This action plan was prepared in accordance with the Welsh Language (Wales) Measure 2011 and the Welsh Language Standards (No. 6) Regulations 2017 which came into force on 29 September 2017.
Swansea University is required, in accordance with the Welsh Language Standards, to publish a document explaining how it intends to comply with the service delivery standards, policy-making standards and operational standards detailed in its Welsh Language Standards Compliance Notice.
1.1 The Welsh Language (Wales) Measure 2011 established a legal framework to impose duties on specific institutions to comply with standards in relation to the Welsh language through subordinate legislation (the Welsh Language Standards (No. 6) Regulations 2017). The Standards that are relevant to the University are listed in this plan and in its compliance notice.
1.2 In accordance with Welsh Language Standards 165, 167, 171, 173, 177 and 179, this document sets out how we intend to comply with the Service Delivery Standards (section 5), the Policy Making Standards (section 6) and the Operational Standards (section 7).
1.3 This plan was updated in January 2022.
2.1 Each academic directorate and faculty has overall responsibility for implementing the Welsh Language Standards in their own departments responding positively to relevant monitoring and promotional activities.
2.2 Professor Elwen Evans KC, Pro Vice-Chancellor and Executive Dean, Faculty of Humanities and Social Sciences, is responsible for the University's Welsh language and culture portfolio. Professor Evans chairs the University's Welsh Language Strategy Committee and presents Welsh language issues to the Senior Leadership Team.
2.3 The Welsh Language Strategy Committee’s role is to develop and implement a strategy for the use of Welsh and the development of Welsh-medium education. The committee meets once every academic term, and reports to the Senate.
2.4 The Welsh Language Policy Office, which forms part of the University’s Legal and Compliance Services, reports on matters relating to compliance with the Welsh Language Standards in every Welsh Language Strategy Committee meeting, highlighting areas which require improvement, and receiving feedback from Committee members.
2.5 Academi Hywel Teifi (Director, Dr. Gwenno Ffrancon) leads the role of developing Welsh-medium academic provision and support, working closely with the Coleg Cymraeg Cenedlaethol.
2.6 The University has an internal Welsh translation team which provides internal and spoken translation. The team is part of the Academic Services directorate.
3.1 In addition to creating various bespoke materials for specific staff members, the Welsh Language Policy Office has created the following general resources to explain Standards requirements and provide practical working methods for University staff:
4.1 The Welsh Language Policy Office uses various methods to monitor compliance:
4.2 Monthly monitoring of social media and other communication methods: some departments are monitored monthly and others less frequently, following the Welsh Language Policy Office framework. A report is provided to the Digital Marketing Manager every month in relation to Welsh in social media (in the form of a compliance percentage), who cascades the results to the relevant officers. Departments are notified when there are deficiencies in web pages, e-support services and telephone support.
4.3 Annual self-monitoring exercise: a self-monitoring form is sent to the head of each faculty and professional services department. The forms are different for professional services as for the academic faculties, and there is an additional form for the human resources department. The aim of these differences is to ensure that the questions are relevant to the department in question. A comprehensive compliance report is sent back to the director, showing whether or not the department is compliant, standard by standard. The steps that need to be followed in order to comply are also noted. The report to the relevant people notes where improvement is needed and it also praises good practice. A generic message is also sent, with a reminder of where compliance information can be obtained and how to arrange translations. A summary of the results from the exercise is given to Professor Elwen Evans, Pro Vice-Chancellor responsible for the University's Welsh language and culture portfolio.
4.4 Unannounced face-to-face monitoring across both campuses and monitoring at random from a distance: the results are reported to the relevant services and the director of each department, and Professor Elwen Evans is informed, if there is a serious issue that needs to be addressed.
4.5 In addition to the above, the Welsh Language Policy Office carry out monitoring at random in carrying out its day-to-day role, for example when using the website or talking to colleagues and when there is particular uncertainty regarding compliance.
