Integrated Accessibility Standards Policy

The following policy has been established by HAYS Specialist Recruitment (Canada) Inc. (“HAYS”) to formalize its commitment to accessibility and outline those steps that HAYS has taken, and will continue to take, to remove barriers and improve opportunities for people with disabilities through compliance with the Integrated Accessibility Standards Regulation (the “Regulation”) under the Accessibility for Ontarians Disabilities Act, 2005 (the "AODA").

Commitment

HAYS is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are committed to meeting the needs of persons with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility and meeting the accessibility requirements under the AODA.

Accessibility Plan

HAYS has developed and will maintain a documented Accessibility Plan outlining HAYS' strategy to prevent and remove barriers from its workplace and to ensure opportunities for persons with disabilities.

The Accessibility Plan will be reviewed and updated at least once every five years, or as otherwise required, and will be posted on HAYS' website. Upon request, HAYS will provide a copy of the Accessibility Plan in an accessible format.

 

General Requirements

Training

HAYS has provided, and will continue to provide, training on the requirements of the accessibility standards referred to in the Regulation and on the Human Rights Code as it pertains to persons with disabilities, to:

  • All employees and volunteers;
  • All persons who participate in developing HAYS' policies; and
  • All other persons who provide our goods, services or facilities (collectively, our "Services") on behalf of HAYS.

The training will be appropriate to the duties of the employees and such other persons.

New employees will be trained as soon as practicable after their hire date and employees will be trained when changes are made to any accessibility policies.

HAYS will maintain a record of the training it provides.

Self-Service Kiosks

At this time, HAYS does not utilize self-service kiosks.  However, should the use of kiosks become a part of HAYS' business in the future, we will ensure that our employees consider the needs of people with disabilities when designing, procuring or acquiring self-service kiosks.

Information and Communication Standards
HAYS will continue to ensure that its process for receiving and responding to feedback is accessible to persons with disabilities by:

  • providing multiple methods for feedback, such as in writing or via email, telephone or in person; and
  • by providing accessible formats and communications supports required under the Regulation, upon request.

Accessible Formats and Communication Supports

HAYS is committed to meeting the communication needs of people with disabilities. 

Upon request, HAYS will provide, or will arrange for the provision of, publicly available information that is in respect of our Services in an accessible format and at a cost that is not more than that charged to others by:

  • consulting with the person making the request to determine the most appropriate accessible format or communication support, given the needs of the person, whether the content is convertible and HAYS' capability;
  • providing the accessible format or communication support in a timely manner and at no additional cost; and
  • notifying the public about the availability of accessible formats and communication supports.

HAYS has enacted a process to provide its customers and clients with publicly available emergency procedures, plans or public safety information in an accessible way, as soon as practicable upon request.

Accessible Websites and Web Content

HAYS will ensure that all required Internet websites, including web content, conform to the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, at Level AA, except where impracticable or where otherwise exempt by law.

 

Employment Standards

Recruitment 

HAYS is committed to fair and accessible employment practices.

Recruitment

HAYS will notify its employees and the public about the availability of accommodation for applicants with disabilities in its recruitment process.

Recruitment, Assessment or Selection Process

HAYS will notify job applicants, when they are individually selected to participate further in an assessment or selection process, that accommodations are available upon request in relation to the materials or processes to be used. 

If a selected applicant requests an accommodation, HAYS will 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 accessibility needs. 

Notice to Successful Applicants 

When making offers of employment, HAYS will notify successful applicants of its policies for accommodating employees with disabilities. 

Informing Employees of Supports 

HAYS will inform its employees of its policies (and any updates to those policies) used to support employees with disabilities, including policies on providing accommodations that take into account an employee’s accessibility needs, by:

  • consulting with our employees with disabilities to determine those accessible formats or communication supports that may be of assistance, and how such accommodation may be provided; and
  • providing this information as soon as practicable after the commencement of employment (and updates whenever there is a change to the policies).

Accessible Formats and Communication Supports for Employees 

Upon the request of an employee, HAYS will consult with the employee to provide, or arrange for the provision of, accessible formats and communication supports for information that is needed to perform their job or that is generally available to other employees. In determining the suitability of an accessible format or communication support, HAYS will consult with the employee making the request. 

Workplace Emergency Response Information 

HAYS will provide individualized workplace emergency response information to employees who have a disability, if necessary and HAYS is aware of the need for accommodation. HAYS will provide this information as soon as practicable after becoming aware of the need for accommodation. HAYS will review the individualized workplace emergency response information as necessary when the employee moves to a different location in the organization, or as otherwise required or appropriate.

Where the employee requires the assistance of another employee in connection with an individualized workplace emergency response, HAYS will, with the consent of the employee, provide the workplace emergency response information to the person designated by HAYS to provide assistance to the employee.

Documented Individual Accommodation Plans 

HAYS will maintain a written process for the development of documented individual accommodation plans for employees with disabilities. This process:

  • considers how employees with disabilities will participate in the development of their accommodation plan and what the plans may include;
  • establishes where the plans will be stored and what steps will be taken to protect the privacy of employee information; and
  • determines when and how the individual accommodation plans will be reviewed and updated.

If requested, information regarding accessible formats and communications supports will also be included in individual accommodation plans. In addition, the plans will include individualized workplace emergency response information (where required) and will identify any other accommodation that is to be provided. 

Return to Work Process 

HAYS maintains a documented return to work process for its employees who have been absent from work due to a disability and who require disability-related accommodations in order to return to work. The return to work process outlines the steps HAYS will take to facilitate the return to work and will include individual accommodation plans as part of the process.

This return to work process will not replace or override any other return to work process created by or under any other statute (e.g., the Workplace Safety and Insurance Act, 1997).

Performance Management, Career Development and Advancement & Redeployment 

HAYS will take into account the accessibility needs of employees with disabilities, as well as individual accommodation plans, when conducting performance management, by:

  • reviewing an individual’s accommodation plan to understand their needs and determine whether it should be adjusted to improve job performance;
  • providing performance-management related documents in accessible formats; and
  • providing informal and formal coaching and feedback in a manner that takes in account an employee’s disability.

HAYS will also take into account the accessibility needs of its employees with disabilities (as well as their individual accommodation plans) when providing career development and advancement to employees, or when redeploying employees. This may occur through the consideration of what accommodations employees with disabilities may need to succeed elsewhere within our organization, to take on new responsibilities in a current role, or when redeployment has become necessary.

Design of Public Spaces

At the present time, HAYS does not plan on developing or redeveloping any of its public spaces, as defined in the Regulation. However, should it choose to do so, this policy and plan will be revised to include the requirements thereunder and how we will achieve compliance.

Going Forward

HAYS will consider accessibility in all aspects of its business and operations, and will endeavour to identify and remove accessibility barriers going forward.

Questions about this policy

This policy has been developed to break down barriers and increase accessibility for persons with disabilities within HAYS. If anyone has a question about the policy or wishes to obtain accessible formats of this document (which are complementary), please contact:

Telephone: 416-367- HAYS (4297)

Email: HRCanada@hays.com