• ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005

    INTEGRATED ACCESSIBILITY STANDARDS - MULTIYEAR PLAN

    PART I – GENERAL REQUIREMENTS    

    Section 

     Initiative 

     Description 

     Action 

     Status 

     Compliance Date 

    3  

    Establishment of Accessibility Policies  

    3. (1) Every obligated organization shall develop,  implement and maintain policies governing how the organization achieves or will achieve accessibility through meeting its requirements under the accessibility standards referred to in this Regulation.

    Develop policy   

    Complete   

    January 1, 2014

    3  

    Statement of Commitment   

    3. (2) Large organizations shall include a statement of organizational commitment to meet the accessibility needs of persons with disabilities in a timely manner in their policies.

    Include in policy  

    Complete  

    January 1, 2014

    4  

    Accessibility Plans  

    4. (1) Large organizations shall,        

    • establish, implement, maintain and document a multi-year accessibility plan, which outlines the organization‘s strategy to prevent and remove barriers and meet its requirements under this Regulation;   
    • post the accessibility plan on their website, if any, and provide the plan in an accessible format upon request; and   
    • review and update the accessibility plan at least once every five years.  
     

     

    Multi-year plan draft 1 completed

    To be posted via IT once approved

    HR will review Jan 1, every year

    Complete

    January 1, 2014

    7

    Training

    7. (1) Every obligated organization shall ensure that training is provided on the requirements of the accessibility standards referred to in this Regulation and on the Human Rights Code as it pertains to persons with disabilities to,

    • all employees, and volunteers;
    • all persons who participate in developing the organization
    • all other persons who provide goods, services or facilities on behalf of the organization

    To determine method of training and number of training levels. Require separate one for sr. mgt.; one for first line mgrs. and one for all employees. Classroom, e-learning, or blended?  

    Ongoing  

    January 1, 2015

    7

     

    7. (4) Every obligated organization shall provide training in respect of any changes to the policies described in section 3 on an ongoing basis.

    Develop training as needed

    Ongoing

    January 1, 2015 (ongoing hereafter)

    7

     

    7. (5) Every obligated organization shall keep a record of the training provided under this section, including the dates on which the training is provided and the number of individuals to whom it is provided

    Develop training as needed

    Ongoing

    January 1, 2015 (ongoing hereafter)

     

    PART II – INFORMATION AND COMMUNICATIONS STANDARDS

     Section 

     Initiative 

     Description 

     Action 

     Status 

     Compliance Date 

    11

    Feedback

    11. (1) Every obligated organization that has processes for receiving and responding to feedback shall ensure that the processes are accessible to persons with disabilities by providing or arranging for accessible formats and communications supports, upon request.

    Conduct a review of all feedback processes across the organization (internally and externally). Consult with all functional areas to make sure all feedback processes are captured.

    Determine what accessible formats and communication supports we will provide upon request.

    Ensure staff and management are aware of the need to accommodate upon request (to be part of training).

    Ongoing

    January 1, 2015

    12

    Accessible Formats & Communication Supports

    12. (1) Except as otherwise provided, every obligated organization shall upon request provide or arrange for the provision of accessible formats and communication supports for persons with disabilities,

    a. in a timely manner that takes into account the person‘s accessibility needs due to disability; and     

    b. at a cost that is no more than the regular cost charged to other persons.               

     

     

    Determine what accessible formats and communication supports we will provide to persons with disabilities upon request.

    Ensure these formats and supports can be provided in a timely manner (ex. Same time, 24 hours)

    Communicate to staff and management that no additional charge is required (to be part of training)

    Ongoing

    January 1, 2016

    12

     

    12. (2) The obligated organization shall consult with the person making the request in determining the suitability of an accessible format or communication support.

    Communicate to staff and management this requirement (to be part of training) 

    Develop protocol for situations where a suitable agreement cannot be made

    Ongoing

    January 1, 2016

    12

     

    12. (3) Every obligated organization shall notify the public about the availability of accessible formats and communication supports.

