Using simple language to manage the recognition process

What is simple language?

Many people will be familiar with the concept of “plain language”, not least because of the reference made to the term by the United Nations Convention on the Rights of Persons with Disabilities. For government websites, plain language is even a mandatory prerequisite (cf. Barrierefreie Informationstechnik-Verordung – BITV 2.0 [Federal Ordinance on Barrier-Free Information Technology]) and follows fixed guidelines. In contrast to plain language, simple language is still a relatively new construct and is used in a wide variety of ways without any clearly defined guidelines. A definition thus far has only existed to the extent of delineating it from plain language: “Simple language is more complex (than plain language). More difficult terms are also used.” (KELLERMANN 2014, p. 7). In the absence of any distinction between plain and simple language, mixed forms of the two have been created, and this further complicates the precise use of simple language. A summary of the main differences is provided in Table 1.

Table 1 Plain or simple language? The most important differences

 Sources: Klar & Deutlich – Agentur für Einfache Sprache, www.klarunddeutlich.de (retrieved: 02.09.2016); KELLERMANN 2014

Information provision for the recognition procedure

Because knowledge of German is not a prerequisite of recognition procedures, information relating to the Recognition Act and to the recognition of foreign qualifications needs to be presented in a way that is accessible and comprehensible for non-native speakers. Irrespective of this, the idea that as many people as possible should be able to autonomously obtain information forms part of the avowed policy aim to achieve inclusion.
The Federal Government information portal for the recognition of foreign professional and vocational qualifications www.anerkennung-in-deutschland.de has been dealing with this topic since its launch in 2012. The aim of making the portal available in nine languages is to make contact with persons who as of yet speak no or very little German. In addition to this, endeavours are also being made to provide information on the recognition procedure in a form of German which is readily understandable. Since the summer of 2016, the portal has consciously aligned itself to simple language and has also developed its own guide for use by the editorial team. Nevertheless, striking the right balance between easily comprehensible language and formulations which are legally watertight is always a tightrope walk for the editors, as the text versions in Table 2 show.

Table 2 German officialese in simple language

Using respectful language when providing guidance

Simple language is also an important aspect of personal guidance on recognition. The benefit of a face-to-face meeting is that advisers can back up the simple language they use with gestures and also utilise signs and facial expressions to elucidate what they are saying to persons interested in seeking recognition.
Within the guidance context, respect plays a major role alongside comprehensibility. Rather than resorting to “child’s speech”, advisers should pursue a dialogue between equals in accordance with the unwritten rules of simple language:

• Do not use idioms
• Avoid convoluted subordinate clauses
• Steer clear of the subjunctive and passive
• Speak comprehensibly and slowly
• Be prepared to repeat complicated facts and circumstances (cf. basis & woge e.V. 2014).

Support is now available in the form of guides for advisers (cf. e.g. basis & woge e.V. “Dictionary of Recognition Guidance), which provide an introduction to simple language and translate fixed terms such as “certificate of recognition” or complex processes.

Identification of professional and occupational competencies despite a low level of knowledge of German

Use of spoken simple language is also offered when professional or occupational competencies are assessed within the scope of a skills Analysis ¹. The skills analysis was brought into being by the Recognition Act. It represents an opportunity to check professional knowledge using a process in which language plays a subordinate role, as is the case with the pure examination of documents by the competent body. Although the procedure should be conducted in German, the intention is that it will not fail because of language difficulties. Task assignments should be formulated in an appropriate way, and tools such as dictionaries, sketches and figures and the use of translators are all permitted. In addition to this, further support is provided by the empathy of the experts and by the assistance they provide, for example, in giving verbal or physical explanations of specialist terms.

Especially within a government authority context, simple language remains rarely used and still has many hurdles to overcome. Nevertheless, there are grounds for hope. Several initiatives aimed at simplifying official German are now in place across the country, and the Federal Government has already taken action. Since 2009, there have been editorial staff teams at the Bundesministerium der Justiz [Ministry of Justice] and in the Bundestag [German Lower House of Parliament] tasked with formulating laws in a more comprehensible way ². Work is under way on guidelines to regulate the use of easily understandable written German for non-native speakers in government authorities.

Respectful verbal or written communication with persons interested in seeking recognition should be the objective of every government authority and of all those involved in providing guidance. Simple language is a step in the right direction in this regard.

Literature

BASIS & WOGE E.V.: Wörterbuch Anerkennungsberatung – Leichte Sprache. Kommunikationsempfehlung für die Beratung zur Anerkennung ausländischer Abschlüsse [Dictionary of recognition guidance – simple language. Communication recommendation for guidance on the recognition of foreign qualifications.] Förderprogramm „Integration durch Qualifizierung (IQ)“[“Integration through Qualification” funding programme]. Hamburg 2014

GESELLSCHAFT FÜR DEUTSCHE SPRACHE [GERMAN LANGUAGE ASSOCIATION]: Wie denken die Deutschen über die Rechts- und Verwaltungssprache? [What do the Germans think of their legal and administrative language?] Wiesbaden 2009 – URL:
http://gfds.de/wp-content/uploads/2014/08/Umfrage_Rechts-_und_Verwaltungssprache.pdf (retrieved: 10.10.2016

KELLERMANN, G.: Leichte und Einfache Sprache – Versuch einer Definition [Plain and simple language – attempt at a definition.] In: Aus Politik und Zeitgeschichte [Journal of Politics and Contemporary History] (APuZ) 64 (2014) 9–11, pp. 7–10

JULIA LUBJUHN
Staff member for enquiries management and international cooperation agreements in the “Recognition of Foreign Professional Qualifications” Division at BIBB

KATHARINA MORAHT
Online editor in the “Recognition of Foreign Professional Qualifications” Division at BIBB

Translation from the German original (published in BWP 6/2016): Martin Kelsey, Global SprachTeam, Berlin