Welsh Language Scheme Annual Report 2008 - Coleg Gwent

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					                                    Coleg Gwent

                         Welsh Language Scheme
             Annual Report on the implementation of the Scheme
                                March 2008

1. Preface

The senior manager responsible for the Welsh Language Scheme is Robert
Gilvear, Director (Marketing, Communications & Planning).

The Scheme was approved by the Welsh Language Board on 14 January 2005.
This report summarises the position after the 3rd year of implementation of the
Scheme.

Generally the College has started from a relatively low base of Welsh Language
services for its learners, but good progress has been made in securing the
targets in the Scheme.

A Welsh Language Scheme Development Group (WLSDG) was set up to
monitor & promote the Scheme. The Group meets twice a term, and is made up
of staff from all aspects of the College, and is chaired by the Director (Marketing,
Communications & Planning). Its Terms of Reference, together with a recent
example of the Agenda and Minutes, are attached (Appendix 4).

The College‟s Corporation endorsed the Scheme prior to its submission to the
Welsh Language Board. At the start of the Scheme, presentations were made to
all managers as part of their general management team meetings by the Director
(Marketing, Communications & Planning). The Scheme itself was placed onto
the College‟s (internal) intranet, and (external) internet sites with announcements
and access to the full Schemes, in both Welsh and English. The Welsh
Language Scheme Development Group has communication of the Scheme in its
Terms of Reference. The Welsh Language Scheme Development Group
recognises the issues of communicating a new initiative to a large (1650+
employees), multi-site operation. As part of the induction process for new staff,
reference is made to the Scheme.

2. Administrative Issues

   2.1 Policies & New Initiatives

   The Welsh Language Scheme Development Group has representation from
   every Campus and functional area in the College, and these members have a
   responsibility to ensure the Welsh Language Scheme is taken into account in
   new policies and initiatives. Recent examples of this have been the re-
   branding of the College‟s Plant Centre where all signage has been bilingual.



                                         1
10 learner policies have been made available in English and Welsh, and all
new policies are made available in both languages as a matter of procedure.
Similarly, new application and enrolment forms for learners are available in
both languages.

As mentioned earlier all new staff undergo a staff induction day within a
month of joining the College, an element of which is on the Scheme. The
members of the Welsh Language Scheme Development Group have
responsibility to ensure staff in their areas understand the relevance of the
Scheme to their work.

2.2 Corresponding with the Public

A procedure for dealing with correspondence from the public in Welsh was
developed and introduced to ensure the requirements of the Welsh Language
Scheme are fulfilled. This is set out in Appendix 5. This includes a reporting
form.

This procedure applies to face to face, telephone and electronic
communication. In the 3rd year of the Scheme 15 enquiries in the Welsh
Language have been recorded.

Following a recommendation from the Board a „mystery shopper‟ exercise
was carried out using staff from the Welsh for Adults Centre to contact each
Campus and record the responses to enquiries in Welsh. It was found that
whilst most staff were unable to carry on a conversation in Welsh, staff were
aware of the procedure to follow. Staff have been given additional guidance
on the procedure as a result.

All front line staff have undergone Welsh Language training, carried out by
staff from the Gwent Welsh for Adults Centre based at Abergavenny. This
training for front line staff took the form of a ten hour programme (OCN) over
two four hour sessions, with 2 hour Campus based follow ups. The content
was based on welcome messages, simple numbers and a phrase which
explains that the person answering is not a Welsh speaker but a learner who
can transfer them to a Welsh speaker, if required.

In addition programmes have been set up at each of the campuses offering a
range of training, from 3 hour taster courses to Level 2 OCNs. These courses
are for staff who wish to improve their language skills, not necessarily as a
requirement of their job or to fulfill the needs of the Scheme, and are free of
charge. A summary of the course schedule is set out in Appendix 1.

Further staff development has taken place during INSET days and for
example all staff attended a 1 hour session on basic Welsh phrases in the
latest INSET days in March 2008.



                                     2
A comprehensive review of all learner forms has been undertaken and
rationalisation has occurred. A comprehensive list of all standard learner
forms and letters has been complied and work is continuing on making these
available in Welsh as well as English (Appendix 3). Some translation work
has had to be delayed due to imminent changes to Educational Maintenance
Allowances, Adult Learning Grants and Financial Contingency Funds by the
Welsh Assembly Government.

2.3 Telephone Communication

This is covered by the procedures set out in 2.2 above.

All staff with access to voicemail phones have been given instruction and
guidance from staff at the Gwent Welsh for Adults Centre on leaving bilingual
greetings.

2.4 Public Meetings

At a Public Meeting on the re-development of our Crosskeys Campus, an
external translation agency provided a Welsh language translation service.

2.5 Corporate Identity

The College logo has not been required to change as a result of the Welsh
Language Scheme. All corporate stationery is bilingual, including headed
paper, compliment slips, and business cards. Previously each Campus
produced its own fax covers, but this has been standardised in a bilingual
format. Standardisation of e-mail signatures has also been agreed for a
bilingual format following the recent move to Microsoft Outlook and is now
part of the College‟s e-Mail Procedure.
The Welsh Language Scheme Development Group is identifying any other
elements of corporate identity that remain in English only. All new or
replacement signage is bilingual. Major new Estates work at City of Newport
Campus and Pontypool Campus included bilingual signage (even though the
work was completed before the introduction of the Welsh Language Scheme).
Recent examples include directional signs at The Hill Educations &
Conference Centre, and signs at an overspill car park at the Crosskeys
Campus.

2.6 Publications

The latest version of the main source of course information – the College
Guide – has introduced some bilingual elements e.g. the Principal‟s welcome,
and one of the student profiles is in Welsh. Welsh Language courses in the
Guide are in Welsh.




                                    3
   As stated earlier all new student policies are available in both English and
   Welsh.
   The “splash” page for the College‟s internet site is bilingual, giving choice to
   visitors for English or Welsh. Most of the pages on the internet site have
   been translated into Welsh, although most of the dynamic content is available
   in English only. The site is currently undergoing a complete overhaul with a
   re-launch date of July 2008. The new site will be fully bilingual.

   2.7 Forms, Leaflets, & Other Literature

   Learner enrolment forms are printed in Welsh and English, as has been the
   practice for some time. Learner application forms have been made available
   in both Welsh and English for the current enrolment cycle. Invoice forms are
   printed bilingually.
   A comprehensive list of all standard learner forms and letters has been
   complied and work has started on making these available in Welsh as well as
   English. These are listed in Appendix 3.

   2.8 Press Releases & Notices

   The College‟s Communications Officer is a member of the Welsh Language
   Scheme Development Group and is aware of the commitment in the Welsh
   Language Scheme to issue press releases to the Welsh language press in
   Welsh or bilingually.

3. Staff Related Issues

   The College has approx 1650 staff, just over 700 of whom are business
   support staff, and just over 900 of whom are teaching staff.

   In May 2005, a staff survey to establish the level of Welsh speaking
   competence was carried out. The planned follow up survey designed to
   identify staff who were confident enough to offer their Welsh language skills to
   provide services for Welsh speakers was undertaken in May 2006.

