Making accessibility a reality in the Ontario Public Service

A message from the Chief Inclusion and Accessibility Officer

We sometimes associate innovation only with technological advances — a computer that is faster, a smartphone that does more or a new app that gets us information quicker. As with any technology, there are early adopters — those who go first and show that a new innovation works well, and that it’s very worthwhile.

However, innovation comes in other forms, too. When you have a workforce of over 60,000 people, serving over 13 million Ontarians, in an era of limited fiscal resources, and in a time of rapid change, ideas and innovation that make the most of people’s talents are extremely valuable. That’s why accessibility is so important. While it is an issue of fundamental fairness and respect for diversity, it’s also good for business. An accessible OPS enables Ontario’s public servants to perform at their full potential and serve more effectively. This makes life better for all Ontarians. In this type of innovation — gaining the full value of contributions made by persons with disabilities — the OPS seeks to be the early adopter. We’re positioning ourselves on the leading edge, showing others how much is possible, and how much is to be gained from making the changes that improve accessibility. That’s why Ontario’s Public Service is committed to helping lead the way in making the province accessible to all.

As this annual report shows, this is more than a project that begins and ends. The OPS is committed to inclusion and will continually seek improvement in accessibility. The Multi-Year Accessibility Plan 2014 Annual Status Report demonstrates the progress we’re making, and shows how we are meeting our obligations under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).

The act and its regulations set out standards for making goods, services and facilities accessible, so that, together, Ontarians meet the goals of an accessible Ontario by 2025. Under the guidance of the OPS Diversity Office, the Ministry of Government and Consumer Services, the OPS is meeting these standards in new and innovative ways. We’re making changes that make a positive difference in the lives of OPS employees and Ontarians.

One of the ways we know that OPS leadership is making a difference is that others notice and promote our progress. In 2014, the OPS was recognized — for the 8th year in a row — as one of Canada’s Best Diversity Employers. For example, this honour acknowledges our collective efforts by the OPS to simplify the process for acquiring and supporting assistive technology to help employees with disabilities perform their work, barrier-free.

In fact, the innovative I & IT Assistive Technology Support Service, received awards in its own right. The service makes it possible for OPS employees with disabilities to make a request directly through specialized help desk agents. The service received national attention as an Honoree for the Canada’s Government Technology Event (GTEC) 2014 Distinction Awards.

The OPS continues to provide the leadership and positive examples to show others that being an accessible employer and service provider is not only possible, it is worthwhile, and it is the right thing to do. I am pleased that the OPS is leading these changes.

- Virginia Hatchette, Chief Inclusion and Accessibility Officer

The Ontario Public Service commitment to persons with disabilities

On January 1, 2012, the OPS stepped forward to lead the way in a new era of accessibility as we published our commitment to persons with disabilities:

“The OPS endeavours to demonstrate leadership for accessibility in Ontario. Our goal is to ensure accessibility in our services, products and facilities for our employees and the public we serve.”

Accessibility in the OPS

Our goal is to make OPS workplaces, services and facilities even more accessible and welcoming environments — places where both employees and customers are accommodated according to their needs. Our vision of an accessible OPS is one where:

  • persons with disabilities receive quality goods and services in a timely manner
  • persons with disabilities participate fully and meaningfully as OPS employees delivering services and working to build a stronger Ontario
  • information and communications are available in accessible formats to all OPS employees, clients and customers
  • OPS employees are able to continually identify barriers to accessibility and actively seek solutions to prevent or remove them
  • there is greater accessibility into, out of and around OPS facilities and public spaces

We are proud of, and encouraged by, the work that has been done to date. We’re leading by example through our strategies and compliance models. We know there is still work to do, but we’re determined to lead the way in creating an accessible OPS by 2025. With the continued support and involvement of our leaders, stakeholders and partners, we are confident that we will achieve our goal.

“Ontario is a global leader in advancing accessibility. This is not due to good fortune. Instead, the Government of Ontario built and implemented the policy framework enabling this progress. As a result, the Ontario Public Service and Ontario’s Broader Public Sector organizations are now among the most accessible anywhere.”

