University: Multi-year Accessibility Plan 2012-2017 Section 1 Part I: General Standards – s.3, s.4, s.5 AODA Standards / Regulation Reference O. Reg.191/11, s. 3 I: Accessibility Policies Deadline: January 1, 2013 DELIVERABLES ACTIVITIES Champion/ Department/ Establish accessibility policies. Umbrella policy on AODA encompassing Customer Service, Students with Disabilities, Staff with Disabilities Review the existing accessibility policy. Revise it to include general, employment and information and communications standards, in order to comply with IASR. - COMPLETED Julie Smith Statement of Trent’s Commitment to AODA Statement of Commitment COMPLETED – See Preamble Robyne Hanley AODA Standards / Regulation Reference O. Reg.191/11, s. 4 I: Multi-year Accessibility Plans Deadline: January 1, 2013 DELIVERABLES ACTIVITIES Champion/ Department Establish accessibility plan. 2012-2017 Multi-year Accessibility Plan 1) Develop a five year plan in consultation with key stakeholders, and the Accessibility Sub-committee and present to PVP for approval - COMPLETED Robyne Hanley Conduct consultation. December 2012 Accessibility Sub-committee meeting Committee will approve multi-year plan - COMPLETED Accessibility Subcommittee and Robyne Hanley Prepare annual status report. Report for 2012-2013 will be prepared for January 2014 1) Review the plan on an annual basis, complete a status report, and post it to the web, portal and hard copies in key locations. – ONGOING/YEARLY Robyne Hanley/ Andrea Walsh
AODA Standards / Regulation Reference O. Reg.191/11, s. 5 I: Procuring or Acquiring Goods, Services or Facilities Deadline: January 1, 2013 DELIVERABLES ACTIVITIES Champion/ Department Incorporate accessibility criteria and features. Purchasing will use accessibility criteria with new PO and RFP as of Nov. 2012 COMPLETED Lorraine Hayes Purchasing Dept. Develop new PO and RFP Purchasing has new PO and RRP that require Accessibility training for 3rd parties and accessibility criteria in selection process COMPLETED Lorraine Purchasing Dept.
AODA Standards / Regulation Reference O. Reg.191/11, s. 11 II: Feedback Processes Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Ensure feedback processes are accessible. In-person, by mail, by telephone, and on-line feedback mechanisms allow the Trent community and the public to offer timely feedback on accessibility issues. 1) Revise external Accessibility feedback mechanism on OHREA website - COMPLETED Robyne Hanley AODA Standards / Regulation Reference O. Reg.191/11, s. 12 II: Accessible Formats and Communication Supports Deadline: January 1, 2015 DELIVERABLES ACTIVITIES Champion/ Department Provide accessible formats and communication supports. All areas of the University will provide accessible formats and communication supports in a timely manner, at no additional cost. Identify possible formats and supports required and whether to source expertise internally or externally. Ensure all University communications can be provided in accessible formats. - COMPLETED Robyne Hanley Notify public of availability. Online and print customer service notifications of availability. Identify web and portal locations for key messaging. Identify physical location for signage Incorporate into printed materials such as Academic Calendar - ONGOING Andrea Walsh
AODA Standards / Regulation Reference O. Reg.191/11, s. 13 II: Emergency Procedure Plans and Public Safety Information Deadline: January 1, 2012 DELIVERABLES ACTIVITIES Champion/ Department Make emergency procedure and public safety information accessible upon request. U Emergency Procedures were reviewed and are posted in accessible and conversion ready formats COMPLETED Andrea Walsh Part II: Information and Communication Standards – s.14, s.15 AODA Standards / Regulation Reference O. Reg.191/11, s. 14 II: Accessible Web Sites and Web Content Deadline: January 2014 DELIVERABLES ACTIVITIES Champion/ Department Ensure websites and web content conform to guidelines. New websites and web content to Level A by January 1, 2014. All websites and web content to Level AA by January 1, 2021. External web site conforms to WCAG 2.0 level A. Trent portal, Learn 9 and Student Information Systems are assessed for future compliance requirements. Train all key staff on WCAG 2.0 guidelines. (Professional Development Day) Analyse site and develop implementation plans. Carry out the development of site. Develop policies on site maintenance, including how various departments contribute information - COMPLETED Robyne Hanley & Sean Daniels
AODA Standards / Regulation Reference o. Reg.191/11, s. 22 III: Recruitment, General Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Notify about accommodation in recruitment process. Prospective applicants are advised of the availability of accommodations. Approve the Accommodation policy. Revise the HR web page, job postings, & email correspondence with applicants to include a statement of accommodation - COMPLETED Human Resources AODA Standards / Regulation Reference o. Reg.191/11, s.23 III: Recruitment, Assessment or Selection process Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Notify applicants selected that accommodations are available upon request. Selected applicants are advised of the availability of accommodations 1) Revise email correspondence with selected applicants and provide policy reference - COMPLETED Human Resources Provide suitable accommodation upon request. Applicants with disabilities receive appropriate accommodations. 1) Review interview and testing procedures for accessibility barriers - COMPLETED Human Resources & Robyne Hanley AODA Standards / Regulation Reference o. Reg.191/11, s. 24 III: Notice to Successful Applicants Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Notify successful applicant of accommodation policies. New employees are advised of the accommodation policy. 1) Update the hiring package to include information on the accommodation policy (Accommodations for Employees with Disabilities Policy) - COMPLETED Human Resources
