Cynllun Saesneg

WELSH LANGUAGE SCHEME

Prepared in compliance with the Welsh Language Act 1993

1 A WELSH LANGUAGE SCHEME FOR S4C

prepared in accordance with the Welsh Language Act 1993

[This Scheme received the full approval of the Welsh Language Board under Section 14(1) of the Act on 13 May, 1998]

DECLARATION

S4C as a public body has adopted the principle that when dealing with the public in Wales it will treat the Welsh and English languages on the basis of equality. This Scheme sets out how S4C will give effect to that principle in its dealings with the public. The Scheme is not, however, applicable to the content of S4C's television services.

2 1. MAIN ACTIVITIES OF S4C

1.1 S4C as a public body operates under the 1990 and 1996 Broadcasting Acts with the main objectives of providing analogue television services of a high standard in Wales.

1.2 S4C shall provide facilities for broadcasting an extended sevrice on digital television in Wales and will launch this service before the end of 1998 or later if the commencement date for digital terrestial services is postponed for reasons beyond our control.

1.3 Through S4C Masnachol (Commercial) we shall promote and develop various commercial enterprises, amongst them SDN, with the intention of eventually generating profits to enrich and enhance our television service in Wales. We shall implement effective arrangements to ensure a clear separation between expenditure on the public service and commercial expenditure.

1.4 As part our public service in Wales, we shall develop the idea of a Digital College in partnership with BBC Wales and others.

1.5 The main office is in Llanishen, Cardiff with a second office in Caernarfon. However S4C operates throughout Wales from time to time through marketing and promotional campaigns, exhibitions, attendance at eisteddfodau, agricultural shows and many other events which are relevant to Wales as a nation. Some of these activities may be the responsibility of the Corporate Press Department, the Marketing Department, or take the form of visits by some of S4C’s familiar faces or tours organised to coincide with series.

1.6 The work of scheduling the programmes, advertisements, sub-titles, publications, etc is carried out at the headquarters in Llanishen, before the service reaches the network of transmitters throughout Wales.

1.7 As part of the process of providing television services S4C deals with production companies and programme suppliers, authors, artists, format developers, etc. The commissioning process involves developing an idea which S4C believes will suit its schedule, discussing and agreeing with the suppliers the likely form and budget of the programme(s) and then entering into formal contracts. Tenders are invited for occasional events or projects. The content and expenditure of each commission is supervised throughout its development and all S4C’s activities are monitored by external auditors. When scheduling, consideration is given to the target audience and programmes are promoted with the aim of trying to reach that target.

1.8 Use is made of a range of media for promotional campaigns, such as: the press, notice boards, “direct mail”, the Internet and television and radio channels. S4C carries out detailed research into viewing patterns, the response to programmes, the

3 efficiency of marketing campaigns and trying out new formats are researched in detail, by means of focus groups, questionnaires or by means of electronic monitors.

1.9 If any programmes are considered to have the potential to create additional income either from their sale to other broadcasters or through merchandising or ancillary exploitation (books, video and audio tapes, CD ROM, goods etc) then S4C takes advantage of these opportunities in order to increase the Channel’s revenue.

1.10 A number of departments undertake or collaborate on the above activities, including the Programme (Commissioning), Broadcasting, Marketing, Research, Planning, Finance, Programme Finance, Legal and S4C Masnachol (Commercial) Departments.

1.11 S4C also deals on a daily basis with suppliers of other services besides programmes. These include companies who provide supplementary services which are nevertheless essential to the process of broadcasting the service (such as transmitter owners, Channel 4, the providers of research services and teletext, consultants, promotional companies, printers, publishers, suppliers of goods and equipment, etc)

1.12 As part of our promotional and marketing provision S4C deals directly with the public through the “direct mail” method of distribution and a list of those wishing to receive our publications is kept on data base. This is the responsibility of the Marketing Department. The Corporate Press and Public Relations Department deals with press and media enquiries and has responsibility for providing them with information and statements.

1.13 A part of S4C’s revenue is raised by screening advertisements and securing companies to sponsor programmes, series and services. The Advertising and Sponsorship Department, which is part of S4C Masnachol (Commercial) accordingly organises meetings and events for prospective advertisers and current clients on a regular basis.

