INTRODUCTION AND STATEMENT OF COMMITMENT
The government of Ontario passed the Accessibility for Ontarians with Disabilities Act (the “AODA”) in 2005. The Ontario government’s goal is to make Ontario accessible by 2025. The Integrated Accessibility Standards Regulations (“IASR”) under the AODA require that effective January 1, 2014, Ideal Supply Inc., (Ideal) establish, implement, maintain and document a multi-year accessibility plan which outlines the organization’s strategy to prevent and remove barriers for persons with disabilities, and to meet its requirements under the IASR.
The AODA has a series of accessibility standards which set requirements that are applicable to Ideal:
- Customer Service;
- Information and Communications;
- Employment; and
- Proposed Accessibility Standards for the Built Environment
This multi-year plan outlines Ideal’s strategy to prevent and remove barriers to address the current and future requirements of the AODA, and in order to fulfill Ideal’s commitment as outlined in Ideal’s Accessibility Policy.
In accordance with the requirements set out in the IASR, Ideal will:
- Establish, review and update this plan in consultation with persons with disabilities;
- Post this plan on its websites (www.idealsupply.com);
- Report as required on its website (www.idealsupply.com) on the progress of plan implementation;
- Provide this plan in an accessible format, upon request; and
- Review and update this plan at least once every five years.
Overview
- Accessibility Standards for Customer Service
- Integrated Accessibility Standards Regulations
- Emergency Procedure, Plans or Public Safety Information
- Workplace Emergency Response Information
- Training
- Information and Communication Standards
- Feedback, Accessible Formats and Communication Supports
- Accessible Websites and Web Content
- Employment Standards
- Recruitment
- Informing Employees of Supports
- Documented Individual Accommodation Plans/Return to Work Process
- Performance Management, Career Development and Redeployment
- Proposed Accessibility Standards for the Built Environment
ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE
Commitment:
Ideal has been in compliance with the Accessible Customer Service Regulation under the AODA since 2012. Ideal is committed to excellence in serving all customers, including persons with disabilities, and it will carry out its functions in a manner which delivers an accessible customer service experience.
Ideal is committed to providing its goods and services in a way that respects the dignity and independence of persons with disabilities. This commitment will be integrated wherever possible and will ensure that persons with disabilities will benefit from the same services, in the same place and in a similar way as other customers.
Action Taken:
The following measures have been implemented by Ideal:
- Ensuring all persons who, on behalf of Ideal, deal with the public or other third parties, and all those who are involved in the development and approvals of customer service policies, practices and procedures, are trained to communicate and provide the same level of customer service to persons with disabilities as they would to persons without disabilities.
- Ensuring employees are trained and familiar with the various assistive devices that may be used by customers with disabilities who are accessing Ideal’s goods or services;
- Ensuring accessibility training is undertaken for all employees when they commence employment with Ideal;
- Ensuring customers accompanied by a guide dog or other service animal in areas of Ideal open to the public are accommodated;
- Ensuring that if a person with a disability is accompanied by a support person, the support person is accommodated. If the support person is assisting the customer participating in an Ideal event or program, but that person is not participating in the event/program on his or her own behalf, the support person is not charged a fee to attend the event/program;
- Providing customers with notice in the event of a planned or unexpected disruption of service or inaccessibility of facilities used by persons with disabilities, by placing such notices at all public entrances and service counters on Ideal’s premises. If the disruption is long-term, Ideal posts an announcement on its website informing customers of the location, duration of the disruption and alternate solutions;
- Continuing to welcome and appreciate feedback from persons with disabilities through multiple communication channels;
- Reporting compliance with the customer service standard on the Accessibility Compliance Reporting tool at Service Ontario’s One-Source for Business website.
Required legislative compliance: January 1, 2012
Completion date: January 1, 2012
INTEGRATED ACCESSIBILITY STANDARDS REGULATIONS
EMERGENCY PROCEDURE, PLANS OR PUBLIC SAFETY INFORMATION
Commitment:
Ideal is committed to making publicly available emergency safety information such that it is in an accessible format and that it respects the dignity and independence of persons with disabilities.
Action Taken:
The following measures have been implemented by Ideal:
- Emergency procedures, plans and public safety information that are prepared by Ideal and made available to the public, will be made available in an accessible format or with appropriate communication supports, as soon as practicable, upon request;
- Requests for accessible formats can me made across several mediums, including email, phone, or through a company representative.
Required legislative compliance: January 1, 2012
Completion date: January 1, 2012
WORKPLACE EMERGENCY RESPONSE INFORMATION
Commitment:
Where Ideal is aware that an employee has a disability and that there is a need for accommodation, individualized workplace emergency response information will be provided to the employee as soon as practicable if such information is necessary given the nature of the employee’s disability.
