Welsh Language Standards Annual Report for 1 August 2021 - 31 July 2022

The year was an important one for Swansea University as it launched a new five-year strategy for the Welsh language in June. This was the culmination of 18 months of consultation with staff, students and stakeholders. Stepping Forward – Swansea University's Welsh Language and Culture Strategy outlines its ambitions and aspirations for continuing its work to ensure that the Welsh language has a prominent place in the institution and in the local community.

There has also been a change in the University’s internal structures during the period, with the institution adapting to three new faculties to replace the structure of eight colleges that existed previously. The University set about ensuring robust representation for Welsh language matters within the faculties, and there is now a Welsh Language Lead in each faculty. The Welsh Language Leads are responsible for coordinating the faculty's Welsh-medium academic provision as well as having an overview of the implementation of the Welsh Language Standards in the context of students' experiences in the faculty. Work is now underway to embed Welsh in the faculties’ implementation processes and strategies.

In addition to this, at the end of the reporting period, there was a purposeful restructuring of the University's key Welsh language professional services departments, bringing the Welsh language compliance function, namely the Policy Officers, and the internal translation unit, to sit within Academi Hywel Teifi.

During the year, the impact of the pandemic on the University’s work continued to be felt to some extent, with many of the new ways of working developed during 2020 continuing. Some of the challenges that the heavy use of technology presented in terms of working bilingually have now been resolved, with new processes in place to enable students, the public and staff to use Welsh in the context of some of the changes. Technology has also transformed the way that University staff and students learn Welsh (through Learn Welsh Swansea Bay Region), with many learners choosing to continue with the flexibility offered by online learning methods.

In terms of the University's academic provision, new opportunities have been developed for students to study through the medium of Welsh in the fields of Education with a new Teacher Training course for primary age teaching. We continued to strengthen secondary teacher training provision, providing new Welsh-medium postgraduate pathways for graduates, from the University and beyond.

An individual has also been appointed to the position of Welsh Academic Skills Tutor at the University's Academic Success Centre to support Welsh-medium students with their academic work.

With the role of technology having developed significantly, and a wide range of staff being able to communicate with students and the public directly through technology, we set out to ensure that staff treated the Welsh language equally in all University marketing activity by providing new Welsh Language Marketing Guidance.

Working with Swansea University's Students' Union, we were able to establish a new Urdd ‘Aelwyd’ (a community branch of the Urdd) for University students, Aelwyd yr Elyrch, which competed for the first time at the Denbigh Urdd Eisteddfod 2022 and meets regularly to provide opportunities for our Welsh-medium students to socialise and develop their skills.

The Welsh Language Strategy Committee is chaired by Professor Elwen Evans KC, Pro-Vice Chancellor for Welsh Language and Culture. The role of the committee is to ensure progress against the objectives set out in Swansea University's Welsh Language and Culture Strategy, and to develop Welsh-medium education at the University. It provides expert advice to Swansea University's Senior Management Team, recommending changes to the overall strategy, or individual initiatives, to increase the likelihood of achieving the University's strategic objectives. It oversees the work of Academi Hywel Teifi, the Swansea Branch of the Coleg Cymraeg Cenedlaethol and compliance with the Welsh Language Standards, raising awareness of the relevance and importance of Welsh to the University.

The Welsh Language Policy Officers promote, facilitate, support and monitor the operation of the Welsh Language Standards. The role is shared by two part-time members of staff, Nia Besley and Emily Hammett (total of 1.1 full-time equivalent). 

Following a purposeful restructuring during the summer of 2022, the Officers are now members of the University's Translation and Language Compliance Unit at Academi Hywel Teifi (Director, Dr Gwenno Ffrancon), which is the Welsh language powerhouse at Swansea University.

The Academi is now formed of three specific units:

• Learn Welsh Swansea Bay Region: which provides Welsh-language courses for adults and young people over 16 in the community, on campus and in the workplace. This unit is led by Iestyn Llwyd.
• Welsh Translation and Language Compliance: the University’s professional translators and the Welsh Language policy officers. The team is led by Sarah Gray.
• Welsh-medium Academic and Creative Provision: its work includes engagement with Welsh-speaking prospective students, current students and alumni, our Welsh-medium civic mission, the Swansea branch of the Coleg Cymraeg Cenedlaethol, and Tŷ’r Gwrhyd, which is the Welsh Centre for Cwm Tawe and Neath. This unit is led by Lynsey Thomas.

Tom Kemp is Swansea University Students’ Union’s full-time Welsh Affairs Officer. He chairs forums each term for Welsh-medium students as part of his role at the Union and also as Chair of the Student Forum of the Swansea branch of the Coleg Cymraeg.