1.14 S4C has a special telephone service to enable the public to contact S4C directly - “S4C’s Viewers Hotline”. This is open seven days a week and is used by viewers to enquire about programmes, to seek further information, to comment on the service and so on. Hotline staff also deal with all similar enquiries which arrive by post or e- mail. All enquiries and complaints are recorded and details distributed to relevant departments. If the answers are straightforward they are dealt with immediately. More complex enquiries receive a reply as soon as practicably possible. This service is provided by the Corporate Press and Public Relations Department but staffed by an external company. 1.15 Teletext and sub-titling services, along with material for our World Wide Web (Internet) site are prepared by S4C's Teletext Department.

1.16 S4C also deals with job applications, arranges interviews for applicants and administers the personnel function. Vacant posts are advertised in the press in Wales

4 and in some specialist journals. This is the responsibility of the Personnel and Administration Department.

1.17 The telephone switchboard is located in S4C’s main reception area in Cardiff. The staff deal with all daily visitors and general telephone calls. However, individual departments within S4C have direct numbers which are provided to S4C suppliers. If there is no reply on the direct number, the call is automatically redirected to reception. Reception staff are part of the Personnel and Administration Department.

5 2. NEW POLICIES AND INITIATIVES

S4C shall:

2.1 assess the linguistic effect of every new policy and initiative and shall ensure that they are compatible with this Scheme and do not undermine it

2.2 ensure that the principles of this Scheme are implemented when new policies and initiatives are put into operation

2.3 consult the Welsh Language Board concerning plans which will effect this Scheme or those of other public organisations

2.4 promote and facilitate the use of the Welsh language wherever possible

2.5 ensure that staff and consultants involved in formulating S4C policies are aware of this Scheme. The Scheme will be formally launched to make the staff aware of it. It will be explained to them by means of the briefing system and through departmental meetings, the distribution of copies to relevant departments and the inclusion of directions in the staff handbook. Where the Scheme or a part of it needs to be conveyed to external suppliers, we intend to hold a period of consultation and guidance to encourage them to comply with the spirit of the Scheme.

2.6 ensure that this Scheme will not be amended without the agreement of the Welsh Language Board.

6 3. SERVICE DELIVERY

3.1 As a body which receives public money S4C has a special duty to inform the public in Wales of its plans and to provide them with means of obtaining information, registering their comments, making complaints and receiving replies promptly and without hindrance.

3.2 Because of the nature and purpose of S4C since its establishment in 1981, the use of the Welsh language side by side with the English language has occurred naturally in the organisation’s daily work patterns and procedures. Therefore, prior to the enactment of the Language Act, S4C had made provision to deal with the public in both the Welsh and English languages.

3.3 S4C will:

· ensure that it continues to be able to deal bilingually with the public in its offices and at all other locations where the public is likely to deal directly with S4C as a public body in Wales · ensure that Senior Officers and Managers are fully aware of the requirements of this Scheme and that all staff in departments dealing with the public implement this Scheme and the principles contained in it. · ask companies and other organisations dealing with the public in the name of S4C to comply with this Scheme.

3.4 We already have staff who can work bilingually in the following fields when dealing with the public:

· corporate and policy matters, compliance, editorial and business development issues · programme commissioning and development, financial, budgetary, contractual and legal issues · publications of books, videos, audio tapes and interactive products. · all promotional campaigns and tours,exhibitions, preparation of publicity and marketing material directly organised by S4C or by an agency on behalf of S4C. · services to deal with enquiries and observations from the public by telephone calls (S4C’s Viewers Hotline), letters, e-mail, fax, Internet etc · the reception and telephone exchange; departmental secretarial offices.

3.4 Where material needs to be translated in specialist fields or at meetings we shall from time to time employ external professional translators. Similarly, if a member of staff who is not fully fluent in Welsh has to attend a meeting held through the medium of Welsh, we shall provide portable equipment and a translator as needed. If there is an increase in the demand, then S4C will consider employing a translator or training staff to undertake the work.

7 3.5 A large proportion of the work of supplying programmes to and supplementary services for S4C is undertaken by independent companies and external suppliers. The legal and contractual relationship between them and S4C is commercial and complex. However, S4C will encourage them to implement their own schemes or do their utmost to comply with the spirit of this Scheme whilst providing services to S4C. We shall also offer them the experience of our specialists in operating bilingually and share with them any information and documents already available.

3.6 We shall also, after a period of consultation, provide instructions and a copy of this Scheme to suppliers who, because of the nature of their work, are likely to deal directly with the public in the name of and on behalf of S4C.

