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HomeMy WebLinkAboutCS 06-22 Report to Council Report Number: CS 06-22 Date: April 25, 2022 From: Sarah Douglas-Murray Director, Community Services Subject: Accessibility Policies Update -File: A1440-001 Recommendation: 1. That Council endorse amendments to HUR 040 -Hiring Policy (Attachment #1) and ADM 090 -Accessibility Policy (Attachment #2), subject to minor revisions acceptable to the Director, Community Services, Director, Human Resources and Chief Administrative Officer; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The Accessibility for Ontarians with Disabilities Act (AODA) requires that all public sector organizations must submit an annual Accessibility Compliance Report. The Compliance Report is a checklist of 25 questions encompassing the broad range of AODA requirements for municipalities. Council approved report CS 37-21 (Resolution #478/21) that authorized staff to submit the 2021 Accessibility Compliance Report to the Government of Ontario Ministry for Seniors and Accessibility before December 31, 2021. As part of the Ministry Audit process, it was identified that the City submission was not in compliance with three items of the Integrated Accessibility Standards Regulation (IASR). • Training, s. (7, 80.49) under the IASR; • Feedback, s. (11) under the IASR; and • Employment Policies, s. (27, 28, 29) under the IASR In order to achieve compliance under the Training section of the IASR, further training records were submitted to the Ministry and compliance was achieved. In order to achieve compliance under the Feedback and Employment Policies sections of the IASR, the Ministry requested updates to HUR 040 -Hiring Policy and ADM 090 - Accessibility Policy. The amendments have been made and are presented in this report, as set out in Attachments 1 & 2, for Council’s endorsement. CS 06-22 April 25, 2022 Subject: Accessibility Policies Update Page 2 Financial Implications: There are no financial implications to the policy updates. The City is required to make amendments to be in compliance with the AODA. The City could be subject to fines if found non-compliant. Discussion: The Accessibility for Ontarians with Disabilities Act (AODA) requires that all public sector organizations submit an annual Accessibility Compliance Report. City staff submitted the 2021 Accessibility Compliance Report to the Government of Ontario Ministry for Seniors and Accessibility in December 2021. As part of the Ministry Audit Process, it was identified that the City submission was not in compliance with three items of the Integrated Accessibility Standards Regulation (IASR). The three sections identified as non- complaint were: 1. Training, s. (7, 80.49) under the IASR; 2. Feedback, s. (11) under the IASR; and 3. Employment Policies, s. (27, 28, 29) under the IASR In order to achieve compliance under the Training section of the IASR further training records were submitted to the Ministry and compliance was achieved. In order to achieve compliance under the Feedback and Employment Policies sections of the IASR the Ministry requested updates to HUR 040 -Hiring Policy and ADM 090 - Accessibility Policy. The following sections provide a summary of the updates made, and the amended policies and procedures are attached as Attachments 1 & 2 respectively. HUR 040 - Hiring Policy The Accessible Employment Standards section (05) of the procedure was amended to include more detailed language regarding timing of the workplace response to emergencies, Individual Accommodation Plans and the Return to Work process, as well as general housekeeping changes. ADM 090 - Accessibility Policy The Training section (04) of the policy was amended to include more specific language regarding who is trained, what training is included, the timing of training and record keeping. Subject to Council’s endorsement of this report, the amended policies (set out in Attachments 1 & 2) will be forwarded to the Government of Ontario Ministry for Seniors and Accessibility for their records. Attachments: 1. HUR 040 -Hiring Policy 2. ADM 090 -Accessibility Policy CS 06-22 April 25, 2022 Subject: Accessibility Policies Update Page 3 Prepared/Approved/Endorsed By: Original Signed By Sarah Douglas-Murray Director, Community Services Prepared/Approved/Endorsed By: Original Signed By Jennifer Eddy Director, Human Resources SDM:snc Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Policy Policy Title: Hiring Policy Policy Number HUR 040 Reference Resolution #231/07 Resolution #240/14 Date Originated (m/d/y)04/12/1999 Date Revised (m/d/y)01/12/2007 05/20/2014 04/14/2022 Pages14 Approval: Chief Administrative Officer Point of Contact : Director, Human Resources Policy Objective The objective of this Policy is to: 1. Establish fair and consistent employment practices. 2. Ensure that vacant positions are filled in a fair and consistent manner, recognizing the bona fide requirements and characteristics of the position being filled. 3. Ensure compliance with governing legislation, policy and conditions specified by the City’s collective agreement(s) with its unionized employee group(s). 4. Ensure that an adequate range of qualified individuals are attracted for all vacancies. Index 01 Definitions 02 Responsibilities 03 Procedures/General Provisions 04 Non-Discrimination 05 Accessible Employment Standards 06 Job-Related Medical Examination 07 Verification of Credentials 08 Reference Verification 09 Unsolicited Applications 10 Documentation 11 Nepotism 12 Driver’s Licence 13 Contract Staff 14 Relocation Assistance 15 Probationary/Trial Periods 16 Criminal Reference Check/Vulnerable Sector Screening Appendices 01 Definitions 01.01 Accessible Formats – include but are not limited to large print, recorded audio and electronic formats, Braille and other formats usable by persons with disabilities. 