2.5 Official Language Policy

Purpose

The purpose of this policy is to ensure that Fencing-Escrime New Brunswick (FENB) operates in both official languages of New Brunswick, recognizing the equal status of English and French in all communications, programs, and services.

This policy promotes inclusivity and accessibility by respecting the linguistic rights of all members, volunteers, and the public in accordance with the provincial Official Languages Act.

Scope

This policy applies to all written, verbal, and digital communications produced or issued by FENB, including public events, official documents, online content, and correspondence with members or stakeholders.

It applies to all FENB representatives — Board members, staff, coaches, officials, volunteers, and contractors — and extends to affiliated clubs and programs when acting under the authority or branding of FENB.

Policy

Bilingual Service Delivery

FENB will provide public-facing communications, documentation, and services in both official languages.

All official communications, including announcements, website content, social media posts, and promotional materials, shall be produced in English and French in accordance with the communications section of the Safe Sport, Conduct, and Athlete Protection Policy (Section 2.1).

Public-facing materials intended for members or the general public will be made available simultaneously in both official languages, except where urgent circumstances require immediate release, in which case the second language version will follow as soon as possible.

Event signage, forms, and registration materials for provincial competitions or programs organized by FENB will be made available in both official languages.

Active Offer of Service

FENB will take appropriate measures to make it known, at the first point of contact, that services are available in English and French.

This includes, where applicable:

  • bilingual signage at events and meetings;

  • bilingual greetings or instructions at registration and information desks;

  • bilingual voicemail or email instructions directing members to service in their language of choice.

Member and Participant Communication

Members, parents, and participants shall have the right to communicate with FENB in either English or French and to receive responses in the same language.

FENB will acknowledge inquiries in the language received and respond within a reasonable timeframe. Where translation is required, an interim response may be provided in the same language.

FENB will ensure that adequate bilingual capacity or interpretation support is available at major events, including tournaments and the Annual General Meeting (AGM), particularly for registration, announcements, and formal proceedings.

Documents, Agreements, and Governance Materials

At minimum, the following documents intended for members or the public will be maintained in both official languages:

  • Constitution and bylaws

  • Board-approved policies

  • AGM notices, agendas, and minutes

  • Annual reports

  • Event rules, registration forms, and selection criteria

  • Discipline, complaints, and safety-related information

Standard agreements and forms (e.g., athlete agreements, waivers, contractor or coaching agreements) will be made available in either official language upon request.

Training and Education

Training and education programs offered by FENB, including those referenced in the Safe Sport, Conduct, and Athlete Protection Policy (Section 2.1), will be offered in both official languages where reasonably possible, and FENB may use interpretation or translated materials to support bilingual delivery.

Partnerships and Collaboration

FENB will collaborate with Sport New Brunswick, the Canadian Fencing Federation (CFF), and other organizations to promote bilingualism and to share best practices for linguistic inclusion.

Clubs and program partners are encouraged to reflect the spirit of this policy by offering information, signage, and communication in both official languages when delivering activities under FENB authority.

Oversight, Accountability, and Complaints

The Executive Director is responsible for ensuring compliance with this policy and for coordinating translation, interpretation, and bilingual service delivery.

Concerns or complaints regarding language accessibility may be submitted to the Executive Director and will be reviewed and addressed in a timely manner. A summary of language-related issues may be reported to the Board of Directors as part of regular governance oversight.

Review

This policy will be reviewed every two years to ensure alignment with the provincial Official Languages Act, Sport New Brunswick expectations, and evolving best practices in bilingual service delivery.

Related Policies

  • Safe Sport, Conduct, and Athlete Protection Policy (Section 2.1)

  • Equipment and School Program Policy (Section 2.4)

Approved April 2026