1. The Health Boards Health Professions Appeal and Review Board Health Services Appeal and Review Board PRACTICAL TIPS TO PROVIDE FRENCH LANGUAGE SERVICES November 5, 2015 SOAR CONFERENCE

2. OVERVIEW Public Resources Staff Resources Board Resources Identification of French Language in files Bilingual Process offered Practical Tips to conduct bilingual proceedings DatePresentation Name 2

3. PUBLIC RESOURCES Two Websites – French and English Plain Language Information sheets Board’s Rules and Practice Directions Links to French versions of legislation Questions and Answers DatePresentation Name 3

4. PUBLIC RESOURCES http://www.hparb.on.ca/http://www.hparb.on.ca/ and http://www.hsarb.on.ca/http://www.hsarb.on.ca/ DatePresentation Name4

5. PUBLIC RESOURCES Written and Oral communications Accountability and Governance documents Templates and Questionnaires French Signage at the Board DatePresentation Name 5

6. Two Designated Bilingual Staff Positions: – Administrative Assistant – Case Officer Deputy Registrar – Position is not a designated position however the person who currently assumes this function is bilingual STAFF RESOURCES DatePresentation Name 6 NOUS OFFRONS DES SERVICES EN FRANÇAIS

7. STAFF RESOURCES French Language Services training French Communications imbedded in the Case Management System (CMS) – board correspondence – intake forms – consent forms Lexicon specific to the Health Boards’ jurisdiction and terminology DatePresentation Name 7

8. BOARD MEMBER RESOURCES Service Standard Policy Board’s Rules of Practice and Procedure Board’s Practice Directions French Language Services training Bilingual Board Members – Fluent in both official languages – Mobility to attend matters throughout the province DatePresentation Name 8

9. Board’s Practice Directions – French Services http://www.hparb.on.ca/french/docs/directions/Services%20en%20fran %C3%A7ais.pdf DatePresentation Name9

10. BOARD MEMBER RESOURCES Communication tools for reviews and hearings – Opening and Closing Remarks – Affirmation of Witnesses and Interpreters Templates in both official languages – Case Conference Reports – Orders – Outline of Decisions DatePresentation Name 10

11. Board’s Opening and Closing Statement DatePresentation Name11

12. IDENTIFICATION OF FRENCH LANGUAGE FILES DatePresentation Name 12

13. BILINGUAL PROCESS OFFERED If French Language Services are Required: – File is assigned to the bilingual Case Officer – All communications from the Board is in both official languages for every document – Bilingual Interim Processes – Bilingual Panel will hear the matter – Decisions in both official languages are issued at the same time. DatePresentation Name 13

14. PRACTICAL TIPS TO CONDUCT BILINGUAL PROCEEDINGS BEFORE THE PROCEEDING: – Reserve interpreter – Adequate allotted time for proceeding – Review terminology – Identify language of parties – Easy access to bilingual resources DatePresentation Name 14

15. PRACTICAL TIPS TO CONDUCT BILINGUAL PROCEEDINGS DURING THE PROCEEDING: – Affirm the interpreter – Address each party in the language of their choice – Do not favour one language over the other if the proceeding is bilingual – Be patient – Moderate the flow of information – Ask parties to repeat if needed – You are not the interpreter DatePresentation Name 15

16. PRACTICAL TIPS TO CONDUCT BILINGUAL PROCEEDINGS AFTER THE PROCEEDING – Write the decision respecting language choice – Quotes from the parties should be in the language it was provided at the review – Send to translation prior to issuing decision to the parties – Read the translation side by side with the original decision – Issue both French and English versions at the same time DatePresentation Name 16

17. QUESTIONS DatePresentation Name 17