Accessibility for Ontarians with Disabilities Act (AODA) Policy

Providing goods, services or facilities to people with disabilities

Provincial Sign Systems is committed to meeting its current and ongoing obligations under the Ontario Human Rights Code respecting non-discrimination.

Provincial Sign Systems understands that obligations under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and its accessibility standards do not substitute or limit its obligations under the Ontario Human Rights Code or obligations to people with disabilities under any other law.

Provincial Sign Systems is committed to complying with both the Ontario Human Rights Code and AODA requirements.

Our policies are consistent with the principles of independence, dignity, integration and equality of opportunity for people with disabilities.

Timely Service for Accommodations

Provincial Sign Systems is committed to accommodating persons with disabilities in a timely manner. This includes, but is not limited to, alternate formats of our information and communications and individualized emergency plans.

Employees requesting accommodations must contact their manager/lead hand or Kevin Van Sickle, President and provide notification of the need for an accommodation. Accommodations will be determined, coordinated and implemented in a timely matter with no cost to the individual.

Design of Public Spaces

Provincial Sign Systems will meet the Accessibility Standards for the Design of Public Spaces when building or making major modifications to public spaces.

Assistive Devices

People with disabilities may use their personal assistive devices when accessing our goods, services or facilities.

In cases where the assistive device presents a significant and unavoidable health or safety concern or may not be permitted for other reasons, other measures will be used to ensure the person with a disability can access our goods, services or facilities.

We will ensure that designated staff members are trained on any assistive devices that we have on site and any devices that we may provide for use by guests with disabilities while accessing our facilities.

Communication

We will communicate with people with disabilities in ways that take into account their disability. This may include the following:

• newsletters
• emails
• memos
• websites
• bulletin boards
• staff meetings
• one-on-one conversations

We will work with the person with a disability to determine what method of communication works for them. Accessible formats and communication will be provided.

Service Animals

We welcome people with disabilities and their service animals. Service animals are allowed on the parts of our premises that are open to the public. When we cannot easily identify that an animal is a service animal, our staff may ask a person to provide documentation (template, letter or form) from a regulated health professional that confirms the person needs the service animal for reasons relating to their disability.

Notice of Temporary Disruption

In the event of a planned or unexpected disruption to services or facilities for customers with disabilities Provincial Sign Systems will notify customers promptly. This clearly posted notice will include information about the reason for the disruption, its anticipated length of time, and a description of alternative facilities or services, if available.

Services/Facilities include:

• Washrooms
• Boardroom

The notice will be made publicly available in the following ways:

• Written
• Verbal

Modifications to this or other Policies

Any policies of Provincial Sign Systems that do not respect and promote the principles of dignity, independence, integration and equal opportunity for people with disabilities will be modified or removed.

Training

Provincial Sign Systems will provide training to all employees, volunteers, and any outside agencies that represent Provincial Sign Systems on AODA and the Ontario Human Rights Code as it pertains to individuals with disabilities, within three (3) months after being hired. Refresher training will include any changes to AODA policies. Training will be delivered in-person as well as through print and online materials. Records of names, dates and numbers of persons trained will be kept.

Training will include:

• purpose of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the standard
• Ontario Human Rights Code
• Provincial Sign System’s policies related to the customer service standard
• 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
• what to do if a person with a disability is having difficulty in accessing Provincial Sign System’s goods, services or facilities (barriers to accessibility)
• accessibility Plans
• staff will be trained when changes are made to AODA policies.

Information and Communications; Employment; Design of Public Spaces

Training will be appropriate to the duties of the employees, volunteers and other persons, and specifically to those who are involved in the development and approval of policies and procedures, and will be provided within three (3) months after being hired.  Training will be provided on an ongoing basis with respect to any changes to this policy or the requirements.

Feedback Process

Provincial Sign Systems welcomes feedback on how we provide accessible customer service. Customer feedback will help us identify barriers and respond to concerns.

Customers who wish to provide feedback on the way Provincial Sign Systems provides goods, services or facilities to people with disabilities can provide feedback in the following way(s):

• Written, via website email or directly to our President
• In person
• By telephone   

All feedback, including complaints, will be directed to Kevin Van Sickle (President) Customers can expect to hear back in four (4) days.

Provincial Sign Systems will make sure our feedback process is accessible to people with disabilities by providing or arranging for accessible formats and communication supports, on request.

Notice of Availability of Documents

Provincial Sign Systems will notify the public that documents related to accessible customer service, are available upon request by posting a notice in the following location(s)/way(s):

• website
• bulletin board

Provincial Sign Systems will provide this document in an accessible format or with communication support, on request. We will consult with the person making the request to determine the suitability of the format or communication support. We will provide the accessible format in a timely manner and, at no additional cost.

