ARCHIVED - Audit on the Use of Translation Services - Number 6

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department refers to the following three documents: Treasury Board Policy, a departmental administrative directive on translation dated July 1989, and guidelines.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The directives describe the different types of documents and circumstances under which communications must be produced in both official languages.

Knowledge of the directives.

The employees interviewed are familiar with the content of the directives.

Existence of mechanisms to ensure compliance with the directives.

The co-ordinators monitor compliance with the directives by providing information and advice.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

No obstacle was identified.

Existence of criteria for determining the need to translate texts in the absence of directives.

The criteria are stated in the departmental administrative directive.

Existence of a formal authorization system.

The formal system of authorization is set out in the departmental administrative directive.

Measures for compliance with the authorization system.

Long texts: the co-ordinators monitor for compliance.

Short texts: the co-ordinators use their judgment.

Occasionally, they question requests for translation of administrative texts.

Refusal of unjustified requests for translation.

Requests for translation are not usually refused. The co-ordinators do question the need to have certain texts translated. This may affect decisions to have similar texts translated in the future.

Production of texts by means of parallel drafting.

There is no parallel drafting.

In bilingual regions, are short texts produced within the Unit.

The co-ordinators encourage the Units to draft texts. The Department has made a text revision system available to the Units.

Users are encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

The co-ordinators encourage employees to draft texts in the language of the recipient. However, the Units' ability to produce technical texts in French is limited.

Acquisition of documents in both official languages.

Documents are acquired when available.

Translation of texts by the Translation Bureau.

Most texts (95%) are translated by the Translation Bureau. While no statistics are maintained, this figure is widely acknowledged to be accurate.

The federal agency has appointed one or more translation co-ordinators.

The Translation Bureau has the names of the translation co-ordinators.

Control mechanisms to verify the need to produce the text in both official languages.

Control mechanisms are in place.

Steps taken to plan the time needed for translation.

Texts are transmitted electronically to the Translation Bureau. There are agreements with the Translation Bureau for the translation of long texts and urgent texts.

Steps taken to prevent the translation of texts that already exist in both official languages.

The co-ordinators advise the Units.

Steps taken to ensure that only final versions are sent for translation.

The co-ordinators monitor such situations and users have been made aware of the difficulties they can cause the Translation Bureau.

Steps taken to identify texts that have been changed.

Where a text already submitted is changed, the previous request number is provided and the changes are indicated.

Envelope control mechanism.

The Translation Bureau produces a monthly report on the volume of words translated. Volume in excess of the allotted word envelope is due to the obligation to produce texts in both official languages.

Action taken when a text sent for translation no longer needs to be translated.

N/A

Results of review of the Translation Bureau files.

We noted several short texts (under three pages), letters addressed to Francophones and technical medical publications. Requests for translation are always authorized.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

We found that statements of qualifications are regularly translated. At this time, a co-ordinator is preparing a glossary to help the operational Units draft statements of qualifications in both official languages.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The policy on translation and related services is dated January 1991.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The policy lists texts that are required simultaneously in both official languages and requests for translation which cannot be accepted.

Knowledge of the directives.

Those we interviewed did not know the departmental policy but were aware of the government policy.

Existence of mechanisms to ensure compliance with the directives.

The departmental translation co-ordinator is responsible for implementing the policy.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There is a mechanism for checking whether a document has already been translated or could be submitted simultaneously by another branch of the Department for translation.

Priority situations, mainly due to the nature of the work within both departments, impact on deadlines the Translation Bureau is expected to meet.

Existence of criteria for determining the need to translate texts in the absence of directives.

The criteria in the government policy are used.

Measures for compliance with the authorization system.

Where the co-ordinator cannot identify the person who authorized the translation of a document, the authorization is confirmed with the manager

Existence of a formal authorization system.

There is no formal system of authorization. Requests for translation are often signed by secretaries and co-op students or are not signed at all. However, the translation co-ordinator is authorized to refuse all unjustified requests for translation.

Refusal of unjustified requests for translation.

The Translation Bureau refuses unjustified requests for translation.

Production of texts by means of parallel drafting.

This method is seldom used.

In bilingual regions, are short texts produced within the Unit.

This method is used occasionally.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Users are aware of this.

Acquisition of documents in both official languages.

This method is used occasionally.

Translation of texts by the Translation Bureau.

This is the method used most often.

The federal agency has appointed one or more translation co-ordinators.

The Department has appointed one translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

The departmental translation co-ordinator is to analyze and check requests for translation, except those covered under an agreement. These texts are sent directly to the Translation Bureau.

Steps taken to plan the time needed for translation.

The deadlines which users expect the Translation Bureau to meet are often too tight and result in additional charges for overtime.

Steps taken to prevent the translation of texts that already exist in both official languages.

The Translation Co-ordination Service operates an automated system for the tracking of all Translation requests. The Translation Bureau keeps a copy of all translated texts for reference and verification. This system would not identify two similar requests unless the request identification details are the same.

Steps taken to ensure that only final versions are sent for translation.

Managers claim to be aware of this situation and try to avoid it.

Steps taken to identify texts that have been changed.

Managers identify texts and changes made, for the Translation Bureau.

Envelope Control Mechanism

The word envelope is controlled by the translation co-ordinator in conjunction with the responsibility centre managers.

Action taken when a text sent for translation no longer needs to be translated.

Managers notify the Translation Bureau as soon as possible.

Results of review of the Translation Bureau files.

We noted that there is no formal process for approving translations.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

We found that requests for translation are often signed by secretaries and co-op students or are not signed at all.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

There is a departmental policy on translation services dated February 1990.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The directives indicate texts which must be produced in both official languages.

Knowledge of the directives.

The employees interviewed are familiar with the directives.

Existence of mechanisms to ensure compliance with the directives.

The departmental translation co-ordinator is responsible for implementing the policy.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There does not appear to be any major obstacle to producing texts in both official languages.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

Requests for translation must be approved by the co-ordinators before being sent to the Translation Bureau. However, we were told that in some branches, managers forward documents directly to the Translation Bureau.

Measures for compliance with the authorization system.