Action Taken:
The following measures have been implemented by Ideal:
- Individualized workplace emergency response information procedures have been developed for employees with disabilities, as required;
- Where required, Ideal provides assistance to specific disabled employees, with the disabled employees’ prior consent, to help them evacuate the workplace in case of an emergency or disaster. These plans for providing assistance have been set out in our employee Emergency Response Plan across all locations;
- These individualized emergency plans will be communicated to the employees’ respective managers and Safety Representatives, on an ‘as needed’ basis;
- On an ongoing and regular basis, and as per the applicable terms of the IASR, Ideal will review and assess general workplace emergency response procedures and individualized emergency plans to ensure accessibility issues are addressed.
Required legislative compliance: January 1, 2012
Completion date: January 1, 2012
TRAINING
Commitment:
Ideal is committed to implementing a process to ensure that all employees, volunteers, third-party contractors who provide goods, services and facilities on Ideal’s behalf, and persons participating in the development and approval of Ideal’s policies, are provided with appropriate training on the requirements of the IASR and on the Ontario Human Rights Code as it pertains to persons with disabilities, and are provided with such training as soon as practicable.
Planned Action:
In accordance with the IASR, Ideal will:
- Establish that the position of Human Resources Manager has the responsibility for developing appropriate training;
- Determine and ensure that appropriate training on the requirements of the IASR and on the Ontario Human Rights Code as it pertains to persons with disabilities, is provided to all employees, volunteers and third-party contractors who provide goods, services and facilities on Ideal’s behalf;
- Ensure that the training is provided to persons referenced above as soon as practicable;
- Keep and maintain a record of the training provided, including the dates that the training was provided and the number of individuals to whom it was provided;
- Ensure that training is provided on any changes to the prescribed policies on an ongoing basis.
Required legislative compliance: January 1, 2015
Implementation timeframe: January 1, 2014 to January 1, 2015
Completion date: January 1, 2015
INFORMATION AND COMMUNICATION STANDARDS
Commitment:
Ideal is committed to making company information and communications accessible to persons with disabilities. Ideal will incorporate new accessibility requirements under the information and communication standard to ensure that its information and communications systems and platforms are accessible and are provided in accessible formats that meet the needs of persons with disabilities.
1. Feedback, Accessible Formats and Communication Supports
Planned Action:
In accordance with the IASR, Ideal will:
- Ensure that existing and new processes for receiving and responding to feedback are accessible to
persons with disabilities by providing or arranging for the provision of accessible formats and
communication supports, upon request and in a timely manner;
- More broadly, as a general principle where accessible formats and communication supports for persons
with disabilities are requested:
- Provide or arrange for the provision of such accessible formats and communication supports;
- Consult with the person making the request to determine the suitability of the accessible format or
communication support;
- Provide or arrange for the provision of accessible formats and communication supports in a timely
manner that takes into a account the person’s accessibility needs due to disability, and at a cost no
more than the regular cost charged to other persons;
- Notify the public about the availability of accessible formats and communication supports.
Required legislative compliance (Converting Feedback to Accessible Format): January 1, 2015
Implementation timeframe: January 1, 2014 to January 1, 2015
Completion date: January 1, 2015
Required legislative compliance (Accessible Formats and Communication Supports): January 1, 2016
Implementation timeframe: January 1, 2014 to January 1, 2016
Completion date: January 1, 2016
2. Accessible Websites and Web Content
Action Taken:
The following measures have been implemented by Ideal:
- Ensure new website content, for www.idealsupply.com, conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, Level A.
- Added an ‘Accessibility’ tab onto our www.idealsupply.com website which links to our Accessibility Policy, Multi-Year Plan, and also provides users contact information to provide feedback.
Planned Action:
In accordance with the IASR, Ideal will:
- Make its new internet websites and all web content, for www.idealsupply.com, conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 Level AA (with the exception of criteria 1.2.4 Live Captions and criteria 1.2.5 Pre-recorded Audio Descriptions).
- AODA compliance is included as one of the criteria in selecting technology vendors for new website development initiatives.
- Work with corporate to ensure all web technologies that are implemented on Ideal’s behalf in the Ontario market are in compliance with the Information and Communication Standards of the AODA.
Required Legislative Compliance:
- January 1, 2014 - WCAG 2.0 Level A - new Internet websites and web content. (Completed)
- January 1, 2021 - WCG 2.0 Level AA (except IASR exclusions) - all Internet websites and web content
Implementation timeframe: January 1, 2014 to January 1, 2021
Completion date: January 1, 2021
EMPLOYMENT STANDARDS
1. Recruitment
Commitment:
Ideal is committed to fair and accessible employment practices that attract and retain employees with disabilities. This includes providing accessibility across all stages of the employment cycle.
Planned Action:
In accordance with the IASR, Ideal will do the following:
Recruitment General
Ideal will notify employees and the public of the availability of accommodation for applicants with disabilities in the recruitment process. This will include:
- A review and, as necessary, modification of existing recruitment policies, procedures and processes;
- Specifying that accommodation is available for applicants with disabilities, on the Ideal’s website and on job postings;
Recruitment, Assessment and Selection
Ideal will 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 in the assessment/ selection process. This will include:
- A review and, as necessary, modification of existing recruitment policies, procedures and processes;
- Inclusion of availability of accommodation notice as part of the script in the scheduling of an interview and/or assessment;
- If a selected applicant requests an accommodation, consult with the applicant and arrange for provision of suitable accommodations in a manner that takes into account the applicant’s accessibility needs due to disability.