Recruitment and Selection Process for Individuals with Special Needs

Provincial Sign Systems welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Accommodation to Successful Applicants

Provincial Sign Systems has an accommodation process in place that provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or a medical need, please contact Kevin Van Sickle, President at 905-837-1791 or by e-mail at Kvansickle@provincialsign.com This ensures that the appropriate accommodations are in place before you begin your employment.

Emergency Response Planning for Employees with Special Needs

Provincial Sign Systems outlines the responsibility and process of identifying employees who require assistance in the event of an emergency situation and developing a plan to ensure that all employees are able to evacuate in an emergency. 

Staff that Require Assistance – Inform your supervisor or manager if you require assistance in the event of an emergency.  Work with your supervisor or manager to determine an individualized plan that outline employee specific emergency procedures. Inform your supervisor or manager if your condition or needs change. During an emergency that requires an evacuation, communicate to staff members if additional assistance is required.

Managements responsibilities – Provincial Sign Systems management will meet with employees requiring assistance to identify barriers and how to overcome them during an emergency situation.  Management will collect all necessary information to complete an individualized emergency response plan. Consent will be given by the employee to share emergency information with the people who will help during an emergency. No details of the employee’s medical condition or disability will be disclosed, just what kind of help is required.

The individualized workplace emergency response plan will be reviewed:

• When the employee moves to a different location in the organization
• When the employee’s condition or needs change 
• When the employer reviews its general emergency response policies

Individual accommodation Plan for Employees with Special Needs

Provincial Sign Systems have developed and written a process for creating employee specific accommodation plans for employees with disabilities. Each employee is to participate in the development of their individual plan and may request a representative from the workplace to assist them throughout this process. 

The accommodation plan will include the employee’s personal information such as; functional abilities and medical information. A medical or other expert may be utilized at Provincial Sign Systems cost to help determine and strategized how or if the individuals needs can be met.  All information will be kept secure and dealt with in a confidential manner. 

Once the plan is complete and implemented the employee and his/her/their manager will monitor and review the plan ongoing. If at any time the employees job position or nature of disability changes the accommodation plan will be reviewed.

Return to Work Process

Provincial Sign Systems is committed to providing suitable work, and RTW plan to accommodate the specific needs of employee so they can perform to the best of their ability while allowing Provincial Sign Systems to run a productive workplace. Each RTW case will be reviewed and accommodated on a case-by-case basis.

If medical treatment is required, the employee should inform the attending physician of Provincial Sign Systems RTW plan with light/modified duties available from the recommendations of a physician and present the injured workers package. When the employee returns to work, a manager and employee will review and complete a RTW Form.   

Once the employee returns to a transitional/temporary job, the employee must ensure they do not go beyond either the duties of the job or the physician’s restrictions. 

If the employee’s restrictions change at any time, he/she/they must notify the supervisor/lead hand and provide a copy of the new medical release.

If the employee is unable to report for any kind of work, they must call weekly to report medical status.

Performance Reviews

Performance reviews are not scheduled annually. Performance Reviews are performed on an as-needed basis depending on your length of service and on whether or not your responsibilities and/or duties have changed.  Provincial Sign Systems tries to meet with and provide feedback to all of its employees on a regular basis however there is no set schedule. Employees are encouraged to speak with their managers when they wish to have a discussion about performance and responsibilities.  Your Manager will advise you of your review date. Your performance review will be held with a Sr. Manager, who will have received important feedback and evaluation from your department Manager or Supervisor. You will be evaluated on your attendance, promptness, work ethic, your ability to meet the expectations of your job, your ability to work individually or in groups, your ability and willingness to learn and on your overall positive contribution to the company environment and goals. From time to time, reviews may be delayed or re-scheduled depending on workload or financial performance of the company.

Performance reviews for employees with a disability will be provided:

• documents in accessible format
• providing feedback and coaching in a way that is accessible to them 
• providing the accommodations, they need to successfully learn new skills or take on more responsibilities.

Career Development, Advancement and Redeployment

Provincial Sign Systems is an equal opportunity organization. Career development and advancement are encouraged to those with or without disability. Employees with a disability will be provided accommodations required to assist in development/advancement, such as:

• Training (in accessible formats)
• Mentoring

Provincial Sign Systems strives to redeploy employees as an alternative to layoffs when possible. The needs of the employee with a disability will be taken into account prior to any job reassignment. Proceeding job reassignment, the employee’s accommodation plan will be reviewed and updated as needed.