01.02 Applicant – An external individual submitting a job application for employment with the City. 01.03 Candidate – An existing employee submitting a job application for a posted vacancy. 01.04 Children - From birth to 18 years of age. 01.05 Common-Law Spouse - An adult who cohabits with a member of the same or opposite sex in a conjugal relationship outside of marriage. 01.06 Communication Supports – Includes but is not limited to captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications. 01.07 Criminal Reference Check - A check undertaken through the police department on individuals to determine whether they have a record of offences. 01.08 Direct Reporting Relationship - A reporting relationship where an individual has the authority to directly control the activities or work assignments of another employee (as in a supervisor/subordinate relationship). 01.09 Disability a) Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or in a wheelchair or other remedial appliance or device. b) A condition of mental impairment or a developmental disability. c) A learning disability or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language. Hiring Policy Page 2 of 13 HUR 040 d) A mental disorder. e) An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; (“handicap”). 01.10 Employment Reference - Telephone contact with company officials who have supervised the applicant and who have direct knowledge of the applicant’s work record and job performance. 01.11 Immediate Family - A husband, wife, including common-law spouse, children, including foster or step c hildren, of an employee. 01.12 Immediate Relative - The parents, brothers, sisters, including foster or step, parents-in-law, brothers-in-law, sisters-in-law, sons-in-law, daughters-in-law, grandparents, grandchildren, or any other relative living w ith an employee. 01.13 Moving Expenses - The reasonable costs of packing, unpacking, cartage and freight of an employee’s household effects to the City of Pickering. It will be incumbent upon the prospective employee to provide to the employer three estimates on moving costs prior to authorizing final arrangements. 01.14 MTO Signing Authority – The individual(s) authorized by the Ministry of Transportation Ontario to conduct Driver Abstract searches. 01.15 Nepotism - Employment preference or other favouritism shown to immediate family or immediate relatives. 01.16 Non-Resident Employee - For the purpose of determining relocation assistance under this Policy, a non-resident employee is a new employee who has been appointed to a position with the City of Pickering and who does not reside in the City of Pickering, the surrounding area or within commuting distance of the City. 01.17 Probationary/Trial Period - A set amount of time during which a new employee appointed to a position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee’s competence and suitability for the position. 01.18 Relocation Expenses a) The cost of public transportation (air, rail, bus) of an employee and immediate family to the City of Pickering. b) Includes the cost of gas, meals and hotel accommodation for the employee and immediate family if traveling is completed by automobile to the City of Pickering. c) Accommodation and meals at a local hotel for a period of not more than fourteen (14) days to allow the employee to make accommodation arrangements. 01.19 Supervisor – Immediate Non-Union Supervisor. Hiring Policy Page 3 of 13 HUR 040 01.20 Trial Period -A set amount of time during which an existing employee appointed to a new position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee’s competence and suitability for the position. 01.21 Vacancy – When the City declares a position open and ready to be filled by advertising the position by a job posting. 01.22 Vulnerable Sector – Persons who, because of their age, a disability or other circumstances, whether temporary or permanent are: a) in a position of dependence on others; and b) otherwise at greater risk than the general population of being harmed by persons in a position of authority or trust relative to them. 01.23 Vulnerable Sector Screening – A check undertaken through the police department on individuals to determine whether they have a record of offences involving the vulnerable sector. 01.24 Interview Panel – Consists of Human Resources representative, representative(s) from the hiring department (typically the immediate non-union Supervisor). 02 Responsibilities 02.01 Chief Administrative Officer (CAO) to: a) approve the filling of all permanent vacancies; and b) authorize negotiated entitlements related to compensation and vacation for non-union employees. 02.02 Director to: a) identify staffing requirements and work with the Human Resources Department to pr ovide staffing within their department; b) review duties and qualifications of vacant positions and prepare up-to-date and accurate job descriptions; c) review and authorize all staffing actions initiated within their jurisdiction; and d) participate in the individual selection process as appropriate. 