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Welsh Language Scheme
The Trust recognises that individuals can express themselves, their views and their needs better in their preferred language. Making it possible for them to use their preferred language is therefore a matter of good practice rather than a concession. The Trust recognises that its users would be placed at a real disadvantage if the opportunity to use their preferred language was denied to them. The Trust therefore aims to enable everyone who has contact with any aspect of its service to the public to do so through the medium of Welsh or English according to their personal choice.
1.2
The Dyfed Powys Probation Board covers the counties of Carmarthenshire,
Ceredigion, Pembrokeshire and Powys. The principal offices of the Trust
are: Local
Offices; 1.3
The aims of the Service are: 1.4
The principal functions of the Service are:
2.1.2
In devising new policies and initiatives, the Trust will:
2.2.2 The measures set out will apply to all the services delivered to the public. 2.2.3 The Trust's Welsh language scheme will be explained to all members of staff and to the Dyfed-Powys Probation Board. They will be made fully aware of the implications of the scheme and the part they as individuals have to play in its success, through team briefings, etc. 2.2.4 Managers will be fully aware of this scheme and will be responsible for ensuring that all the requirements are reflected in their areas of work and are carried out in work done by other individuals and organisations under their direction 2.2.5 Other organisations delivering services to the public in conjunction with Dyfed Powys Probation Trust will be required to state their commitment to language equality in their contracts or service level agreements. These organisations will include all of the partner agencies, some of which currently include PRISM, PDAC, Tai Trothwy, and Powys Challenge.
2.3.2 Information about the commitment to language equality will be included in key documents including the Organisational and Business Plans. 2.3.3 Service delivery in both languages will comply with existing commitments to standards specified in the Citizens Charter and other performance indicators affecting interaction with the public, e.g. Probation National Standards. 2.3.4 The standards applied to Welsh language services and their implementation will be monitored annually. 3.0 DEALING WITH THE WELSH SPEAKING PUBLIC
3.1.2 Official notepaper will include a statement in both languages making it clear that correspondence in either language is welcomed. 3.1.3 The same time-scales shall apply regardless of whether the response is in Welsh or English. 3.1.4 Staff will establish in which language a service user wishes to receive correspondence and will respond accordingly e.g. this can be done by noting the language preference in a prominent place on the casefile and in the electronic Case Recording and Management System at the first contact with the service user. The service user may change this arrangement at any time. 3.1.5 All circular or standard letters to the public will be bilingual. 3.1.6 Contacts with the public through computerised media will comply with these measures. 3.1.7
Written guidelines will be provided for staff to ensure implementation
of
3.2.2 All external callers will be greeted bilingually. 3.2.3 Callers who wish to converse in Welsh will be transferred to a Welsh-speaking member of staff. 3.2.4 If no Welsh speaker is available, the person receiving the call will take the caller's name and number and will ensure that a Welsh speaker returns the call within one working day. 3.2.5 A directory of Welsh speakers within the Area will be provided as a guide for operators and others needing to transfer callers. 3.2.6 Answer phone machines will have a short bilingual recorded message inviting the caller to leave a message in either language. Written guidance will be provided to staff.
3.3.2 Public notices and other papers setting out the arrangements for public meetings will make it clear that both languages may be spoken and will invite participants to inform the organisers of their preferred language. 3.3.3 The organisers will determine whether translation facilities are required having regard to the location of the meeting, who is likely to attend, the subject under discussion and whether the organisers have been informed of the preferred language of participants. 3.3.4
The following translation arrangements will be made in accordance with
the requirements deemed necessary:
3.3.6 Members of the public can attend Probation Board meetings and Performance & Resources Committee meetings. These are meetings which are 'open to the public', as differentiated from 'public meetings'. Notices giving the dates and venues for Board and Committee meetings will be displayed in Welsh and English in each Probation office location. 3.4 OTHER MEETINGS WITH THE PUBLIC
3.4.2 Members of the public visiting probation offices and wishing to converse in Welsh will, if there is no Welsh speaker available, be offered an immediate telephone link to a Welsh speaking member of staff at another office. 3.4.3 Staff will identify and record the service user's preferred language at the first point of contact. 3.4.4 Service users' language preference will be made known to other partner organisations. 3.4.5 Steps will be taken to allocating Welsh speaking staff to reception points where members of the Welsh speaking public often call. 4.1 CORPORATE IMAGE 4.1.1 The Trust's name is National Probation Service for England and Wales Dyfed-Powys/ Gwasanaeth Prawf Cenedlaethol dros Loegr a Chymru Dyfed-Powys. 4.1.2 The corporate image will present a fully bilingual face to reflect its policy of delivery of services to service users in the language of their choice. 4.1.3 All information promoting the Trust will appear in both languages in equal prominence on all external and internal signs and on motor vehicles owned by the Service. 4.1.4 The name and address and any other standard information will appear in both languages on all letter headings, compliment slips, business cards publications and reports.