There are no controls to ensure that requests for translation are authorized in advance.

Refusal of unjustified requests for translation.

It is the co-ordinators' responsibility to refuse any unjustified requests for translation. However, we learned from our interviews that, in actual fact, any document received is sent for translation. Very few translation requests are refused.

Production of texts by means of parallel drafting.

None.

In bilingual regions, are short texts produced within the Unit.

In most cases, short texts are translated within the Unit.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Users are encouraged to draft texts directly in the language required.

Acquisition of documents in both official languages.

Wherever possible, documents are acquired in both official languages.

Translation of texts by the Translation Bureau.

Most texts are translated by the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

The Department has appointed a translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

Texts to be translated are sent directly to the Translation Bureau. Control is exercised by the translation co-ordinators.

Steps taken to plan the time needed for translation.

Standards have been set, but users do not always comply with them. The deadlines the Translation Bureau is expected to meet are often too tight.

Steps taken to prevent the translation of texts that already exist in both official languages.

Control is exercised by the translation request co-ordinators.

Steps taken to ensure that only final versions are sent for translation.

Users are aware of the situation and it does not seem to be a major problem, except in the case of documents such as Treasury Board submissions, memoranda to the Minister and Part III of the Estimates.

Steps taken to identify texts that have been changed.

Texts that have been changed seem to be clearly identified for the Translation Bureau, particularly those which are sent to the translation co-ordinators. In many instances this work is done internally by revisers.

Envelope control mechanism.

The word envelope is controlled by the translation co-ordinator in co-operation with the responsibility centre managers.

Action taken when a text sent for translation no longer needs to be translated.

The Translation Bureau is notified when a text no longer needs to be translated.

Results of review of the Translation Bureau files.

The review of the Translation Bureau files revealed no anomalies in the translation of texts.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The review of files revealed no anomalies.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The RCMP has its own policies on translation services. They are part of the administration manual and are dated March 1994. As well, the RCMP has issued translation procedures.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The directives clearly describe the texts which must be produced in both official languages.

Knowledge of the directives.

The employees are familiar with the directives.

Existence of mechanisms to ensure compliance with the directives.

The controllers and the co-ordinator ensure compliance with the directives.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There does not seem to be any obstacle to compliance with RCMP directives on the production of texts in both official languages.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

Requests for translation must be approved by the translation request controller and the translation co-ordinator.

Measures for compliance with the authorization system.

The translation co-ordinator monitors compliance by examining all requests for translation.

Refusal of unjustified requests for translation.

Unjustified requests for translation are refused. The problem does not lie in unjustified requests for translation, but in ensuring that all documents that have to be translated are in fact translated.

Production of texts by means of parallel drafting.

N/A

In bilingual regions, are short texts produced within the Unit.

Some short texts are drafted within the Unit.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Users are encouraged to draft texts directly in the language required when they do not have to be prepared in both official languages.

Acquisition of documents in both official languages.

Wherever possible, documents are acquired in both languages.

Translation of texts by the Translation Bureau.

N/A

The federal agency has appointed one or more translation co-ordinators.

A co-ordinator and translation request controllers have been appointed.

Control mechanisms to verify the need to produce the text in both official languages.

The co-ordinator and controllers exercise control to make sure there is a need to produce texts in both official languages.

Steps taken to plan the time needed for translation.

Standards have been set regarding the time required for translation.

Steps taken to prevent the translation of texts that already exist in both official languages.

Monitoring is carried out by the translation request controllers and the translation co-ordinator.

Steps taken to ensure that only final versions are sent for translation.

Monitoring is carried out by the translation request controllers and the translation co-ordinator.

Steps taken to identify texts that have been changed.

Texts with changes must be clearly identified, or they are returned to the user.

Envelope control mechanism.

N/A

Action taken when a text sent for translation no longer needs to be translated.

When a text no longer needs to be translated, the document is returned to the user.

Results of review of the Translation Bureau files.

N/A

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The review of the translation files did not reveal any anomalies in the translation of texts.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department's internal policy on the management of translation services is dated January 12, 1993.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

This policy sets out specific criteria on the steps to take before sending a text for translation.

Knowledge of the directives.

This directive was distributed to all assistant chief statisticians, directors general and directors.

Existence of mechanisms to ensure compliance with the directives.

Division Coordinators ensure compliance with the directives.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

No obstacle to producing texts in both official languages was found.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

All co-ordinators have responsibility for approving translation requests.

Measures for compliance with the authorization system.

The co-ordinators do the monitoring.

Refusal of unjustified requests for translation.

The co-ordinators send back unjustified requests for translation.

Production of texts by means of parallel drafting.

This method is not yet used by the divisions audited but certain divisions which are responsible for surveys produce questionnaires in parallel drafting (e.g. Census questionnaire).

In bilingual regions, are short texts produced within the Unit.

In each of the divisions, the co-ordinator or employees write short texts in the language requested.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Users write short texts and use internal revisers to correct texts.

Acquisition of documents in both official languages.

The documents required by Statistics Canada are unique and cannot be purchased in both official languages.

Translation of texts by the Translation Bureau.

The Translation Bureau translates the majority of texts. Certain divisions use internal resources to translate short texts of an administrative nature.

The federal agency has appointed one or more translation co-ordinators.

Each division has a translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

The co-ordinator verifies the translations.

Steps taken to plan the time needed for translation.

The time needed for translation is included in the planning.

Steps taken to prevent the translation of texts that already exist in both official languages.

The co-ordinators do the checking to prevent the translation of existing texts. The divisions have a data bank of translated texts.

Steps taken to ensure that only final versions are sent for translation.

The texts are sent in their final version and the co-ordinator verifies this.

Steps taken to identify texts that have been changed.

The co-ordinator ensures that changes to texts are clearly identified.

Envelope control mechanism.

Each co-ordinator manages his/her division translation envelope.

Action taken when a text sent for translation no longer needs to be translated.

The co-ordinator contacts the Translation Bureau.

Results of review of the Translation Bureau files.