02.03 Division Head/Supervisor to: a) initiate Employment Requisitions (see Appendix 1) for staffing within their area of responsibility; b) participate in the development of interview packages; c) participate in the individual selection process; and d) arrange for employee and position orientation on employee’s first day on the job. Hiring Policy Page 4 of 13 HUR 040 02.04 Human Resources Department to: a) prepare Internal Job Postings and ex ternal advertisements for job competitions; b) receive and review all resumes and job applications (see Appendix 2 and 3) in relation to selection criteria; c) assist client department in the development of interview questions; d) coordinate and participate in the individual selection process. e) ensure that interviews and hiring decisions are undertaken in a fair and consistent manner and in compliance with governing legislation, policy and terms and c onditions in collective agreement(s); f) arrange relocation assistance where appropriate; and g) provide new employee with benefit orientation and enrolment. 03 Procedures/General Provisions 3.01 The Director initiates employment requisition and forwards to Human Resources with appropriate approvals. 3.02 Posting and filling of jobs falling within the scope of a collective agreement will be carried out in accordance with the requirements of the respective collective agreement. The posting shall summarize typical duties of the position, minimum entry qualifications, salary range or pay grade and application deadline. 3.03 All non-union job postings may be advertised internally and externally at the same time in the interests of expediting the filling of a vacancy. 3.04 Human Resources reviews applications received according to standards identified in the job description. For union positions, Human Resources will also verify the candidate’s seniority date. 3.05 Testing of required knowledge, skills and abilities may form an integral part of the screening process. Accommodation needs of an individual due to a disability will be addressed. 3.06 Interviews take place and applicants are rated against selection criteria. 3.07 The Interview Panel recommends a suitable individual to the Director and, if applicable, the CAO. 3.08 Once final approvals are obtained, Human Resources makes a conditional offer of employment to the successful individual and subject to a satisfactory pre- employment medical and/or a satisfactory criminal reference check/vulnerable sector screening. 3.09 Upon acceptance by the individual, Human Resources will notify the hiring department of the employee’s commencement date. If an internal candidate has Hiring Policy Page 5 of 13 HUR 040 been selected to fill a position, the employee’s start date in the new position is established through mutual agreement by the two Directors involved. 3.10 Human Resources will notify all unsuccessful internal candidates and external applicants interviewed that the vacancy has been filled. 3.11 Human Resources will prepare an individual accommodation plan in consultation with the employee, where applicable a union steward (at the employee’s request) and an outside medical or other expert at the City’s expense. 3.12 Human Resources will arrange for the employee’s benefit enrolment. 3.13 The immediate non-union Supervisor will schedule the employee for the first available orientation session. 04 Non-Discrimination In accordance with the Ontario Human Rights Code, the City will provide equal opportunity for employment to all qualified individuals without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, gender identity, gender expression, sexual orientation, age, record of offences, marital status, family status or disability. 05 Accessible Employment Standards In accordance with the Employment Standard set forth under the Accessibility for Ontarians with Disabilities Act, 2005, the City shall follow the principles of dignity, independence, integration and equal opportunity by addressing the following: 5.01 Recruitment, Assessment and Selection The City will notify employees and the public about the availability of accommodations during the recruitment process. Suitable accommodations will take into account the applicant’s accessibility needs due to a disability. Employees will be notified upon hire of the City’s policy to accommodate employees with disabilities and will be provided with updated information whenever there is a change to accessibility policies. 5.02 Accessible Formats and Communication Supports for Employees Where an employee with a disability so requests it, the City must provide or arrange for the provision of accessible formats and communication supports for the following: a) information needed in order to perform their job; and b) information that is generally available to all employees in the workplace. 5.03 Workplace Emergency Response Information Hiring Policy Page 6 of 13 HUR 040 The City 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. The individualized workplace emergency response information must be provided as soon as practicable after the employer becomes aware of the need for accommodation due to the employee’s disability. The City shall provide the workplace emergency response information to the person designated by the employer to provide assistance to the employee. This information shall be reviewed: a) when the employee moves to a different location; b) when the employee’s overall accommodations needs or plans are reviewed; and c) when the employer reviews its general emergency response policies. 