4. STANDARD OF WELSH IN DEALING WITH THE PUBLIC

S4C shall:

4.1 ensure that it can deal with the public to the same standard in the Welsh language as it can in English including complying with the principles of the Citizen’s Charter.

· In the case of documents and letters, it is already understood that Welsh and English have equal administrative and legal status in S4C. When a document is prepared in either of the two languages and a translation of it is required, a translation will be provided by internal staff or professional external translators. · In the case of exhibitions and campaigns, relevant departments already implement the principle of ensuring consistency of standard. · Specific directions will be included in the staff handbook and in guidelines being prepared for staff on the new electronic network.

4.2 monitoring standards and reviewing the means by which the Scheme is implemented. We shall arrange training in customer care fields according to need

· It is intended to establish an internal panel to monitor and to organise occasional surveys of the standard of our service. This will accompany other initiatives to establish and uphold standards in dealing with the public.

4.3 ensuring consistency of standard in dealing with the public in the Welsh language in all parts of Wales

· As we serve the whole of Wales, S4C already implements this principle in formal, official and legal documents. However, it is not intended that it should restrict us where it would be appropriate to use dialect and regional phrases during promotional visits and tours.

5. DEALING WITH THE WELSH SPEAKING PUBLIC

Letters and written correspondence

5.1 S4C will welcome correspondence in Welsh or in English:

· the public will be informed of this in the same way as the “Viewers Hotline” service (which already welcomes calls in both languages) is promoted

5.2 S4C will ensure:

· that letters received in the Welsh language receive signed replies in Welsh and that corresponding through the medium of Welsh will not in itself cause delays. · that correspondence following a face to face or telephone conversation in Welsh will be in Welsh. · that correspondence with those who are known to prefer corresponding through the medium of Welsh will be initiated in Welsh. · that initial correspondence will be sent bilingually where the preferred language of a member of the public is not known · that circulars and standard letters for issue to the public will be bilingual · that translation facilitieswill be provided to staff where needed to fulfil the above conditions · that records will be is kept of those wishing to deal with S4C in a specified language and that these records will be the property of S4C.

Telephone communication

5.3 S4C shall employ bilingual telephone staff on its main telephone exchange and on the ‘Viewers Hotline’ service which deals with enquiries and complaints from the public.

· Every one who calls S4C’s main telephone exchange shall be greeted in Welsh and all those who call the ‘Viewers Hotline’ will be greeted bilingually. · In all cases the receptionists will welcome telephone calls in Welsh or English. · S4C’s general telephone number is: 01 222 74 74 44 · the S4C Viewers Hotline number is: 01 222 74 14 14 · The Minicom telephone number (for the deaf) is: 01 222 74 12 12 · S4C's Caernarfon office number is 01 286 67 46 22

5.4 There are direct lines to a number of departments within S4C and regular suppliers will be familiar with those numbers. When no-one is available to take a call, the call will be automatically redirected to the main telephone exchange.

5.5 S4C will provide guidance for staff on how to deal with calls in the two languages.

· Where required, we shall hold courses to familiarise staff with the new arrangements. Specific instructions will be given to those less fluent in Welsh. We shall also offer lessons to all members of staff wishing to learn Welsh although their post may not involve dealing with the public. · General guidelines will be issued to the staff.

5.6 All answering machines in S4C offices dealing with calls from the public will have bilingual messages.

5.7 As a rule the appropriate and qualified person in S4C will be able to hold a conversation in Welsh with the caller. On those occasions when this is not practicable S4C will endeavour to transfer the call to a Welsh speaker who can act as contact.

Public meetings and official events

5.8 Public meetings and official events will be held either in Welsh or English or bilingually whichever is the most appropriate for communicating effectively with the audience present (taking into account the nature of the audience). On all such occasions S4C will welcome contributions through the medium of either Welsh or English. This will be made known orally during the events or beforehand on the invitation or publicity for the event.

5.9 S4C will assess the need for providing translation facilities and a translator to enable a member of the public to choose in which language he or she wishes to speak.

5.10 Should the need for bilingual provision arise, S4C will make every effort either to provide translation facilities and a translator or to provide a simultaneous translation

5.11 S4C has permanent translation facilities in its main meeting room in Llanishen and a mobile unit for other locations.

5.12 The reception staff at all public meetings and official events will be bilingual. S4C will display a sign at exhibitions and receptions indicating that the staff are bilingual.