Bryan Evans, PhD, Associate Professor, Ryerson University

Achieving organizational change

The OPS has more than 60,000 employees who serve the more than 13 million people who call Ontario home. Making changes in an organization of this size and scope requires leadership, perseverance and commitment in embedding new practices into daily business. That’s why, to create an accessible organization by 2025, the OPS is continuing to embed accessibility into its day-to-day activities as a provider of goods and services, as a policy maker and as an employer. We are striving to achieve organizational change by strengthening the four foundations of the OPS Multi-Year Accessibility Plan (MYAP):

  1. Informed and Committed Leadership
  2. Alignment and Coordination
  3. Strong Governance and Accountability
  4. Measurement, Evaluation and Reporting

MYAP’s foundations closely align with the four priorities in action for advancing inclusion in the OPS, outlined in Ontario’s 2013-16 strategic plan, Inclusion Now!:

  1. Invest in the capacity of our middle managers to become inclusive leaders.
  2. Promote an even more inclusive workplace culture for all.
  3. Make inclusion a fundamental part of all OPS business and demonstrate leadership in accessibility.
  4. Use evidence to inform action, measure impact and report on progress.

The OPS’ MYAP identifies targeted deliverables and timelines to achieve specific objectives.

About this report

On January 1, 2012, the OPS began complying with the requirement of the Integrated Accessibility Standards Regulation (IASR), to create and maintain a MYAP that outlines its strategies to prevent and remove barriers, while meeting the other requirements set out in the regulation.

The OPS MYAP - Leading the Way Forward - was released in 2012 and provides a five-year roadmap of key milestones across the organization to demonstrate leadership in accessibility and to achieve our goal of an accessible OPS by 2025.

The IASR also requires the OPS to produce an annual status report highlighting progress made to implement the multi-year plan.

In this 2014 Annual Status Report, we will provide enterprise and ministry-specific examples of how the OPS is identifying and removing barriers for persons with disabilities.

This report is written in two sections, the first focuses on how we are achieving organizational change in the OPS by supporting the four foundational elements of the OPS MYAP; and the second is dedicated to demonstrating how we are modelling compliance with the AODA standards.

Many of the ministry examples in this report were drawn from Ministries’ Annual Accessibility Plans, a reporting requirement under the Ontarians with Disabilities Act.

Informed and committed leadership

An accessible OPS can only be achieved if leaders show their support through action — from deputy ministers, to directors and senior managers. In the OPS, leadership includes being accountable for and dedicated to achieving accessibility and inclusion commitments. The OPS Chief Inclusion and Accessibility Officer reports directly to the Secretary of Cabinet on these issues. Likewise, deputy ministers are responsible for ensuring that their ministries comply with the AODA and its regulations. Senior decision makers with enterprise portfolios, such as human resources and I&IT, are consulted regularly for strategic advice on implementing the AODA in the OPS, as well as on accessibility priorities, requirements and approaches.

Each ministry continues to have an Accessibility Lead, equipped with tools and resources to help their respective ministries understand and meet their accessibility requirements.

On the ground

Enterprise partner - HR Service Delivery Division, Ministry of Government & Consumer Services

The OPS Disability Support Strategy

The Disability Support Strategy’s goal is to enhance employment accommodation and return-to-work outcomes for employees with disabilities, injuries and illnesses by implementing internationally recognized standards and best practices. Launched in 2013, planning for this comprehensive strategy was informed by a broad spectrum of recommendations arising from a review of the OPS disability management program. Phased implementation of key components of the strategy began in 2014.

Developing and implementing this transformative strategy, with its multiple, concurrent projects, was made possible by using a governance structure that ensured broad engagement, effective project management and overarching accountability. Program accountability rests with two HR executive leads, an HR director-level steering committee, and the project manager and team. Input, advice and resources were provided by the HR Executive Committee and various reference or advisory groups, including a client advisory committee, joint bargaining agents committee, and managers’ coordinating committee.

Ministry practice — Ministry of Education

Provincial schools communications

Students or parents who are deaf now have more convenient access to a wealth of information on their education options.

The Provincial Schools website has now been translated into American Sign Language (ASL), making it the first website of its kind in Ontario, and potentially the world. The website went live in November 2014 and features a wealth of information on each of Ontario’s schools for the deaf. It provides information in three languages: English, French and ASL. This was made possible through collaboration between the Provincial Schools Branch and deaf ASL-English interpreters from various regions in Ontario.

Ministry practice - Treasury Board Secretariat

Proactive communications

People attending meetings and interviews in the OPS now have a better understanding of how their needs can be accommodated.