4.6 The outcomes of these activities underpin engagement and measures for improvement in all areas.
5.1 The grid below outlines how the University will ensure compliance with the Service Delivery Standards.
|
Topic/Standards |
How the University intends to comply |
Supervision method |
|
Correspondence (1, 2, 3, 4, 5, 6, 7) |
Staff are made aware of the requirements, during our internal training and in internal guidance. We promote the following message for email signatures and out of office messages: Rydym yn croesawu gohebiaeth yn Gymraeg neu yn Saesneg, a byddwn yn ymateb i ohebiaeth Gymraeg yn Gymraeg. Ni fydd gohebu yn Gymraeg yn arwain at oedi. We welcome correspondence in English or Welsh, and we will respond to Welsh correspondence in Welsh. Corresponding in Welsh will not lead to a delay. Relevant members of staff are made aware that students’ language choice is noted in the University’s ‘SITS' register. We promote a bank of common bilingual messages and emphasise how staff can go about obtaining a translation by our internal team. ‘Mae Gen i Hawl’ (“I have a right”) materials are distributed among students, especially at particular times of year e.g. freshers’ week, Welsh rights day. |
Annual self-monitoring exercise Monthly monitoring Monitoring at random
|
|
Phone calls (8, 9, 11, 12, 13, 14, 15, 16, 17, 19, 20, 21, 22) |
Staff are made aware of the requirements during our internal training and in internal guidance. Most telephone calls to the University and e-chat functions go through to the switchboard or MyUniHub desk, which offer a full Welsh language provision. We will ensure that non-Welsh speaking staff in University offices offer to transfer call/enquiry to Welsh member of staff where necessary. |
Annual self-monitoring exercise Monthly monitoring
Monitoring at random
|
|
Meetings (24, 24A, 26, 26A, 27, 27A, 27D, 29, 29A, 30, 31, 32, 33, 34) |
Staff are informed of the requirements during in-house training and in internal guidance. Guidance on holding Welsh public meetings and events is promoted. Staff are encouraged to contact Welsh Language Policy Officers, or look at the guidance online, before arranging a public meeting to ensure compliance. |
Annual self-monitoring exercise Monitoring at random
|
|
Public events (35, 36) |
Staff are informed of the requirements during in-house training and in internal guidance. Guidance on holding Welsh public meetings and events is promoted. Staff are encouraged to contact Welsh Language Policy Officers, or look at the guidance online, before arranging a public meeting to ensure compliance. The marketing department, in particular, is informed of the requirements. |
Annual self-monitoring exercise Monitoring at random
|
|
Public lectures (40, 40a)
|
We will inform staff of the requirements during in-house training and in the internal guidance for staff. The marketing department is specifically informed of the requirements. We will promote the guidance on holding Welsh-language public events. |
Annual self-monitoring exercise Monitoring at random
|
|
Graduation and award ceremonies (41, 42) |
Staff are informed of the requirements during in-house training and in internal guidance. We will notify the marketing department in particular of the requirements. Support is offered to the non-Welsh speaking officers who have a role in the ceremony to pronounce Welsh words. |
Annual self-monitoring exercise Monitoring at random
|
|
Public documents and forms (43, 51, 52, 53, 53a) |
Staff are informed of the requirements during in-house training and in internal guidance. We will notify the marketing department in particular of the requirements. ‘Mae Gen i Hawl’ (“I have a right”) materials are distributed among students. |
Annual self-monitoring exercise Monitoring at random Monthly monitoring
|
|
Website and online services (54, 55, 56, 57, 58, 59, 60, 61, 62, 63) |
Staff are informed of the requirements during in-house training and in internal guidance. We will notify the marketing department in particular of the requirements. |
Monthly monitoring Monitoring at random Annual self-monitoring exercise |
|
Self-service machines (64) |
Staff are informed of the requirements during in-house training and in internal guidance. Relevant staff are specifically notified. |
Monitoring at random |
|
Signs and notices (65, 66, 67, 74) |
Staff are made aware of the requirements during our internal training and in internal guidance. We will promote pre-prepared translations for signage on our intranet. We will brief the marketing and estates departments in particular. |