   These can be summarised as follows:

    Level Definition                                    % of          % of
                                                        Responses     Responses
                                                        2005          2006
    0      No use at all of Welsh                       80%           76%
    1      Use in conducting basic tasks                14%           18%
    2      Use in routine daily tasks                   3%            2%
    3      Use in various and ad hoc range of tasks     2%            2%
    4      Advanced use of Welsh                        1%            2%




                                        4
  Both surveys showed the relatively low level of Welsh language skills
  amongst staff at the college and used the questionnaire provided by the
  Welsh Language Board.

  The later survey also identified the amount of time staff spend dealing with
  Welsh correspondence, as follows:

                    Speak on                Read               Write
                    Telephone/Meet          Correspondence     Correspondence/
                    Face to Face                               materials
   Daily                   5%                    2%                   2%
   Often                   3%                    1%                   1%
   Occasionally            7%                    7%                   3%
   Never                   85%                   90%                 93%


  The later survey showed that 34 staff had moderate or higher skills levels and
  these staff are being approached to be part of a team to provide Welsh
  language services to the public.

  Since the start of the Scheme in January 2005 there have been 18 instances
  of recruitment to a Welsh essential post, which were advertised in Welsh. 3
  further posts where Welsh was an essential element have been recruited.
  Most of these posts are connected to the Gwent Welsh for Adults Centre
  based at The Hill. Job and Person Specifications for reception posts have
  been updated to require a level of Welsh speaking ability.

  Under the Welsh Language Scheme the College has drafted a Linguistic
  Skills Strategy which will be endorsed by the Corporation later in the year.

  Further information of staff development is given earlier in Section 2.2.

4. Academic Provision

  4.1 Students

  From 2003/04, data has been collected on enrolment forms, and this was
  enhanced from 2006/7 to include a question on preferred language for
  correspondence. The data can be summarised as follows:




                                        5
What is your 1st language?

                 2003/04       2004/05       2005/06     2006/07    2007/08
 Welsh             0.4%          0.3%          0.4%        0.3%       0.5%
 English          94.0%         93.5%         92.1%       91.3%      89.2%
 Other             2.2%          2.7%          3.6%        3.8%       4.4%
 Not               3.4%          3.5%          3.9%        4.6%       5.9%
 Recorded

Are you a Welsh speaker?

                 2003/04       2004/05       2005/06     2006/07    2007/08
 Fluent           1.5%          1.3%          1.2%        1.0%       1.3%
 Welsh
 Welsh - non       6.5%         6.5%          5.7%        7.3%       8.8%
 Fluent
 Not Welsh        55.9%        70.2%          64.9%      74.4%       69.2%
 Speaker
 Not              36.1%        22.0%          28.2%      17.3%       20.7%
 Recorded

What is your preferred language of learning?

                 2003/04       2004/05       2005/06     2006/07    2007/08
 Welsh             1.5%          1.1%          0.6%        0.2%       0.3%
 English          63.6%         77.9%         72.3%       82.6%      79.3%
 Other             0.5%          0.5%          0.4%        0.3%       0.2%
 Not              34.4%         20.5%         26.7%       16.9%      20.2%
 Recorded

What is your preferred language for correspondence?

                     2006/07            2007/08
 Welsh                 0.6%               0.7%
 English              44.8%              84.6%
 Other                 0.1%               0.1%
 Not Recorded         54.5%              14.6%

The college can now determine the number of learners who wish to receive
correspondence in Welsh, and a database of these learners has been
established. In 2005/6 the number of such learners totaled 35, in 2006/7 170,
and in 2007/8 has totaled 194.

Through the information gathered on enrolment forms the learners indicating
that they are fluent in Welsh have been approached to complete a survey
about their needs for Welsh language services. 35 out of the 194


                                    6
questionnaires issued have been returned. The results are summarized in 4.3
below and are set out in full in Appendix 2.

4.2 Marketing

Information on Welsh medium provision is included in the main College
Guide, and summarised in the individual Campus Guides. They are also
included in the College‟s internet site.

Through fforwm‟s Marketing Network, a bilingual Student Diary was sourced
and given to the College‟s full time learners at the start of the new academic
year.

A Marketing Plan has been compiled for the Regional Welsh for Adults Centre
that includes development of a website, new publications and materials.

4.3 Welsh Medium Curriculum & Support Structures

The College undertook to investigate the possibility of developing further the
following Welsh medium or bilingual provision over the first three years of the
Scheme:

 Provision                                    Comment
 CLAIT courses                                This has not been possible due
                                              to a lack of Welsh speaking
                                              teachers
 Mudiad Ysgolion Meithrin Courses             This has not been possible to
                                              date as there have been
                                              insufficient learners
 Courses offered as part of an Objective 1    This has not been possible due
 project to support SME‟s in the              to the Welsh speaking tutor
 Automotive sector, including Automotive      leaving the employ of the
 Electrical & Electronic Principles, Fuel     College
 Injection System Update, Ignition System
 Update, Engine Management Systems,
 Emission Testing, Use of Data Acquisition
 Equipment, Computerised Diagnostic
 Techniques, Air Conditioning
 OCN units as additionality for Certificate   This has been achieved and is
 & Diploma courses in Childcare in            an    on-going   process    of
 Education (Welsh Baccalaureate)              development (see also below)
 Cultural background courses through          This has been achieved
 community education franchise
 Short courses through Welsh in the           This has been achieved (see
 Workplace                                    also below)
 Welsh Baccalaureate programme                This has been achieved (see


                                     7
                                             also below)

In addition other activity has also taken place. The College currently offers
courses leading to the following for those wishing to learn the Welsh language
or improve their existing skills:

      OCN units at levels Mynediad, Sylfaen, Canolradd and Uwch
      Welsh for Adults Defnyddio‟r Gymraeg: Mynediad, Sylfaen, Canolradd
       and Uwch examinations
      Vocational AS & A2 level in Welsh second language

Much provision development has been through the new Welsh Baccalaureate
and developments includes:

      Welsh Baccalaureate – Cache Certificate in Childcare and Education
       (L1 & L2) as part of the core element – OCN accreditation for the
       language element and cultural aspects through visits and coursework
      Visits by Welsh Baccalaureate Business and ICT students to places of
       cultural interest, such as the Millennium Centre, St Fagans, Big Pit,
       WAG etc. By default this has also included the BTEC First Business
       students, who are not undertaking the Welsh Baccalaureate
      Welsh Baccalaureate students have participated in WDA sponsored
       competition to encourage Welsh Enterprise and entrepreneurs;
       students have also participated in Business Dynamics events, during
       which the students are guided by Welsh Entrepreneurs
      The Welsh Baccalaureate has a unit devoted to Welsh culture,
       including topics such as politics, media, demographics etc. Student
       projects involve one of these aspects of culture, with students drawing
       upon a comparison between Wales and another country. Welsh has
       been chosen as the Language option
      Welsh Baccalaureate is now available to learners in hairdressing and
       at GCSE
      Other courses such as ILM include a Residential Visit abroad to enable
       students to compare different aspects of work or government policy to
       their own experiences in Wales, such as the impact of the adoption of
       the Euro in France compared to Wales etc
      The BTEC First Business course is involved in a CQFW project
       assessing delivery and assessment of units in Wales
      Cache Diploma in Childcare & Education (L1 & L3) – OCN
       accreditation – language and culture – 2 groups of year 1 students
      ILS – the Vocational Foundation students (2 groups) - OCN accredited
      Foundation Degree in Animal Care had 1 student taught in Welsh


In conjunction with Ysgol Gyfun Gwynllyw, a project to jointly develop the
BTEC First Diploma Business Studies through the medium of Welsh is part of


                                    8
the successful Common Investment Fund application. This involves a tutor
from the City of Newport Campus teaching a group of 12 pupils at Ysgol
Gyfun Gwynllyw.

