Policy

Planview Utility Services Ltd. (“Planview”) is committed to treating all individuals in a way that allows them to maintain their dignity and independence. Planview values integration and equal opportunity and is committed to meeting the needs of people with disabilities in a timely manner. This will be done by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act.

Purpose

This 2014-19 accessibility plan outlines the policies and actions that Planview Utility Services Ltd. will put in place to improve opportunities for people with disabilities.

INTEGRATED ACCESSIBILITY STANDARDS – MULTI YEAR PLAN 2016-2021

Part I – GENERAL REQUIREMENTS

 

Section Initiative Description Action Responsible Status Compliance Date
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. Develop and maintain policy HR Complete
have
policy on
file
4 Accessibility Plans 4.(1) 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.

 a) Identify barriers
b) Work with HR and IT to
post the plan on the Planview Website
c) Review plan frequently until
standards are fully
implemented		 HR Posted to website and on file
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.		 – Determine method of
training – classroom/online
– Create training content and
complete training for
employees, volunteers and
other staff members, board
members
– Consider exterior trainers –
may be more effective in
removing attitudinal barriers
– Incorporate training into new hire orientation slides and presentation		 HR AODA information in HR Downloads

PART II – Information and Communications Standards

Section Initiative Description Action Responsible Status Compliance Date
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.		 Conduct a review of all
feedback processes across
Planview, both internal and external
– Determine what feedback to solicit from customer and staff
– Ensure multiple options for providing and receiving feedback and notify the
public about their availability
– Solicit feedback internally and externally and update procedures and plan accordingly		 IT / HR Completed
– website has multiple options for people to provide feedback		  
12 Accessible
Formats &
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,

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

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

 – Information can and will be provided in an accessible format for both internal and external requests HR Accessible formats for customer service forms are available upon request. Confirmed with HR.  
12 Accessible
Formats &
Communication
Supports		 12.(3) Every obligated organization
shall notify the public about the
availability of accessible formats
and communication supports.		 – Publish statement on
website		 HR Statement
completed
and will be
posted by
08-Dec2017		  
13 Emergency
Procedures,
Plans or Public
Safety Info		 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.		 – Provide Emergency
Procedures (building
evacuation, fire safety plan) to customers in accessible format upon request		 HR / Health &
Safety		 Completed
– Have fire
exit plan
and
posted for
public		  
14 Accessible
Websites &
Web Content		 14.(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.		 – Talk to IT Department
about this action item
– Hire consultant if required
– New internet websites and
web content on those
sites must conform with
WCAG 2.0 Level A.		 IT/Communications Pending –
will be
completed
by IT by
Dec 31,
2017		  
14 Accessible
Websites &
Web Content		 14.(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. All internet websites and
web content must conform
with WCAG 2.0 Level AA		 IT/Communications Pending –
will be
completed
by IT by
Dec 31,
2017		  