    Have a sign posted in reception area (Ops)

    Post on website (IT)

    Include notice on certain print materials (to confirm with Marketing)

    Ongoing

    January 1, 2016

    14

    Accessible Websites & Web Content

    14. (2) Designated public sector organizations and large organizations shall make their internet websites and web content conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)2.0, initially at Level A and increasing to Level AA, and shall do so in accordance with the schedule set out in this section.

    No new content has been added therefore no further action to take at this time unless requested regarding WCAG 2.0 Level A

    Complete

    January 1, 2014 New internet websites and web content on those sites must conform with WCAG 2.0 Level A.

    January 1, 2021 All internet websites and web content must conform with WCAG 2.0 Level AA, other than,

    •  success criteria 1.2.4 Captions (Live)
    •  success criteria 1.2.5 Audio Descriptions (Pre-recorded).

     

    PART III – EMPLOYMENT STANDARD

    Section 

    Initiative 

    Description 

    Action 

    Status 

    Compliance Date 

    22

    Recruitment - General

    22. Every employer shall notify its employees and the public about the availability of accommodation for applicants with disabilities in its recruitment processes.

    Determine "how" - Potentially include a statement in a job ad?

    Identify where we advertise – paper, website, bulletin board etc.

    Example: "We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs." 

    Ongoing

    January 1, 2016

    23

    Recruitment, Assessment or Selection Process

    23. (1) During a recruitment process, an employer shall notify job applicants, when they are individually selected to participate in an assessment or selection process, that accommodations are available upon request in relation to the materials or processes to be used.

     23. (2) If a selected applicant requests an accommodation, the employer shall consult with the applicant and provide or arrange for the provision of a suitable accommodation in a manner that takes into account the applicant‘s accessibility needs due to disability.

    Determine "how" to notify applicants – potentially telephone, email, letter etc

    May designate a contact person to handle queries regarding accessibility

    Identify the language we will use

    Identify barriers: location of interview room, format of tests, room set-up for in-person interviews, interviewing timelines, supports, paperwork

    Develop interview guidelines

    Ongoing

    January 1, 2016

    24

    Notice to Successful Applicants

    24. Every employer shall, when making offers of employment, notify the successful applicant of its policies for accommodating employees with disabilities

    Input a statement in hire letter (Notification to Successful Applicants)

    Ongoing

    January 1, 2016

    25

    Informing Employees of Supports

    25. (1) Every employer shall inform its employees of its policies used to support its employees with disabilities, including, but not limited to, policies on the provision of job accommodations that take into account an employee‘s accessibility needs due to disability.


    • Circulate policy
    • Training
    • Posters
    • All staff emails
    • Brochures  

     

     

     

    Ongoing

    January 1, 2016

    25

     

    25. (2) Employers shall provide the information required under this section to new employees as soon as practicable after they begin their employment.

    Communicate this to employees upon being hired

    Ongoing

    January 1, 2016

    25

     

    25. (3) Employers shall provide updated information to its employees whenever there is a change to existing policies on the provision of job accommodations that take into account an employee‘s accessibility needs due to disability.

    See 25. (1)

    Ongoing

    January 1, 2016

    26

    Accessible Formats & Communication Supports for Employees

    26. (1) In addition to its obligations under section 12, where an employee with a disability so requests it, every employer shall consult with the employee to provide or arrange for the provision of accessible formats and communication supports for,

    •  information that is needed in order to perform the employee‘s job; and
    • information that is generally available to employees in the workplace.

    Functional audit of information specific to departments 

    Audit of regular communications

    Ongoing

    January 1, 2016

    26

     

    26. (2) The employer shall consult with the employee making the request in determining the suitability of an accessible format or communication support.