Other meetings with the public

5.13 The reception staff on the S4C reception desk will be bilingual, and this will be indicated by a sign on the reception desk.

5.14 People wishing or having to deal with S4C face to face will be able to do so in Welsh or English. Provided that the meeting has been arranged beforehand (following a reasonable period of notice), S4C will ensure that a person who is competent in Welsh, or a translator, will attend the meeting. S4C will enquire as to which language the visitor would prefer to conduct the meeting.

Other means of communication

5.15 S4C shall use other means of communicating with the public and shall act as follows:

· On the World Wide Web (Internet) information regarding our programmes and products will be in Welsh or English or bilingual, whichever is the most appropriate taking into account the nature of the content and the target audience. The public will have the choice of accessing the Welsh or English version and there will be a message to welcome replies in either of the two languages

· S4C’s address on the Internet is: www.s4c.co.uk

· Through S4C’s e-mail address by which messages can be sent and received and whole documents can be transmitted electronically. · Here again staff will be instructed to reply in the language of the sender of any message to S4C. Where S4C has information concerning the preferred language of the recipient of an e-mail message, any correspondence will be in that language. · Where there is no information but it is certain that the recipient is in Wales an effort will be made to establish the language of any future communication by sending a short initial message bilingually.

· S4C’s e-mail address is: [email protected]

· By fax machine. Here again, as above, we shall operate in accordance with the wish of the recipient or according to the information available.

· The cover sheet on each faxed message from S4C is produced by computer system and is bilingual. · S4C’s general Fax number is: 01 222 75 44 44

5.16 S4C also communicates with the public through and on the television screen including by means of the Teletestun service. These means of communication are regulated under the Broadcasting Acts but it is worth noting that current services include:

· English sub-titles on 75% of Welsh programmes on page 888 of the analogue service · Welsh sub-titles on 30% of Welsh programmes (for learners) on page 889 · Open sub-titles on some repeat broadcasts · Sub-titling of digital progammes will be introduced over a period to be agree with the Independent Television Commission · Welsh and English information pages about S4C’s Welsh programmes on the Teletestun service. Details about programmes sourced from C4 are in English.

5.17 Adverts and sponsorship announcements appearing on screen fall within the scope of the Broadcasting Acts. S4C’s Advertising and Sponsorship Department offer full

12 help, advice and encouragement to those wishing to broadcast their advertisements in Welsh. Those included within this category are:

· public bodies and organisations complying with their own language schemes e.g. government departments, local authorities etc · large and small commercial companies and any charitable association or organisation anxious to broadcast Welsh and English versions of their broadcasts and announcements.

5.18 The Broadcasting Acts are also intended to regulate digital broadcasting and any related developments in television technology. However, it is worth noting that some of the new developments intended for the new digital television era are currently little more than technical speculation and aspiration. S4C will take every opportunity, wherever technically possible and commercially practicable, to implement the principles of this Scheme when targeting the public in Wales.

5.19 S4C will also consider providing a service for those with impaired vision, where the voice of a commentator will be superimposed to explain the visible details on the screen. On Welsh programmes, the commentary will be available in Welsh.

6. THE ORGANISATION’S PUBLIC FACE

Corporate identity

6.1 The official name of S4C is S4C or Sianel Pedwar Cymru

6.2 S4C's logo is

6.3 The standard information appearing on headed notepaper, compliment slips, facsimile cover sheets, business cards, ID badges and any of S4C’s corporate exhibitions in Wales will be in Welsh only or bilingual.

Signs

6.4 Any signs prepared by S4C will be in Welsh only or bilingual

6.5 If the two language versions need to be separated on any sign both versions will be of equal form, size, quality and prominence with the Welsh first or side by side with English.

6.6 S4C has bilingual signs in the Main Reception areas in Llanishen

6.7 In other parts of the building in Llanishen, signs intended for the public (such as health and safety or special directions) are bilingual and the others for internal staff in Welsh only. The same policy is implemented in Caernarfon.

6.8 In permanent or temporary exhibitions all health and safety signs will be bilingual. However the exhibitions will either be in Welsh only or bilingual according to the requirements of the event.