5.04 Individual Accommodation Plans The City of Pickering is committed to accommodating people with disabilities and will use the following process to identify and meet employee accommodation needs. a) Recognize the need for accommodation Accommodation can be: • requested by the employee • identified by the employee’s manager or hiring manager b) Gather relevant information and assess individual needs The employee is an active participant in this step • Information will be collected on the employee’s functional abilities, not the nature of the employee’s disability o The employee’s personal information, including medical information, is kept secure and dealt with in a confidential manner. It will only be disclosed to individuals who need it to perform the accommodation process. • The employee and their manager will work together to find the most appropriate accommodation o A medical or other expert may be engaged (at the company’s expense) to help determine if/how the employee’s needs can be accommodated o The employee may ask a bargaining agent or other workplace representative to participate in the process c) Write an individual accommodation plan Hiring Policy Page 7 of 13 HUR 040 After identifying the most appropriate accommodation(s), the details will be documented in a written plan, including: • What accommodation(s) will be provided • How to make information accessible to the employee, including accessible formats and communication supports • Employee emergency information and/or emergency response plan (if applicable) • When the plan will be reviewed and updated The manager will give the employee in an accessible format (if required), a copy of the individual accommodation plan, or written reasons for denying accommodation. d) Implement, monitor and update the plan After implementing the accommodation plan, the employee and their manager will monitor and review the plan to ensure that it is effective. Formal reviews and updates will take place on the mutually agreed upon, predetermined schedule in the employee’s accommodation plan. If the accommodation is no longer appropriate, the employee and the manager will reassess the situation (step b) and update the plan. The accommodation plan will also be reviewed and updated if: • the employee’s work location or position changes • the nature of the employee’s disability changes 5.05 Return to Work and Performance Management a) The return to work process set out in Attendance Management Procedure HUR 130-025 outlines 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. Individual accommodation plans will be used as part of this process. b) The accessibility needs of employees must be respected when utilizing performance management tools. c) When providing career development and advancement to employees, the City shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans. 06 Job-Related Medical Examination The objective of a job-related medical examination is to ensure that individuals are medically and physically capable of performing the essential duties of the position for which they have been given a written conditional offer of employment. The medical examination shall relate to the individual’s physical and/or mental ability to carry out the Hiring Policy Page 8 of 13 HUR 040 essential duties of the job and may be required upon appointment to permanent positions or positions which demand a greater degree of physical effort or fitness. 07 Verification of Credentials Successful individuals will be required to submit originals of all degrees, diplomas or other relevant documents which they claim to hold, to Human Resources. Copies will be maintained in the employee’s personnel file for future reference. 08 Reference Verification Employment references must be completed and documented prior to issuing an offer of employment. Human Resources conduct all external reference checks using a Telephone Reference Check form. Typically this will involve contact with at least three (3) previous supervisors of an external applicant. The Human Resources Department will obtain written authorization from the applicant prior to conducting a reference check. (Refer to Appendix 4 – Employment Reference Consent Form) Only the references provided by the applicant on the Employment Reference Consent Form will be contacted. 09 Unsolicited Applications Unsolicited applications for employment will be retained in the Human Resources Department for a period of six months. Unsolicited applications received by supervisors and elected officials should be forwarded to Human Resources in all instances immediately upon receipt. 10 Documentation In accordance with the administrative requirements set out in the Municipal Freedom of Information and Protection of Privacy 1990 Act (MFIPPA), all recruitment and selection related data is to be retained in the Human Resources Department, or under custody and control of the City Clerk. Upon completion of the interview process, interview panel members are required to return all documentation contained within the interview package to Human Resources for central filing. Documentation related to the interview and selection process will be retained within Human Resources for a period of four years. 11 Nepotism The City of Pickering recognizes that all qualified individuals should be provided with the opportunity to be considered for employment and that family relationships should not unduly or unfairly restrict an individual’s right to seek employment opportunities. The fact Hiring Policy Page 9 of 13 HUR 040 that a potential employee is related to an existing employee should neither prejudice nor advance that person’s hiring opportunities. 11.01 Any attempts at interference, undue influence or coercion relating to employment shall be reported immediately to the CAO for investigation. 11.02 The hiring of immediate family or immediate relatives of employees is not appropriate in situations where the related employees would be in a direct reporting relationship. 11.03 Members of immediate family or immediate relatives shall not participate in the recruitment, promotion or selection process where a candidate is an immediate family or immediate relative. 12 Driver’s Licence Where a position requires a valid driver’s licence, the following guidelines will apply. 