The ministry saw a need to better communicate the importance of promoting the OPS as an organization that is committed to removing barriers. So, it took a leadership role by including proactive offers to accommodate people in meeting invitations and interview confirmation emails. The offer reads:

“In consideration to those with scent sensitivity, please refrain from wearing perfume, cologne or other scented products at the interview. If you require any accommodation in order to participate in the interview process or in case of an emergency/evacuation at the time of the interview, please let me know and arrangements will be made.”

Alignment and coordination

Change affects individuals in different ways. This makes it very important for employees and stakeholders to have a common understanding of an organization’s goals and the way in which resources will be aligned to make it a reality.

This includes the need to enable frontline employees, engaging stakeholders and creating clear policies that support the changes at every level of the organization.

On the ground

Enterprise partner - Supply Chain Ontario (SCO), Ministry of Government & Consumer Services

Procurement system and resources

Throughout 2014, the OPS made further progress on accessibility for suppliers seeking government contracts and employees managing the procurement process. Some of the progress includes:

  • Implementing BravoSolution — the Government of Ontario’s new designated eTendering portal; the platform where the government posts all procurements, including its Requests for Bid (RFB) for enterprise-wide procurements, which are vendor of record arrangements used by several ministries and government agencies. This system complies with AODA requirements and is monitored by Supply Chain Ontario (SCO) to ensure AODA requirements are met as new features are introduced.
  • Creating and launching a new RFB template, which includes language and requirements pertinent to accessibility. The accessible RFB template is available to all ministries when processing procurement and is offered to vendors in alternative formats.
  • Reviewing accessibility requirements during the procurement process, which produced a Standard Operating Procedures manual for SCO employees to reference when preparing procurements, from the initial planning stage to contract management.
  • Completing an update to guidelines to share specific language to be used in ministry procurement documents, which will assist with meeting procurement accessibility obligations.

Enterprise partner - HR Service Delivery Division, Ministry of Government & Consumer Services

Healthy workplace, healthy mind initiative and fair hiring strategy

Employees experiencing mental health challenges will find the OPS a more supportive environment.

The enterprise-wide Healthy Workplace, Healthy Mind initiative was implemented in 2014 to create a more inclusive and accessible culture, and reduce the stigma associated with mental illness. It also shared information and resources to help employees who are affected by mental health challenges.

A network of mental health champions is leading the effort across ministries to improve the way the government engages with employees with mental health challenges.

In December 2014, the second phase of the Fair Hiring Strategy was launched. This strategy is aimed at improvements in fair hiring practice perceptions; an issue raised in a recent employee engagement survey. Managers were given resources that help them provide effective, post-competition feedback to unsuccessful candidates, which improves transparency on hiring decisions.

Enterprise partner – I&IT Accessibility Centre of Excellence, Ministry of Community & Social Services

Training on accessible documents

Ministry leadership in employee training served as a foundation for enterprise-wide training for employees to produce accessible documents. A new website is the “go-to” place to learn about the accessibility features of software available to the OPS, including Microsoft Word, Excel, PowerPoint and Adobe Writer and Reader. The Accessibility Centre of Excellence (ACOE) also introduced new Word video tutorials to OPS employees as a training resource to build OPS capacity and employee knowledge on creating an accessible document.

Ministry practice – Ministry of Government and Consumer Services

Ministry employees are committed to excellent customer service

The ministry developed an internal accessibility standard that requires all of its products and services to meet or exceed established accessibility requirements. Employees have committed to adhering to the standard every time and specially-designed tools have been created to support their efforts in meeting this commitment. The standard is posted on the ministry intranet site and its performance will be monitored and tracked against this commitment. The ministry has committed to updating its accessibility standard to stay abreast of developing practices and demonstrate leadership in providing accessible services.

Strong governance and accountability

Governance and accountability are essential to realize far-reaching, enterprise-wide goals, such as creating an accessible OPS. Leaders and employees must have the tools and resources they need to be accountable. They must have the structure, processes and policies to guide them.

In 2013, the OPS Diversity Office worked to embed accessibility requirements at the source in all core OPS business supports, and to highlight the need for OPS employees to be accountable for ensuring their work is accessible. The OPS advanced its MYAP strategy in 2014 and its capacity to meet accessibility requirements by creating opportunities to further strengthen governance and accountability.