There was no evidence that any documents had been translated twice.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

Each division keeps a data bank of texts that have already been translated. Consequently, the co-ordinators could identify a text that may have already been sent for translation. During 1994-1995 there was no such occurrence.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

There is an internal policy dated September 1988, prepared by the Official Languages Directorate.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

This policy clearly describes which texts should be sent for translation.

Knowledge of the directives.

All employees have received a copy of the internal policy.

Existence of mechanisms to ensure compliance with the directives.

There are no mechanisms in place to ensure that employees comply with the policy.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

No obstacle to producing texts in both official languages was found.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

There is a formal authorization system. Authority for authorization and control is delegated to the Director General/Directors levels. These officers ensure appropriate controls. This system was put in place to accelerate the process, due to the considerable number of documents to be translated.

Measures for compliance with the authorization system.

There are no measures in place to monitor compliance with the authorization system.

Refusal of unjustified requests for translation.

There is no control mechanism.

Production of texts by means of parallel drafting.

This method is not used by the Department.

In bilingual regions, are short texts produced within the Unit.

The Units prepare correspondence and short texts in the required language.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

The Units prepare short texts in the required language. The Human Resources Directorate has a reviser available to correct texts produced in French by the users.

Acquisition of documents in both official languages.

The branches try, wherever possible, to obtain bilingual documents from international organizations.

Translation of texts by the Translation Bureau.

The Translation Bureau does all translations for the Department.

The federal agency has appointed one or more translation co-ordinators.

Managers' questions on matters relating to translation, are addressed by the Translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

There are no control mechanisms to ensure that only texts required to be translated are produced in both official languages.

Steps taken to plan the time needed for translation.

The time needed for translation is included in the planning of long-term publications. Because of the nature of the Department, a lot of texts are translated at the last minute (press releases, correspondence, answers in the House, etc.).

Steps taken to prevent the translation of texts that already exist in both official languages.

The Translation Bureau keeps all of the translated documents. The Bureau has not found any texts that were translated twice.

Steps taken to ensure that only final versions are sent for translation.

The Translation Bureau receives the final version of texts or documents. However, depending on the nature of the documents or urgency, the Translation Bureau may receive texts at various stages in the drafting process.

Steps taken to identify texts that have been changed.

The Translation Bureau asks that the changes be clearly marked on the texts to be translated.

Envelope control mechanism.

The translation envelope is managed by the Official Languages Directorate.

Action taken when a text sent for translation no longer needs to be translated.

The user contacts the Translation Bureau to cancel the request.

Results of review of the Translation Bureau files.

The Translation Bureau keeps a computerized and hard copy version of texts. All documents are filed by subject. Our review of the files did not disclose any texts that had been translated twice.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The co-ordinator does not see the translation requests. A review of the files in the various Units did not reveal any irregularities regarding the translation of texts.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department distributed the departmental policy to all military and civilian personnel. This policy is dated February 16, 1995.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The directives clearly define the texts that must be produced in both official languages.

Knowledge of the directives.

All employees received a copy of the departmental policy.

Existence of mechanisms to ensure compliance with the directives.

The co-ordinators ensure that the policy is complied with.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There does not seem to be any obstacle to compliance with the Treasury Board policy on producing texts in both official languages.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

The responsible officers or managers approve the translation requests and send them to the relevant co-ordinator.

Measures for compliance with the authorization system.

The co-ordinators review all requests for compliance.

Refusal of unjustified requests for translation.

The co-ordinators review the requests and may refuse some requests for translation.

Production of texts by means of parallel drafting.

This method is not used by the Department.

In bilingual regions, are short texts produced within the Unit.

The co-ordinators and their staff translate all texts of less than 500 words.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

The co-ordinators edit texts produced by users and translate short texts.

Acquisition of documents in both official languages.

The Department buys manuals and documents in both official languages, particularly technical manuals, whenever they are available.

Translation of texts by the Translation Bureau.

The Translation Bureau translates all texts of more than 500 words.

The federal agency has appointed one or more translation co-ordinators.

Each branch (Group) has a translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

The co-ordinator verifies that a text needs to be produced in both official languages.

Steps taken to plan the time needed for translation.

The time needed for translation is included in the planning.

Steps taken to prevent the translation of texts that already exist in both official languages.

The co-ordinator does the checking.

Steps taken to ensure that only final versions are sent for translation.

The texts are sent for translation in their final version. The co-ordinators make minor corrections.

Steps taken to identify texts that have been changed.

The co-ordinators ensure that all changes to texts are clearly indicated.

Envelope control mechanism.

The co-ordinators manage their Unit's translation envelope and provide the managers with statistics.

Action taken when a text sent for translation no longer needs to be translated.

The co-ordinator contacts the Translation Bureau.

Results of review of the Translation Bureau files.

The Translation Bureau keeps all documents produced. Documents that do not have a security rating are placed in a data bank. All documents or texts with a security rating are placed in a locked filing cabinet.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The co-ordinators do not keep documents. They keep the request forms and return the documents and diskettes to the originators. A review of the files in the various Units did not indicate any irregularities with regard to the translation of texts.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The directives include: the Department's internal policy, dated June 19, 1989, the translation co-ordinator's manual and the Treasury Board policy.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The translation co-ordinator's manual mentions the Treasury Board policy and departmental directives.

Knowledge of the directives.

Employees have been informed of these directives.

Existence of mechanisms to ensure compliance with the directives.

The co-ordinators ensure compliance with the directives.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There is no obstacle to producing texts in both official languages.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

A formal authorization system has been set up.

Measures for compliance with the authorization system.

The translation co-ordinators verify all texts sent to the Translation Bureau.

Refusal of unjustified requests for translation.

The co-ordinators approve requests for translation.

Production of texts by means of parallel drafting.

No parallel drafting is done.

In bilingual regions, are short texts produced within the Unit.

Some Units produce/draft texts in both official languages.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Users reply to letters in the required language, but letters that are technical in nature are sent to the Translation Bureau.

Acquisition of documents in both official languages.

The Department always tries to acquire documents in both official languages.

Translation of texts by the Translation Bureau.

The co-ordinators do not refuse any requests for translation.

The federal agency has appointed one or more translation co-ordinators.