Monitoring at random |
|
Reception services (68, 69, 69a, 70, 71, 72, 73, 74) |
The requirements are reported to relevant staff, distinguishing between 'main receptions', during in-house training. Signs are produced and distributed to state that people are welcome to use Welsh in the reception area / receive a Welsh language service on the telephone. Work badges are issued to indicate that reception staff can speak Welsh. ‘Mae Gen i Hawl’ (“I have a right”) materials are distributed among students. |
Annual self-monitoring exercise Monthly monitoring
Monitoring at random
|
|
Awarding grants or providing financial support (75, 76, 76a, 78, 79) |
Staff are informed of the requirements during in-house training and in internal guidance. |
Annual self-monitoring exercise |
|
Tendering and awarding contracts (80, 81, 81a, 83, 84) |
Staff are informed of the requirements during in-house training and in internal guidance. The procurement and legal services departments are specifically concerned about the requirements. A standard template is created setting out the requirements, including wording to state that tenders may be submitted in Welsh, and that a tender submitted in Welsh will not be treated less favourably than a tender submitted in English. |
Annual self-monitoring exercise
|
|
Promoting Welsh language services and corporate identity (85, 86, 87) |
Staff are made aware of the requirements during our internal training and in internal guidance. The marketing department in particular is informed of the requirements. |
Annual self-monitoring exercise Monitoring at random
|
|
Learning opportunities (88, 89) |
Staff are informed of the requirements during in-house training and in internal guidance. A reference to the right to Welsh lessons is included in the University's study leave policy. |
Annual self-monitoring exercise Monitoring at random |
|
Submitting written work in Welsh (90, 90a) |
We will ensure that students are aware of their rights and that academic staff understand the requirements and how to deal with work that is presented in Welsh. ‘Mae Gen i Hawl’ (“I have a right”) materials are distributed among students. The details ar included in the University’s Academic Guide and within the University’s assessment and feedback policy. |
Annual self-monitoring exercise Monitoring at random
|
|
Public address systems (91) |
Staff are informed of the requirements during in-house training and in internal guidance. The estates department in particular is informed of the requirements. |
Monitoring at random |
|
Student accommodation (92, 92a) |
The University has allocated Welsh-language accommodation for Welsh speakers. The estates department in particular is informed of the requirements. Students’ and prospective students’ are promoted on the website and 'Mae Gen I Hawl’ (“I have a right”) material is distributed among students. |
Annual self-monitoring exercise Monitoring at random
|
|
Tiwtor personol (93) |
The right is promoted on each course page on our website, and in promoting the campaign several times a year. The procedure is detailed on the ‘MyUni’ web pages for current students. |
Annual self-monitoring exercise Monitoring at random
|
6.1 The grid below outlines how the University will ensure compliance with the Policy Making Standards.
|
Topic/Standards |
How the University intends to comply |
Supervision method |
|
Formulating, reviewing or revising a policy (94, 95, 96) |
Forms to assess the impact of any new policy or strategy now include a section for the Welsh language, including case studies. Welsh Language Policy Officers will receive a copy of any new form that is completed to verify that the process is thorough, and intervene if necessary. |
Annual self-monitoring exercise Monitoring at random |
|
Publishing consultation documents (97, 98, 99) |
Staff are made aware of the requirements during our internal training and in internal guidance. |
Annual self-monitoring exercise Monitoring at random |
|
Policy on awarding grants (100) |
The University will announce how it will comply with this requirement. |
Monitoring at random |
|
Commissioning research (101, 102, 103) |
Staff are made aware of the requirements during our internal training and in internal guidance. |
Annual self-monitoring exercise Monitoring at random |
|
Developing or revising a course (104) |
Staff are made aware of the requirements during our internal training and in internal guidance. |