The Accessibility@Source campaign, created by the OPS Diversity Office in 2012, helps employees meet accessibility requirements in procurement, documents, communication supports and employment accommodation.

In 2014, the OPS Diversity Office built on these efforts by updating Accessibility@Source to include stronger accessibility standards for ministry websites and to conform to Web Compliance Accessibility Guidelines. The award-winning site features a range of topics to help employees do their work in a way that avoids barriers to accessibility. This includes:

  • Writing, emailing and posting of online products
  • Planning meetings
  • Procuring goods and services
  • Renovating facilities.

The OPS Inclusion Lens is a user-friendly, accessible, analytical and educational internal online tool that helps OPS employees become more knowledgeable about diversity, inclusion and accessibility. It is a tool that helps identify barriers within the policy, program or service development processes, helping public servants think through strategies to remove or mitigate barriers.

Use of the award-winning OPS Inclusion Lens is now required for all key decision-making processes such as those related to Cabinet submissions. To ensure it continues to be relevant and well-used, the OPS Diversity Office is undertaking a phased transformation of the tool.

Also, targeted efforts to engage and partner with key ministries are helping to leverage inclusion concepts in their day-to-day business. In 2013 and 2014, the lens was used to identify barriers to accessibility legislation, having a significant impact on the public and for people with disabilities. That same year, 86 per cent of all OPS processes were examined through the Lens, up from 50 per cent in 2011 and 2012.

On the ground

Enterprise partner - Ministry of Government and Consumer Services

Chief Administrative Officers (CAO) play a key role in ensuring implementation of accessibility requirements throughout the OPS.

That’s why the OPS Diversity Office consults with the CAO Forum — a valuable leadership table and source of expertise and knowledge on embedding accessibility across the enterprise. An annual enterprise-wide compliance attestation process entitled “Getting to Yes” is relied on to report ministry compliance with the AODA and its regulations to the Accessibility Directorate of Ontario (ADO).

The process requires that ministries complete a compliance attestation, which is a declaration signed by the deputy minister or CAO to certify ministry compliance. Ministry attestations culminate in a single OPS report, signed by the Deputy Minister of Government and Consumer Services.

This process monitors and ensures implementation of accessibility requirements throughout the organization. Each year, the attestation process is reviewed to improve the compliance framework.

Ministry practice — Ministry of Energy & Ministry of Infrastructure

Accessible documents

Employees are ensuring accessibility requirements are met by making sure documents are submitted for posting to the intranet in accessible formats. Submissions with inaccessible formats are sent back to the program area with an explanation of ministry responsibilities. Employees are provided links to information on creating accessible documents, and must re-submit their documents in an accessible format.

Measurement, evaluation and reporting

Evaluation — together with the data collection activities that underpin it — helps us to monitor progress, assess the impact and relevance of activities, and learn from what has been done.

Progress can be measured in many ways.

Each year, ministries produce annual Accessibility Plans that are posted on the government’s website and complete a compliance attestation that shows they are meeting all AODA requirements to date.

In 2014, a pilot initiative involving several ministries was undertaken to identify opportunities to strengthen the attestation process used by ministries when assessing AODA requirements. Recommendations informed modifications to the following year’s attestation materials.

On the ground

Enterprise partner - HR Service Delivery Division, Ministry of Government & Consumer Services

Tracking and monitoring employee accommodation data

Since the launch of the Disability Support Strategy in 2013, the OPS has identified a number of key performance metrics which are helping the organization evaluate progress in supporting employees with disabilities. Work was undertaken to support the implementation of the new disability and attendance case management model in April 2015. This case management model allows an organization to track and monitor relevant data on employment accommodation more consistently. Some of the evaluation metrics include:

  • average number of employee sick days
  • number of Workplace Safety and Insurance Board (WSIB) claims
  • number of employees in receipt of short or long term sickness benefits
  • number of employees with disabilities requiring return to work supports

Ministry practice - Ministry of Community Safety and Correctional Services

Brief mental health screener

Police officers are becoming better able to interact with people living with mental illnesses and medical staff by using the Brief Mental Health Screener (BMHS).