The Welsh Language Policy Officers continue to promote the Service Delivery Standards and provide training to staff regarding the requirements, as well as using various methods to monitor compliance: various internal e-communication methods, induction sessions for staff (which are available in both Welsh and English), tailored workshops and specific training. They also work with the student body to emphasise their rights. An in-house translation service is available to all University staff for the purpose of ensuring bilingualism and compliance with the Standards.

During the COVID-19 pandemic, students and the public were able to communicate with the University in Welsh through alternative methods such as online chat wherever relevant.  Some of these methods have continued as hybrid working for staff remains in place. However, key services are now all available in person on both campuses.

The following general principles help to ensure compliance with the Service Delivery Standards (with reference to the relevant activities listed in paragraph 31 of the Welsh Language Standards (No. 6) Regulations 2017):

• Students are asked when applying to the University, and again upon enrolment, for their language preference as well as their language skills. These are recorded on the student records system and are clearly visible on the student profile for any staff who have access to the system. Students can change the information themselves at any time.
• Correspondence to more than one student (except specific academic course content, unless delivered through the medium of Welsh) is issued bilingually.
• When communicating with an individual student, the language preference will be verified by the member of staff on the student record.
• Correspondence to the public is bilingual and information which is written, electronic, or presented on the website or on signage, will be bilingual unless the language of an individual or a group of individuals is known.
• All correspondence or communication received in Welsh will receive a reply in Welsh, with no additional delay.
• The principal corporate social media accounts are bilingual, as well as the main account of each faculty or relevant professional services unit.
• The ‘Mae gen i hawl’ (“I have a right”) student Welsh language rights campaign, initiated by the Welsh Language Commissioner and adapted by the University, is promoted throughout the year, but particularly at specific times of the year (e.g. Freshers’ Week, open days etc.). We work closely with Swansea University Students' Union in promoting this.
• A Welsh service is provided on the relevant reception areas listed in the compliance notice (those that are still operational), as well as on the main switchboard and MyUniHub telephone line.
• All other reception areas, as well as departmental telephone numbers, have been advised to identify Welsh speakers who would be able to provide a service in Welsh if required, or if there is no other option, to be aware that there are Welsh speakers on the main switchboard/key reception areas, for members of the public, or at the MyUniHub (telephone or reception) for students.

All new policies and strategies are subject to Equality Impact Assessment (EqIA) processes. The EqIA forms have a section on the Welsh language. Case studies form part of the template form to assist in the process of considering the implications on the Welsh language. The University Equalities team works with the Welsh Language Policy Officers to analyse draft EqIA forms and allow for early intervention in the decision process if required. The Welsh Language Policy Officers keep records of all completed assessments.

The Director of Academi Hywel Teifi has been a member of the University's Professional Services Leadership Team since Summer 2022. It is now possible therefore to hear at an earlier point about any proposed changes, and to provide early intervention in any policy changes.

The University operates a policy on using the Welsh language internally for the purpose of promoting and facilitating the use of the language. In view of the recent launch of ‘Stepping Forward – Swansea University’s Welsh Language and Culture Strategy 2022-2027’, the Internal Use of Welsh Policy will be reviewed in line with this.

All new employees who indicate when offered that they would like an interview through the medium of Welsh, and existing members of staff who declare a Welsh language preference, will receive a contract of employment in Welsh, as well as subsequent employment-related correspondence addressed to them individually.

Staff can note their language preference on the human resources system, ABW, and this record will be checked when relevant correspondence is issued. Staff are informed, during the policy officers’ training courses and on the staff intranet, how this information can be reviewed and updated.

All relevant Human Resources policies are available bilingually on the intranet.

The Welsh Language Policy Officers’ monitoring activities include monthly monitoring of social media and other communication channels, an annual self-monitoring exercise for each faculty and professional services department, and physical spot-checks across both campuses. The results of these activities form the basis of engagement and improvement measures within each area.

Following an internal audit of compliance with Welsh Language Standards, the reorganisation of the Academi and the publication of ‘Stepping Forward – Swansea University's Welsh Language and Welsh Culture Strategy 2022-2027' work is ongoing to review the internal monitoring framework. It is hoped that this work will be complete by March 2023.

One official complaint was received in 2021-2022, in relation to the Service Delivery Standards.

All job applicants are asked for their Welsh language skills, and this information is fed through to the Human Resources system if the individual is appointed. All members of staff can update their Welsh language skills on a self-service basis within the HR system and are reminded to do so during the Welsh Language Policy Officers’ training courses and on the staff intranet. Staff are also encouraged to revisit this information as they improve their Welsh language skills. 