    List what the employee will require – i.e. Policy, communication supports that are available (text-to-speech, braille, large print, accessible PDFs, plain language versions, closed captioning)

    Ongoing

    January 1, 2016

    27

    Workplace Emergency Response Information

    27. (1) Every employer shall provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation due to the employee‘s disability.

    Develop process

    Complete

    January 1, 2012

    27

     

    27. (2) If an employee who receives individualized workplace emergency response information requires assistance and with the employee‘s consent, the employer shall provide the workplace emergency response information to the person designated by the employer to provide assistance to the employee.

    Part of process with employee’s consent

    Complete

    January 1, 2012

    27

     

    27. (3) Employers shall provide the information required under this section as soon as practicable after the employer becomes aware of the need for accommodation due to the employee‘s disability.

    Part of process

    Complete

    January 1, 2012

    27

     

    27. (4) Every employer shall review the individualized workplace emergency response information,

    • when the employee moves to a different location in the organization;
    • when the employee‘s overall accommodations needs or plans are reviewed; and
    • when the employer reviews its general emergency response policies.

    Part of process

    Complete

    January 1, 2012

    28

     

    28. (2) The process for the development of documented individual accommodation plans shall include the following elements:

    • The manner in which an employee requesting accommodation can participate in the development of the individual accommodation plan.
    • The means by which the employee is assessed on an individual basis.
    • The manner in which the employer can request an evaluation by an outside medical or other expert, at the employer‘s expense, to determine if and how accommodation can be achieved.
    • The manner in which the employee can request the participation of a representative from their bargaining agent, where the employee is represented by a bargaining agent, or other representative from the workplace, where the employee is not represented by a bargaining agent, in the development of the accommodation plan.
    • The steps taken to protect the privacy of the employee‘s personal.
    • The frequency with which the individual accommodation plan will be reviewed and updated and the manner in which it will be done.
    • If an individual accommodation plan is denied, the manner in which the reasons for the denial will be provided to the employee.
    • The means of providing the individual accommodation plan in a format that takes into account the employee‘s accessibility needs due to disability.

    How to do this?

    Create:

     -Accommodation Process

     -Individual Accommodation Plan

     -Functional Capacity Assessment        Form

    Ongoing

    January 1, 2016

    28

     

    28. (3) Individual accommodation plans shall,

    • if requested, include any information regarding accessible formats and communications supports provided, as described in section 26;
    • if required, include individualized workplace emergency response information, as described in section 27;
    • identify any other accommodation that is to be provided.

    See section 26 & 27

    Ongoing 

    January 1, 2016

    29

    Return to Work Process

    29. (1) Every employer, other than an employer that is a small organization,

    • shall develop and have in place a return to work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work; and
    • shall document the process

    Process in place however can be revamped further with improvements 

    Ongoing

    January 1, 2016

    29

     

    29. (2) The return to work process shall,

    • shall develop and have in place a return to work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work; and
    • use individual documented accommodation plans, as described in section 28, as part of the process.

    Involve managers, HR and employee to solidify plan

    Ongoing

    January 1, 2016

    29

     

    29. (3) The return to work process referenced in this section does not replace or override any other return to work process created by or under any other statute.

    Part of checklist

    Ongoing

    January 1, 2016

    30

    Performance Management

    30. (1) An employer that uses performance management in respect of its employees shall take into account the accessibility needs of employees with disabilities, as well as individual accommodation plans, when using its performance management process in respect of employees with disabilities.

    Need to keep individual accommodation plan in mind

    Ongoing

    January 1, 2016

    31

    Career Development & Advancement

    31. (1) An employer that provides career development and advancement to its employees shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans, when providing career development and advancement to its employees with disabilities.

    Need to keep individual accommodation plan in mind

    Ongoing

    January 1, 2016

    32

    Redeployment

    32. (1) An employer that uses redeployment shall take into account the accessibility needs of its employees with disabilities, as well as individual accommodation plans, when redeploying employees with disabilities.

    Need to keep individual accommodation plan in mind

    Ongoing

    January 1, 2016