The BMHS is a unique mental health assessment form that has significantly helped police officers communicate with medical staff. The evidence-based checklist is designed to help give police officers and hospital staff a common, descriptive, and efficient language to determine whether a person needs to be admitted to a treatment facility for safety reasons. The BMHS was developed primarily by Dr. Ron Hoffman, a former Toronto constable who now serves as coordinator of mental health training at the Ontario Police College (OPC).

The Ontario Provincial Police was an early adopter of this screening tool in 2014. Since then, the OPC has received over 450 requests for the BMHS by police services across Canada, the United States, England, Australia, New Zealand and beyond. Recently, the tool received a very positive response from 10,000 delegates, mostly psychiatrists, attending the World Psychiatric Congress in Madrid, Spain. Dr. Hoffman’s outstanding accomplishment was recognized with an OPS Amethyst Award in June 2015.

Demonstrating leadership by modelling compliance with the AODA

The AODA has been a catalyst for positive improvements in accessibility across Ontario, requiring that accessibility standards be developed for Ontario’s businesses and organizations to make Ontario an accessible province by 2025.

The OPS is proud to have been among the first organizations in Ontario, in 2012, to comply with the AODA and its regulated requirements:

The Accessibility Standards for Customer Service (ASCS) came into law in 2008 and into effect in the OPS as of January 2010. OPS compliance means establishing policies, practices and procedures on providing goods or services to persons with disabilities, and training employees to use them. It also established a process for receiving and responding to feedback, accommodating service animals and support persons and making public documents available in accessible formats, while informing users that such formats are available.

The Integrated Accessibility Standards Regulation (IASR) became law in 2011. The IASR, the second AODA regulation, incorporates general requirements (Part 1) and standards for information and communications (Part 2), employment (Part 3), transportation (Part 4) and design of public spaces (Part 4.1). In the OPS, many of these requirements came into effect as of January 2012 and January 2013.

As of January 2014, new requirements related to accessible formats and communication supports took effect. The remaining compliance requirements come into effect over the next few years.

In 2014, all OPS ministries met their requirements under the two AODA regulations. In this section, the following pages provide an “On the Ground” overview of progress in 2014 at enterprise and ministry levels.

Customer service

The OPS launched an updated Accessible Customer Service Policy, on January 1, 2014, to reflect new information and communication requirements in the field of customer service. The policy outlines the Ontario government’s responsibilities and legal obligations for providing accessible customer service to persons with disabilities.

The policy was updated to provide accessible formats and communications supports to persons with disabilities — upon request, in a timely manner and at no additional cost to them. The policy also incorporates the OPS’ responsibilities for providing accessible information through its websites, and for offering accessible feedback processes.

On the ground

Enterprise partner – Enterprise Business Services Division, Ministry of Government & Consumer Services

Web coordinators across the OPS are being made aware of policies around posting new forms.

OPS ministries must submit all public-facing forms through the Central Forms Repository. This ensures that every form follows all OPS policies and guidelines, including accessibility considerations.

Ministry practice – Ministry of Natural Resources and Forestry

Video conferencing to accommodate employees with disabilities and members of the public

Video conferencing is being used by the Ministry of Natural Resources and Forestry to make it easier for persons with disabilities to participate in meetings, which means individual mobility needs are being better addressed.

The ministry regularly uses video conferencing for presentations and meetings with colleagues across the province, including other ministries and organizations. About 150 video-conferencing events are held per month, totalling approximately 142 hours of live “on air” time. This accessible approach to communication helps remove barriers for employees with disabilities.

Ministry practice – Ministry of Finance

Province-wide public consultations

Members of the public have more opportunities to share their priorities with the Minister of Finance by taking part in the annual pre-budget consultations. The Ministry’s commitment to active accommodation and inclusive, open dialogue includes holding virtual pre-budget consultations in various cities across Ontario that reach more than 300,000 people. Virtual town halls allow citizens who may have difficulty attending public events to participate by phone or online. A free, group-video-call system is also used so that people in every region can participate in pre-budget consultations with ASL interpreters available to accommodate persons with hearing impairments.

Procurement (IASR, Part 1, Section 5)

The OPS incorporates accessibility criteria when acquiring goods, services and facilities. OPS policies and practices are established, reviewed and updated so that no procurements create new barriers or perpetuate existing barriers. In 2014, the OPS used various outreach activities to increase vendor knowledge of AODA deliverables and improve vendor capacity in bidding.