The Department has appointed 43 co-ordinators.

Control mechanisms to verify the need to produce the text in both official languages.

The Department developed a co-ordinator's manual which outlines appropriate control mechanisms.

Steps taken to plan the time needed for translation.

The steps to be followed are outlined in the co-ordinator's manual. There is good co-ordination between the Translation Bureau and the co-ordinators which ensures a high level of satisfaction.

Steps taken to prevent the translation of texts that already exist in both official languages.

A survey carried out for the Deputy Minister, by the Chief, Translation Bureau, did not reveal any duplication of translation.

Steps taken to ensure that only final versions are sent for translation.

N/A

Steps taken to identify texts that have been changed.

Translation request numbers serve to determine whether or not there has been a previous translation.

Envelope control mechanism.

The Department monitors the word envelope.

Action taken when a text sent for translation no longer needs to be translated.

The request is canceled.

Results of review of the Translation Bureau files.

The Translation Bureau responds to 3,000 requests for translation per year. Some fifty translated documents were reviewed, and no irregularities were found.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

We did not review any of the co-ordinators' files.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department has not had an internal policy on the production of texts in both official languages since its new structure came into being. Employees refer to the internal policies of the Secretary of State (revised in June 93) and Communications Canada (undated). The Department is working on developing an official languages manual covering the communications aspect of the policy.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The directives being used, clearly define those texts that must be produced in both official languages and those that do not need to be translated.

Knowledge of the directives.

Staff that we interviewed are well aware of the Department's responsibilities regarding oral and written communication in both official languages. When we conducted our tests, we observed that only officers in the Human Resources Directorate had copies of the directives.

Existence of mechanisms to ensure compliance with the directives.

There are no formal mechanisms in place to ensure compliance with the directives. A mechanism is currently being developed and will come into effect in April 1995.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

We noted no obstacle to compliance with the TBS policy. Given the Department's mandate, and in response to a request from the Minister, the need to produce texts in both official languages is always considered. A list of criteria for determining which texts should be translated has been established.

Existence of criteria for determining the need to translate texts in the absence of directives.

In the absence of directives, criteria are referred to and those are adequate.

Existence of a formal authorization system.

In general, the manager approves the content and sends it to the Translation Bureau. A few directorates have a co-ordinator who monitors the requests. The Department does not have a formal system for authorizing translations. Each directorate follows its own procedures.

Measures for compliance with the authorization system.

No formal system.

Refusal of unjustified requests for translation.

The managers have responsibility for determining whether a request is appropriate.

Production of texts by means of parallel drafting.

This method is not used.

In bilingual regions, are short texts produced within the Unit.

Management encourages this principle.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

We noted that employees are aware of this option and use it whenever possible (short texts).

Acquisition of documents in both official languages.

N/A

Translation of texts by the Translation Bureau.

All documents of more than 500 words are sent to the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

The Department has not officially appointed any translation co-ordinators. Translation authorizations are done at the directorate level (signatures of either managers or responsible officers). In some branches, the secretary or a clerk keeps the request files. In these cases, all requests must be sent to this person.

Control mechanisms to verify the need to produce the text in both official languages.

There are no formal mechanisms in place.

Steps taken to plan the time needed for translation.

The time needed for the translation of texts is taken into consideration, except in cases of emergencies.

Steps taken to prevent the translation of texts that already exist in both official languages.

There is no mechanism to verify whether a document has already been translated or could be submitted at the same time by another directorate. Employees' memories are relied upon. The Translation Bureau could detect duplications since it records the requests and files them by subject and by department. Whenever possible, the same department and types of translations are assigned to the same translator.

Steps taken to ensure that only final version are sent for translation.

The final documents are sent to translation.

Steps taken to identify texts that have been changed.

Minor changes are corrected internally. Major changes are done by the Translation Bureau.

Envelope control mechanism.

The head of the Official Languages Division is responsible for managing the word envelope. This envelope is divided among the branches according to need. This year, the word envelope was not controlled because of changes in the Department. The head of Official Languages was not informed of the content of the envelope until January 1995. The envelope was overspent by 2.4 million words.

Action taken when a text sent for translation no longer needs to be translated.

N/A

Results of review of the Translation Bureau files.

Our review of the Translation Bureau's files showed that the Department is complying with Treasury Board policy regarding translation.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

N/A

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

Since the reorganization of the Department, there has been no internal policy for producing texts in both official languages. In the regional office criteria have been established in each Unit to identify the types of documents that should be translated.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

N/A

Knowledge of the directives.

N/A

Existence of mechanisms to ensure compliance with the directives.

N/A

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

The employees indicated that, given their Department's particular mandate, most documents are translated or produced in both official languages. Certain criteria have been established for determining what documents are to be translated.

Existence of criteria for determining the need to translate texts in the absence of directives.

Criteria are adequate.

Existence of a formal authorization system.

There is no formal system of authorization. Translation requests are signed by the originator and sent directly to the Translation Bureau.

Measures for compliance with the authorization system.

Since there is no co-ordinator in the regional office, no formal measures have been put in place. In some Units the manager reviews the longest requests and ensures that the request is justified.

Refusal of unjustified requests for translation.

The manager provides a certain control over translation requests and may refuse a translation request. This situation occurs infrequently.

Production of texts by means of parallel drafting.

This method is not used in the regional office.

In bilingual regions, are short texts produced within the Unit.

The Programs Directorate has a bilingual staff member who can prepare all correspondence and some documents in the other language. The Executive Services Directorate has a reviser on site who reviews short texts. The other Units in the regional office send all their documents to the Translation Bureau.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

The Programs Directorate produces texts in the required language. The other directorates use the Translation Bureau.

Acquisition of documents in both official languages.

The nature of the documents produced does not allow for acquisition of documents in both official languages.

Translation of texts by the Translation Bureau.

Most of the texts are translated by the Translation Bureau. The Programs Directorate has adequate bilingual capacity to produce short texts in both official languages.

The federal agency has appointed one or more translation co-ordinators.

There is no co-ordinator in the Halifax regional office.

Control mechanisms to verify the need to produce the text in both official languages.

