Policies

Policies
When you formulate a new policy or review or revise an existing policy, you must consider what effects, if any (whether positive or adverse), the policy decision would have on

(a) opportunities for persons to use the Welsh language, and
(b) treating the Welsh language no less favourably than the English language.

Furthermore, consideration must be given to whether the policy can be amended to increase the positive impacts (or to reduce any negative impact) on the Welsh language.

Consultation documents / Commissioning research
When publishing a consultation document or commissioning research relating to a policy decision, you must seek opinion on the impact (positive or negative) that the decision would have in terms of

(a) opportunities for persons to use the Welsh language, and
(b) treating the Welsh language no less favourably than the English language.

The Welsh Language Impact Assessment Form is available on the Centre for Welsh Language Services website. Once you complete the form please attach to the coversheet for Executive or Committees.

Please contact the Centre for Welsh Language Services canolfangymraeg@aber.ac.uk for advice when developing/updating a policy/plan/proposal. The Centre for Welsh Language Service can complete the assessment in consultation, please contact to arrange a meeting.

‘Policy Decisions’ relating to the areas listed below require the University to assess the impact on the Welsh language.
Here is a short flow chart that will assist in advising whether a Welsh Language Impact Assessment should be completed.

The Welsh Language Standards define policy decisions (at a university) as any decision made by a body about the exercise of its functions or about the conduct of its business or other undertaking, in so far as the decision relates to

• the admission and selection of students;
• information provided to students and prospective students about the body;
• the welfare of students;
• complaints;
• disciplinary proceedings in respect of a student;
• careers service;
• student intranet, virtual learning sites and learning portal sites;
• graduation and award ceremonies;
• the assessment or examination of a student;
• the awarding of grants and the provision of Financial assistance;
• public lectures;
• learning opportunities;
• courses;
• signs on the body‘s buildings;
• student accommodation, libraries and arts centres;
• allocation of a personal tutor;
• calls to a main telephone number (or numbers), helpline numbers, call centre numbers and automated telephone systems;

and includes, amongst other things (and as appropriate to the body), decisions about—

• the content of legislation;
• the exercise of statutory powers;
• the content of Policy statements;
• strategies or strategic plans;
• internal structures;
• office and Building locations;
• the recruitment or use of volunteers.

When developing or amending a policy/proposal that requires approval at Executive or committee level, the impact on the Welsh language (see above) should be noted in the Welsh Language Impact Assessment Form.

In accordance with the requirements of Standard 104, when you develop, modify or eliminate a course or any component of a course, you must consider what effects (if any) that course, or the elimination of that course, would have on

• opportunities for people to use Welsh?
• Whether the impact is adverse or positive?
• Whether the course, or the removal of the course, would treat Welsh less favourably than English?
• Can the proposal be amended to ensure a positive, or more positive effect on the Welsh language?
• Can the proposal be amended to reduce the adverse effects on the Welsh language?
  
  

The University (through the Council, Senate, Academic Board and Portfolio Planning Group) requires that all applications to develop or adapt a scheme take into account the impact on the Welsh language. The University has arrangements in place to consider the effects of any changes to academic provision on the Welsh language. The Welsh Medium Studies Committee is responsible for the strategic development of Welsh language learning provision, and reports to the Academic Board on Welsh-medium academic matters. Information regarding these arrangements can be found in the Academic Quality Handbook

The Welsh Language Standards Regulations define a "policy decision" as any decision a body makes about exercising its functions and conducting its business in the areas listed above on page 1 and 2.

It's an incredibly broad definition, and it's not limited to written documents titled "policies".

The Welsh Language Commissioner (WLC) considers that a ‘policy’ broadly relates to a formal written statement/document which sets out the aims, direction, ideas, guidance, or plan of how a body will operate in a particular situation.

The WLC considers that a “practice” (rather than a policy decision) relates broadly to a body’s operations decisions that govern day-to-day actions. They are made within the limits or permissions of policy decisions. Operations decisions put policy decisions into action.

Examples of ‘policy decision’ (at Executive / Committee level) that will need to consider the Welsh Language impact would likely include:

1. Proposals to restructure (staff).
2. Changes to the delivery of services to staff/students/public.
3. Introduction of new systems / third party contracts (in the areas listed in page 1 and 2 above)
4. Any new/revised University Policy, Strategy or Plan
5. Proposed changes to Admissions, Accommodation, Assessments.

Examples of matters that could be considered when assessing ‘opportunities to use Welsh’ include:

• receive services in Welsh,
• use Welsh at work,
• speak Welsh socially or in the community,
• receive Welsh medium education.

A person wishing to use Welsh should not be disadvantaged, and we should avoid giving the impression that English is the default language. This could include, for example:

• appearance
• accessibility
• accuracy
• inconvenience
• cost
• delay

Below are examples of relevant questions which could be considered when examining what positive or adverse effects the policy will have on the Welsh language. These are general examples provided by the Welsh Language Commissioner.

The assessment should ensure that both direct and indirect effects are considered and noted. Contact the Centre for Welsh Language Services for advice on completing the Welsh Language Impact Assessment.

As well as considering the effects (positive, neutral, negative) we must consider whether the policy can be amended to increase the positive effects on the Welsh language. Any such action can be considered in the context of the examples provided above of ‘positive effects’. Contact the Centre for Welsh Language Services canolfangymraeg@aber.ac.uk for further advice.

A Welsh Language Impact Assessment should be completed for all policy decisions (policies/strategies/proposal) if they relate to the areas listed above (page 1 & 2 above). If there is no obvious direct Welsh language impact to your policy/proposal/strategy the assessment should not take much time to complete. It may be useful to consider how the policy relates to the requirements of the Welsh language standards. For example, will you be publishing documents/forms, corresponding, displaying signage, offering a telephone service?
The Centre for Welsh Language Services canolfangymraeg@aber.ac.uk can advise.

Before making policy decision the University will sometimes publish a consultation. When publishing a consultation document, we will need to ensure that it includes a question(s) regarding the impact on the Welsh language. Please see example below.
Following a Welsh Language Tribunal decision (Neath Port Talbot Council v Welsh Language Commissioner) organisations should include a copy of the Welsh language impact assessment if that has been completed when consulting on policy decisions.