AODA Standards / Regulation Reference o. Reg.191/11, s. 27 III: Workplace Emergency Response Information Deadline: January 1, 2012 DELIVERABLES ACTIVITIES Champion/ Department Provide individualized workplace emergency response information. Employees with disabilities receive an individualized emergency plan. COMPLETED Provide information to person designated to provide assistance upon consent. Persons providing assistance are informed of plans and their role, and are advised of any changes. 1) Manager’s and Chair’s memo – December 2012 - COMPLETED Robyne Hanley Review individualized workplace emergency response information. Employees and managers are notified annually to update their plans with HR. 1) Communicate with all employees on an annual basis, and update plans as necessary on an ongoing basis - ONGOING Andrea Walsh
AODA Standards / Regulation Reference o. Reg.191/11, s. 28 III: Documented Individual Accommodation Plans Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department/ Due Date Develop written process for documented individual accommodation plans. Any employee requiring accommodations has a written plan in their personnel file. 1) Develop Trent template for Work Place Accommodations - ONGOING Andrea Walsh & Human Resources Include prescribed elements in process: how employee can participate. how employee will be assessed. how employer can request accommodation be achieved. how employee can request participation of union representative. how employee’s personal information will remain private. how, and how plan will be reviewed and updated. how reasons for denied request will be communicated. how plan will be provided to employee.
AODA Standards / Regulation Reference o. Reg.191/11, s. 29 III: Return-to-work Process Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Develop a documented return-to-work process. Any employee returning to work will have a written plan in their personnel file. 1) Develop Return-To-Work plan - COMPLETED Human Resources Include steps employer will take; use documented individual accommodation plans. AODA Standards / Regulation Reference o. Reg.191/11, s. 30 III: Performance Management Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Include accessibility considerations in performance management processes. A barrier-free performance management process for employees with disabilities. 1) Review performance management processes for possible barriers – COMPLTED/Currently being revised Human Resources & Robyne Hanley/ Andrea Walsh AODA Standards / Regulation Reference o. Reg.191/11, s. 31 III: Career Development Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Include accessibility considerations in career development and advancement processes. A barrier-free career development and advancement process for employees with disabilities. 1) Review Trent career development and advancement processes for possible barriers - COMPLETED Human Resources & Robyne Hanley
AODA Standards / Regulation Reference o. Reg.191/11, s. 32 III: Redeployment Deadline: January 1, 2014 DELIVERABLES ACTIVITIES Champion/ Department Include accessibility considerations in redeployment processes. A barrier-free redeployment process for employees with disabilities. 1) Review Trent’s redeployment processes for possible barriers - COMPLETED Human Resources & Robyne Hanley
As of 2009 – On-going AODA Standards / Customer Service Customer Service Standard Active and on-going as of January 2009 DELIVERABLES ACTIVITIES Champion/ Department Accessible Customer Service Training Offerings Record Keeping AODA Customer Service Training (In-person & On- line) Record Keeping System Continue with AODA Customer Service training in multi-modalities Develop Record Keeping System - ONGOING Andrea Walsh Accessibility Customer Service Review Policy APPROVED Service Disruption Notices Service Disruption Notices are posted 1) Continue to post Service Disruption Notices - ONGOING Physical Resources/ Communications Feedback Mechanisms Feedback Mechanisms in multi-formats (in-person, by mail, by e-mail, and by phone) 1) Maintain feedback mechanism and respond in timely manner - ONGOING Andrea Walsh Looking Forward Physical Environment Accessibility Audit January 1, 2016 DELIVERABLES ACTIVITIES Champion/ Department/ Due Date Implementation of 2012 Accessibility Audit Accessibility Audit Action Plan “2013 and Beyond” authored by AODA Built Environment Working Group Develop Accessibility Audit Action Plan Working Group will meet and prepare progress reports annually – SEE DRAFT AMENDMENTS Andrea & Accessibility Committee