Following a review of the Welsh for Adults provision, DCELLS confirmed that
the Welsh Language Unit based at Abergavenny „The Hill‟ Campus was to
become the Gwent Welsh for Adults Centre.

The demand for Welsh classes at the Centre is continuing to grow with an
increasing number of students progressing to higher levels and obtaining
fluency. The problems of tutor shortages especially at the higher levels, to
teach Welsh classes remains; but a continuing recruitment and training
campaign facilitated by the implementation of an approved Welsh language
Scheme will hopefully alleviate this problem. The Centre has fully
implemented the National Training scheme (TACiO) since January 2008 and
successful students will be able to alleviate this problem.

Assistance for the WLB has enabled a wide range of informal learning
opportunities to be implemented through the region which enables learners to
practice their skill outside the classroom. This, together with the highly
popular Welsh Weekends, Summer School and Saturday Welsh Day
Schools, has ensured increased participation. Mid- year enrolments indicate
30% increase on last year‟s figures.

The Welsh in the Workplace provision has seen a major increase in its
numbers during the last few years, from 211 enrolments in 2000/1 to around
750 in 2007/8, and it is foreseen that it will continue to grow as the use of
Welsh in business increases in all areas in Wales. Intensive Welsh Wlpan
and Welsh for the Family provision, which together with the workplace is a
DCELLS priority area has increased similarly.

The drive to increase student numbers and participation in Welsh Language
activities together with the clearly stated aim of an Estyn grade 1 for the
Centre‟s provision will ensure that the Centre strive to offer the best quality
Welsh Language service for learners in the area.

Curriculum issues are handled at the Deputy Directors Group. In light of the
anticipated increase in demand for Welsh medium curriculum, this Group has
started to address the limited provision currently available. However two
major issues will impact on the development of Welsh medium provision,
namely low numbers of learners and critically low numbers of academic staff
with the ability to deliver through the medium of Welsh. The College is
beginning to have a more informed picture of the level of demand for Welsh
medium provision from the data on the new application/enrolment forms, and
these potential Welsh medium learners will be targeted. The staff survey
provided more information on the level of staff expertise to deliver through the



                                     9
medium of Welsh. Currently there are few staff equipped to do this at
present. Any staff indicating a willingness to deliver in the medium of Welsh
will be encouraged to do so, and additional training provided to improve their
skills if necessary.

Part of the learner‟s tutorial programme includes a focus on Wales, Europe
and the World.

Similarly, by identifying those learners wishing to receive learning through the
medium of Welsh, a structure for support can be put in place.

Through the questionnaire to Welsh speaking learners detailed earlier, the
main service identified for development is careers advice, and that will be
progressed with Careers Wales Gwent. 61% of respondents said they were
fluent in Welsh although all had indicated on their enrolment form they were
Welsh speakers. 72% of respondents held a Welsh language qualification.
68% said they would like to further improve their Welsh Language Skills, and
this will be an action to be carried forward. 55% said they would like a Welsh
club set up. 80% said they would like to see more events around the Welsh
Language set up. 57% indicated they would be willing to help others improve
their Welsh language skills. 29% indicated they would like their course
delivered through the medium of Welsh. 45% indicated they would like more
other support services in Welsh, particularly careers advice. This feedback
will be part of an action plan to be developed by the Learner Services Group.

4.4 Work Experience

Work placements for 16 -18 year old students are arranged for the College by
Careers Wales Gwent. Requests for placements in a Welsh speaking
environment are implemented whenever possible, and so far since the start of
the Scheme 5 such placements have taken place.

5. Timetable

The Scheme‟s timetable has been complied with in most instances, and
where some targets were not met in Year s 1 or 2 they have been met in Year
3.

A few targets for the last academic year have not yet met, and relate to 2
issues. Firstly whilst staff with Welsh language skills have been identified
there have been delays in determining their willingness and suitability to act
as „ambassadors‟. Secondly following discussion with WJEC it is believed the
National Language Standards are not suitable for establishing the level of
Welsh speaking staff and staff learning Welsh. The Higher Education survey
„Teacher Tutor Training Survey‟ is being adapted for Further Education and




                                    10
will be used with the WLEC Language Specifications to establish levels of
competence.

Some significant developments have taken place, including the launch of the
Gwent Welsh for Adults Centre at The Hill. A large number of staff have
received Welsh language training, and there is an on-going programme using
staff from the Welsh Language Centre. It is now possible to identify learners
who wish to correspond or learn through the medium of Welsh.

The Welsh Language Scheme Development Group has monitored the
progress in implementing the Scheme.




                                   11
                                                            APPENDIX 1
Staff Development
Welsh Language Course Schedule 2007/8


LOCATION       START       END           NO. OF    NO. OF    HOW MANY
               DATE        DATE          WEEKS       OCN     ATTENDING
                                                  CREDITS
Usk Campus    24/9/07    30/06/08    30           12        9
Year 1
Usk Campus    24/9/07    30/06/08    30           12        3
Year 2
Usk Campus    24/9/07    30/06/08    30           12        3
Year 4
Ebbw Vale     27/9/07    30/06/08    30           12        4
Campus
Year 1
Ebbw Vale     27/9/07    30/06/08    30           12        6
Campus
Year 2
Newport       26/9/07    30/6/08     30           12        8
Campus
Year 1
Hill Campus   27/9/07    30/6/08     30           12        3
Year 1
Pontypool     07/01/08   30/6/08     20           8         4
Campus
Year 3




                                    12
                                                            APPENDIX 2
Welsh Language Services Questionnaire

                                                            Yes    No
1 Do you consider yourself to be a fluent Welsh speaker?    61%   39%

2 Do you have any Welsh language qualifications eg A        72%   28%
  level, GCSE?
3 Would you be interested in further improving your Welsh   68%   32%
  Language skills with extra-curricular activities?
4 Would you like to see some form of Welsh Club or          55%   45%
  Society set up?
5 Would you like to see more events put on that promote     80%   20%
  the use of the Welsh Language?
6 Would you be interested in giving support to other        57%   43%
  learners trying to improve their Welsh language skills?
7 Would you like to study your current course(s) through    29%   71%
  the medium of Welsh?
8 Are there any aspects of our support services you would   45%   55%
  like to see available in Welsh?




                                     13
                                                             APPENDIX 3

LEARNER POILICIES AVAILABLE IN WELSH AND ENGLISH

Code of Practice: Freedom of Expression
Student Union Constitution
Student Charter
Child Protection
Protection of Vulnerable Adults
Disability Statement
Education Act 1994: Code of Practice
Substance Misuse
Complaints Procedure
Student Disciplinary Policy


LEARNER FORMS

Available in Welsh & English

1)  Application form.                       Available on internet
2)  Substance Misuse Policy                 Available on internet
3)  Students‟ Union Job Descriptions        Available on internet
4)  Student Charter                         Available on internet
5)  University of Glamorgan Partner         Download on yearly basis from
    Colleges Scholarship application        website
    form
6) Acknowledgement letter of                Available to campuses via QL
    Application Form
7) Interview Letter                         Available to campuses via QL
8) Conditional Letter with Reply Slip       Available to campuses via QL
9) Unconditional Letter with reply slip     Available to campuses via QL
10) Unsuccessful letter offering            Available to campuses via QL
    alternative course
11) Unsuccessful letter offering careers    Available to campuses via QL
    appointment.

