Accommodation and Accessibility Policy

1.0 Introduction

This policy outlines OTF’s compliance with The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and approach to workplace accommodation, accessibility, customer service standards and communication. The policy lays out how OTF will provide timely and effective employment accommodation in a dignified way, and accessibility for persons with disabilities in accordance with its legal obligations.

2.0 Purpose

This policy outlines OTF’s compliance with The Accessibility for Ontarians with Disabilities Act, and approach to workplace accommodation, accessibility, customer service standards and communication.

3.0 Scope

This policy applies to all OTF employees and stakeholders and to members of the general public in their interactions with OTF.

4.0 Policy

OTF will seek to provide accommodation and accessibility both individually and systemically to provide a workplace that is accessible to all employees, stakeholders and people. 

OTF complies with AODA in ensuring that its programs and services are fully accessible to people with disabilities. Most importantly, the core principles of the Act - independence, dignity, integration, equality of opportunity for people with disabilities - are aligned with inclusion, one of the six strategic enablers, or building blocks, that help us achieve our mission. We support initiatives that remove barriers and promote or increase equitable access to social and economic participation in community life.

4.1 Workplace Accommodation

All reasonable and possible measures will be taken to accommodate employees with disabilities in a manner which respects their dignity, is equitable and which enhances their ability to perform their work and fully participate in employment at OTF. Both essential and non-essential duties of the job will be considered and accommodation will be made, wherever possible. In the event it is determined that accommodation cannot be made, undue hardship must be satisfactorily demonstrated to the CEO, in consultation with Talent and Engagement.

The scope of accommodation may include job redesign, work station modification, employment policy and practice modification, communication services, human or animal support services and building modification, where feasible.
 

4.2 Accessibility

Aligned with OTF’s commitment to deliver barrier-free customer service, AODA has created a framework to support this goal. Through the Accessibility Standards for Customer Service, people of all abilities will have access to the customer service they need.

4.3 Customer Service Standards

The standards, practices and procedures are aligned with our support for AODA’s principles of dignity, independence, integration, and equal opportunity.

Customer Service Standards 

• All OTF staff and volunteers provide services that respect the dignity and independence of persons with disabilities.
• Provision of services to persons with disabilities will be integrated unless an alternative measure is necessary, on a temporary or permanent basis, to enable the person full access to the service.
• Persons with disabilities are given an equal opportunity to services as others.
• If at any time OTF is hosting an event that includes a charge for participation, OTF will waive that charge for support persons.
• OTF, its staff, volunteers and service providers communicate in a manner that takes into account a person’s disability.
• OTF ensures that policies, practices and procedures that support accessibility will be documented and reviewed and will be accessible to the public.
• OTF provides a public feedback mechanism on its Customer Service Standards through its website.
• Public requests for accessible supports are resources should be made at least two (2) weeks in advance to otf@otf.ca to allow time for OTF to provide the appropriate accommodation.

Customer Service Standards Procedures

• All OTF staff and volunteers receive training on the Customer Service Standards as soon as reasonably possible after joining OTF.
• Accessibility Standards for Customer Service (AODA) training is a key component of the OTF Corporate Orientation Program for staff and volunteers. Training for Grant Review Team members is provided by local Program Managers as part of local orientation and training for OTF Board members and OTF employees is provided in group or individual sessions by Talent and Engagement staff. The training includes:
  • Serving Customers with Disabilities (AODA video)
  • Information on The Accessibility for Ontarians with Disabilities Act, 2005
  • Information on the Foundation’s current Accessibility Services and Support
  • The Foundation’s Accommodation and Accessibility Policy
• The names of individuals receiving this training are recorded as required by AODA; this documentation is filed with Talent and Engagement.
• OTF ensures that staff, volunteers and any contracted service providers understand the importance of communicating in a manner that is respectful, pro-active and responsive to the needs of a person with a disability.

Examples

• Responsive communication skills training forms a key component in the OTF Corporate Orientation Program.
• OTF provides a variety of personal assistive devices including: JAWS (Job Access with Speech) and special keyboards and headphones.
• OTF ensures that its written materials use respectful and inclusive language, and makes concerted efforts to use plain language in all its communications.
• Many OTF resources are available in different formats.
• OTF will provide accommodation for special needs, such as sign language interpretation or services to support accommodation needs.
• The use of service animals and the use of support persons for people with disabilities are welcomed at all OTF offices.
• OTF volunteers are aware and respectful of the needs of people with special needs and the organizations that support them.
• OTF staff are comfortable serving customers with disabilities and our services can be provided in different ways.
• The Communications Department is responsible for monitoring the website and intranet and responding to any questions or feedback from staff, volunteers and the public on OTF’s accessibility practices and policies.
• The Director of Talent and Engagement (or designate) will respond to any internal or external questions or feedback on the Foundation’s accessibility practices and policies within 10 business days of the request.

4.0 Definition of disability

AODA uses the same definition of “disability” as the Ontario Human Rights Code, which includes both visible and non-visible disabilities.

People can have one or a combination of the following disabilities:

• Physical disabilities
• Vision loss
• Deafness or being hard of hearing
• Intellectual or developmental disabilities
• Learning disabilities
• Mental health disabilities
• Other disabilities