12.01 The City will determine all jobs within the City where the ability to drive is an essential requirement of the position. This requirement will be identified in the job description. 12.02 Individuals in positions that require the ability to drive a City vehicle will be required to sign a Driver’s Abstract Consent Form (see Vehicle Use Policy ADM 020 Appendix 1) and provide a copy of their valid Ontario Driver’s Licence of the correct class for the vehicle to be driven, after a conditional offer of employment has been made. 12.03 The City’s MTO Signing Authority will arrange to have a semi-annual driver abstract search undertaken for all employees who operate City vehicles and equipment. 12.04 Individuals in positions that require the ability to drive a personal vehicle shall complete a Contract for Personal Vehicle Use form and Confirmation of Liability Insurance Coverage form (see Vehicle Use Policy ADM 020 Appendix 2 and 4), only after a conditional offer of employment has been made. 13 Contract Staff 13.01 Guidelines a) Individuals may be hired on an employment contract basis to perform specific functions for a specified period of time. Establishment of such contracts shall not violate the provisions of the City’s collective agreement(s). Hiring Policy Page 10 of 13 HUR 040 b) Benefits will be provided to contract individuals in accordance with governing legislation. Additional benefits may be provided as negotiated between the respective parties. c) Contracting of individuals shall be undertaken within the constraints of departmental budgets or other approved funding and will be subject to the approval of the CAO. d) Each contract is subject to such terms and conditions as may be negotiated between the City and the individual contractor. e) Contracts will be prepared by the Human Resources Department in accordance with established format and procedures. 13.02 Recruitment Consultants a) The City recognizes that it may be necessary to rely on the services of outside management consultants to assist in the identification and referral of applicants for certain positions. Outside consultants may be retained by the City for: i. senior managerial positions, including the CAO, where it has been determined that a consultant may be better able to attract well-qualified applicants; and ii. professional or specialized technical positions where it has been determined that suitably qualified applicants with specialized skills cannot be attracted by more conventional and traditional approaches to recruitment. b) Use of consultants will be subject to review and approval of the CAO and Purchasing Policy PUR 010. If recruiting is for the position of CAO, Council or its designated representatives will be responsible for coordinating the selection and retention of outside consultants and for liaison during the recruitment and selection process. 14 Relocation Assistance 14.01 Relocation assistance ensures that a qualified applicant will not be prevented from accepting employment with the City because of the expense of relocation when (see Relocation Expense Service Agreement form HUR 040 Appendix 5): a) the position is a key position for which there is no suitably qualified individual available within the City of Pickering or in the immediate vicinity; b) it is mandatory that the position be filled as quickly as possible; and Hiring Policy Page 11 of 13 HUR 040 c) the Director recommends, and the CAO concurs, that such recruitment incentive is appropriate in the specific circumstances. 14.02 The City may assist newly appointed non-resident employees with relocation assistance upon written acceptance of an offer of employment. 14.03 The City will recover on a pro-rata basis, any relocation assistance paid to an employee who resigns or is terminated from employment for just cause within twenty-four (24) months of commencement of employment. Relocation assistance may include both moving expenses and relocation expenses. 15 Probationary/Trial Periods 15.01 The City of Pickering recognizes the importance of a period of evaluation for employees appointed to positions as a result of competition, promotion or transfer. Permanent appointments to all positions within the City shall be subject to satisfactory performance during the probationary/trial period. a) Unionized employees will serve a probationary/trial period in accordance with the provisions of the City’s collective agreement(s) with its unionized employee group(s). b) The standard probationary/trial period for non-union employees of the City shall be six working months. Any single period of absence during the probationary period in excess of 5 working days, for any reason, shall be added to the probationary period. 16 Criminal Reference Check/Vulnerable Sector Screening 16.01 The City recognizes the importance of ensuring the personal safety and well- being of its employees and the safety and well-being of those members of the community who are receiving services. The City will undertake a Criminal Reference Check for all full-time and part-time volunteers, existing employees who have applied successfully and external applicants who will, as a result of their positions, meet one or a combination of the following criteria: a) employees who occupy a position of trust, financial or otherwise. Otherwise is defined as the level of authority, importance of contacts, impact on the City’s image/reputation, and access to confidential/privileged information with the ability to control or manipulate data; b) employees who are required to enter private residences on a regular basis; c) all levels of management; and Hiring Policy Page 12 of 13 HUR 040 d) employees who as part of their job requirements, work directly and interact with the vulnerable sector will form the basis for a Vulnerable Sector Screening. 