On the ground

Enterprise partner — Supply Chain Ontario, Ministry of Government & Consumer Services

Accessibility criteria for procurement

A Request for Proposal (RFP) was issued for wireless mobile devices and included a mandatory requirement for accessibility on mobile devices, ensuring a successful vendor supplies devices with a wide range of accessibility needs that help to remove barriers for persons with disabilities.

In another example, a Request for Bid (RFB) was issued for equipment and technical services for event staging, which included requirements for vendors to complete government accessibility training courses relevant to their tasks and job duties. In addition, a successful vendor must provide accessibility-specific event requirements, such as an accessible location site and accessible audio and visual communication equipment. They must also ensure that support employees are available to assist persons with disabilities during an emergency evacuation.

Enterprise partner – Planning and Expenditure Management Division, Treasury Board Secretariat

I&IT Scorecard & Procurement Information Template

An accessibility lens is being applied to all I&IT projects.

The Information and Information Technology Project Approval Committee reviews I&IT project submissions that include a project scorecard. This scorecard highlights mandatory obligations (including accessibility), that a ministry must verify, to ensure that accessibility requirements are incorporated into the design of the project.

Ministry practice — Ministry of Government and Consumer Services

Supplier accessibility awareness

Suppliers of OPS goods and services are receiving more information on how to address accessibility requirements.

In November 2014, a “Supply Ontario Reverse Trade Show” was hosted by the OPS to provide information to public-sector buyers and suppliers on how to do business with the Ontario government. Vendors and the supplier community received information about addressing accessibility in procurement documents and complying with obligations required in their business.

Information and Communications (IASR, Part 2, Sections 9-19)

Since 2012, the OPS has been improving the accessibility of internal and public-facing websites. Alternate formats and communication supports are more widely available. There are more ways the public can communicate with the OPS.

For example, every contact page for the Ontario government includes an active offer of alternate formats and communication supports for people with disabilities, along with an accessible feedback process. As well, OPS employees have enhanced I&IT assistance services available to them, with dedicated employees ready to assist with employee I&IT accommodations.

In creating new websites and content, web coordinators and content creators within the OPS are adhering to their obligation to follow international Web Compliance Accessibility Guidelines, as required by the IASR. The OPS has developed and provided tools, a testing methodology and training to support website accessibility for new government websites and their content.

The tools include new videos, documents and training resources that build awareness and help OPS employees learn to create accessible websites and documents. Training programs cast a wide net to try to capture a diversity of content creators, including those involved on advertising, policy and communication teams.

On the ground

Enterprise partner – Infrastructure Technology Services, Treasury Board Secretariat

I&T Assistive Technology Support Service

OPS employees with disabilities are finding it easier to obtain assistive technology.

Launched in 2014, an I&IT Assistive Technology Support Service is making it easier for employees with disabilities to get assistive technologies. It simplifies the process for acquiring and supporting assistive technology to help OPS employees with disabilities to perform their work, barrier-free. It also provides for the seamless transfer of users’ accessible IT tools across the OPS, streamlining their movement between ministries.

Ministry practice – Ministry of Energy & Ministry of Infrastructure

OPS employees are getting “the 411” on accessibility

Employees are using an important channel to focus increased attention on accessibility best practices. They’re using the ministry’s electronic notification system, which alerts employees to important messages concerning the ministry. The 411 system delivers messages in an accessible format that can be read on a Blackberry and assistive devices.

In May 2014, the ministry sent a 411 e-mail message to all employees to increase awareness of a revised accessible customer service policy. This message specified that all ministries are responsible for:

  • providing accessible formats to persons with disabilities upon request
  • conforming to international standards for accessible website and web content
  • ensuring that employees are trained on the IASR requirements

Employment (IASR, Part 3, Sections 20-32)

The IASR Employment Standards, which came into effect January 1, 2013 for the Ontario government, require organizations to provide accessibility accommodation when recruiting employees and throughout their careers. The OPS MYAP states that:

“The OPS is committed to inclusive and accessible employment policies and practices that attract and retain talented employees with disabilities and promote a workplace culture founded on the principles of fair and transparent practices.”

The OPS continues to act on this commitment to foster and sustain an inclusive and accessible workplace that allows all employees to fully participate. The OPS HR Plan 2015-2020 will focus on continued efforts to build a positive workplace culture, with engaged and diverse employees, by embedding inclusion goals into HR management practices.