Annual self-monitoring exercise Monitoring at random |
7.1 The grid below outlines how the University will ensure compliance with the Operational Standards.
|
Topic/Standards |
How the University intends to comply |
Supervision method |
|
Policy on the use of Welsh internally (105) |
A policy on the use of Welsh internally is published on the University intranet. It will be reviewed periodically and approved by the Welsh Language Committee. Staff are informed of the requirements during in-house training and in internal guidance. |
Monitoring at random |
|
Employment issues(106, 107, 108, 109, 110, 111) |
Staff are informed of the requirements during in-house training and in internal guidance. The requirements are promoted to relevant human resources department officials. Job applicants will be asked whether they wish the relevant documentation in Welsh. A signposting email will be sent to new members of staff who have chosen Welsh as a preferred language for the relevant documentation. |
Annual self-monitoring exercise Monitoring at random
|
|
Publication of policies in Welsh (112, 113, 114, 115, 116, 117, 118) |
Where relevant policies exist, they will be published in Welsh on the University intranet. The requirements are promoted to relevant human resources department officials. |
Annual self-monitoring exercise Monitoring at random |
|
Complaints and disciplinary matters (119, 119A, 121, 122, 123, 123A, 125, 126) |
Staff are informed of the requirements during in-house training and in internal guidance. The requirements are promoted to relevant human resources department officials. The requirements are included in the University's employment complaints procedure. And there is detailed guidance on holding meetings in Welsh on the intranet. |
Annual self-monitoring exercise Monitoring at random |
|
Spelling and grammar checker (127) |
Staff are informed during in-house training and in internal guidance. The software is available on all University computers. |
Monitoring at random |
|
Staff intranet (128, 131, 132, 133) |
Staff are informed of the requirements during in-house training and in internal guidance. |
Monitoring at random |
|
Assessing staff's Welsh language skills (134) |
Job applicants are asked about their Welsh language skills and this information goes on the individual's staff record. The level can be updated at any time. |
Annual self-monitoring exercise Monitoring at random |
|
Staff training (135, 136, 137, 138, 139, 140, 141) |
Staff are informed during in-house training and in internal guidance. The requirements are promoted to relevant human resources department officials. The training relating to the Welsh language takes place. Where the other training exists, it is offered in Welsh. A reference to the right to Welsh lessons is included in the University's study leave policy. |
Annual self-monitoring exercise Monitoring at random |
|
Emails (142, 143) |
Staff are informed during in-house training and in internal guidance. The requirements are included in the University's corporate emails template. |
Annual self-monitoring exercise Monitoring at random |
|
Logo to identify Welsh speakers (144, 144A) |
‘Iaith gwaith’ (“work Welsh”) lanyards and are distributed to staff. The ‘iaith gwaith’ logo will be included with details of the corporate email template. The University's staff details list (Webtel) identifies all Welsh speakers and learners, with the ‘iaith gwaith’ logo. |
Annual self-monitoring exercise Monitoring at random |
|
Staff recruitment (145, 145A, 146, 146A, 146B, 148, 149) |
An assessment of the Welsh-language skills required will be undertaken for each new post. Staff are informed of the requirements during in-house training and in internal guidance, including dedicated intranet pages on assessing Welsh language skills. We will contact line managers across the University to explain the process. The requirements are promoted to relevant human resources department officials. Job-applicants’ Welsh-language rights are promoted in the application materials. A process is in place for fulfilling rights in relation to the use of Welsh in the interview process. |
Annual self-monitoring exercise Monitoring at random |
|
Signs (150, 151, 152) |
Staff are informed of the requirements during in-house training and in internal guidance. The marketing department in particular is informed of the requirements. ‘Off-the-shelf’ translations for signs ar promoted on the intranet. |
Monitoring at random |
|
Announcements over audio equipment (152) |
Staff are informed of the requirements during in-house training and in internal guidance. The estates department is specifically informed of the requirements. |
Annual self-monitoring exercise Monitoring at random |