Publication and printing of material (With the exception of programme promotional and publicity material)

6.9 All corporate publications intended by S4C for the public in Wales will be bilingual and comprised in one document. S4C will budget to fund the preparation of bilingual versions of relevant publications within the same volume. These include:

· Annual Reports · Annual Financial Reports and Accounts · Consultative documents · S4C Compliance Guidelines · S4C Suppliers’ Handbook

14 6.10 S4C has never charged for any corporate document. Should S4C, after publication of this Scheme, decide to charge for corporate publications and should separate Welsh and English versions be published, S4C will ensure that the Welsh version will be available at the same time as the English version and that the same price will be charged for both versions.

6.11 Specific guidelines will be provided for staff, designers and printers to ensure that any corporate documents are in Welsh only or bilingual and where the document is bilingual that Welsh will be first or side by side with the English version.

6.12 Some publications, volumes and products associated with S4C programmes are published by Hughes a’i Fab, a division of S4C Masnachol (Commercial).

· Most of the volumes are published in Welsh only. Where there is an English version the price of both versions will be the same. · When video or audio tapes or CD ROM are published the covers are bilingual but the content is in Welsh. · When the cassettes are Welsh versions of material also available in English (from other publishers) both prices will be the same. · Material produced by Hughes a’i Fab is advertised in Welsh in Welsh publications and bilingually in the Hughes a’i Fab Catalogue.

6.13 All printed documents relating to S4C’s financial proceedings are bilingual. These include:

· Invoices · Vouchers · Receipts · Cheque documents · Salary documents

The amount of every cheque is stated in Welsh only.

6.14 S4C’s promotional material, posters and corporate advertisements aimed at the public in Wales will be in Welsh only or bilingual. Versions will be chosen to match the occasion or the need.e.g. where it is necessary to respect the Welsh language rule at the National Eisteddfod, our exhibition will probably be almost totally Welsh. At the Llanelwedd Agricultural Show material will be bilingual.

Explanatory material and forms (With the exception of programme promotion and publicity material)

6.15 S4C will provide explanatory material and forms for the public in Wales in Welsh only or bilingually. These include:

· bilingual details of peripheral services such as Teletestun, ‘Viewers Hotline’ etc · bilingual details of compliance matters, how and to whom to direct complaints etc

15 · at events where it is known beforehand that everyone speaks Welsh e.e. for visits by school parties or associations to S4C's main offices, the materials may be presented in Welsh only

6.16 S4C will send Welsh only or bilingual versions of material in accordance with the information available within S4C.

Press and media releases (With the exception of those concerning programmes)

6.17 S4C’s corporate written releases to the press and mass media in Wales will be in Welsh only or bilingual.

· They will be sent in Welsh only to Welsh language weekly publications and to the "papurau bro" · Bilingual versions will be sent to other publications such as news papers etc.

Publicity and promotional activities (Off screen)

6.18 The language of S4C’s promotional and publicity campaigns will be as follows:

· corporate promotion in the press and on the Internet will be mainly in Welsh or bilingual · S4C’s Welsh programmes will be promoted mainly in Welsh with the exception of those which have also been targeted to attract non-Welsh speaking viewers. Those will be promoted bilingually. This will include advertisements, leaflets, goods, electronic messages etc · On the analogue service English programmes sourced from Channel 4 will be promoted through the medium of English. · On roadside billboards some large posters will be in one language only, but there will be a corresponding poster in the other language in the same area. This will be particularly relevant in campaigns to promote Welsh programmes targeted to attract non-Welsh speaking viewers.

6.19 Public surveys and response mechanisms for promotional campaigns will use Welsh and English in accordance with what is known concerning the language of the members of the public involved in the surveys. However it must be noted that external agencies often operate on behalf of S4C in this specialist field and in some cases S4C is not permitted to know who participated in the response and research panels. Some of the research is carried out with focus groups, some through opinion surveys and statistics from measurement panels.

In the case of focus groups S4C will:

· insist that respondents are recruited through the medium of Welsh or bilingually

16 · insist that groups are informed beforehand (by means of a bilingual document) in which language the groups will probably conduct their discussion · provide translation service according to need · set recruitment targets for the agencies and train more suitable people to steer the groups.

6.20 In the case of research by survey and measurement panel, S4C will encourage the agencies to implement the principles of this Scheme by providing choice of language in which the public can respond. Targets will be set to enable the companies to achieve an acceptable standard of service in the name of S4C.

