CASLPA's Official Languages/Bilingualism Policy

AREA: Board
SUBJECT: Official Languages

POLICY: The two fundamental principles of this policy are:

• Members of CASLPA should as a general rule be able to obtain services from, and communicate, with their association in the official language of their choice.
  
  
• Members of the public and/or members of the national associations and specialized audiences with whom they deal should be able to receive information from CASLPA in their preferred official language.

I. Assessment of Demand

a) Active offer of bilingual services
In practical terms, if CASLPA agrees that services should be made available in both official languages, such services should be readily accessible and actively offered (for example, by means of bilingual signage and a bilingual greeting), whenever possible. This is particularly true of services offered in person or over the telephone. At the very least, delays in providing service should be handled with common sense and courtesy.

b) Determination of members' language preference
In order to evaluate the nature of the services CASLPA should offer in English and French, it is important that members be canvassed individually as to their language preferences and that such information be recorded and kept up to date. Members should be canvassed by means of a bilingual form or document. It should not be assumed that bilingual members are indifferent to the question of language of service.

c) Determination of language preferences of the general public
Any enquiry in a given language plainly constitutes in itself a request for service in that language. A record should be kept of the number and frequency of requests in French.

II. Service to Members and to the General Public

The term "service" refers not only to answering the telephone and meeting members, but also to many other activities such as answering letters, distributing forms and publications and organizing meetings and conferences.

a) Formal identification

To project a bilingual image, CASLPA will ensure that identification material (letterhead, calling cards, etc.) is presented in both official languages. The bilingualism of such "identity" material provides an obvious indication that services can be made available in English and French. Whenever possible, both official languages should be given equal prominence.

b) Written material

CASLPA will provide all "official" publications including JSLPA, Communiqué,Update and the website in both official languages.

i. Correspondence
Correspondence should normally be answered in the language used by the member when writing to the association. Forms and publications enclosed with correspondence should be provided in the appropriate language.

ii. Forms
All forms used by members should normally be made available in English and French. If separate versions are produced, the availability of the form in the other language should be noted.

iii. Newsletters, bulletins, and publications
Newsletters, bulletins and publications of a general nature and other documents (by-laws and regulations, etc.) should be made available in English and in French, to the extent it is feasible to do so. Publications in separate versions should bear a note indicating their availability in the other language. When a publication is produced only in one language (learned and technical publications, for example), consideration should be given to providing an abstract in the other language.

iv. Information
In preparing press releases and information material, consideration should be given to informing both language communities equally. Whenever possible, material should be provided to the media in its language. If CASLPA is participating in a promotional activity or event in an area where French and English are spoken, efforts should be made to project a bilingual image (signs, publications, etc.) or to provide service in person in both official languages.

v. Web Site
Posting of information/materials on the web site will follow the same guidelines as outlined in this policy for written materials.

c) Person-to-person contacts

The commitment to provide service in both official languages doesn't mean that every employee of CASLPA must be bilingual, but it is important that employees be aware of the association's commitment in this regard. Employees who are asked for service in an official language they do not speak should call on a fellow employee who can provide the service without undue delay.

i. Telephone and receptionist services
response to a telephone call should be a bilingual identification that indicates that service is available in both official languages. Employees who cannot continue the conversation in the official language chosen by the caller should seek in a polite manner to transfer the call to a colleague who is able to do so.

ii. Meetings and conferences
Meetings and conferences of the association are held in English only. Promotional materials for the annual conference are produced and distributed in both official languages. Sessions may be offered in French whenever possible.

Agendas, minutes, documents, forms and visual aids are prepared in English only.

iii. Education, training and certification
Certification materials (form, diplomas, etc.) should normally be available in both official languages. Also, members should be able to submit CEE credits in either English or French.