The purpose of the compliance procedure

 

In summary:

  • to ensure full understanding of the Standards
  • to monitor compliance with the Standards and gather evidence of compliance, or failure to comply
  • to establish procedures for implementing/enforcing where there is failure to comply
  • to gather compliance data (data required under the Standards and additional data).

In addition, compliance monitoring:

  • provides assurance to the University that it is effectively fulfilling its duties, and allows the University to respond promptly if problems arise
  • provides assurance to the public/students/users that the Welsh service is effective (e.g. by testing that service / for the annual report). 

It is also a requirement of the Standards to keep records of compliance, and the Welsh Language Commissioner may ask to see evidence of compliance at any time. 

Self-monitoring by University colleges and departments

Colleges and departments are asked to take part in a self-monitoring process three times a year (i.e. once a term). The Welsh Language Commissioner follows a similar timeline when monitoring institutions' compliance.

Checklists are used to summarise Standards requirements and it is a relatively simple process. Evidence and additional information is also requested where required. 

The purpose of this exercise is to provide an early warning of any problems or failings in terms of compliance, or to highlight good practice, and to encourage colleges/departments to monitor themselves. 

Monitoring by the Welsh Language Office

For the most part, this is a desk-based exercise, using the website, intranet and phone etc. It may also include unannounced visits to public places to monitor some specific services e.g. signs, receptions, public content. 

The purpose of this exercise is also to confirm compliance, and to provide and early warning of any compliance problems or failures and to provide support/time to put things right within a specific timetables (following the compliance framework).

Complaints

Although complaints don't form part of the regular monitoring framework, any complaints should feed into the wider monitoring procedure, and work alongside it. Complaints should be considered as a further element of the monitoring system, and as an additional way of drawing attention to failures or difficulties (if there is a proven basis for the complaint).

Annual Standards report

The report is an important way of proving compliance, and the monitoring/self-monitoring/data collection arrangements will all feed into the annual report, and stand as a public account of the University's compliance. 

The information required for the annual report is included in the self-monitoring forms for colleges and administrative departments. 

There are several specific requirement within the Standards in relation to the annual report, and the majority of the requirements fall within the Welsh Language Office's data collection methods. 

Annual report 2014-2015