Website Accessibility

Provincial Sign Systems is committed to ensuring our website is accessible to people with disabilities. Our website meets WCAG 2.1 Level AA, please report any issues to kvansickle@provinicalsign.com

Multi Year Accessibility Plan

Introduction

Provincial Sign Systems strives to meet the needs of its employees and customers with disabilities and is working hard to remove and prevent barriers to accessibility.

Our organization is committed to fulfilling our requirements under the Accessibility for Ontarians with Disabilities Act. This accessibility plan outlines the steps Provincial Sign Systems is taking to meet those requirements and to improve opportunities for people with disabilities.

Objectives of the Plan

This plan is intended to continue to move Provincial Sign Systems toward our vision of accessibility and inclusion for all who work or use our facilities.

• Summarizes actions taken to identify, remove and prevent barriers to persons with disabilities
• Outlines the measures to be taken to meet the mandatory requirements of ISAR (AODA)
• Outlines measurers taken to ensure ongoing compliance with Customer Service Standard (AODA)

Definitions

Accessibility

The term accessibility means giving people of all abilities opportunities to participate fully in everyday life. It is used to describe how widely a service, product, device, or environment is available to as many people as possible. Accessibility can be seen as the ability to access and benefit from a system, service, product or environment.

Barrier

Barriers are obstacles that limit access and prevent people with disabilities from fully participating in society. Most barriers are not intentional. Barriers usually arise because the needs of people with disabilities are not considered from the beginning.

Disability

Ontario’s accessibility law adopts the definition for disability that is in the Ontario Human Rights Code. It defines disability broadly:

• “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 coordination, blindness or visual impediment, deafness or hearing impairment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device,
• a condition of mental impairment or a developmental disability,
• a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language,
• a mental disorder, or
• an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act,

Commitment to Accessibility

Provincial Sign Systems is committed to building an accessible and inclusive organization of equality opportunity to ensure that policies, procedures, practices, programs and services respect the rights and needs of persons with disabilities, while collaborating with employees with disabilities.

Over the past five years Provincial Sign Systems has implemented and phased-in requirements of the Integrated Accessibility Standards Regulation.

The following plan identifies commitments we will undertake to comply with accessibility standards in:

• Customer Service
• Information and Communications
• Employment
• Built Environment

Review of Provincial Sign Systems Progress to Date

Provincial Sign Systems continues to provide an environment that promotes the participation and inclusion of persons with disabilities, and meeting the ongoing requirements of AODA legislation.

• We put into writing our commitment to the Customer Service Standard in the AODA
• We confirmed our commitment to openness to service animals and support persons to assist people with disabilities.
• We established a process to receive and respond to feedback from clients
• We developed education and training materials for staff and volunteers regarding providing service to people with disabilities
• We trained staff and volunteers on accessible customer service
• We have confirmed our commitment to inclusiveness and access to a barrier free environment throughout all stages of the recruitment and selection process for employees and volunteers
• We have developed an accommodation process for employees
• We have implemented accessibility options when making modifications to the organizations website and printed materials

Commitments for 2019– 2020

The work plan consists of the barriers that will be addressed. By following these itemized action plans, full compliance with legislated AODA standards will be achieved.

Customer Service

Improvement

Update and continue to deliver education/training to staff and volunteers regarding customer service of individuals with disabilities, including initial orientation upon hire.

Make improvements to accessibility based on results.

Information and Communications

Improvement

Update and deliver accessibility options on our website.

Accessible formats and communication will be provided on request.

Employment Accommodations

Continue to include a statement in all staff recruitment/postings confirming commitment to accommodation of applicants with a disability.

Continue to make new hires aware on orientation of the organization’s commitment to accommodating employees with disabilities and development of an Accommodation Plan as applicable.

Implement as needed the accommodation plan for staff.

Environment

Consider AODA requirements in the selection and design of any new office and program space.

Identify and complete needed accessibility improvements to existing offices.

Communication of Multi-Year Accessibility Plan

This plan is posted on the organizations website and copies made available upon request.

Contact Information

Questions or comments about Provincial Sign Systems accessibility plans, policies and practices are always welcome. Should you require a copy of our documents in standard or accessible format, please contact:

In person:
Provincial Sign Systems
1655 Feldspar Ct
Pickering, ON

By mail:
Provincial Sign Systems
1655 Feldspar Ct
Pickering, ON
L1W 3R7

By email: Kvansickle@provincialsign.com

By telephone:
905-837-1791
1-800-260-3014