Overview

We are committed to the Welsh Language, and fully compliant with all of our Welsh Language Standards.

This work is substantially undertaken at The Electoral Commission Wales office, with the member of staff responsible for leading on the work around Welsh Language Standards, including translations, also located at this office. 
 

Service delivery, policy making and operational standards

Further details and good practice

Correspondence

There are measures in place to ensure that all correspondence with stakeholders in Wales is issued bilingually. In addition to this, there are measures in place to ensure that all correspondence we receive in Welsh is answered in Welsh.  

We know the preferred language of a number of stakeholders in Wales, so can ensure that communication takes place in the preferred language. Correspondence will be sent to other stakeholders asking them to indicate their preferred language.  

To ensure that Welsh stakeholders are greeted in Welsh, Electoral Commission, Wales staff have received training on greeting people over the phone in Welsh/bilingually. There are measures in place to ensure that all members of the public who contact us by email or phone can do so in Welsh and that doing so will not lead to delay. If a member of the public telephones and wishes to communicate in Welsh, they can do so. If a Welsh speaker is not available, the person will be given the choice of a callback as soon as a Welsh speaker is available.  

All publicity and advertising material targeted at Wales, or containing information affecting Wales, is available and produced bilingually. In addition to this, a substantial amount of publicity and advertising material that does not necessarily affect Wales or that is not necessarily targeted at Wales is also translated – this is mainly to ensure that our website is fully bilingual.  

All of our guidance which deals with matters in Wales is also available bilingually.  

 

Meetings

When we arrange for visitors to attend meetings, there are measures in place to ensure that these visitors receive a service through the medium of Welsh; we ask them whether they require a Welsh language reception service and ensure that this will be available if required; we also ask whether stakeholders wish to contribute in Welsh in the meeting. Simultaneous translation is also available.

The Electoral Commission, Wales is a tenant of Companies House, and if they do not have sufficient Welsh speakers to provide a full reception service in Welsh, we ensure that Welsh speakers are available to greet any visitors attending meetings who have indicated that they wish to receive a service through the medium of Welsh. 

 

Social media

We have several social media profiles. All posts/tweets relating to Wales or affecting Wales are bilingual – from all social media accounts. There is one bilingual twitter account @ElectoralWales that is managed by the Electoral Commission, Wales. Information specifically for the audience in Wales is generated from this account. Tweets are created bilingually (on an individual tweet, or a separate tweet and shared simultaneously).

If anybody contacts us in Welsh through social media, there are measures in place to ensure that they receive a response in Welsh and that this does not lead to a delay.    

 

Policy making standards

Policy making standards are contained in our ‘Equality Impact Assessments’ document. This document is available to all members of staff on our intranet. 

 

Internal use of Welsh policy

We have produced a policy on the internal use of Welsh in Electoral Commission, Wales. The document indicates that there are measures in place to ensure that any member of staff working in the Electoral Commission, Wales, if he/she so wishes, can receive services internally through the medium of Welsh.

This document is available to all our members of staff via our intranet. There are also relevant policies relating to the internal use of Welsh in HR sections of our intranet. 

 

HR system

On 18 January 2019, our new HR system (HR Online) was launched. This system is fully bilingual and allows our staff to use the system in either Welsh or English. All of our human resources policies have been translated and are available bilingually, and there is a specific section on our intranet that is designated to Welsh language issues. 

To coincide with the launch of the new system, a message was sent informing all of our staff that the system was now available bilingually; and all new members of staff going through the induction process are introduced to the new HR system, and informed that it is available in Welsh. 

 

Welsh Language Advisory Group

The Welsh Language Advisory Group demonstrates our commitment to Welsh language issues. It was established to discuss issues relating to the Welsh language and Wales that affect elections in Wales. The group consists of electoral registration officers, returning officers, electoral administrators and members of the Welsh Government and the National Assembly for Wales.    

The group meets two to three times a year. One of the Welsh Language Advisory Group's significant accomplishments has been the creation of the Electoral Glossary.

 

Terminology and the Electoral Glossary 

In addition to the information on the internal use of Welsh policy, we provide useful Welsh terms and sentences to all members of staff. These terms will encourage staff who do not have Welsh language skills to try and greet people in Welsh and use Welsh on a daily basis. 

The Welsh Language Advisory Group has created the ‘Electoral Glossary’, which is a glossary of Welsh electoral terms that can be used by the entire electoral community in Wales. The glossary will ensure that all those involved in managing and running elections can use the same terminology in electoral documents, thereby ensuring consistency across Wales. The glossary is reviewed annually, and updated as necessary. 

Looking forward and next steps

Last updated: 27 September 2019
Next review: 25 September 2020