The Welsh language skills of staff as at 31July 2022 were as follows:

TOTAL STAFF 4851

Administrative staff (2803 Total)

Academic staff (Total 2048)

The Welsh Language Policy Officers offer specific courses, free of charge for staff:

• A “meet and greet” course (a 10-hour basic Welsh course). During 2021-2022, 18 members of staff completed this course.
• An hour-long “Welsh basics” course which introduces Welsh history, common Welsh words and phrases, and basic pronunciation. During 2021-2022, 67 members of staff completed this course.
• An hour-long course that explains the Welsh Language Standards requirements. During 2021-2022, 16 members of staff completed this course.
• In addition, each new member of staff is introduced to the Welsh language by the Welsh Language Policy Officers during the staff induction programme. During 2021-2022, 410 members of staff were present in the Welsh language slot during the English induction. The induction course itself is also available entirely through the medium of Welsh. Two members of staff received the induction training itself through the medium of Welsh.

As well as the above courses, free Welsh courses are available to all University staff. The aim of the ‘Welsh in the Workplace’ courses for higher education is to support academics, and administrative staff who support teaching, to learn Welsh or improve their Welsh skills. These are funded by the National Centre for Learning Welsh through the Coleg Cymraeg Cenedlaethol and facilitated by Learn Welsh Swansea Bay Region, Academi Hywel Teifi.

In March 2022 the Welsh in the Workplace scheme 2021-22 came to an end, with the following number of staff members completing the course:

Foundation - 17
Intermediate - 6
Higher - 4
Proficiency – 7
Total: 34

In addition, courses are organised at Swansea University's Singleton campus and at locations in the local community, for example the Tŷ Tawe and Tŷ'r Gwrhyd Welsh Centres, which are promoted to all University staff. 19 members of staff signed up using their University e-mail address on community-based courses during the period.

Some staff members also learn alongside their students on courses specifically organised for individual degree programmes, e.g. Social Work.

Medicine Students (2021-22 academic year): 50 enrolled with 10 completing over half of the course. 10 completed the whole course.

Medicine Students (2022-23 academic year) - Beginners Course: We ran three courses in 2022.  54 enrolled and 14 completed the course.

PGCE students (2021-22 academic year): 94 enrolled on the Welsh sessions and 85 completed the course

In addition, staff and students are offered the opportunity to complete the Coleg Cymraeg Cenedlaethol’s Welsh Language Skills Certificate. During the year in question, 13 people (which included one member of staff) completed the certificate.

In addition to the official sessions, awareness and language sessions are also conducted in a less formal manner as required, and social sessions are held periodically in Welsh, for Welsh-speaking staff of all levels.

A Welsh skills assessment is carried out when a new role is created or when filling an empty role.

During the period in question, jobs were advertised as follows:

Due to more robust internal processes that ensure thorough consideration is given to the Welsh skills for new and replacement roles, improvements are evident at all levels in terms of the jobs advertised and filled. The aim is to continue this trajectory again this year.

The University is currently undertaking a review of its staff recruitment and appointment processes with various Academi Hywel Teifi staff involved in that review from a Welsh language perspective. Further work is also being undertaken to identify gaps in specific teams' language skills to enable stronger planning of a bilingual workforce.

The year 2021-22 has been a positive one for the Welsh language at Swansea University, and the University's Welsh-language foundations have been strengthened and revitalised through the purposeful restructuring that led to the revamped Academi Hywel Teifi, and the all-important strategy ‘Stepping Forward’.

The year 2022-23 will be an opportunity to make the most of the strengths of these new foundations, to implement the strategy and bring new energy to the University's Welsh-speaking community, as life continues to return to a more normal pattern after the pandemic.

In 2022-23, Welsh Language Policy Officers will focus primarily on the following four goals:

• ensure that the University's staff recruitment processes remain on the positive track of incorporating Welsh language skills at the right level in all advertised positions, and that departments strategically plan this
• review and strengthen the Welsh language compliance monitoring framework internally and recognize opportunities to evaluate progress
• continue to monitor and review how University staff use their Welsh language skills and ensure support for them to do this
• work closely with the Welsh Affairs Officer and the wider Students’ Union to ensure that their work supports the University's objectives and strategy in relation to the Welsh language

Further information regarding the University’s commitment to the Welsh language is available here: https://www.swansea.ac.uk/welsh-language-standards/

Alternatively, you may contact the Welsh Language Policy Officers: Welshlanguageoffice@swansea.ac.uk

This report is published in accordance with Standards 166, 172 and 178.