GRI Policy and Procedures on Translations POLICY 

GRI strives to make its core documents available to the maximum number of end-users. By prioritizing the following languages, it is estimated that the needs of approximately 75 percent of current reporters will be met: Brazilian Portuguese, French, German, Spanish and Simplified Chinese (Mandarin). Translations into other languages are subject to available funding as indicated below.

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All GRI copyright protected materials1 are developed in English and the original English version remains the authoritative version.

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Translations of GRI copyright protected materials can only be done with prior permission from GRI. GRI does not endorse translations of its materials performed without obtaining appropriate advance permission from GRI.

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GRI only works with professional (paid) translators and only allows for in-kind translations on an exceptional basis.

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Layout of translated GRI documents should be done by (paid) layout professionals.

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With the exception of specific (donor funded) projects, GRI does not have funds available to translate its materials and therefore relies on sponsorship in this respect.

 Sponsorship for funding of a translation of GRI copyright protected materials should cover all costs related to professional translation, layout and coordination.

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See the GRI website for the GRI Trademark and Copyright Policy. © GRI (2015)

PROCEDURES Applying to sponsor a translation of GRI copyright protected materials

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For some strategically important materials/languages, GRI actively seeks sponsorship. In other cases interested parties can approach GRI’s Services department2 to apply to sponsor a translation of GRI copyright protected material into specific language(s). Should GRI and the relevant interested party (parties) come to an agreement, this will be formalized with a Letter of Agreement (LoA) between the parties, where roles and responsibilities, including financial commitments of the sponsor, are clearly defined.

In addition, the following applies in the case of Due Process (Standard) documents Translations of all documents developed following GRI’s Due Process (Standard documents) must undergo a reviewing process as further defined below:

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For translations of GRI Guidelines a panel of Peer Reviewers must be established. See the Annex for details of the Term of Reference for Peer Reviewers of the Guidelines.

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For translations of other Standard documents (i.e. Sector Disclosures) a full Peer Review panel is not required and it is sufficient to request one of the members of the relevant Guideline Peer Review panel to review disclosure related parts to ensure consistent use of terminology.

For questions please write to:

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[email protected].

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Annex to GRI Policy and Procedures on Translations GRI G4 translations peer review TERMS OF REFERENCE This Terms of Reference document (hereafter “ToR”) outlines the criteria for peer reviewers of the translation of the G4 Sustainability Reporting Guidelines. GRI will select suitable candidates to act as voluntary, unpaid peer reviewers of the translation of G4 based on how well they meet this set of criteria. This document outlines the necessary skills and knowledge required of peer reviewers and the timeline of revision of the translation of G4.

Introduction The Global Reporting Initiative (GRI) produces comprehensive Sustainability Reporting Guidelines that are widely used around the world to enable greater organizational transparency. The Guidelines set out the Principles and Standard Disclosures organizations can use to measure and report their economic, environmental, and social performance. GRI is committed to continuously improving and increasing the use of the Guidelines, which are freely available to the public. In May 2013, the fourth generation of GRI’s Sustainability Reporting Guidelines – G4 – was launched. In addition to the Principles and Standard Disclosures, the G4 Guidelines also consist of a detailed Implementation Manual which provides guidance on how to apply the Principles and Standards Disclosures. The translation of the G4 Guidelines into various different languages ensures that they are accessible to a global audience. This global accessibility and reach is central to the fulfillment of GRI’s mission to mainstream sustainability reporting. GRI is using the services of a professional translation agency for all G4 translations. To cover the cost, GRI is seeking the support of organizations to help with financial sponsorship. GRI will also be enlisting the help of between three and four peer reviewers per language on a pro bono basis. The G4 Guidelines have increased user-friendliness and accessibility. They are presented in two interconnected parts: Part 1 (94 pages) and Part 2 (266 pages). For more information about the G4 Guidelines click here. To learn more about the G4 translations process, click here.

Peer Review Mandate GRI works with a professional translation agency for all G4 translations. Peer reviewers of the translation of G4, will be tasked with reviewing the quality of the complete translation. The role of the peer reviewer is to thoroughly read the translation and provide constructive criticism where necessary on parts they feel need to be reviewed. The type of criticism/feedback being sought involves identifying and explaining weaknesses in the text and suggesting solutions.

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All feedback from peer reviewers will be submitted to GRI and passed on to the translation agency for consideration. The translation agency may seek contact with the peer reviewers for clarifications if necessary. The translation agency will take feedback received into account and will be responsible for making the final decision on any changes to be implemented. The end responsibility of the translation lies with the translation agency.

Peer Review Recruitment Peer reviewers are responsible for checking and approving the quality of the translation of the G4 Guidelines. Peer reviewers are selected by the GRI Secretariat. Selection criteria include expertise, stakeholder diversity and availability. Preference will be given to Certified Training Partners and Organizational Stakeholders. GRI will consider the expertise and experience of the applicants during the recruitment and selection processes for G4 peer reviewers. Peer reviewers will be selected based on the following set of criteria:      

Native speaker of the language in question Strong English language skills Good knowledge of sustainability reporting and familiarity with GRI’s Sustainability Reporting Guidelines Familiarity with the needs of sustainability reporters and report users Ability to complete the revision in the given time frame Ability to provide written English feedback when requested

Procedure The GRI Secretariat will convene a G4 Translations Peer Review Committee, responsible for selecting the appropriate peer reviewers for each translation. The Committee will appoint one of the peer reviewers as a Chair and she/he will serve as a liaison person with the GRI Peer Review Committee and the translation agency should this be required. GRI will provide peer reviewers with the translated document on an agreed-upon date that will allow for three weeks peer review work. At the end of the three weeks, the Chair may organize a telephone or in-person meeting of all peer reviewers to jointly prepare their feedback submission to GRI. After this meeting the Chair will merge all reviewers’ input into a single document to be sent back to GRI within two weeks. GRI will then pass the feedback on to the translation agency. GRI will provide instructions on how the feedback can be provided.

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Peer Reviewer Commitments and Timelines Peer reviewers are expected to:    

Review the translated document and provide feedback in a timely manner Work in a manner that is aimed at meeting the needs of report users If necessary, attend at least one (telephone) meeting with other peer reviewers to prepare joint feedback Be ready to provide additional clarifications on feedback provided, should this be required

Actions

Date

Translation sent to peer reviewers

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Individual reviews complete

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Meeting of all peer reviewers to discuss joint feedback submission (optional)

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Combined feedback returned to GRI

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Acknowledgments In the acknowledgments section of the translation, the following text will appear (in the relevant language) to recognize the parties that made the translation possible. The GRI Sustainability Reporting Guidelines are developed in English. While strict quality requirements were placed on this translation, the English version remains the official document. Any updates to the English version of the Sustainability Reporting Guidelines will be published on the GRI website (www.globalreporting.org). This translation has been carried out by Strategic Agenda LLP and has been peer reviewed by the following individuals: • • • In addition to recognition in the translated document itself, peer reviewers will be recognized in the launch communications. This will include recognition in GRI social media posts, the GRI Newsletter, as well at any GRI launch event, if applicable.

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Signed for and on behalf of the Peer reviewer ______________________________ Signature: ______________________________ Name and Title ______________________________ Date

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