Welsh Translation Needed

1.   Enquiry form                          Awaiting new guidance from Welsh
                                           Assembly Government
2.   Transport timesheet                   Awaiting new guidance from Welsh
                                           Assembly Government
3.   Childcare timesheet                   Awaiting new guidance from Welsh
                                           Assembly Government


                                      14
4.    EMA timesheet.                         Awaiting new guidance from Welsh
                                             Assembly Government
5.    EMA timesheet for exams and            Awaiting new guidance from Welsh
      revision                               Assembly Government
6.    EMA bonus payment form for             Awaiting new guidance from Welsh
      January                                Assembly Government
7.    EMA bonus payment form for July        Awaiting new guidance from Welsh
                                             Assembly Government
8.    EMA Learning Agreement                 Awaiting new guidance from Welsh
                                             Assembly Government
9.  Application for leave of absence for     Awaiting new guidance from Welsh
    EMA.                                     Assembly Government
10. ALG Register and Confirm form            Awaiting new guidance from Welsh
                                             Assembly Government
11. ALG Guidance Notes                       Awaiting new guidance from Welsh
                                             Assembly Government
12.   Cause for concern form.                Spring 2008
13.   Coleg Gwent travel pass application    Spring 2008
14.   form
15.   Bus service report form                Spring 2008
16.   FCF application form                   Awaiting new guidance from Welsh
                                             Assembly Government
17. Consent form for educational visits      Spring 2008
18. Careers Education & Guidance             Spring 2008
Policy.
19. EMA Guidance Notes for Students          Awaiting new guidance from Welsh
                                             Assembly Government
20. Discrimination or Harassment Policy      C&Q Committee approval April 2008
21. (as a provider of Education).
22. Replacement buses pass form.             Spring 2008

23. Transport and Financial Support          Spring 2008
24. Information leaflet
25. ALG Register and Confirm form            Awaiting new guidance from Welsh
                                             Assembly Government
26. Childcare letter to provider             Spring 2008
27. Childcare letter to learner.             Spring 2008
28. CRB Check Policy.                        C&Q Committee approval April 2008
29. Anti-Bullying Policy.                    C&Q Committee approval April 2008
30. Attendance & Punctuality                 Spring 2008
31. Diversity Policy
32. Discrimination and Harassment            C&Q Committee approval April 2008
    Policy
33. Provision of Personal Protective         Spring 2008
    Equipment (for students).



                                        15
34. Higher Education Information Sheets.      Summer 2008
35. Employer reference form                   Business Systems will create on
                                              demand
36. School reference form                     Business Systems will create on
                                              demand
37. Course full waiting list letter           Business Systems will create on
                                              demand
38. School reference form                     Business Systems will create on
                                              demand
39. Course full waiting list letter           Business Systems will create on
                                              demand
40. Application form for email account        Spring 2008
41. EMA Policy and Procedure                  Awaiting new guidance from Welsh
                                              Assembly Government
42. ILA Policy and procedure                  Spring 2008
45. Admissions Policy                         C&Q Committee approval April 2008




                                         16
                                                             APPENDIX 4


          Welsh Language Scheme Development Group

Terms of Reference


  1.    Identify actions to support the implementation of the Welsh Language
        Scheme.

  2.    Communicate these actions to their respective Campus/Functional
        department.

  3.    Provide feedback on the progressing implementing the Welsh
        Language Scheme.

  4.    Identify good practice/success in implementing the Welsh Language
        Scheme.

  5.    Identify amendments to the Welsh Language Scheme that will
        enhance the College‟s approach to promoting the Welsh Language.




                                   17
             Welsh Language Scheme Development Group

                           Meeting 24 January 2008

                                    AGENDA

   1.   Minutes of the last meeting
   2.   Action Plan Review
   3.   Staff Development
   4.   ‘Mystery Shopper’ Exercise
   5.   St David’s Day events
   6.   AOB



             Welsh Language Scheme Development Group

    Notes of meeting held on 24 January 2008 at Usk Campus
Present:      Rob Gilvear          Glenda Brown          Pauline Brelsford
              Jen Trayhern         Wendy Rogers          Marie Szymonski
              Gill Wilkinson       David A‟Court         Mike Holcombe
              Vicky Lloyd          Eira Miles            Bob Bates
              Sian Griffiths       Sue Siddons
Apologies:    Shirley Horler       Gill Pollock          Alan Royle
              Paul Phillips        Chris Smith           Keith Backhouse

                         Agenda Item & Action                            By whom
1. Minutes of the last meeting
  Agreed as accurate.
   MH to ask MG for list of phones with voicemail facility. DA‟C     MH
     confirmed Newport campus voicemails done. Other sites to ask     ALL
     their RWLC contact for assistance
   RG has issued learner questionnaire to Campuses
   KB has produced certificate templates – agreed preference for
     portrait style with „celtic‟ style border

2. Outstanding Items from Action Plan
  RG re-issued summary of Critical Tasks to be completed before the
  end of the 3rd Year of the Scheme in February 2008.
      Ambassadors - RG to discuss with GP                            RG
      NG will raise with DDs                                         RG -> NG
      Language training to be part of INSET day in March at
          Newport, Crosskeys, and Pontypool. Training for Estates
          staff arranged                                              VL
      VL is working through learner forms to be translated           RG


                                         18
        RG confirmed Linguistic Skills Policy drafted and going to
         Diversity Steering Group asap
        GWP had looked into National Language Standards and had
         suggested alternative                                      PB
        PB suggested questions should be added for WBL. Consider
         extending to application forms to identify Welsh speakers
         early

3. Staff Development
  GB updated the Group on the status of Welsh language training.
  September courses have gone well. AN intermediate course had
  started in Pontypool in January, but a beginners class in Crosskeys
  had been closed due to low numbers. Consideration is being given
  to having 10 week blocks rather than 20. SS is considering setting    SS/GB
  up training workshops and will liaise with GB over including Welsh
  language.

4. Mystery Shopper Exercise
  SG presented the outcomes of the „mystery shopper‟ exercise when
  all Campuses were contacted and made enquiries in Welsh. The
  results were very mixed and the correct procedure needs to be         ALL
  reinforced with front line staff. RG will send to CDs                 RG

5. St David’s Day
  It was agreed that all areas of the College should attempt to mount     ALL
  activities in support of St David‟s Day. This includes the provision of RG
  Daffodils at receptions, and the introduction of a Welsh phrase of      MS
  the week onto the intranet
6. Date of Next Meeting
  13 March at 9.00am in Usk




                                           19
                                                                    APPENDIX 5

                    WELSH LANGUAGE ENQUIRIES

                                 PROCEDURE

Under the new Welsh Language Scheme, the College wishes to be proactive in
offering services through the medium of Welsh.

The College‟s Scheme sets out the actions that will be put in place to ensure this
happens.

In addition all enquiries in Welsh must be recorded for inclusion in the annual
report to the Corporation and to the Welsh Language Board.