On the ground

Enterprise partners – Bargaining and Compensation, Treasury Board Secretariat

Human resource policies

During 2013 and 2014, the Treasury Board Secretariat undertook a comprehensive evaluation and stakeholder consultation for the Employment Accommodation and Return to Work Operating Policy (EA/RTW) and the Associated Health Information Program. The findings helped shape a new Disability Accommodation Policy, which came into effect on February 1, 2015.

The policy addresses ways of responding to an employee’s unique circumstances, enabling him or her to participate equally in the workplace. The policy emphasizes the need to consider disability-related employment accommodation throughout all aspects of employment.

Enterprise partners - HR Service Delivery Division, Ministry of Government & Consumer Services

Implementing the disability support strategy & recruitment inclusion lens

People with disabilities are facing fewer barriers in the recruitment process, and throughout their careers.

In 2013, the Disability Support Strategy was launched to help prevent barriers, enhance employment accommodation and improve return-to-work outcomes. The goal is to meet the needs of employees with disabilities, injuries and illnesses by implementing internationally recognized standards and best practices.

The strategy was implemented in phases and covers a range of initiatives. These include the Healthy Workplace, Healthy Mind initiative, a new health reassignment process, better access to specialized assessments, through a Vendor of Record (VOR) review, and improvements to the Health Information Program and a new case management model. The HR Service Delivery Division will continue refining and embedding the updated processes, tools and approaches within ministries.

In 2014, work continued in developing a recruitment inclusion lens to help managers identify biases, mitigate potential barriers and be more inclusive in all aspects of the non-executive recruitment process.

Ministry practice — Treasury Board Secretariat

Providing accessible formats

OPS employees have access to more accessible formats for learning programs.

As part of its efforts to provide accessible formats and communication supports, the Treasury Board Secretariat now offers multiple accessible formats for learning such as webinars, e-Learning (including video, audio, HTML and ASL versions), and classroom training. The Treasury Board Secretariat also recently launched LearnON, the enterprise-wide learning management system that meets accessibility standards. OPS employees can comfortably navigate the site, viewing, listening or reading their learning content in accessible formats.

Transportation (IASR, Part 4, Sections 33-80)

The Ontario government is helping municipalities improve their transit systems, making them a more accessible, affordable, convenient and safer mode of travel.

The Accessible Transportation Standard guides transportation providers, municipalities, universities, colleges, hospitals and school boards in making their services and vehicles accessible to people with disabilities. The OPS supports and influences effective implementation of the Accessible Transportation Standard in various ways.

On the ground

Enterprise partners - Ministry of Transportation

Funding for public transit in ontario

Since 2003, the Province has invested more than $21.8 billion in public transit in Ontario, including more than $10.8 billion in GO Transit. Municipalities that receive funding for public transportation must ensure that all public transportation services and public transportation vehicles are fully accessible in accordance with the appropriate statutes and regulations. This ensures that taxpayer dollars are creating more accessible transit systems for people with disabilities across Ontario.

Ministry practice – Ministry of Transportation

Creating accessible maps

In response to requests on how to make maps more accessible, the Ministry of Transportation continues to consult with a number of parties including the Canadian National Institute for the Blind, the OPS Accessibility Centre of Excellence and other ministries that also create maps.

To meet this need, the ministry is developing a new guide on Creating Accessible Cartographic Products as a companion document to the Cartographic Guidelines and Standards. The guide will cover standalone maps either in digital format or on paper.

Community transportation pilot grant program

Launched in November 2014, the Ministry’s Community Transportation Pilot Grant Program is helping Ontario municipalities to partner with community organizations to better leverage and coordinate existing local transportation services. The overarching goal of the $2-million pilot program is to ensure more rides are available to help people get to more destinations. Twelve of the 22 funded projects target transportation services for seniors and people with disabilities. Funding is being used for a broad range of initiatives, including acquiring fully accessible vehicles, supplementing existing specialized transit service, providing a better level of service to those in need of assistance to complete their trips, and providing cross-boundary trips to people with mobility restrictions or those who find it difficult to make transfers.

Design of Public Spaces (Built Environment) (IASR, Part 4.1, Sections 80.1-80.44)

The Ontario government is determined to maximize access by ensuring that its facilities are accessible to all users, and that no new barriers are created. Since 2006, the Guidelines for Barrier-Free Design of Ontario Government Facilities have been setting the minimum accessibility requirements in the lease, new construction or extensive renovation of Ontario government facilities.

