Practical Tool: Measures and guidelines

Whereas ______name of organization _____ has undertaken a commitment to offer services in both English and French, the following measures and guidelines are hereby adopted.

Formal identification

  • Bilingual materials will be used to convey a bilingual image. (for example, logo, letterhead, electronic signature blocks, business cards, signage)

Written communications

Information, advertisements and promotional material
  • A bilingual format is to be used whenever possible.
  • Brochures, pamphlets and all promotional material for general distribution will be made available in both official languages.
  • Publications will include the appropriate version of the following notice: "This document is also available in English" or "Ce document est également disponible en français."
  • When a publication is produced in one language only, serious consideration will be given to providing a summary in the other language.
  • Advertising will be done in both English and French-language media.
Correspondence
  • Mail from members or the public will be answered in the official language used in the original request.
  • When initiating correspondence, the language preference of the individual to be addressed will be determined and respected.
  • Language preference will be indicated in the client database.
Forms and contracts
  • All forms used by members and clients will be made available in English and French, preferably in a bilingual format. If separate English and French versions are produced, there must be an indication that the form is available in the other language.
  • Contracts will be available in both English and French.
  • Contracted service providers shall be required to provide their services in both English and French.
Newsletters, bulletins and publications
  • Newsletters, bulletins, publications and other documents, such as by-laws and regulations, will be made available in English and French.
  • Publications produced in separate versions will indicate their availability in the other language.
  • When a publication is produced in one language only, serious consideration will be given to provide an abstract in the other language.
Website
  • All website material will be created in both English and French.
  • Website updates will be made simultaneously in both languages.
Media relations
  • All press releases will be produced in English for the English media and in French for the French media.

Oral communications

Call centres and reception
  • Call centres and reception areas will be staffed by individuals able to respond to requests and to greet the public in English and French.
Pre-recorded telephone messages
  • All voice mail messages will be recorded in both official languages.
Meetings, conferences and other events
  • When holding meetings, conferences or other events, efforts will be made to ensure that participants feel free to use the official language of their choice.
  • When holding a promotional activity or event, a bilingual image will be projected. (for example, signage, publications and services available in both languages)
  • Welcome speeches at public and official events will be given in both English and French.
  • Meetings and events will be chaired bilingually and presenters will be made aware of the language requirements of participants.
  • Press conferences held in one of the official languages will have a spokesperson in the other language.

Organizational procedures

Board of Directors
  • All verbal or written information requests concerning the business of the Board will be answered in the language of the request.
  • Participants in meetings of the Board of Directors are free to express themselves in the language of their choice.
  • Both official language groups will be represented on the Board.
Various operational and executive committees
  • All verbal or written information requests concerning the business of the various committees will be answered in the language of the request.
  • Participants in meetings and activities are free to express themselves in the language of their choice.
  • Both official language groups may be represented on the various committees.
Annual general assembly
  • All information related to the annual general assembly (for example, invitation, notices, agenda, minutes) will be distributed in both official languages.
  • During the annual general assembly, members are free to express themselves in the language of their choice.
  • Simultaneous interpretation will be made available as required.
  • The invitation to the annual assembly will be issued in both official languages.

Bilingual positions

  • Positions will be designated bilingual as required.
  • Linguistic requirements for designated bilingual positions and a linguistic evaluation process will be established.
  • Targeted recruitment procedures will be used to assist in the hiring of qualified bilingual personnel.

Language training

  • When developing training or professional development programs, second language training programs will be included.
  • Incentives will be provided to employees who are willing to develop second language skills on their own time.

Applying the policy

  • The President-Elect is responsible for ensuring overall applications of the policy, however employees at every level will be held accountable.

To view examples of measures and guidelines developed by organizations, please visit the following links:

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