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Integrated Accessibility Standards

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.

Draft policy and ready for approval

(link to your policy)

Approved

January 1, 2014

4

Accessibility Plans

4.(1) Large organizations shall,

  1. 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;
  1. post the accessibility plan on their website, if any, and provide the plan in an accessible format upon request; and
  1. review and update the accessibility plan at least once every five years.

Drafted

Check with IT – Determine where to put the Accessibility link

Plan will reviewed Jan 1, every year

ongoing

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,
(a) all employees, and volunteers;
(b) all persons who participate in developing the organization‘s policies; and
(c) 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 mgt. and one for all employees
Classroom, elearning, or blended?

Review proLearning online full training modules – employee and manager

January 1, 2015

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 (how we will do this is to be determined. 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 (how we will do this is to be determined. 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 (how we will do this is to be determined. 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)

Think about adding language to Trade Show materials

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.

Review proLearning Website Brief

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”
Include a statement in a job ad?
Identify where you advertise – paper, website, bulletin board?
Example: We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs.”

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.
(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 – telephone, email, letter?
May wish to designate a contact person to handle queries regarding accessibility
Identify the language you 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

(Interview Script Guidelines)

(Template – Accessible Interviewing Checklist)

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.

Most will put a statement in hire letter
Some will make phone calls
Write appropriate script
(Notification to Successful Applicants)

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

25

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

New employees will be informed as soon as practicable.

Complete

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.

Employees will be informed via email and hardcopy.

Complete

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,

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

Information will be available to employees requesting accessible formats and communication supports.

Complete

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.

Employees will be consulted

Complete

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.

Process has been developed

Complete

January 1, 2012

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

(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

(4) Every employer shall review the individualized workplace emergency response information,
(a) when the employee moves to a different location in the organization;
(b) when the employee‘s overall accommodations needs or plans are reviewed; and
(c) when the employer reviews its general emergency response policies.

Part of process

Complete

January 1, 2012

28

Documented Individual Accommodation Plans

28.(1) Employers, other than employers that are small organizations, shall develop and have in place a written process for the development of documented individual accommodation plans for employees with disabilities.

Develop process

January 1, 2016

28

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

  1. The manner in which an employee requesting accommodation can participate in the development of the individual accommodation plan.
  1. The means by which the employee is assessed on an individual basis.
  1. 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.
  1. 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.
  1. The steps taken to protect the privacy of the employee‘s personal.
  1. The frequency with which the individual accommodation plan will be reviewed and updated and the manner in which it will be done.
  1. If an individual accommodation plan is denied, the manner in which the reasons for the denial will be provided to the employee.
  1. 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?

(Accommodation Process)

(Individual Accommodation Plan)

(Functional Capacity Assessment Form)

January 1, 2016

29

Return to Work Process

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

  1. 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
  1. shall document the process.

Develop process for employees returning to work after a disability-related leave of absence.

January 1, 2016

29

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

  1. outline the steps the employer will take to facilitate the return to work of employees who were absent because their disability required them to be away from work; and
  2. use individual documented accommodation plans, as described in section 28, as part of the process.

(Return to Work Process)
(Job Task Analysis Form)

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.

Not applicable

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.

Review your current process
Need to keep individual accommodation plan in mind

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.

Review your current process
Need to keep individual accommodation plan in mind

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.

Review your current process
Need to keep individual accommodation plan in mind

January 1, 2016

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