Notice to Successful Applicants
When making offers of employment, Ideal will notify the successful applicant of its policies for accommodating employees with disabilities. This will include:
- A review and, as necessary, modification of existing recruitment policies, procedures and processes;
- Inclusion of notification of Ideal’s policies on accommodating employees with disabilities in offer of employment letters.
Required legislative compliance: January 1, 2016
Implementation timeframe: January 1, 2014 to January 1, 2016
Completion date: January 1, 2016
2. Informing Employees of Supports
In accordance with the IASR, Ideal will inform all employees of policies that support 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 a disability. This will include:
- Informing current employees and new hires of Ideal’s policies supporting employees with disabilities,
including, but not limited to, policies on the provision of job accommodations that take into account an
employee’s needs due to disability;
- Providing information under this section as soon as practicable after the new employee begins
employment, specifically in the orientation process;
- Keeping employees up to date on changes to existing policies on job accommodations with respect to
disability;
- Where an employee with a disability so requests it, Ideal will provide or arrange for provision of suitable
accessible formats and communications supports for:
- Information that is needed in order to perform the employee’s job;
- Information that is generally available to employees in the workplace.
- In meeting the obligations to provide the information that is set out in the paragraph above, Ideal will
consult with the requesting employee in determining the suitability of an accessible format or
communication support.
Required legislative compliance: January 1, 2016
Implementation timeframe: January 1, 2014 to January 1, 2016
Completion date: January 1, 2016
3. Documented Individual Accommodation Plans/Return to Work Process
Commitment:
Ideal will incorporate new accessibility requirements under the IASR to ensure that barriers in accommodation and return to work processes are eliminated and corporate policies surrounding accommodation and return to work are followed, where applicable.
Planned Action:
Ideal’s existing guidelines include steps that Ideal will take to accommodate an employee with a disability and to facilitate an employee’s return to work after absenteeism due to disability. Ideal will review and assess these existing guidelines to ensure that they include a process for the development of documented individual accommodation plans for employees with a disability, if such plans are required.
Ideal will ensure that the process for the development of documented individual accommodation plans includes the following elements, in accordance with the provisions of the IASR:
- Include in the process the manner in which the employee requesting accommodation can participate in the
development of the plan;
- Include in the process the means by which the employee is assessed on an individual basis;
- Include in the process the manner in which Ideal can request an evaluation by an outside medical or other
expert, at Ideal’s expense, to assist Ideal in determining if and how accommodation can be achieved;
- Steps are in place to protect the privacy of the employee’s personal information;
- Outline the frequency in which individual accommodation plans will be reviewed and updated and the
manner in which this will be done;
- Provide the employee with the reasons for the denial if an individual accommodation plan is denied;
- Include in the process the means of providing the individual accommodation plan in a format that takes
into account the employee’s accessibility needs;
- If individual accommodation plans are established, ensure that they include:
- Individualized workplace emergency response information that is required;
- Any information regarding accessible formats and communication supports that have been
provided for or arranged, in order to provide the employee with:
- Information that is needed in order to perform the employee’s job;
- Information that is generally available to employees in the workplace.
- Identify any other accommodation that is to be provided to the employee.
Ideal will ensure that the return to work process as set out in its existing policies outlines the steps Ideal will take to facilitate the employee’s return to work after a disability-related absence, outlines the development of a written individualized return to work plan for such employees, and requires the use of individual accommodation plans, as discussed above, in the return to work process.
Required legislative compliance: January 1, 2016
Implementation timeframe: January 1, 2014 to January 1, 2016
Completion date: January 1, 2016
4. Performance Management, Career Development and Redeployment
Commitment:
Ideal will 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;
- When providing career development and advancement to its employees with disabilities;
- When redeploying employees with disabilities.
Planned Action:
In accordance with the IASR, Ideal will:
- Review, assess and, as necessary, modify existing policies, procedures and practices to ensure
compliance with the IASR;
- Take the accessibility needs of employees with disabilities and, as applicable, their individualized
accommodation plans, into account when:
- Assessing performance
- Managing career development and advancement
- Redeployment is required
- Take into account the accessibility needs of employees with disabilities when providing career
development and advancement to its employees with disabilities, including notification of the ability to
provide accommodations on internal job postings;
- Take into account the accessibility needs of employees with disabilities when redeploying employees.
Required legislative compliance: January 1, 2016
Implementation timeframe: January 1, 2014 to January 1, 2016
Completion date: January 1, 2016
PROPOSED ACCESSIBILITY STANDARDS FOR THE BUILT ENVIRONMENT
The government’s proposal for the Accessibility Standards for the Built Environment is currently in review, and proposes to remove physical barriers in public spaces and buildings. When the standard is finalized and comes into force by the government, Ideal will ensure that any applicable requirements set out in the standard are followed.