The following procedures will be put in place:

   1. Face to face enquiries: All visitors will be greeted with a simple bilingual
      message. This must be in place by 31 July 2006. Training for all front line
      staff will be arranged soon. This greeting is likely to be in the form of
      “Good morning or good afternoon”. If the visitor starts to converse in
      Welsh and the member of staff is comfortable with carrying on the
      conversation in Welsh then please do so. If the member of staff is not
      able to carry on the conversation then the visitor will be told in English that
      they cannot continue in Welsh and that the conversation can carry on in
      English, or that a Welsh-speaking member of staff will be sought to carry
      on the conversation in Welsh. This may need to over the telephone if a
      Welsh-speaking member of staff is not available. If no Welsh speaker is
      available then the visitor will be offered a choice of carrying on the
      conversation in English, or will be invited to put the enquiry in writing in
      Welsh.
      All such incidences should be recorded on the appropriate form.

   2. Telephone enquires: A similar procedure will be followed in the case of
      telephone callers. If the telephone caller speaks in Welsh and the
      responding staff member is unable to speak Welsh, he/she will explain
      that they are unable to communicate in Welsh and will offer the caller the
      choice of:
            Transferring the call to a Welsh speaking member of staff
            Continuing with the call in English
            Submitting the query in written form in Welsh.

      Again all such incidences must be recorded on the appropriate form.




                                        20
3. e-mail enquiries: All enquiries received by e-mail in Welsh must be
   answered in Welsh. This must be done using an authorised translator (list
   available). There must be no delay in responding because a translation is
   required i.e. if the College commits to acting on a request within a certain
   period of time that must still be the case for both requests made in English
   or Welsh. All such correspondence must be recorded on the appropriate
   form.

4. Postal enquiries: As with e-mail enquiries, all enquiries received by post
   in Welsh must be answered in Welsh. This must be done using an
   authorised translator (list available).   There must be no delay in
   responding because a translation is required i.e. if the College commits to
   acting on a request within a certain period of time that must still be the
   case for both requests made in English or Welsh.                  All such
   correspondence must be recorded on the appropriate form.




                                    21
                                      ENQUIRIES IN WELSH

                                  REPORTING FORM (WLS/ER1)
CAMPUS: ……………………………….

   Date   Front Line Staff   Enquirer/Visitor     Visitor/   Nature of Enquiry   Outcome
              Name                Name          Telephone/
                               (if known)         e-mail/
                                                Letter/Fax




                                                22
                                                                       COLEG GWENT

                                                          WELSH LANGUAGE SCHEME
                                                       ANNUAL REPORT 2008 - ACTION PLAN

 Target                                      Action                                     Timescale   Completed               Further Details
  Ref                                                                                                 Y/N
3         Assessing the Linguistic Impact of New Developments
3.3       The College will assess the linguistic consequences of any new or              2004/5        Y        New signage at 3 major new builds and
          updated policies or ventures with a view to promoting and facilitating the                            at re-branded Garden Centre is
          use of Welsh wherever possible.                                                                       bilingual. New/updated learner policies
                                                                                                                are available in Welsh & English
3.4       The College will ensure that any consultants or members of staff               2004/5        Y        The Corporation and the Corporate
          responsible for the formation or updating of policy will be aware of the                              Management Team are aware of its
          Language Scheme and the College‟s responsibilities under the Welsh                                    responsibilities.
          Language Act. All staff will receive briefing sessions to raise their                                 All managers received detailed briefings
          awareness of the Scheme and inform them of their responsibilities.                                    on the content of the Scheme. Staff
          Information on the scheme will be placed on the staff intranet pages, and                             have been informed of the Scheme on
          photocopied summaries of the main requirements and principles of the                                  several occasions, and there was a
          scheme will also be distributed. Managers responsible for implementing                                presentation on the Scheme as part of
          particular aspects of the scheme will receive additional specific training.                           the College-wide INSET day to all staff
                                                                                                                in October 2006. New staff are told of
                                                                                                                the Scheme as part of their induction.
                                                                                                                The Scheme is available on the intranet
                                                                                                                and internet sites.
3.5       The College will also ensure that every measure contained in the scheme        2004/5        Y        New/updated learner policies are
          will be applied to new or updated policies and initiatives when they are                              available in Welsh & English
          implemented.
4         Providing a Service through the medium of Welsh
4.1       The College will hold a language survey to create a list of bilingual staff    2004/5        Y        An initial staff survey was undertaken in
          which will be made known to staff and students alike                                                  2004/5. This was followed up by a
                                                                                                                further survey in May 2006 and
                                                                                                                identified 34 staff who have moderate or
                                                                                                                higher Welsh Language skills. They are
                                                                                                                being approached to provide services in
                                                                                                                Welsh.
4.2       The College will note in its publications those departments where Welsh        2005/6        N        This will be achieved once staff have
          speakers are available                                                                                been identified. In the interim there is a
                                                                                                                telephone number and e-mail address
                                                                                                                for enquiries in Welsh.
4.3       The College will identify those members of staff who feel confident enough     2005/6        Y        Staff have been identified from the

                                                                                23
       to join a team to provide services for Welsh speakers                                      latest staff survey. They are being
                                                                                                  approached to see if they are prepared
                                                                                                  to become part of a team to provide
                                                                                                  services to learners, but this is taking
                                                                                                  longer than planned to implement
4.7    The College will investigate the possibility of developing further the        2006/7   Y   Some of the targeted provision has
       following Welsh medium or bilingual provision over the first three years of                taken place, namely OCN units in
       the Scheme:                                                                                Childcare in Education, cultural
        CLAIT courses                                                                            background courses, short courses
        Mudiad Ysgolion Meithrin Courses                                                         through Welsh in the Workplace, and
        Courses offered as part of an Objective 1 project to support SME‟s in                    the Welsh Baccalaureate programme.
            the Automotive sector, including Automotive Electrical & Electronic                   The CLAIT, Muddiad Ysglion Meithrin
            Principles, Fuel Injection System Update, Ignition System Update,                     and Automotive project have foundered
            Engine Management Systems, Emission Testing, Use of Data                              on tutor availability and learner interest.
            Acquisition Equipment, Computerised Diagnostic Techniques, Air                        Other activity has taken place including
            Conditioning                                                                          a CIF Project with Ysgol Gyfun
        OCN units as additionality for Certificate & Diploma courses in                          Gwynllyw.
            Childcare in Education (Welsh Baccalaureate)                                          The Deputy Directors Group has started
        Cultural background courses through community education franchise                        to explore further opportunities.
        Short courses through Welsh in the Workplace
        Welsh Baccalaureate programme
4.8    The College will offer an element of Welsh medium provision to any            2006/7   Y   This is standard college policy
       student who wishes it wherever possible within College constraints
4.9    The College will work together with Sgiliaith and members of the South        2006/7   Y   The College attends the meetings of the
       East Wales Welsh Language Policy Group to facilitate and promote                           SE Wales fforwm Group and
       bilingual and Welsh medium provision                                                       representatives from Sgiliaith also
                                                                                                  attend
4.10   The College will ensure that Welsh speaking students with special             2005/6   Y   These policies are due for review during
       educational needs are able to access all the services offered in 4.8 of the                2007/8 and will be re-assessed in light
       Scheme by extending the College‟s Equal Opportunities Policy, Disability                   of the Scheme
       Statement and Student Charter to this Scheme.
4.11   The College will ensure that students are made aware of the need for          2005/6   Y   Students have been given a
       bilingual skills and any advantages arising from them by publicising the                   presentation on the Welsh Language
       services offered by Sgiliaith and by producing a language awareness                        during Induction and/or during Tutorial
       presentation to be given via induction or tutorial sessions.                               sessions
5      Quality Standards
5.1    The College is committed to providing an equally high quality service in      2004/5   Y   This is part of the Quality process
       Welsh and English. When assessing and measuring the standards and
       effectiveness of services and provisions in Welsh, the College will employ
       exactly the same „performance indicators‟ as those utilised with regards to
       its services and provisions in English
5.2    The College will declare its commitment to ensuring equal linguistic          2005/6   Y   Statements have been included in the