Public notices

6.21 S4C will publish its public notices as follows:

· in Welsh only in publications in which the content is in Welsh only · in all other publications circulating in Wales they will be either in Welsh only, where the language is essential, or bilingual. When appropriate, a brief description in English will be added to a Welsh language advertisement. · if the Welsh and English versions have to be separate, S4C will ensure that they are on the basis that the Welsh language version is first or that both languages appear side by side.

6.22 These notices include official announcements, invitations to tender, recruitment advertisements, and scholarship and sponsorship grant announcements appearing in the press.

6.23 Each department will have its own guidelines and directions for implementing the above principles.

7. IMPLEMENTING AND MONITORING THE SCHEME

Staffing

7.1 S4C will ensure that Welsh speakers with the appropriate skills will be available to communicate with the public through the medium of Welsh

7.2 S4C will identify those posts where the ability to speak Welsh is essential or desirable and this will be stated in the relevant job advertisements

7.3 S4C will ensure that all persons responsible for staff appointments in S4C are aware of the requirements of this Scheme and will assess the need for fluency in Welsh before appointing for any S4C post where the holder is likely to have contact with the public in Wales.

Teaching Welsh to staff

7.4 S4C will encourage and support staff to learn Welsh and will ensure that Welsh lessons are available for those members of staff who wish to start learning or to improve their grasp of the Welsh language, whether their post requires a knowledge of the Welsh language or not. This will be achieved by:

· providing lessons in the work-place · ensuring that learners are released for their lessons during work time. · ensuring that those learning on rest days between shifts will be paid on the usual work time scale · providing resources such as books, teaching tapes etc · providing support and help through S4C’s training officer.

Recruitment

7.5 Because of the nature of S4C and its objectives S4C will evidently consider language ability to be one of a number of relevant skills when appointing staff. This will be stated in advertisements and in job descriptions. S4C application forms will be bilingual and all communication with applicants thereafter will be in the language used to complete the forms.

7.6 When S4C considers the ability to speak Welsh to be an essential qualification for a specific post but has not been able to attract an appropriate Welsh speaking applicant, S4C will consider offering the post to a non-Welsh speaking applicant but on condition that he/she achieves a satisfactory level of fluency in a specified period.

7.7 S4C will adopt an assessment system such as the National Vocational Qualifications (NVQ) to measure fluency where necessary.

18 Vocational training

7.8 S4C will assess the need for specific training through the medium of Welsh and will provide specific courses to meet that need. It must be noted that there are few television channels who operate and administer through the medium of Welsh and that we are unique in conducting certain of our activities in Welsh.

· Some of the initial training in S4C is in-service training, by people who have already developed a specialism through the medium of Welsh · S4C is one of the co-founders of ‘Cyfle’, a vocational training agency for the Welsh language workforce in the television industry. We use resources such as ‘Cyfle’ when we need to send our staff on courses appropriate to their careers. · Where training is needed and suitable courses and trainers are available through the medium of Welsh, S4C will use them.

Administrative arrangements

7.9 This Scheme has been approved by the S4C Authority which has given full authority for its implementation to the Chief Executive and the Management Team of S4C. The Chair and the Chief Executive of S4C have expressed their full support for the Scheme and intend to emphasise to staff that they wish to see it implemented.

7.10 S4C will ensure that all the principles of this Scheme will be communicated to S4C staff in the same way in which all other S4C policies are communicated to them. We have a staff handbook which contains S4C's employment policies and conditions of employment. This Scheme and instructions how to implement it will be added to the handbook.

7.11 S4C will ensure that a Co-ordinating Panel will supervise the way in which this Scheme is implemented and that managers will implement those parts of it relevant to their departments. All departments within S4C have a departmental plan and the relevant sections of this Scheme will be added to the relevant department's plan.

7.12 S4C will ensure that any translation provided by S4C will be of a high standard.

7.13 S4C has recently formulated a strategy for transferring information electronically and S4C will consider this Scheme when implementing this strategy. One possibility will be for the internal communication network - the Intranet - to include a copy of this Scheme and any relevant directions. S4C, to the extent that the appropriate material and technology is available, will ensure that new computer programmes will enable S4C to comply with this Scheme.

The provision of services to or on behalf of S4C by other parties

7.14 In the case of external suppliers who are public bodies, S4C will expect them to operate in compliance with the schemes agreed between them and the Welsh

19 Language Board. Where no such scheme has been agreed, the supplier will be expected to operate in compliance with the principles of this Scheme.