Managers verify the need to translate long texts.

Steps taken to plan the time needed for translation.

The originator always takes into consideration the time needed for translation when planning projects. No translation request has been refused because of a lack of lead time.

Steps taken to prevent the translation of texts that already exist in both official languages.

The documents produced by the regional office are unique to this office.

Steps taken to ensure that only final versions are sent for translation.

Translation requests are made when the document is in its final version. Minor corrections are made by staff.

Steps taken to identify texts that have been changed.

The Translation Bureau asks that major changes to a text be clearly identified.

Envelope control mechanism.

Headquarters in Ottawa manages the translation envelope. The Moncton Office receives a report on its use of the Translation Bureau's services.

Action taken when a text sent for translation no longer needs to be translated.

The originator contacts the Translation Bureau to cancel the request.

Results of review of the Translation Bureau files.

The Halifax office of the Translation Bureau keeps documents in computerized format only. Short texts are erased after three months. Translation request forms are filed chronologically.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

Since there is no co-ordinator, files in the various Units were reviewed. No irregularities in the translation of texts were noted.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department has a departmental directive dated October 1992. Those we interviewed were not aware of this policy.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The policy clearly indicates which texts must be produced in both official languages.

Knowledge of the directives.

Employees are aware of their official languages responsibilities.

Existence of mechanisms to ensure compliance with the directives.

There is no mechanism in place to ensure compliance with the directives.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There is no mechanism in place to verify whether a document has already been translated or could be submitted for translation by another directorate in the Department.

Existence of criteria for determining the need to translate texts in the absence of directives.

The managers determine and decide whether a document should be translated.

Existence of a formal authorization system.

The managers approve the content of the document and each of the officers signs the translation request.

Measures for compliance with the authorization system.

There are no measures in place to monitor the requests.

Refusal of unjustified requests for translation.

There have been no refusals of translation requests. It is impossible to determine whether requests are unjustified given the Department's decentralized structure.

Production of texts by means of parallel drafting.

This method is not used by the regional office.

In bilingual regions, are short texts produced within the Unit.

The Units do not draft short texts.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Only the Human Resources Directorate produces a few texts in both official languages. The other branches send their documents to the Translation Bureau.

Acquisition of documents in both official languages.

Over the past year, the regional office has not had to buy documents in both official languages.

Translation of texts by the Translation Bureau.

Most of the documents are translated by the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

There is no translation co-ordinator. Each manager is responsible for the requests from their Unit.

Control mechanisms to verify the need to produce the text in both official languages.

There are no mechanisms in place to verify the need to produce texts in both official languages.

Steps taken to plan the time needed for translation.

Translation time is included in the planning, wherever possible.

Steps taken to prevent the translation of texts that already exist in both official languages.

It is impossible to determine whether texts have already been translated, given the decentralized system in the regional office.

Steps taken to ensure that only final versions are sent for translation.

The documents to be translated are sent to translation in their final version. Minor corrections are made by bilingual employees.

Steps taken to identify texts that have been changed.

Any changes to texts must be clearly indicated, or the Translation Bureau sends the documents back.

Envelope control mechanism.

The translation envelope is controlled by Headquarters in Ottawa.

Action taken when a text sent for translation no longer needs to be translated.

The document is returned to the originator.

Results of review of the Translation Bureau files.

The Halifax office of the Translation Bureau keeps the documents in a computerized format only. Short texts are erased after three months. The translation request forms are filed chronologically.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

Since there is no co-ordinator, files in the various Units were reviewed. No irregularities in the translation of texts were noted.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

There are no internal directives on the production of texts in both official languages. In general, employees do not consult the Treasury Board policy.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

N/A

Knowledge of the directives.

N/A

Existence of mechanisms to ensure compliance with the directives.

N/A

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

N/A

Existence of criteria for determining the need to translate texts in the absence of directives.

All documents aimed at the public, as well as those aimed at employees working in regions designated as bilingual, are produced in both official languages.

Existence of a formal authorization system.

There is no formal system of authorization. The administrative support staff prepare and sign the requests before sending them to the Translation Bureau.

Measures for compliance with the authorization system.

According to documented procedures in the Scotia-Fundy region acquisition manual, all translation requests must go through the controller. Only a few Units follow this procedure. Most Units send their requests directly to the Translation Bureau.

Refusal of unjustified requests for translation.

Given the decentralized approach for handling translation requests, unjustified requests could not be identified.

Production of texts by means of parallel drafting.

This method is not in use in the regional office.

In bilingual regions, are short texts produced within the Unit.

Very few texts are produced within the work Units.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Users do not produce texts in both official languages.

Acquisition of documents in both official languages.

The nature of the issues dealt with by the regional office makes the acquisition of documents in both official languages virtually impossible.

Translation of texts by the Translation Bureau.

Most texts are translated by the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

There is no translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

No mechanisms are in place to verify the need to produce texts in both official languages.

Steps taken to plan the time needed for translation.

The time needed for translation is included in the planning process.

Steps taken to prevent the translation of texts that already exist in both official languages.

There are no measures in place to ensure that texts are not translated twice.

Steps taken to ensure that only final versions are sent for translation.

Managers ensure that texts are sent for translation at the final-version stage.

Steps taken to identify texts that have been changed.

Users must identify the changes. No measure is in place to identify texts that have been changed.

Envelope control mechanism.

The Communications Directorate manages the envelope.

Action taken when a text sent for translation no longer needs to be translated.

The originator contacts the Translation Bureau to cancel the request.

Results of review of the Translation Bureau files.

The Halifax office of the Translation Bureau keeps the translated documents electronically. For short texts, this copy is destroyed after three months. Translation request forms are filed chronologically.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

Review of the files in the various Units disclosed no irregularities with regard to translations.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department's internal policy on translation is dated June 19, 1989, and is co-ordinated by the Head of Administration.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The translation co-ordinator's manual mentions the Treasury Board policy and departmental directives.

Knowledge of the directives.

Although the employees of the regional office do not know of the existence of this internal policy, they do have a general knowledge of the Treasury Board policy and comply with it.