                                                                           24
           standards between its Welsh and English provisions in its corporate plans,                          latest versions of the Strategic Planning
           annual report, prospectuses and all promotional literature                                          Document, and College Guide
5.3        The College is committed to setting specific standards for the use of Welsh         2005/6      Y   A Welsh Language Scheme
           across all its sites when providing services dealing with the public and will                       Development Group (WLSDG) has
           review the standards and their implementation. It will be the responsibility                        been set up and meets regularly. It
           of the Welsh Language Policy Development Group to carry out the review.                             comprises of managers from all aspects
           This team will be responsible for developing, implementing and monitoring                           of the College. It has Terms of
           services for Welsh speakers. They will ensure that College staff are kept                           Reference agreed.
           informed of developments. Curriculum managers and functional managers
           will be responsible for actively encouraging the development of the Welsh
           language skills of their staff.
6 (i)      Corresponding with the Public
6.(i) 2    The College will respond in Welsh to letters written in Welsh. Responses            2004/5      Y   This is standard practice
           in Welsh will be subject to the same performance indicators as those
           written in English
6.(i) 3    Corresponding in Welsh will not in itself lead to delay                             2004/5      Y   This is standard practice
6(i) 4     Letters from the College following a Welsh language conversation (either            2004/5      Y   This is standard practice
           face to face or via the telephone) will be written in Welsh
6(i) 5     The College will correspond in Welsh with those who would prefer to do so           2004/5      Y   This is standard practice
6(i) 6     The College will ensure that standard letters produced centrally for the            2006/7      Y   The guidelines for staff have been
           public in Wales will be published bilingually. All areas of the College will be                     developed
           issued with guidelines indicating the requirements for such letters.
           Newsletters, such as Marketing newsletters, may not be fully bilingual.
           However, in such circumstances, sections in Welsh outlining the College‟s
           Welsh language services will be included
6(i) 7     Electronic mail will be treated in the same manner as traditional mail              2004/5      Y   This is standard practice
6(i) 8     The College will establish a database of those people or organisations              2006/7      Y   This is identified through enrolment
           who wish to communicate through the medium of Welsh                                                 forms
6(i) 9     The College will open formal communications bilingually with those whose            2006/7      Y   This is identified through enrolment
           preferred language is not known                                                                     forms
6 (ii)     Communicating via the Telephone
6 (ii) 1   Anyone telephoning Coleg Gwent is welcome to speak Welsh or English                 2005/6      Y   Reception staff underwent training in
           according to his/her choice. As a matter of courtesy, and in order to             (Reception)       Nov 2005.
           indicate to telephone callers that a choice of language is being offered,           2006/7      Y   Training is on-going to equip all such
           staff (both administrative and academic) will respond to all external calls         (Other          staff with the ability to respond with a
           with a short bilingual greeting                                                      Staff)         short bilingual greeting
6(ii) 2    If the telephone caller speaks in Welsh and the responding staff member is          2005/6      Y   Reception staff underwent training in
           unable to speak Welsh, he/she will explain that they are unable to                (Reception)       Nov 2005.
           communicate in Welsh and will offer the caller the choice of:                       2006/7      Y   Currently enquiries will be diverted to a
                 Transferring the call to a Welsh speaking member of staff                    (Other          small team of Welsh speakers as an
                 Continuing with the call in English                                           Staff)         interim measure until a larger team of
                 Submitting the query in written form in Welsh                                                ambassadors are put in place

                                                                                  25
6(ii) 3    In order to facilitate the arrangements above, the College will compile a list    2005/6   Y   Currently enquiries will be diverted to a
           of members of both administrative and academic staff who are able to deal                      small team of Welsh speakers as an
           with telephone enquiries in Welsh. This list will be included in centrally                     interim measure until a larger team of
           produced publications and in the College‟s internal telephone directory                        ambassadors are put in place
6(ii) 4    All recorded messages on the College‟s telephone answering machines               2006/7   Y   Staff have been instructed to have
           will be bilingual, and the time target will be the same for replying to Welsh                  bilingual voicemail messages and
           telephone enquiries as for English ones.                                                       support given via the Gwent Welsh for
                                                                                                          Adults Centre to undertake this
6 (iii)    Public Meetings
6(iii) 1   The College will publicise that members of the public are welcome to              2005/6   Y   The Public Meeting held in Sept 2007
           communicate with the College in Welsh or English although opportunities                        on the re-development of the Crosskeys
           to hold fully bilingual meetings are limited at present and are applicable to                  Campus was advertised bilingually, with
           Annual General Meetings only. However, this will be resolved through the                       a bilingual letter sent to all key external
           implementation of the Scheme.                                                                  stakeholders, and a translation service
                                                                                                          provided at the meeting.
6(iii) 2   Every agenda, invitation, summons or advertisement for such meetings              2005/6   Y   The Public Meeting held in Sept 2007
           shall be bilingual and shall include a note informing the public that they will                on the re-development of the Crosskeys
           be welcome to use Welsh or English at the meeting, and requesting them                         Campus was advertised bilingually, with
           to inform the organiser beforehand which language they wish to use at the                      a bilingual letter sent to all key external
           meeting.                                                                                       stakeholders, and a translation service
           Staff who are able to communicate in Welsh will not be discouraged from                        provided at the meeting.
           doing so at public meetings in order to make those in attendance who may
           wish to use Welsh feel at ease and in order to promote natural bilingualism
           at such meetings. In order to facilitate this, the above officers will wear
           „Working Welsh‟ badges to indicate that they can communicate in Welsh or
           are learning Welsh.
6 (iv)     Other Meetings
6(iv) 1    The College will encourage members of staff who are able to converse in           2005/6   N   Following the last staff survey in
           Welsh to wear a badge stating so in meetings open to the public (for                           Summer 2006, 34 staff have been
           example open evenings or parents‟ evenings). The College will give                             identified with moderate or higher
           advance notice that bilingual members of staff are available to hold face-                     Welsh Language skills. These staff are
           to-face discussions .                                                                          being approached to provide services in
                                                                                                          Welsh.
6(iv) 2    Any person who wishes to conduct private or one-to-one meetings with the          2006/7   Y   This is standard College policy
           College is welcome to do so in either Welsh or English where practically
           possible
6 (v)      Dealing with the Public in Other Ways
6(v) 1     The College will follow the same guidelines as those in 6.(iii) 1 a 6.(iv)1       2006/7   Y   There have been no instances where
           above in situations where other means of spoken communication, such as                         this has occurred
           video links or public address systems, are used.
6(v) 2     The College will ensure that Welsh language pages are added to its                2005/6   Y   The “splash” page for the internet site is
           website, with information given on how to contact the College in Welsh                         bilingual, and all page formats are also