PART III – Employment

Section Initiative Description Action Responsible Status Compliance Date
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.		 Send email via ‘all staff’ list,
include on the Planview
‘Careers’ page and on job
postings:
– Planview is committed to
providing
accommodations for
persons with disabilities.
– Planview is an equal
opportunity employer and
will provide
accommodations for
persons with disabilities		 HR Complete
confirmed
with IT and
HR		  
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		 At every point in the recruitment
process (interviews, testing, etc.)
– When calling on the
telephone or emailing,
ask applicant if they need
accommodation
Accommodation request
– interview room (accessible
interview spaces)
– testing (case study, computer,
etc.) – could allow for more time;
on line and they can use own
laptop
– Develop interview guidelines
(script) and train those involved
in interviewing		 HR Complete confirmed by HR  
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.		 Must inform successful
candidate that Planview has
policy for accommodating
employees with disabilities
– Embed in offer letter:
“Planview is committed to
providing employees with
disabilities with
accommodations. More
information will be
provided during
orientation.”		 HR Complete confirmed with HR  
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		 – Educate existing
employees on: Integrated
Accessibility Policy,
Return to Work Policy &
Procedures
– Include in Employee
Handbook (“contact HR
for more information”)
– Post policies/updates on
HR Downloads		 HR & Health
& Safety		 Complete
confirmed
with HR		  
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.		 – Include in orientation
presentation and process		 HR Complete
–In HR
Downloads		  
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.		 See 25.(1) HR Complete
confirmed
with HR		  
26 Accessible
Formats &
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,
(a) information that is needed in
order to perform the
employee’s job; and
(b) information that is generally
available to employees in the
workplace.		 When an employee with a
disability requests an
alternative format or
communication, consult
with him/her regarding the
request		 HR/
Managers		 Complete
confirmed
with HR		  
26 Accessible
Formats &
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.		 Manager and HR will consult with
the employee regarding their
request of the suitability of
accessible format. Make a list of
things that an employee might
request:
– Policies, procedures,
internal events
– Accommodations – large
print, language versions,
audio files, etc.		 HR/
Managers		 Complete
confirmed
with HR		  
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.		 – Communicate to all staff
that if someone needs
assistance during any
emergency situation, s/he
should notify HR
– Include in orientation
presentation and process
– This action needs to be
documented:
“Initiative was communicated with
all employees. Individualized
plans were made for those
employees who responded.”		 HR Complete
confirmed
with HR		  
27 Workplace
Emergency
Response
Information		 (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.		 – If employee makes such
request then a meeting
should be set up with the
Manager and HR to
develop the individualized
workplace emergency
response.
– May include:
Buddy system,
designated meeting spot,
etc.
– Document to employee
file		 HR/
Manager/
Health &
Safety		 Complete
confirmed
with HR		  
27 Workplace
Emergency
Response
Information		 (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.		 Provide information, review and
update as necessary		 HR/
Manager/
Health &
Safety		 Complete
confirmed
with HR		  
27 Workplace
Emergency
Response
Information		 (4) Every employer shall review the
individualized workplace
emergency response information,
(a) when the employee
moves to a different location
in the organization;
(b) when the employee’s
overall accommodations
needs or plans are
reviewed; and
(c) when the employer
reviews its general
emergency response
policies.		 Review and update as
necessary.		 HR/
Manager/
Health &
Safety		 Complete
confirmed
with HR		  
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.		 Develop a written process in
place of how to develop and
document individual
accommodations plan.
– Assign owner to develop
process
– Training for those involved
– Review templates
– Define who needs to be
consulted
“Process under review.”		 HR/
Manager/
Health &
Safety		 Complete
confirmed
with HR		  
28 Documented
Individual
Accommodatio
n Plans		 28 (2) The process for the
development of documented
individual accommodation plans
shall include the following
elements:
1. The manner in which an
employee requesting
accommodation can participate
in the development of the
individual accommodation plan.
2. The means by which the
employee is assessed on an
individual basis.
3. 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.
4. 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.
5. The steps taken to protect the
privacy of the employee’s
personal information.
6. The frequency with which the
individual accommodation plan
will be reviewed and updated
and the manner in which it will
be done.
7. If an individual accommodation
plan is denied, the manner in
which the reasons for the denial
will be provided to the
employee.
8. The means of providing the
individual accommodation plan
in a format that takes into
account the employee’s
accessibility needs due to
disability.		 Review examples
– Determine who can draft an
accommodation plan, who
should be involved and
consulted, who is required for
this for this process.
– Define when is an
assessment required?
– When do we pay? When
does employee pay (if at all)
– Dr. Keogh		 HR/
Manager/
Health &
Safety		 Complete
– see
above		  
29 Return to Work
Process		 29.(1) Every employer, other than
an employer that is a small
organization,
(a) 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
(b) shall document the process.		 – Current policy & procedure
in place
– Review to ensure it meets
requirements
– Include temporary
disabilities along with WSIB
and insurance company info		 HR/
Manager/
Health & Safety		 Complete
confirmed
with HR		  
29 Return to Work
Process		 29. (2) The return to work process
shall,
(a) 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
(b) use individual documented
accommodation plans, as
described in section 28, as
part of the process.		 Connection with accommodation
plans and RTW process.
– When do we check in?
– When is next evaluation
required? 		HR/
Manager/
Health & Safety		 Complete
confirmed
with HR		  
29 Return to Work
Process		 29. (3) The return to work process
referenced in this section does not
replace or override any other
return to work process created by		   HR/
Manager/
Health & Safety		 Complete
confirmed
with HR		  
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.		 – Review current
performance management
processes. Add:
“Any individual accommodation
plan is considered during the
performance management
process”.		 HR/
Manager/
Health & Safety		 Compete
confirmed
with HR		  
31 Career
Development &
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.		 – Review current processes
– Consider individual
accommodation plans for
lateral moves and
advancements		 HR/
Manager/
Health & Safety		 Complete
confirmed
with HR		  
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 current processes
– Consider individual
accommodation plans when
– moving staff into another
area, transfers, etc.		 HR/
Manager/
Health & Safety		 Complete
confirmed
with HR