Existence of mechanisms to ensure compliance with the directives.

The Head of Administration ensures that the employees comply with the internal policy.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There are no apparent obstacles to compliance with the Treasury Board policy.

Existence of criteria for determining the need to translate texts in the absence of directives.

All documents aimed at the public are translated by the regional office.

Existence of a formal authorization system.

Managers approve the translation requests and send them to the Head of Administration, who in turn forwards them to the Translation Bureau.

Measures for compliance with the authorization system.

The Head of Administration takes delivery of the translation requests and ensures follow-up.

Refusal of unjustified requests for translation.

The Head of Administration does not refuse any translation requests.

Production of texts by means of parallel drafting.

This method is not in use in the regional office.

In bilingual regions, are short texts produced within the Unit.

Very few texts are produced within the Units. All texts are sent for translation.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

In this Region, texts are usually required in English and therefore, the texts are produced accordingly.

Acquisition of documents in both official languages.

The nature of the issues dealt with by the regional office makes the acquisition of documents in both official languages very difficult.

Translation of texts by the Translation Bureau.

All texts are translated by the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

There is no official co-ordinator. The Head of Administration manages the translation envelope and keeps a record of word utilization.

Control mechanisms to verify the need to produce the text in both official languages.

Managers exercise primary control to prevent unnecessary translations. The employees indicated that an up-to-date internal policy would make it easier to identify which documents must be translated.

Steps taken to plan the time needed for translation.

The time needed for translation is included in the planning process.

Steps taken to prevent the translation of texts that already exist in both official languages.

Managers exercise control to prevent the translation of existing texts.

Steps taken to ensure that only final versions are sent for translation.

Texts are sent for translation at the final-version stage.

Steps taken to identify texts that have been changed.

The Head of Administration ensures that changes are clearly identified.

Envelope control mechanism.

The Head of Administration manages the translation envelope. Translations that exceed the word envelope are paid through the managers' budgets.

Action taken when a text sent for translation no longer needs to be translated.

The Head of Administration contacts the Translation Bureau.

Results of review of the Translation Bureau files.

The Halifax office of the Translation Bureau keeps only an electronic copy of its translations. For short texts, this copy is destroyed after three months. Translation request forms are filed chronologically.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

Given the lack of a co-ordinator, the review of the files in the various Units showed no irregularities with regard to translations.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department's policy on translation is dated February 1990. There are no regional directives.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

N/A

Knowledge of the directives.

N/A

Existence of mechanisms to ensure compliance with the directives.

All requests must go through the co-ordinators, who ensure compliance with the Official Languages Act. According to the Senior French Communications Co-ordinator, the co-ordinator is not empowered to refuse a request, unless the text has already been translated. Most texts for translation originate from the Communications and Publications Directorate. The manager of this Unit receives and approves all texts before forwarding them to the translation co-ordinator.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There are no obstacles to compliance with the policy. The employees are aware of the obligations of the regional office regarding the need to produce texts in both official languages, and they comply with the Treasury Board policy. Certain criteria have been established to determine which documents require translation.

Existence of criteria for determining the need to translate texts in the absence of directives.

Criteria are adequate.

Existence of a formal authorization system.

Managers, or the heads of each division, approve the texts and send them to the responsible co-ordinators.

Measures for compliance with the authorization system.

The translation co-ordinators ensure follow-up.

Refusal of unjustified requests for translation.

The co-ordinators verify whether the translation has already been requested. When in doubt, they discuss this with the originator or the responsible manager.

Production of texts by means of parallel drafting.

This method is not used.

In bilingual regions, are short texts produced within the Unit.

Press clippings are prepared daily (150 words); minor corrections are made to short texts that have already been translated (letters, one-page texts, etc.).

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Staff in the Divisions lack the necessary language skills. The co-ordinators always consider the possibility of translating the texts themselves before sending them to the Translation Bureau.

Acquisition of documents in both official languages.

N/A

Translation of texts by the Translation Bureau.

All texts not translated by the co-ordinators (approximately 80%) are sent to the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

The regional office has appointed two co-ordinators for the Winnipeg region. These co-ordinators also perform editing and translation duties.

Control mechanisms to verify the need to produce the text in both official languages.

Controls have been put in place by the co-ordinators to verify the need to produce texts in both official languages.

Steps taken to plan the time needed for translation.

The time needed for translation is considered whenever possible. When a major project is to be translated, a longer translation turnaround time is factored in. In the case of the Communications and Consultations Directorate, it is often difficult to budget the necessary time, since many texts are requested at the last minute (press releases, Minister's speeches, etc.).

Steps taken to prevent the translation of texts that already exist in both official languages.

All requests are routed trough the co-ordinator and the manager, who verify that the text has not already been translated. The Translation Bureau usually tries to give requests from the regional office to the same translator. Also, the Bureau files its translations by department and subject. These steps make it possible to flag any document that has already been translated.

Steps taken to ensure that only final versions are sent for translation.

Managers always try to send the final version, except for documents or speeches prepared on behalf of the Minister and lengthy reports (each chapter is sent once completed).

Steps taken to identify texts that have been changed.

Minor corrections are made internally. Major ones are identified and made by the Translation Bureau. The acting director of the Bureau contacts the co-ordinator if the changes have not been identified.

Envelope control mechanism.

Word envelope control is the responsibility of departmental headquarters.

Action taken when a text sent for translation no longer needs to be translated.

The co-ordinator contacts the Translation Bureau to cancel the request. This is very rare (e.g., Minister's speech is cancelled).

Results of review of the Translation Bureau files.

The review of the Translation Bureau files indicated that no unnecessary translations were done.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The co-ordinator keeps the translation requests, and not the texts. Interviews with staff indicated that the Treasury Board policy is followed, except as mentioned in the previous section.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

Departmental directives developed in accordance with the Treasury Board policy are in place, and have been distributed to military and civilian personnel in all regional divisions of the Department.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

These directives clearly indicate which texts must be produced in both official languages.

Knowledge of the directives.

All divisions received a copy of the internal policy, and the employees are aware of the directives.

Existence of mechanisms to ensure compliance with the directives.