                                                                                 26
           electronically. The home page and any pages referring to Welsh                                bilingual. At this stage there is a limited
           Language provision will be available bilingually from the outset of the                       amount of Welsh content, but this is
           scheme. Remaining pages dealing with College-wide services will then be                       being extended as an on-going process.
           made available bilingually on an on-going basis, starting with the most                       A re-launched site in July 2008 will be
           frequently used. Pages describing individual courses taught solely                            fully bilingual
           through the medium of English may remain in English only.
7 (i)      The Corporate Identity of the College
7(i) 1     The College‟s corporate identity and public image will be bilingual.             2004/5   Y   The majority of the College‟s corporate
           Therefore a bilingual format will be utilised to convey its corporate identity                identity is bilingual. All stationery is
           on signage and in publications and the names of its services; the                             bilingual. Following a move to Microsoft
           addresses of its offices; its logo; its corporate slogan; its letter headings;                Outlook all staff have been instructed to
           its business cards, fax paper, identity badges, greetings slips, e-mail                       use bilingual e-mail signatures and
           „signatures‟ and all corporate writing on its premises.                                       have been given guidance on how to
                                                                                                         undertake this
7(i) 2     Other standard materials containing the College name and logo, such as           2005/6   Y   The majority of the College‟s corporate
           letters, vehicles, fax paper, business cards and badges, will also be                         identity is bilingual. All stationery is
           bilingual                                                                                     bilingual.
7 (ii)     Information Signs within College Boundaries
7(ii) 1    All new or replacement information signs within the boundaries of College        2004/5   Y   All signage at three new major builds
           property will be bilingual in all places where members of the public have                     and the re-branded Garden Centre is
           access.                                                                                       bilingual.
7(ii) 2    The size, quality, legibility and prominence of the words in both languages      2004/5   Y   This has been achieved
           will respect the principle of equality
7(ii) 3    Where Welsh and English signs are displayed separately, the size, quality,       2004/5   Y   This has been achieved
           legibility and prominence of the words in both languages will also respect
           the principle of equality
7(ii) 4    Where signs are being produced outside of the College, the contents will         2004/5   Y   This has been achieved
           be sent in word-processed format to ensure correct spelling
7 (iii)    Other Public Information Signs
7(iii) 1   All new or replacement information signs in Wales lying outside of the           2004/5   Y   This has been achieved
           boundaries of the College but remaining under the College‟s responsibility
           will also be bilingual
7 (iv)     Publishing and Printing Material
7(iv) 1    Due to the nature of College resources, a selective approach will be taken       2006/7   Y   Welsh language course details are
           as to which documentation will be produced in bilingual format. However,                      printed bilingually in the latest College
           generic information aimed at the public will be published bilingually, either                 Guide.
           as a single bilingual document or in separate Welsh and English versions,                     A marketing plan to support the new
           with a presumption in favour of a single bilingual document. Where                            Welsh Language Centre at The Hill is
           separate versions are produced, the College will ensure that both are                         being implemented. It includes
           publicised in the same way, and that a supply of both is equally available.                   publication and a website which will be
           The College will also work on the principle that the Welsh language should                    bilingual.
           be used to advertise all those services which the College can provide in

                                                                                  27
           Welsh, and that such services should be noted in all major publications,
           such as the College prospectus, regardless of the main language used.
           Details of individual courses will be advertised in the same language as
           the medium of instruction.
7 (iv) 2   The price of a Welsh version of a document will not be greater than the         2004/5   Y   At this stage there are no charges
           price of an English version. Also, each version will carry a message that                    relating to any publications/documents
           the document is also available in the other language.
7 (iv) 3   Whenever priced bilingual documents are published, the price will be no         2004/5   Y   At this stage there are no charges
           higher than a monolingual version of the same document.                                      relating to any publications/documents
7 (iv) 4   Whenever Welsh language versions of documents are published, they will          2004/5   Y   At this stage there are no charges
           be charged at the same price as the English version.                                         relating to any publications/documents
7(iv) 5    The College will ensure that staff, consultants, designers and printers         2004/5   Y   This has been achieved
           receive written instructions on how to deal with bilingual publications. This
           will include the Welsh Language Board‟s Guide to Bilingual Design.
7(iv) 6    The College will provide bilingually other types of printed materials, e.g:     2006/7   Y   Through the Welsh Language Scheme
           posters, cards, timetables, invoices and cheques                                             Development Group materials have
                                                                                                        been identified and printed bilingually
                                                                                                        e.g. cheques and invoices. Currently
                                                                                                        timetables are produced using software
                                                                                                        available only in English. The possibility
                                                                                                        of this being available in Welsh is being
                                                                                                        investigated.
7 (vii –   Marketing & Publicity Materials
x)
7(vii) -   Arrangements for the above will be considered on their merits in keeping        2004/5   Y   This has been achieved
(ix)       with the principles outlined in 7. (vi) 1.
7(x) 1     Response mechanisms linked to the College‟s advertising and publicity           2006/7   N   Following the last staff survey in
           activities in Wales will enable contact through the medium of Welsh. The                     Summer 2006, 34 staff have been
           College will issue named contacts for this purpose                                           identified with moderate or higher
                                                                                                        Welsh Language skills. These staff are
                                                                                                        being approached to provide services in
                                                                                                        Welsh.
7 (xi)     Official Notices and Recruitment
7(xi) 1    Staff recruitment notices will be bilingual whenever Welsh is considered        2006/7   Y   This is standard policy. Recent
           desirable, regardless of whether they are advertised in the Welsh                            recruitment for staff at the new Welsh
           language media or not. Staff recruitment notices for positions where Welsh                   Language Centre followed this policy
           is essential will be in Welsh only (with a footnote in English) and those
           where Welsh is not considered necessary may be in English only
7(xi) 2    The English and Welsh versions of the notices in 7. (xi). 1 above will be       2006/7   Y   This is standard policy
           equal in size, quality, legibility and prominence
8 (i)      Enabling the workforce to provide a complete service through
           the medium of Welsh

                                                                                28
8(i)       The College will develop a Linguistic Skills Strategy                             2006/7   Y   This has been drafted & will be
                                                                                                          approved by the Corporation in 2008
8(i) 1     The College will hold an audit of the Welsh language skills of its staff. By      2006/7   Y   This is done automatically through the
           doing so, it will identify those workplaces where the ability to speak Welsh                   person spec when a new post is being
           is essential and those where it is desirable, to identify the level of                         advertised. The staff training matrix
           proficiency required in each case, and to formulate team descriptions and                      which is being developed through the
           job descriptions accordingly                                                                   CPD group will also pick up posts
                                                                                                          where it is essential to speak Welsh
8(i) 2     The College will also form a Welsh Language Policy Development Group              2004/5   Y   A Welsh Language Scheme
           to note how many services and courses can be held through the medium                           Development Group has been set up to
           of Welsh.                                                                                      do this.
8(i) 3     The College will support members of staff who wish to learn or improve            2004/5   Y   Courses on site have been made
           their Welsh                                                                                    available during lunchtimes, where
                                                                                                          there has been sufficient demand. The
                                                                                                          College has made all Welsh language
                                                                                                          improvers courses free of charge to
                                                                                                          staff as part of its Staff Development
                                                                                                          programme
8(i) 4     The College will use the National Language Standards as a means of                2006/7   N   Following discussion with WJEC it is
           establishing the level of both Welsh speaking staff and staff learning                         believed the NLS are not suitable for
           Welsh, with a view to accrediting staff members with a qualification                           establishing the level of Welsh speaking
           indicating their linguistic ability. The College will also provide its own                     staff and staff learning Welsh. Higher
           internal training, which will be linked to the staff members‟ own field.                       Education survey „Teacher Tutor
                                                                                                          Training Survey‟ is being adapted for
                                                                                                          further education and will be used with
                                                                                                          the WLEC Language Specifications to
                                                                                                          establish levels of competence.
8 (ii)     Recruitment
8(ii) 1    The College will note those positions where the ability to speak Welsh is         2005/6   Y   This is College practice
           essential and those where it is desirable. Priority will be given to those
           positions with the greatest amount of contact with the public
8(ii) 2    The College will announce the linguistic requirements of the posts in 8.          2006/7   Y   This is College practice
           (ii).1 above in recruitment advertisements including the level of ability
           required in each case. Should a non-Welsh speaker be appointed to a
           post where Welsh is considered essential, it will be on condition that the
           holder learns the language to an agreed standard by an agreed time, with
           the College‟s full support. All recruiting advertisements for any posts
           requiring Welsh language skills, together with the relevant job description
           or details, will be drafted in such a way as to identify clearly the linguistic
           requirements of each post, in accordance with measure 8 (i) 1.
8 (ii) 3   When the ability to communicate in Welsh is an essential qualification for a      2004/5   Y   This has been achieved
           post, this will be clearly stated in the advertisement and the job details


