Police Service of Northern Ireland The Appropriate Language Guide Equality and Diversity Unit The Appropriate Language Guide for the workplace and wider community Police Service of Northern Ireland Equality & Diversity Unit September 2013 1 2 CONTENTS Foreword Page 5 Introduction Page 6 Human Rights Page 9 Age Page 9 Disability Page 11 Gender Page 12 Gender Identity Page 14 Race and Ethnicity Page 15 Religion Page 19 Sexual Orientation Page 20 Community Identity (N.Ireland) Page 21 Consultation Page 23 Appendix A Page 24 3 4 FOREWORD The Police Service of Northern Ireland seeks to provide a police service that is personal to the needs of individuals, professional in getting things right first time, and protective in keeping people safe. It is essential that we take a lead in using language that does not exclude colleagues or members of the community, does not stereotype and always shows a wholehearted commitment to the principles of equal opportunities, dignity and respect. Focusing on diversity and looking for more ways to be a truly inclusive Service - one that makes full use of the contributions of all officers, staff and members of the public - is good business sense that yields greater productivity in achieving the strategic aims of the Police Service of Northern Ireland. By demonstrating our commitment to getting our language and communications right, we hope to reassure officers, staff and local communities of our commitment to fighting crime and protecting all of the people within Northern Ireland. We strongly believe that our commitment to diversity will be strengthened and easier to achieve if we carefully consider the language we use and ensure we treat people as individuals, not merely as members of groups. It is important to remember that the context in which language is used is as relevant as the actual words uttered and we are mindful that context must be taken into account. It is also critical that people do not find themselves so apprehensive about the language they use that we fail to communicate at all. This guide was first produced in May 2006 and has been updated to assist all officers and members of staff to use terminology which is acceptable to all sections of our wider community, and which promotes best practice and professionalism. The information contained in this guide is intended to help to protect officers and staff from making unintentional mistakes in the language they use and to help them interact better with our communities. It also provides valuable guidance on how staff should respond to inappropriate language, both within and outside the workplace. Getting it right sends an important message about our awareness of equality issues and our respect for individual differences and preferences. Chief Constable Matt Baggott 5 INTRODUCTION As the Chief Constable outlined in his foreword, getting it right sends an important message about ‘Language is the dress of thought’ – Samuel our awareness of equality and diversity issues, our Johnson respect for individual differences and preferences Sometimes those whose language has been and our true commitment to an inclusive society. challenged have claimed that they did not know they were causing offence or that it was just part of This guide does not seek to be definitive. There may everyday ‘banter’. be disagreement about its content and relevance. The debate will be welcome and hopefully help us Others have expressed uncertainty about the use towards a common understanding about the use of of language around equality issues particularly language. as language has evolved. Surprisingly there is no comprehensive guidance from the Equality ‘Language is the road map of a culture. It tells you Commission for Northern Ireland, the statutory body where its people come from and where they are responsible for overseeing the implementation of going’ – Rita Mae Brown current anti-discrimination law and practices. Communication This guide was originally produced in May 2006 to Communication takes many forms. However, the reflect our commitments to respect and diversity words we use should give a clear message to as outlined within our Policing a Shared Future everyone we deal with that we value diversity and Strategy, Gender Action Plan and Disability Action respect individual differences. Plan. The Equality, Diversity and Good Relations Strategy 2012 -2017 gives a commitment to But communication is not just about words. We reviewing the appropriate language guide as a should also ensure that our tone of voice, our measure in achieving our objective of PSNI being a demeanour and our body language conveys the workplace which is inclusive, fair and welcoming. same message of inclusiveness. While the previous Appropriate Language Guide made reference to the If we are truly to demonstrate respect, importance of sensitive communication in relation understanding and fairness, tackle discrimination to good practice and professionalism, it is believed and exclusion, we need to ensure that the language that this area requires much more focus. There is a we use is consistent with those intentions. need to focus on positive and constructive aspects of language. By underpinning all interactions This means not only avoiding words and phrases that with respect and compassion, the risk of using offend, but also using language that is inclusive of inappropriate or derogatory language will be others. We expect everyone to respect the views and substantially negated, while empowering officers feelings of others, and to use language that neither and members of staff in their roles. offends nor excludes, intentionally or otherwise. The important point is to be sensitive to the issues, and The importance of acknowledging and inquiring into the possible offence that language can cause. how each individual in each situation would prefer to be referred to as, is a fundamental aspect in We believe that equal opportunities will be communication and the use of appropriate language. strengthened and easier to achieve if we carefully All communication has an impact on the recipient, examine the language we use and the way that we and may be remembered for a very long time. The use it, ensuring we treat people as individuals, language used, and the tone in which it is delivered, not merely as members of groups. can have an effect on the recipient’s perception of the service and may be repeated to other people. This guide will help identify terminology which is broadly acceptable and which promotes best practice The use of discriminatory, prejudicial or exclusive and professionalism. The information contained in language whether intentional or not, may suggest this guide is intended to help avoid the unintentional insensitivity to individual needs and a lack of professionalism and encourages the exclusion, offence caused by unthinking use of language and devaluing and stereotyping of groups or individuals to improve relationships between officers, staff and (including the police service). across the whole community. 6 Discriminatory or exclusionary language may impact example, to competitors and participants in the upon many different groups, identified, for example, Special Olympics or to the Federation for Children by age, dependants, marital or civil partnership with Special Needs. status, disability, sex, gender reassignment, race, religion, political opinion or sexual orientation. Likewise, the use of the word ‘fenian’ as a generic term to refer to Roman Catholics in the vast majority However, being challenged about our use of of circumstances will be offensive. However, it may inappropriate language does not necessarily mean be perfectly acceptable to use it in an appropriate that we are being accused of being racist, sexist, historical context, for example, if referring to the homophobic, etc. What it does mean is that we need Fenian Brotherhood. to re-examine our choice of words and be more sensitive to the potential to cause offence to others Remember: through the words and phrases we use. * you can repeat inappropriate words used by We realise that it may be difficult for some people to colleagues or members of the public for the learn not to use certain words and phrases that have sake of accurately reporting what was said become part of their everyday vocabulary through their common usage over a period of time. It can * there may be circumstances where be difficult to develop new habits of speech and terminology, which would otherwise writing, but it is vital that we achieve this if we are to be inappropriate (as a generic term) is appropriate in specific circumstances e.g. provide an appropriate, professional service to the ‘special needs’ public we seek to serve and create a truly inclusive environment in which we can all work. * there may be certain operational reasons for use of language which would otherwise be We understand that most people want to avoid inappropriate in the workplace. causing offence, and this guide will help by showing where care is needed. * not every use of inappropriate language will give rise to action being taken. It is extremely It is not the intention of this guide to condemn people important to understand the context in which for the innocent use of inappropriate language. that language was used. However, it is important to acknowledge that words and phrases may be considered offensive even if they Political correctness gone mad? do appear in a dictionary or have been in usage for many years. The term ‘political correctness’ is often used as an excuse, a criticism or an accusation by people unwilling or unable to take personal responsibility The use of language that creates an intimidating, for their actions. hostile, degrading, humiliating or offensive environment may constitute harassment and We are not seeking to achieve political unlawful discrimination and consequently the correctness. We want to achieve professional deliberate or repeated use of such language could appropriateness.