The co-ordinators ensure compliance with the policy.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There are no apparent obstacles to compliance with Treasury Board policy on the production of texts in both official languages.

Existence of criteria for determining the need to translate texts in the absence of directives.

N/A

Existence of a formal authorization system.

The responsible officers and the managers approve translation requests. The co-ordinator signs them and sends them to the Translation Bureau.

Measures for compliance with the authorization system.

The co-ordinators review all requests.

Refusal of unjustified requests for translation.

The co-ordinators review the requests and may refuse some requests for translation.

Production of texts by means of parallel drafting.

This method is seldom used in the regional office (one request per year).

In bilingual regions, are short texts produced within the Unit.

The co-ordinators draft and/or translate short texts. Units with bilingual personnel are encouraged to draft/translate short texts.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Unit staff are not always able to produce short texts in the language required due to a lack of adequately trained bilingual personnel. The secretary and an administrative clerk can prepare short texts and general correspondence.

Acquisition of documents in both official languages.

The regional office purchases manuals or documents in both official languages (schools).

Translation of texts by the Translation Bureau.

Most texts are translated by the Translation Bureau. Some texts are translated by the co-ordinator.

The federal agency has appointed one or more translation co-ordinators.

Each branch (group) has a translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

The co-ordinator verifies the need to produce the text in both official languages.

Steps taken to plan the time needed for translation.

The time needed for translation is included in the planning process.

Steps taken to prevent the translation of texts that already exist in both official languages.

The co-ordinator monitors the situation.

Steps taken to ensure that only final versions are sent for translation.

Wherever possible, texts are sent for translation at the final-version stage; although this can vary depending on the nature and urgency of the document.

Steps taken to identify texts that have been changed.

The co-ordinator ensures that all changes are clearly indicated.

Envelope control mechanism.

The co-ordinator manages the translation envelope for his/her Unit. In the past, the word envelope has not been exceeded.

Action taken when a text sent for translation no longer needs to be translated.

The co-ordinator contacts the Translation Bureau, although the situation rarely arises.

Results of review of the Translation Bureau files.

The review of the Winnipeg Translation Bureau files indicated that no unnecessary translations were done. Translation request forms are filed chronologically, and texts are filed by departments and subjects.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The co-ordinator keeps only the request form and returns the document and diskette to the originator. The review of the files in the various Units showed no irregularities with regard to translations.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

There is an internal directive on the production of texts that are required in both official languages. The directive is not dated. The regional office serves Manitoba, Saskatchewan and the Northwest Territories.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

This directive clearly indicates which texts must be produced in both official languages.

Knowledge of the directives.

Aside from the Public Affairs Director, those interviewed did not have a copy of the internal policy, but they were aware of the regional office's obligations concerning the need to translate texts.

Existence of mechanisms to ensure compliance with the directives.

No mechanisms are in place.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There are no apparent obstacles to compliance with the Treasury Board policy on the production of texts in both official languages.

Existence of criteria for determining the need to translate texts in the absence of directives.

If the documents are intended for the public (general release) or the correspondent is a Francophone, the text is translated.

Existence of a formal authorization system.

The formal authorization system is the instrument of delegation of Human Resources Approval and Signing Authorities. Translation requests are approved by the managers and sent directly to the Translation Bureau.

Measures for compliance with the authorization system.

Since Winnipeg has no translation co-ordinator, there are no formal controls in place. The manager sees all the requests and ensures they are valid.

Refusal of unjustified requests for translation.

The manager exercises some degree of control and may refuse certain requests, although this is very rare. The difficulty seems to lie in convincing users of the need to have texts translated.

Production of texts by means of parallel drafting.

This method is not in use in the Winnipeg regional office.

In bilingual regions, are short texts produced within the Unit.

Only a few texts are prepared within the Unit.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

The internal policy encourages staff to prepare texts directly in the language required, but the Translation Bureau is used at all times. There is little correspondence. Most documents sent for translation are brochures and long texts.

Acquisition of documents in both official languages.

N/A

Translation of texts by the Translation Bureau.

Virtually all texts and letters are translated by the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

A co-ordinator has not officially been appointed for the Winnipeg regional office. Translation requests are routed to a responsible officer in each directorate (the manager or an assistant).

Control mechanisms to verify the need to produce the text in both official languages.

The responsible manager analyses the content and approves the requests.

Steps taken to plan the time needed for translation.

Provision is made for the time required by the Translation Bureau. Not a single translation request has been refused due to lack of time.

Steps taken to prevent the translation of texts that already exist in both official languages.

The managers must approve all requests. There are few requests for translations. The possibility of duplicating translation of texts is slim, according to the managers.

Steps taken to ensure that only final versions are sent for translation.

Preliminary versions are only sent in urgent cases (press releases). Minor corrections are made within the Unit.

Steps taken to identify texts that have been changed.

The Translation Bureau requests that major changes to a text be clearly identified. Minor changes are often done within the Unit.

Envelope control mechanism.

The Public Affairs Director is responsible for the word envelope. This individual keeps statistics and informs managers of the situation. If it looks like the envelope may be insufficient, the Public Affairs Director contacts the co-ordinator at HQ to obtain additional words.

Action taken when a text sent for translation no longer needs to be translated.

The originator informs the Translation Bureau.

Results of review of the Translation Bureau files.

We noted no irregularities. The documents translated were aimed at a general audience (whose language preferences were unknown) or at individual Francophones.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

N/A

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

The Department has not had an internal policy on the production of texts in both official languages since its new structure came into being. The Treasury Board policy on the production of texts in both official languages is the policy of record.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

N/A

Knowledge of the directives.

The staff are well aware of the regional office's obligations concerning oral and written communication in both official languages.

Existence of mechanisms to ensure compliance with the directives.

All requests must go through the Official Languages co-ordinator, who ensures compliance with the Treasury Board directives.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

There are no obstacles to complying with the Treasury Board policy. Given the nature of the work done by the regional office and pursuant to the Minister's request, all texts intended for federal employees in the region (Prairies-NWT), even if the working language is unilingual English, are to be translated. A list of criteria has been established to identify which texts are to be translated.