7.15 In the case of external suppliers who are private companies engaged in activities which S4C's internal staff are expected to perform when dealing with the public (as listed in the "Targets" section) and where such external suppliers carry out these activities in S4C's name, S4C will insist that they comply with this Scheme within the period noted in the "Targets" Section.

7.16 In the case of external suppliers who are private companies and who provide services to S4C but not in the name of S4C and who deal with the public in Wales as a consequence of their commercial relationship with S4C, S4C will operate the following policy:

· S4C will inform the company of the nature, purpose and content of this Scheme; · S4C will encourage the company to respect the principles of the Scheme while providing service to S4C; · where relevant S4C will include a reasonable condition in any new agreement with the company to ensure that it respects the principles of this Scheme to the extent that the company deals or is likely to deal with the public. · Every such case will need to be considered individually, taking into account: · the nature of the service supplied to S4C and how often the company comes into contact with the public whilst providing services to S4C; · the duration of the contract and its value to the company: · the location and size of the company.

S4C’s subsidiary companies

7.17 In the case of subsidiary companies in which S4C owns the majority of the share capital S4C will excercise its influence over the subsidiary to ensure that it implements the principles of this Scheme.

7.18 In the case of subsidiary companies in which S4C does not own themajority of the share capital, S4C will implement the same principles as apply to suppliers who are private companies. In the case of these subsidiary companies, S4C will try to influence them to respect the principles of the Scheme where appropriate, reasonable and practicable.

20 8. MONITORING

8.1 Monitoring the Scheme will be an on-going activity.

8.2 S4C will ensure that the way in which the Scheme is implemented will be monitored by:

8.2.1 assessing S4C policies in the light of this Scheme when introducing any new provision involving the public in Wales or which may effect the current provision. All policy and strategy decisions will be made on the basis that both languages will be treated as having equal status.

8.2.2 monitoring the way in which S4C responds to public demand for service through the medium of Welsh, including response times, and any arrangements made for meetings etc. We already have guidelines for responding to the public in the field of Compliance and two external organisations monitor our service for compliance purposes on our behalf. We have a monitoring system for our ‘Viewers Hotline’ service which provides regular reports on the nature and frequency of comments, enquiries and complaints. Our research department holds formal surveys on public response to topics such as marketing campaigns. Occasionally we shall extend these methods of opinion assessment to include the evaluation of our methods of communicating with the public in Welsh. Similarly we will extend our complaints and comments procedure to welcome comments on ourperformance in responding to the public through the medium of Welsh. S4C will also assess the internal or external translation services we use and ensure that they are of the best standard possible.

8.2.3 monitoring S4C’s corporate written material in the lightof this Scheme. It has been our policy to create material bilingually since our establishment in 1981 and S4C has always taken pride in the quality of our corporate publications in which particular care and attention has been given to the Welsh version as well as the English. We shall continue to treat our material with this same level of care and occasionally we shall seek external opinion on its standard.

8.3 monitoring S4C’s staffing policy in relation to the implementation of this SchemeEvery decision regarding the renewal of appointments along with appraising staff performances will give full consideration to all the requirements of this Scheme. In the same way any training needs arising from the requirements of this Scheme will be discussed in the context of staff career development.

8.4 monitoring the nature and frequency of complaints stemming from the way S4C deals with the public as regards language. S4C will, in the same way as it deals with other complaints concerning its administration, analyse the complaints and the way in which they were handled. If necessary, we shall hold an investigation if it appears that our service to the public has fallen below the standard set out in this Scheme.

8.3 Responsibility for monitoring this Scheme has been given specifically to:

Ifan Roberts S4C Director of Personnel and Administration

8.4 Any comments on the Scheme or complaints concerning the way in which the principles in this Scheme are implemented should be sent to:

Secretary to the Authority S4C Parc Ty Glas Llanishen Cardiff CF4 5DU Telephone: 01 222 741 404

8.5 S4C staff are aware of the above, and all agents, contractors or sub-contractors who operate in the name of S4C and members of the public will be informed of the same as and when appropriate.

8.6 Regular monitoring will be undertaken to ensure that the requirements of S4C’s Annual Business Plan comply with the requirements of this Scheme.

8.7 S4C is prepared to receive complaints, suggestions and proposals for improvements in relation to the way in which S4C deals with the public through the medium of Welsh through S4C’s usual procedure for receiving, responding to and monitoring complaints. The public may express their comments in the form of a written letter, article, fax, e-mail or on the Internet or orally by telephone or face to face.