                                                                                  29
8 (iii)    Vocational Training
8(iii) 1   The College will assess the need for vocational training through the             2006/7   Y   This is done automatically through the
           medium of Welsh as part of the audit in 8 (i) 1 above, and ensure that                        person spec when a new post is being
           those responsible for recruitment and staff development implement a                           advertised. The staff training matrix
           programme to fulfil that need                                                                 which is being developed through the
                                                                                                         CPD group will also pick up posts
                                                                                                         where it is essential to speak Welsh
8(iii) 2   The College will monitor the number of Welsh speaking staff members              2006/7   Y   This follows on from 8 (iii) 1
           required and take action if that number falls below the required level
8 (iv)     Administrative Arrangements for Facilitating the Scheme
8(iv) 1    The College will ensure that the arrangements noted in the scheme are            2004/5   Y   The Corporation endorsed the Welsh
           approved at the highest level, and carry the full authority of the College                    Language Scheme
8 (iv) 2   The Director (Customer Services, Marketing & Planning) will be                   2004/5   Y   Due to work load constraints, the Welsh
           responsible for implementing the scheme on behalf of the College in                           Co-ordinator is not able to manage the
           general, and the College Welsh Co-ordinator will be responsible for                           Scheme on a day to day basis. This is
           managing the scheme from day to day.                                                          currently carried out by the Director
                                                                                                         (Marketing, Communications &
                                                                                                         Planning)
8(iv) 3    The College will ensure that its staff are familiar with the scheme, in          2004/5   Y   These sessions have been undertaken
           addition to those responsibilities which form part of its implementation by                   by the Director (Marketing,
           providing verbal and written instructions to staff via staff briefing sessions                Communications & Planning)
           undertaken by the Welsh Co-ordinator
8(iv) 4    The College will integrate administrative functions related to the Welsh         2006/7   Y   This is college policy
           Language Scheme into its standard administrative procedures, including
           specifications for new or modified computer programs. Where current
           computer systems cannot be modified the College will consider cost
           effective alternative systems
8(iv) 5    Wherever translation work is required, the College will make use of either       2004/5   Y   All translation work is carried out by
           translators with valid qualifications or acknowledged translating agencies                    acknowledged translation agencies. In
                                                                                                         conjunction with other college in South
                                                                                                         East Wales (via fforwm), a list of
                                                                                                         appropriately qualified translation
                                                                                                         agencies has been drawn up.
8 (v)      Third Party Arrangements
8(v) 1     Various services provided on behalf of the College may be operated by            2006/7   Y   This is reflected in tender
           other organisations such as contractors, consultants, agencies, firms and                     documentation
           individuals. All agreements and arrangements for external organisations of
           this nature to undertake the provision of services to the public in Wales on
           its behalf will comply fully with the term and requirements of this Scheme.
8 (v) 2    The chief officer responsible for the Scheme will supervise and facilitate       2004/5   Y   This has been achieved
           the implementation of these commitments
8 (vi)     Reviewing the Implementation of the Scheme

                                                                                  30
8(vi)      The College will prepare internal progress reports regarding the              2004/5   Y   This has been achieved by issuing the
           implementation of the Scheme and submit them to the management team                        minutes of the WLSDG
           every quarter
8(vi)      The Corporation will receive an annual compliance report that will provide    2004/5   Y   The annual report is required to be
           key information                                                                            endorsed by the Corporation
8(vi)      In the third year of the Scheme‟s implementation the College will prepare a
           comprehensive evaluation report that will assess and evaluate
           performance in implementing the Scheme since its inception
8(vi) 1    The College will review the implementation of the Scheme on a continuous      2004/5   Y   This has been undertaken by the
           basis via its Welsh language committee. All aspects of the Scheme will be                  Director (Marketing, Communications &
           examined. The Director (CS,M & P) and the Welsh Language Co-ordinator                      Planning)
           will be chiefly responsible for reviewing the scheme on behalf of the
           College, and providing an annual report to the Welsh Language Board
8(vi) 2    The College will actively seek the feedback and opinion from its learners,    2004/5   Y   As part of the recently introduced staff
           staff, and other service users, as well as monitoring the numbers of                       survey a question was asked in the
           complaints received and responding accordingly                                             survey in April 2007 on awareness of
                                                                                                      the Scheme and 79% of staff were
                                                                                                      aware of the Scheme. Complaints are
                                                                                                      monitored as part of standard College
                                                                                                      practice. To date there have been no
                                                                                                      recorded complaints relating to the
                                                                                                      Scheme or services.
8(vi) 3    The College will welcome and record suggestions on how to improve the         2004/5   Y   To date there have been no
           scheme                                                                                     suggestions to improve the Scheme,
                                                                                                      but many suggestions on how to
                                                                                                      promote & implement it
8 (viii)   Comparing Performance against Standards
8(viii)1   The College‟s annual report on the scheme will compare its performance        2004/5   Y   The Annual Report will be placed on the
           against the standards included in the scheme. This will include statistical                internet & intranet sites following
           details of Welsh medium communications conducted throughout the year                       endorsement by the Corporation.
           and the progress of the staff development plan. The full contents of the
           annual report will be placed on the college website
9          Ensuring Publicity for the Scheme
9(i) 1     The College will review the implementation of the Scheme on a continuous      2004/5   Y   This has been undertaken by the
           basis via its Welsh language committee. All aspects of the Scheme will be                  Director (Marketing, Communications &
           examined. The Director (CS,M & P) and the Welsh Language Co-ordinator                      Planning), and through the WLSDG.
           will be chiefly responsible for reviewing the scheme on behalf of the
           College, and providing an annual report to the Welsh Language Board
9(i) 2     The College will publicise its Welsh Language Scheme                          2004/5   Y   The Scheme was announced to staff
                                                                                                      through the intranet, and part of Team
                                                                                                      Briefing. It is available on the intranet &
                                                                                                      internet sites. All new staff and learners

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     are informed of the Scheme as part of
     their induction to the College. As part of
     St David‟s Day celebrations, leaflets
     promoting the Scheme were distributed
     to learners & staff




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