Integrated Accessibility Standards - Multi Year Plan

Sec.

Title

Explanation

Planned Action

Status

Date Req

3

Section 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.

(2) Obligated organizations, other than small organizations, shall include a statement of organizational commitment to meet the accessibility needs of persons with disabilities in a timely manner in their policies.

-Draft submitted

-Will be reviewed annually

-Will be made available on website

-Will be made in accessible formats as requested

COMPLETE AND

ONGOING

Jan 01, 2014

4

Section 4: Accessibility Plans

4 (1) The Government of Ontario, Legislative Assembly, designated public sector organizations and large organizations shall,

• a) 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;

• b) post the accessibility plan on their website, if any, and provide the plan in an accessible format upon request; and

• c) review and update the accessibility plan at least once every five years.

-identify and document barriers in all Otto's locations

-Draft submitted

-website administrators to upload approved drafts

-To be reviewed annually and updated every 5 years

COMPLETE

AND

ONGOING

Jan 01, 2014

7

Section 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.

(2) The training on the requirements of the accessibility standards and on the Human Rights Code referred to in subsection

• (1) shall be appropriate to the duties of the employees, volunteers and other persons.

• (3) Every person referred to in subsection (1) shall be trained as soon as practicable.

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

• (5) The Government of Ontario, the Legislative Assembly, every designated public sector organization and every large 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.

-Review proposals for online web portals to manage training and HR considerations

-review AODA training videos to launch during training campaign

-schedule small group sessions where the video is viewed and the spirit and intent of the act is reviewed

-document who has received this training and store in employees file

COMPLETE

AND

ONGOING

Jan 01, 2015

Sec.

Title

Explanation

Planned Action

Status

Date Req

11

Section 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.

(2) Nothing in this section detracts from the obligations imposed under section 7 of Ontario Regulation 429/07 (Accessibility Standards for Customer Service) made under the Act.

-draft policies that reflect the commitment to provide Ontarians the ability to communicate in an accessible fashion any recommendations or missing requirements from our Accessibility Standard

-create feedback form

WORKING

Jan 01, 2015

12

Section 12: Accessible Formats and 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,

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

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

-determine the most common accessible formats, and have ready the resources to provide the formats

WORKING

Jan 01, 2016

12

Section 12: Accessible Formats and Communication Supports

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

-create the feedback process for customers to get a hold of in the event of a requirement

COMPLETE

Jan 01, 2016

12

Section 12: Accessible Formats and Communication Supports

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

-this information will be disseminated through our website and staff will be trained to provide feedback information for clients to get their information in accessible formats

WORKING

Jan 01, 2016

12

Section 12: Accessible Formats and Communication Supports

(4) Every obligated organization that is required to provide accessible formats or accessible formats and communication supports by section 3, 4, 11, 13, 19, 26, 28, 34, 37, 44 or 64 shall meet the requirements of subsections (1) and (2) but shall do so in accordance with the schedule set out in the referenced section and shall do so only to the extent that the requirements in subsections (1) and (2) are applicable to the requirements set out in the referenced section.

-include on website in AODA policy

-provide reception with the information and printed materials

WORKING

Jan 01, 2016

13

Section 13: Emergency Procedures, Plans or Public Safety Information

13(1) In addition to its obligations under section 12, if an obligated organization prepares emergency procedures, plans or public safety information and makes the information available to the public, the obligated organization shall provide the information in an accessible format or with appropriate communication supports, as soon as practicable, upon request.

(2) Obligated organizations that prepare emergency procedures, plans or public safety information and make the information available to the public shall meet the requirements of this section by January 1, 2012

-strategy is included in emergency response plan

-staff will be informed on a need to know basis those who are responsible for providing accommodations in an emergency response scenario

-will be done by the JHSC

COMPLETE

AND ONGOING

Jan 01, 2012

14

Section 14: Accessible Websites and Web Content

14(1) The Government of Ontario and the Legislative Assembly shall make their internet and intranet websites and web content conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, at Level AA, and shall do so in accordance with the schedule set out in this section.

(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

-Daniel from Black Book verified websites are all compliant November 06^th 2014

COMPLETE

Jan 01, 2014 for WCAG 2.0 level A

Jan 01, 2021 WCAG 2.0 level AA

Sec.

Title

Explanation

Planned Action

Status

Date Req

22

Section 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

-job ads to include "Otto's is committed to providing accommodations for persons with disabilities. If you require accommodations Otto's will work with you to meet your needs"

COMPLETE

Jan 01, 2016

23

Section 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 will be accountable for the HR process at Otto's concerning AODA

-identify resources(interview room, interview guidelines, new hire process)

WORKING

Jan 01, 2016

24

Section 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.