16.02 Guidelines Criminal Reference Checks/Vulnerable Sector Screenings shall be carried out in accordance with the Ontario Human Rights Code. The Code prohibits discrimination on the basis of a person’s record of offenses which is defined as: a) an offense in respect of which a pardon has been granted under the Criminal Records Act and has not been revoked; and b) An offense in respect of any provincial enactment. A record of offenses does not include a conviction under the Criminal Code, Narcotics Control Act, Food and Drug Act or Federal Criminal Enactment for which a pardon has not been granted or for which a pardon has been granted and revoked. Appendices Appendix 1 Employment Requisition Appendix 2 Internal Application Form Appendix 3 Employment Application Form Appendix 4 Employment Reference Consent Form Appendix 5 Relocation Expense Service Agreement This policy will be supported with a detailed operating procedure which will address the actionable items of those directly involved in recruitment and their respective responsibilities. Hiring Policy Page 13 of 13 HUR 040 Policy Policy Title: Accessibility Policy Policy Number: ADM 090 Reference: Accessibility for Ontarians with Disabilities Act, 2005 (AODA) Resolution # 169/14 Date Originated (m/d/y) January 20, 2014 Date Revised (m/d/y) 04/14/2022 Pages 5 Approval: Chief Administrative Officer Point of Contact: Director, Community Services Policy Objective This outlines the corporate policy with respect to the establishment of accessibility standards in accordance with Provincial regulations created under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Index 01 Statement of Commitment 02 Definitions 03 General 04 Training 05 Accessibility Policies, Practices and Procedures 06 Customer Service Standards 07 Information and Communication Standards 08 Employment Standards 09 Transportation Standards 10 Design of Public Spaces (Accessibility Standards for the Built Environment) 01 Statement of Commitment The City of Pickering is committed to creating an accessible community for all of its residents by creating accessible facilities, programs and services, based on the principles of universal access; removing existing barriers for persons with both visible and non visible disabilities; and providing information and training to create an environment of inclusion within the Corporation and the municipality. 02 Definitions 02.01 Accessible formats – may include, but are not limited to, large print, recorded audio and electronic formats usable by persons with a disability. 02.02 Assistive device – any device that is designed or adapted to assist a person to perform a particular task or procedure. This may include, but is not limited to crutches, walkers, wheelchairs, personal sound amplification devices, technological or computerized devices, etc. 02.03 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. 02.04 Disability a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, deafness or hearing impairment, muteness or speech impediment, or physical reliance on a service animal or on a wheelchair or other remedial appliance or device; b) a condition of mental impairment or a developmental disability; c) a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; d) a mental disorder; and e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997. 03 General 03.01 The AODA was enacted in 2005 in order to facilitate the development of specific standards with respect to improving accessibility across the Province. Ontario’s first accessibility standard, the Customer Service Standard, came into effect on January 1, 2008. The Integrated Accessibility Standards (IAS) came into effect on July 1, 2011. These included the Information and Communications Standards, the Employment Standards and the Transportation Standards. The Design of Public Spaces Standards (Accessibility Standards for the Built Environment) is an amendment to the IAS and came into effect on January 1, 2013. 03.02 This policy is intended to provide the framework to guide the review and development of City of Pickering pol icies, standards, procedures, By-laws and guidelines to comply with the standards developed under the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 1 1. (AODA). Policy Title: Accessibility Policy Page 2 of 5 Policy Number: ADM 090 04 Training: 04.01 We are committed to training all staff and volunteers in accessible customer service, other Ontario’s accessibility standards and aspects of the Ontario Human Rights Code that relate to persons with disabilities. In addition, we will train: a)all persons who participate in developing the organization’s policies; and b)all other persons who provide goods, services or facilities on behalf of the organization 04.02 Training of our employees and volunteers on accessibility related to their specific roles. Training includes: •purpose of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the Customer Service Standards • our policies related to the Customer Service Standards; •how to interact and communicate with people with various types of disabilities; •how to interact with people with disabilities who use an assistive device or require the assistance of a service animal or a support person; •how to use the equipment or devices available on-site or otherwise that may help with providing goods, services or facilities to people with disabilities; and • what to do if a person with a disability is having difficulty accessing our organization’s goods, services or facilities. 04.03 We train every employee as soon as practicable after being hired and provide training in respect of any changes to the policies. New employees shall receive this training as part of the New Employee Orientation program. 