REIC Official Languages Policy

In 1982, the Canadian Charter of Rights and Freedoms recognized that English and French are the official languages of Canada. Moreover, public opinion surveys show that a substantial majority of Canadians are favourable, in principle, to the proposition that they should be able to receive both government and other services in English or French.

The purpose of this document is to define a voluntary standard for REIC to use in providing services to members and other constituents.

The three fundamental principles of the policy are:

• Members of a national association 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 which they deal should be able to receive information from a national association in their preferred official language.

• National associations should encourage their members to provide their services in both official languages where there is a significant demand.

1    ACKNOWLEDGE THE DEMAND

Active offer of bilingual services:
In practical terms, REIC will ensure that services be available in both official languages and such services should be readily accessible and actively offered whenever possible.

 Determination of members' language preference:
In order to evaluate the nature of those services that REIC should offer in both languages, members will be canvassed individually as to their language preferences and that information will be recorded and kept up to date.

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. REIC will respond to such enquiry in kind. Ideally, a record would be kept of the number and frequency of requests in that minority official language.

2    PROVIDING SERVICE TO MEMBERS AND THE GENERAL PUBLIC

Formal identification:
To project a bilingual image, REIC should consider the use of bilingual material such as letterhead, calling cards, rubber stamps and the identification of the association in both official languages on signs, displays and directory boards and in telephone directories and publications.

Written material:
REIC will strive to provide written material in both official languages to the extent it is feasible to do so.

Correspondence:
Correspondence will normally be answered in the language used by the member when writing to the association. If the Institute is initiating the correspondence, the staff member should seek to ascertain the language preference of the individual addressed.

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

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.

Information:
When preparing press releases and information material, REIC will give consideration to informing both language communities equally. If REIC 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 or to provide service in person in both official languages.

Person-to-person contacts:
It is unlikely that every employee of REIC will be bilingual, but it is important that all REIC employees are aware of the Institute’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 delay.

Telephone services:
Ideally the initial response to a telephone call would 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.

Meetings and conferences:
When a meeting, conference or seminar includes members of both linguistic communities, REIC will make every effort to ensure that members feel free to use the official language of their choice. When the provision of simultaneous interpretation is not practicable, other solutions may be considered.

Education, training and accreditation activities:
Since learning through the filter of one's second language constitutes in many cases a serious handicap, REIC, when engaged in its education, training and accreditation activities will seek to provide such services in the preferred official language - to the extent that it is feasible to do so. Education materials also should normally be available in both official languages, when feasible.

3    APPLYING THE POLICY

The Chief Executive Officer of REIC is responsible for ensuring overall application of the policy. However, employees at every level should be held accountable. REIC will endeavour to secure personnel who are bilingual in order that it has the ability, as a whole, to effectively deal with its members in either official language without delay.

In considering training requests from staff, REIC will be mindful of the desirability of having any personnel develop second-language skills.

Translation:
REIC does retain the services of a translator for the translation of the written word. Staff who are bilingual will not be expected to take on a project that requires the use of this specific skill.

January 2003

If you have any questions or concerns with respect to REIC's Official Language Policy, please send an email through Contact Us.

REIC reserves the right to change this policy at any time.  Such changes will be posted on this page and in compliance with applicable laws.