Purpose statement
This procedure addresses the Accessible Employment Standards requirements of Ontario Regulation 191/11 for the Integrated Accessibility Standards Regulation under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).
Scope
This procedure applies to employees or potential employees of the town. It does not apply to agents or contractors who act on behalf of, or represent the town, volunteers or any unpaid individuals.
The requirements set out in this procedure are being implemented by the town in accordance with the standards and timelines established in the AODA.
Procedures
Recruitment
The town shall:
- Notify employees and the public about the availability of accommodations for applicants with disabilities in its recruitment process
- Notify job applicants who are selected for an interview and/or testing that accommodations are available upon request in relation to the materials or processes to be used
- Consult with any applicant who requests an accommodation in a manner that takes into account the applicant’s disability
- Notify successful applicants about the town’s policies for accommodating employees with disabilities as part of their offer of employment
Employee supports, accessible formats and communication supports for employees
The town will ensure that all employees are informed of the policies used to support employees with disabilities. This information will be provided to new employees as part of the orientation program or as soon as practicable. All employees will be notified of any changes to existing policies relating to job accommodations that take into account an employee’s accessibility needs due to disability.
Upon request by an employee, the town will consult with the employee to provide or arrange for accessible formats and communication supports for:
- information that is needed to perform the employee’s job
- information that is generally available to employees in the workplace.
Workplace emergency response information
The town will provide individualized workplace emergency response information to employees with disabilities if the disability is such that an individual plan is necessary and the town is aware of the need for accommodation. The town will work with the employee as necessary to ensure an individualized plan is in place as soon as practicable. Should the employee move to a new position and/or location within the town, the information shall be reviewed, in accordance with the accommodation process and as part of the general emergency response plan review.
With the employee’s consent, this information will be provided to any person designated by the town to provide assistance.
Individual accommodation plans
The town has established an Accommodation Procedure for developing and maintaining individual accommodation plans. This written process outlines:
- How an employee can participate in the development of their plan
- How employees are assessed on an individual basis
- When the town can request an evaluation by an outside medical or other expert, at the town’s expense, to determine if and how accommodation can be achieved
- How affiliated (unionized) employees can request the participation of a representative from their bargaining agent (union), in the development of their plan
- How non-affiliated (non-unionized) employees can request the participation of a representative from their workplace, in the development of their plan
- The steps taken to ensure privacy of the employee’s personal information,
- when the plan is reviewed and how this will be done
- If an accommodation is denied, how the reasons for denial will be communicated to the employee
- How employees with disabilities will be provided an individual accommodation plan in a format that takes into account their accessibility needs
Individual accommodation plans will include the following information:
- Individual workplace emergency response information, where one exists
- If requested, information regarding accessible formats and communications supports
- Any other accommodations to be provided.
Return to work process
The town shall have a documented return to work process for employees who have been absent due to disability and require disability-related accommodations. This return to work process shall outline the steps that the town shall take to facilitate the return to work.
Performance management and Career development and advancement
The town shall take into account the accessibility needs of its employees with disabilities including any individual accommodation plans when using its performance management process, providing career development and when considering redeployment and advancement to its employees with disabilities.
Definitions
Employee: a person receiving or entitled to wages for work performed including but not limited to full-time, part-time, students, temporary and interns.
Accessible formats: may include but are not limited to, large print, recorded audio and electronic formats, Braille and other formats usable by persons with disabilities.
Communication supports: may include but are not limited to, captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications.
Workplace emergency response: are actions to be taken from the time when an emergency occurs to the arrival of the attending emergency services.
Responsibilities
Departments are responsible for:
- Ensuring the accessible employment procedure is followed
- Taking into account accessibility needs of individuals during the recruitment process, return to work process, performance management, career development, and redeployment.
Employee(s) (person with disability) is responsible for:
- Requesting accommodation and providing relevant information to assist the town in supporting the individual’s accessibility needs, including participating in the development of individual accommodation plans.
- Requesting accessible formats and communication supports for information that is needed to perform their job.
Job applicant(s) is responsible for:
- Requesting an accommodation during the recruitment process
Human Resources department is responsible for:
- Identifying, removing and preventing barriers when posting jobs, during the recruitment and selection process, when implementing occupational health and safety programs and during the rehabilitation and placement of employees with disabilities.