04.04 We maintain records of the training provided including the dates on which the training was provided and the number of individuals to whom it was provided. 05 Accessibility Policies, Practices and Procedures: 05.01 The City of Pickering will make reasonable efforts to ensure that its policies, practices and procedures are consistent with the core principles of the standards: • dignity; Policy Title: Accessibility Policy Page 3 of 5 Policy Number: ADM 090 • independence; • integration, except when alternate measures are necessary to meet the needs of persons with disabilities; and • equal opportunity. By considering these principles when developing policies, practices and procedures, accessibility planning becomes entrenched within the decision-making process and satisfies the spirit with which the AODA, 2005 was enacted. 05.02 Dignity and independence – interaction with all individuals will be in a manner that respects the dignity and independence of persons with disabilities. It includes consideration of how any accommodation is provided and the individual’s own participation in the process. 05.03 Integration – achieving i ntegration and full participation for persons with disabilities requires barrier-free and inclusive design and removal of existing barriers, whether they are physical, sensory, developmental or systemic. Preventing and removing barriers means persons with disabilities will be able to access opportunities provided by the City in the areas of services, programs and employment. 05.05 Equal opportunity – preventing and removing barriers, means persons with disabilities will have equal access to opportunities provided by the City in the areas of services, programs and employment. 06 Customer Service Standards 06.01 The City of Pickering shall develop and implement customer service procedures which will reflect the principles of respect for the individual, independence, integration and equal access for all; and in accordance with the Accessibility Standards for Customer Service, Ontario Regulation 429/07. 06.02 Service will be provided to persons with disabilities in a manner that takes into account an individual’s disability and in consultation with them. 07 Information and Communications Standards 07.01 The City of Pickering recognizes that access to information and t he ability to communicate clearly are essential in our society. 07.02 The City of Pickering will create, provide and receive information and communications in consultation with and in ways that are accessible for persons with disabilities. Such accommodations will be in accordance with the requirements of the Information and Communications section of the Integrated Accessibility Standards, Ontario Regulation 191/11. 08 Employment Standards Policy Title: Accessibility Policy Page 4 of 5 Policy Number: ADM 090 08.01 The City of Pickering shall develop and implement Human Resources policies, practices and procedures which will reflect the principles of dignity, independence, integration and equal opportunity and in accordance with the requirements of the Employment Standards section of the Integrated Accessibility Standards, Ontario Regulation 191/11. 08.02 The City of Pickering will provide accommodations to support persons with disabilities throughout the employment cycle. Such accommodation will take into account the nature of the person’s disability and will be determined in consultation with them. Such accommodations may include the use of alternate formats for documents, communication supports or assistive devices and technology as required to support a person with a disability. 08.03 The City of Pickering, in consultation with any employee with a disability, will provide individualized workplace emergency response plans. The individualized workplace emergency response information must be provided as soon as practicable after the employer becomes aware of the need for accommodation due to the employee’s disability. 08.04 The City of Pickering will notify prospective applicants, successful applicants and existing employees that such accommodation is available. 09 Transportation Standards 09.01 The City of Pickering recognizes the importance of accessible transportation for persons with disabilities. Accessible transportation can provide greater independence for a person with a disability and an opportunity to more fully participate in the life of their community. 09.02 The City of Pickering has legislative responsibility for taxicabs, but not for a public transportation system. The City of Pickering shall enact and enforce such by-laws as needed to ensure compliance with the Transportation section of the Integrated Accessibility Standards, 2005, Ontario Regulation 191/11, as it relates to the operation of taxicabs within the municipality. 10 Design of Public Spaces Standards (Accessibility Standards for the Built Environment) 10.01 The City of Pickering recognizes that the creation of an accessible environment is an essential component of full access and inclusion for persons with disabilities. The City will endeavour to create safe, accessible facilities which provide equal access to programs and services provided by the City. 10.02 The City of Pickering will use requirements of the Design of Public Spaces (accessibility Standards for the Built Environment Standards) and accessibility requirements of the Ontario Building Code as minimum standards and will seek to exceed these requirements, where reasonably possible, in order to create an accessible, inclusive community. Policy Title: Accessibility Policy Page 5 of 5 Policy Number: ADM 090