous translation.

  
  You must notify decisions in Welsh if the application was made in Welsh.

• Awarding contracts

  Standards 76-80
  Any invitations to tender must be published in Welsh.

  
  You must not treat any Welsh language versions any less favourably than English.

  
  You must say in the invitation to tender than tenders can be submitted in Welsh and that submissions in Welsh will be treated no less favourably than English.

  
  You must not treat tenders submitted in Welsh any less favourably than those submitted in English.

  
  Subsequent interviews and decisions must be in Welsh if the tender was in Welsh.

• Promoting services in Welsh

  Standards 81-82
  We must promote and advertise any Welsh language service that we provide.

  
  This could be by saying we welcome communication in Welsh, actively telling people how to contact us in Welsh or how to tell us their language preference, or highlighting Welsh language apps or forms.

  
  If something can be done in Welsh, make sure your service users or customers are aware of it.

• Complaints about the Welsh language

  If you receive complaints about the Welsh language or that relate to the Welsh language, you must provide details to the Equality and Welsh Language Officer.

   

  Please email Elyn Hannah if you receive a complaint about the Welsh language.

  
  Sometimes the Equality and Welsh Language Officer will receive complaints directly from members of the public or from the Welsh Language Commissioner. If the complaint relates to your service area, please be as helpful as possible in providing details and explanations; contributing to responses; and carrying out required actions.

   

  Welsh Complaints Procedure

• Policy making decisions

  Do you make policy decisions or are you involved in policy making decisions?

   

  Please read our guidance

   

  If you are, make sure you are aware of standards 88 to 97 which look at how we consider the effects of a body’s policy decisions on the Welsh language.

  
  The Welsh Language Commissioner has produced specific guidance and a link to a seminar about the policy making decisions. See the Welsh Language Commissioner’s website for more details.

  
  Importantly, we must show that conscientious effort has been made to consider the effects on the Welsh language of any policy decisions we contemplate. We need to look at the negative, positive, and neutral impact of any policy decision as well as direct and indirect effects.

• Recruitment

  Are you involved in recruitment and appointment of staff?

  
  If you are, make sure you are aware of standards 136-140 which relate to recruiting and appointing.

  
  The Welsh Language Commissioner has produced specific guidance and a link to a seminar about recruitment standards. See the Welsh Language Commissioner’s website for details.

  
  Key points include assessing the need for Welsh language skills for each new or vacant post.

  
  Applications and interviews can be in Welsh and should not be treated any less favourably than English.

  
  Job adverts and application packs must be available in Welsh.