8.8 An annual report will be submitted to the Welsh Language Board describing the steps taken during the year to implement the measures of the Scheme and analysing the number and nature of any complaints and suggestions for improvements received from the public. The Report will be in a form acceptable to the Welsh Language Board.

22 9. TARGETS

9.1 S4C will implement this Scheme formally 6 months from the date it was approved by the Welsh Language Board in the following areas:

· All the activities outlined in this Scheme which internal staff in S4C are expected to fulfil when dealing with the public. These include:

· Marketing campaigns, publicity, public meetings, handling business matters and contracting, organising and holding events, visits, publications, communication, greeting and reception, appointments, training, administration, and dealing with suppliers and customers. · internal work of a like nature to the above undertaken in the name of S4C by external agencies e.g. promotional campaigns, publicity, events etc

9.2 In the case of external suppliers working under contract whehter providing services to or on behalf of S4C and involved in activities which are not part of the usual internal work of S4C we shall operate a period of consultation and encouragement. Where contracts are to be renewed following the approval of this Scheme we shall operate the following schedule:

9.2.1 Companies undertaking Research/ Providing Questionnaires/ Supplying Statistics specially for S4C in which they will come into direct contact with the public.

· The relevant provisions to encourage them to comply with this Scheme to be in place within 12 months following the signing or renewal of a contract which takes effect after the approval of this Scheme.

9.2.2 Suppliers of programmes and broadcasting materials who deal with the public as part of their work.

· The relevant provision to encourage them to comply with this Scheme to be in place within 12 months following the signing or renewal of a contract which takes effect after the approval of this Scheme.

Publishing information

9.3 S4C will publish information comparing S4C’s performance against the standards set out in this Scheme in the annual report in the same way as it already publishes other performance results.

23 9.4 The information will include:

· the number of enquiries and complaints received in relation to the manner in which S4C communicates with the public in Welsh · our response times as against in relation to target times if different from response times in English · statistics concerning staff who are able to communicate in Welsh in posts where Welsh is considered an essential or desirable qualification · number of staff receiving tuition in Welsh

Publicity

9.5 S4C will use all the means of communicating with the public used by S4C to inform its staff, its agents, contractors and sub-contractors and the public of this Scheme and their right to communicate with S4C in Welsh as in English.

· S4C will customarily provide press releases, corporate advertisements, official notices, leaflets etc · S4C will also employ electronic means for transferring information.These can include fax, e-mail, Internet, teletext and advertisement breaks between programmes on screen.

24 10. TIMETABLE

Most of this Scheme has already been implemented. The remainder will be introduced in accordance with the targets set out in this Scheme as follows:

MEASURES DEPARTMENTAL TIMING RESPONSIBILITY

1. Review of strategy and policies; All April 1998 or 6 months setting and communication of from the date of approval standards; setting of monitoring of the scheme whichever standards. is the later.

2. Publication of results of response Corporate Annual monitoring

3. Dealing bilingually with the public: All Current practice correspondence, telephone calls, electronic systems, greetings by reception and exchange, answering machines

4. Public meetings, promotional Marketing, Current practice events, visits, exhibitions: greeting and Corporate Press, reception staff Personnel & Administration

5. Response to specific requests for All April 1998 or 6 months business meetings in Welsh from the approval of this Scheme whichever is the later

6. General directions and signs in Personnel & Already in place buildings Administration

7. Public image and corporate Corporate Current Practice publications

8. Forms of all kinds All Current Practice

9. Press releases, official publications, Various Current Practice recruitment advertisements, tenders etc

25 10. Recruitment: forms, offer letters Personnel & Current Practice and contracts. Administration

11. Training: review of requirements Personnel & On-going activity Administration 12. Provision of guidelines for staff Personnel & April 1998 or 6 months Administration; from the approval of this Directors of all Scheme Departments 13. Provision of translation services and equipment Personnel & Current practice Administration 14. Computer equipment Information On-going activity Technology 15. External suppliers Audience Research, See Sections on Targets Production and the provision of Various Services by other parties to or on behalf of S4C.

16. Establishment of a system to Partly in existence and the monitor performance compliance Corporate remainde by April 1998 or 6 months from the date of approval of this Scheme whichever is the later

17. Publication of information on the Annual above Corporate

18. Publicity concerning the Scheme All S4C's methods Corporate initially, then in leaflets Press and information reports concerning S4C (see section of publicity)