-person accountable for process will be responsible for organizing and maintaining communications

WORKING

Jan 01, 2016

25

Section 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

-train hiring managers on best practices

-disseminate the information to all staff through the intranet, HR boards and add the pieces to the new hire package

WORKING

Jan 01, 2016

25

Section 25: Informing Employees of Supports

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

Their employment.

-implement into the policies and procedures piece of the new hire package

WORKING

Jan 01, 2016

25

Section 25: Informing Employees of Supports

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.

-train managers

-disseminate the changes to all staff through the intranet, HR boards, and written format

WORKING

Jan 01, 2016

26

Section 26: Accessible Formats and 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. O. Reg. 191/11, s. 26 (1).

-assign accountability for accommodations

-be prepared to provide job descriptions, MSDS, SOP new hire package, policies and procedures manual, any reference data required to do the job

WORKING

Jan 01, 2016

26

Section 26: Accessible Formats and Communication Supports For Employees

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

-assign accountability

Structure for providing accommodations

WORKING

Jan 01, 2016

27

Section 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.

-JHSC will provide in emergency response plan

COMPLETE

Jan 01, 2012

27

Section 27: Workplace Emergency Response Information

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.

-JHSC will provide in emergency response plan

COMPLETE

Jan 01, 2012

27

Section 27: Workplace Emergency Response Information

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.

-JHSC will provide in emergency response plan

COMPLETE

Jan 01, 2012

27

Section 27: Workplace Emergency Response Information

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;

• when the employer reviews its general emergency response policies.

-JHSC will provide in emergency response plan

COMPLETE

Jan 01, 2012

28

Section 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.

-assign accountability for accommodations

-create a template which includes all necessary forms

WORKING

Jan 01, 2016

28

Section 28: Documented Individual Accommodation Plans

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 information.

• 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.

-assign accountability

-create reproducible template to produce documented individualized plans that meet all of the 8 listed requirements outlined by AODA

WORKING

Jan 01, 2016

28

Section 28: Documented Individual Accommodation Plans

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; and

• identify any other accommodation that is to be provided

-assign accountability

-create reproducible template to produce documented individualized plans that meet all of the 8 listed requirements outlined by AODA

WORKING

Jan 01, 2016

29

Section 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.

-assign accountability

-write an official return to work policy and ensure it meets best practices and regulations

WORKING

Jan 01, 2016

29

Section 29: Return to Work Process

(2) The return to work process shall,

• 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

• use individual documented accommodation plans, as described in section 28, as part of the process.

-assign accountability

-write an official return to work policy and ensure it meets best practices and regulations

WORKING

Jan 01, 2016

29

Section 29: Return to Work Process

(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.

-assign accountability

-write an official return to work policy and ensure it meets best practices and regulations

WORKING

Jan 01, 2016

30

Section 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

-write an official performance monitoring policy and ensure it meets best practices

-contact outside resources to see how performance measures can be established for the deaf and the blind

WORKING

Jan 01, 2016

30

Section 30: Performance Management

30.(2) In this section, "performance management" means activities related to assessing and improving employee performance, productivity and effectiveness, with the goal of facilitating employee success.

-write an official performance monitoring policy and ensure it meets best practices

-contact outside resources to see how performance measures can be established for the deaf and the blind

WORKING

Jan 01, 2016

31

Section 31: Career Development and 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.

-write an official performance monitoring policy and ensure it meets best practices

-contact outside resources to see how career development practices can be established for the deaf and the blind

WORKING

Jan 01, 2016

31

Section 31: Career Development and Advancement

31.(2)In this section, "career development and advancement" includes providing additional responsibilities within an employee's current position and the movement of an employee from one job to another in an organization that may be higher in pay, provide greater responsibility or be at a higher level in the organization or any combination of them and, for both additional responsibilities and employee movement, is usually based on merit or seniority, or a combination of them.

-write an official performance monitoring policy and ensure it meets best practices

-contact outside resources to see how career development practices can be established for the deaf and the blind

WORKING

Jan 01, 2016

32

Section 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 standard

-Affiliation with an association that can provide assistance with creating accommodations

WORKING

Jan 01, 2016

32

Section 32: Redeployment

32.(2) In this section, "redeployment" means the reassignment of employees to other departments or jobs within the organization as an alternative to layoff, when a particular job or department has been eliminated by the organization.

-Review standard

-Affiliation with an association that can provide assistance with creating accommodations

WORKING

Jan 01, 2016