Existence of criteria for determining the need to translate texts in the absence of directives.

In the absence of directive, criteria are used and these criteria are adequate.

Existence of a formal authorization system.

Usually, the manager approves the text and the request is always sent to the co-ordinator, who verifies and signs it before forwarding it to the Translation Bureau.

Measures for compliance with the authorization system.

Follow-up is provided by the translation co-ordinator, who reviews all translation requests.

Refusal of unjustified requests for translation.

Requests that are not justified, are refused. When in doubt, the co-ordinator discusses the situation with the originator.

Production of texts by means of parallel drafting.

This method is not in use. When there is a need, the text is sent for to the Translation Bureau.

In bilingual regions, are short texts produced within the Unit.

In the Citizenship and Canadian Identity Branch, staff translate short texts into one or the other official language. The translation is reviewed for quality assurance by a different employee.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

This possibility is always considered before a text is sent to the Translation Bureau.

Acquisition of documents in both official languages.

N/A

Translation of texts by the Translation Bureau.

Virtually all texts (85%) are sent to the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

The regional office has appointed a co-ordinator for its Winnipeg office.

Control mechanisms to verify the need to produce the text in both official languages.

Controls are exercised by the co-ordinator who verifies the need to produce texts in both official languages.

Steps taken to plan the time needed for translation.

Provision is made for the time needed for translation, except when it is a last-minute request (i.e. unavoidable circumstances).

Steps taken to prevent the translation of texts that already exist in both official languages.

All requests are sent to the co-ordinator for review. The responsible managers also see all the requests. The Translation Bureau usually tries to give requests from the regional office to the same translator. The Bureau files its translations by departments and subjects. Thus, any duplications would be noticed.

Steps taken to ensure that only final versions are sent for translation.

Managers always try to send the final version.

Steps taken to identify texts that have been changed.

Minor corrections are made by the Unit. Major ones are identified and made by the Translation Bureau. The acting director of the Translation Bureau office contacts the co-ordinator whenever changes are not identified.

Envelope control mechanism.

Word envelope control is exercised by departmental HQ.

Action taken when a text sent for translation no longer needs to be translated.

The co-ordinator contacts the Translation Bureau to cancel the request. The document is returned to the user.

Results of review of the Translation Bureau files.

The review of the Translation Bureau files failed to turn up any evidence of unnecessary translation of documents intended for the public.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

The co-ordinator keeps only the translation requests, and not the texts. Interviews with staff indicated that the Treasury Board policy is followed, except as mentioned above.

Criteria

Results

Existence of directives (policies, procedures, and guidelines) on the production of texts in both official languages.

HRD has a policy dealing with translation services and the role of the co-ordinator.

The directives describe the texts that must be produced in both official languages and the ones that may be produced in only one official language.

The directives specify which communications (documents) are required simultaneously in both official languages and the circumstances under which it is not necessary to have texts translated.

Knowledge of the directives.

Staff interviewed are well aware of the federal policy on the production of texts in both official languages.

Existence of mechanisms to ensure compliance with the directives.

The departmental translation co-ordinator is responsible for compliance with the policy.

Obstacle to compliance with Treasury Board policy on the production of texts in both official languages.

No obstacles were identified. Those interviewed did not have a copy of the federal policy but were aware of it.

Existence of criteria for determining the need to translate texts in the absence of directives.

All documents intended for or of interest to the public are translated.

Existence of a formal authorization system.

The manager approves the document for translation, but does not sign the request. It is signed by the translation co-ordinator, who verifies the need to translate the text. The co-ordinator has signing authority for all requests under 7,000 words. Larger requests must be approved by the regional Director General.

Measures for compliance with the authorization system.

Authorized requests are followed up by the co-ordinator.

Refusal of unjustified requests for translation.

If there is doubt that the translation is necessary, the co-ordinator contacts the originator.

Production of texts by means of parallel drafting.

This method is not in use.

In bilingual regions, are short texts produced within the Unit.

This method is rarely used.

Are users encouraged to prepare texts in the language required when they do not have to be prepared in both official languages.

Staff are aware of this possibility, but the regional office does not have enough bilingual people to prepare texts directly in the language required. The exception is in the St-Boniface office, where almost everyone is bilingual. It is very rare that this office uses the services of the Translation Bureau.

Acquisition of documents in both official languages.

N/A

Translation of texts by the Translation Bureau.

Texts that must be distributed in both official languages are translated by the Translation Bureau.

The federal agency has appointed one or more translation co-ordinators.

The Winnipeg regional office has appointed a translation co-ordinator.

Control mechanisms to verify the need to produce the text in both official languages.

The translation co-ordinator must analyze and verify translation requests.

Steps taken to plan the time needed for translation.

Provision is usually made for translation time.

Steps taken to prevent the translation of texts that already exist in both official languages.

All requests must go through the translation co-ordinator, who checks whether they are justified, follows up on previous requests and records the requests.

Steps taken to ensure that only final versions are sent for translation.

The managers are aware of the need to send only final versions. The only time they do not comply with this, is for urgent requests (press releases) or very long texts with overly tight deadlines.

Steps taken to identify texts that have been changed.

If there are a lot of changes, the users identify them; the diskette and the text are returned to the co-ordinator. If the changes have not been identified, the co-ordinator returns the text to the originator. In some cases, when there are only a few changes, the corrections are made within the Directorate.

Envelope control mechanism.

The regional word envelope is managed by the co-ordinator, who prepares a monthly report for managers on the number of words used. If it is felt that the word envelope will not be sufficient, the co-ordinator informs his HQ counterpart, who manages the Department's entire envelope.

Action taken when a text sent for translation no longer needs to be translated.

The co-ordinator contacts the Translation Bureau to cancel the request.

Results of review of the Translation Bureau files.

Our review of the files indicated that there are no unnecessary translations.

Results of review of the Translation Co-ordinator/ Official Languages Officer's files.

Our review of the files in the various Units indicated no irregularities. The co-ordinator keeps only the translation requests.

Department

Unit

Name

Location

Title

Department

Unit

Name

Location

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