4.2.2 If Welsh and English versions are published separately they will appear simultaneously, be distributed together, be of the same quality and be equally accessible. This will only be done under circumstances where the size of the document would render it unwieldy. Otherwise all items will be bilingual in a single document. 4.2.3 The Trust's identity, warrant and access cards will be bilingual. 4.2.4 All offices will be required to ensure that documents on display such as notices and posters use both languages. 4.2.5 The Trust will make it known to external agencies whether private, public or voluntary bodies, whose information is displayed and distributed by the Area, that Welsh and English versions are required. 4.2.6 All exhibition material and public exhibition stands created by or on behalf of the Trust for use in Wales will be bilingual. 4.2.7 All press and media notices in Wales will be bilingual and will include a contact name for Welsh language speakers. 4.2.8 All advertisements and notices in the press, on notice boards and any other media will be fully bilingual, treating the two languages equally in terms of format, size, quality, legibility and prominence. However, in Welsh language publications they will be in Welsh only. 4.2.9 Advertisements for jobs for which Welsh is essential will be in Welsh only in all publications. If no suitably qualified Welsh speaker applies the post will be re-advertised in both Welsh and English, stating that the successful applicant will be expected to be proficient in, or acquire, a specified ability in Welsh. A strap line in English will explain that the ability to communicate in Welsh is essential for the post being advertised. 4.2.10 In the event of surveys taking place, whether face-to-face or in the form of written questionnaires, the respondents will be offered a choice of language for the interview or be given bilingual questionnaires. 5.0 IMPLEMENTING AND MONITORING THE SCHEME
5.1.1 The Trust will make every effort to ensure that it has sufficient staff to provide a full service in both Welsh and English throughout the Dyfed Powys Trust. It will also adopt a linguistic skills strategy, which will include identifying those workplaces and posts where the ability to speak Welsh is essential and those where it is desirable, to identify the level of proficiency in each case and to formulate job descriptions and to word advertisements accordingly. The programme will be implemented by managers and others responsible for recruitment, training and supervision of staff. 5.1.2
The Trust will adopt the following practices to meet these aims: 5.1.3 An initial language skills audit of all staff will be conducted in order to establish the current position. 5.1.4 The level of Welsh speaking staff will be regularly monitored and steps taken to adjust the position as necessary. 5.1.5
Publicity will be given to the fact that Welsh speakers are welcome to
join the workforce by ensuring that: TRAINING 5.1.7 The Trust will arrange learning and training programmes that focus on workplaces and posts which are important to the implementation of the scheme. 5.1.8 The Trust will assess the need for vocational training to facilitate the implementation of the scheme.
5.1.10 A description will be provided in the recruitment policy of the steps to be taken to set priorities and publicise the fact that Welsh speakers are welcome to join the workforce. 5.1.11 When a non-Welsh speaker is appointed to a post where the ability to speak Welsh is considered essential, a condition of employment will be to learn the language to the required level within a reasonable agreed period, with the full support of the Area.
5.2.2 It has been put out for consultation with staff through the Joint Negotiation and Consultative Committee and the Welsh Language Scheme Implementation Group, prior to submission to the Welsh Language Board. 5.2.3 The Scheme is the policy of the Dyfed-Powys Probation Board and the Chief Executive will report to the Board on its implementation at least annually in addition to including an update on progress in the Board's annual report. 5.2.4
All members of staff will be made aware of the implications of the scheme.
5.4.2
The following items will be included: ¥
agents and contractors 5.4.3
The process of monitoring will include: 5.4.4 The Welsh Language Scheme will be resourced by the Dyfed-Powys Probation Board within a year of its approval by the Welsh Language Board. 5.5 TARGETS
5.5.2 Details of progress will be published in the Dyfed Powys Probation Board's annual report and any shortfall in performance will be explained together with details of any remedial action to be taken.
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the percentage of responses to Welsh correspondence achieved within stated
deadlines; 5.6.2 If published standards are not being met, Dyfed Powys Probation Trust will explain the reasons why and explain what steps it will take to put things right.
5.7.2 Posters will be displayed in offices inviting people to use the language of their choice when conducting business. 5.7.3 Guidance will be produced and issued to all staff. 5.7.4 All publicity about the scheme will state to whom complaints concerning its implementation should be made. All complaints will be recorded and will be dealt with according to the usual complaints procedure including an acknowledgement in writing. 5.7.5 Complaints and suggestions regarding the Welsh Language Scheme should be made in writing to Caroline Morgan, Chief Executive, National Probation Service for England and Wales Dyfed Powys, Headquarters, Llangunnor Road, Carmarthen, Carmarthenshire, SA31 2PD. 5.7.6 The Trust will encourage and welcome suggestions both from staff and the public for the improvement of any aspect of the Welsh Language service. Notices to this effect will be displayed in the public area of offices. All suggestions received will be acknowledged in writing. 5.7.7
An annual report will be submitted to the Welsh Language Board detailing
progress towards implementing the measures in the scheme against the approved
timetable and standards, and which analyses the number and nature of any
complaints and suggestions for improvement received from the public. 6.0 TARGETS FOR IMPLEMENTATION
STANDARDS WRITTEN
COMMUNICATION TELEPHONE
CALLS PUBLIC
MEETINGS OTHER
MEETINGS WITH PUBLIC CORPORATE
IMAGE PUBLSHING/PRINTED
MATERIAL IMPLEMENTING/MONITORING STAFFING
TRAINING
RECRUITMENT 5.1.9
Language ability specified on adverts Ongoing ADMINISTRATIVE ARRANGEMENTS 5.2.2
Policy consultation with staff June 03 onwards SERVICE DELIVERY 5.3.1 Specifications and contractual arrangements April 04 MONITORING 5.4.1
Develop systems for monitoring September 03 TARGETS 5.5.2 Progress report in Annual Report Annually PUBLISHING INFORMATION 5.6.1 Annual reports on performance to Welsh Language Board and Probation Board Annually PUBLICITY 5.7.1
Advertise services available December 03
Mrs
Caroline Morgan Telephone:
01267 221567
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