As of January 1, 2015, the OPS must meet the new requirements for an accessible built environment. These focus on improving accessibility in two areas:

  • in public spaces, as set out in the Design of Public Spaces Standard under the Integrated Accessibility Standards Regulation
  • in buildings as required by Ontario’s Building Code, which includes amendments pertaining to barrier-free design

The new requirements will apply to new construction, extensive renovations, new spaces or spaces undergoing significant re-development.

On the ground

Enterprise partner – Ministry of Economic Development, Employment and Infrastructure & Infrastructure Ontario

Updates to the guidelines for barrier-free design of Ontario Government Facilities

To keep pace with changes made to the Ontario Building Code, the Ministry of Economic Development, Employment and Infrastructure, in partnership with Infrastructure Ontario, worked together to update the Barrier Free Guidelines in anticipation of new requirements coming into effect in the OPS in 2015. Updates address: heritage facilities; barrier-free paths of travel; on-street and off-street parking; power door operators; and barrier-free washrooms, including requirements related to barrier-free showers. The updated Barrier Free Guidelines will be available in 2015 for public review on Infrastructure Ontario’s website.

Ministries undertaking capital projects at Ontario government facilities can use the Barrier-Free Guidelines. They detail accessibility design criteria that generally go above and beyond current legislative requirements. All vendors involved in new builds or major renovations of Ontario government facilities must comply with the guidelines and other legislative requirements related to accessibility.

Ministry practice - Ministry of Energy

Integrating accessibility into the ministry relocation

The opportunity presented by an office move was used to enhance accessibility in the workplace.

In 2014, when the Ministry of Energy was involved in an office move, employees saw a chance to assess the accommodation needs of employees and consider accessibility requirements during the procurement process. All ministry employees were offered options in selecting ergonomic equipment and features for their new workstation, such as work/stand stations, ergonomic chairs, adjustable monitor arms, headsets and ergonomic keyboard trays.

Employees arriving at their relocated offices found barrier-free designs in the new work spaces. These improvements included an accessible washroom on every floor. Accessible meeting rooms were customized with striped frosting at a height on doors that enables people of different heights and viewpoint to see the actual occupancy in the room. Coming and going was made more accessible with door operators on main doors off the corridors and low pile carpet for improved access by wheelchair users. A high-contrast paint system has made it easier for people with visual impairments to identify colours, patterns and signage.

Review of legislation to remove barriers

Laws are being reviewed to make sure they are promoting accessibility, and not creating barriers. The government’s leadership in accessibility included reviewing 51 statutes considered to have a high impact on persons with disabilities. The goal of the review is to identify and consider steps to remove any potential barriers to persons with disabilities in Ontario statutes. The findings of the review will inform the government’s approaches to removing existing barriers and to ensure that no new barriers are created.

Looking ahead

The OPS is committed to making accessibility throughout the organization a reality. As this status report for 2014 demonstrates, progress is being made, although more work needs to be done.

Sustaining progress is up to everyone throughout the organization, led by enterprise areas and individual ministries. We look forward to continued progress and reporting further on the accomplishments achieved in 2014.

Please share your input

We need your input in striving for continuous improvement to meet the needs of our customers and employees. Let us know:

  • your thoughts or feedback on what has been accomplished by the OPS so far
  • ideas on how OPS plans or projects could be improved
  • your own experiences accessing government programs and services

Contact Us

For general questions please contact us by:
Mail: 77 Wellesley Street West
8th Floor, Ferguson Block
Toronto, ON M7A 1N3
Email: info.MGCS@ontario.ca
Ministry of Government and Consumer Services website
Phone: 416-326-8555
Toll Free: 1-800-268-1142
TTY: 416-326-8566

For alternative formats of this publications please contact us at:
Email: webpubont@ontario.ca
Publications website
Phone: 416-326-5300
Toll free within Canada: 1-800-668-9938
TTY toll free within Ontario: 1-800-268-7095

To learn more about accessibility in the Ontario Public Service, the 2012 -2016 Multi-Year Accessibility Plan: Leading the Way Forward, the yearly MYAP progress reports, and annual ministry accessibility plans, visit any government of Ontario web page and click on the accessibility link at the bottom of the page.