AODA Integrated Standards: Information & Communication (Pt. 1)

With the next installment of AODA legislation coming into effect, it is important to understand what your requirements are as a business owner and why complying with the legislation is a benefit to you and your company.

In Ontario, 1.85 million Ontarians have some type of disability. As the baby boomers age, this number will only go up. Increased accessibility will allow Ontarians to fully benefit from the contributions, involvement and spending power of people with disabilities. The AODA will help make this possible is with the goal of making Ontario fully accessible by 2025.  The implementation of the legislation is happening in five separate standards. The first standard has already come into effect and now the Integrated Accessibility standards are being implemented. Today, we’re focusing on the Information and Communication standard.

The Information and Communication standard will help Ontario businesses make their information accessible for people with disabilities. The main requirements of this standard are to:

• Make websites and web content accessible according to the World Wide Web Consortium’s Web Content Accessibility Guidelines (less than 50 employees are exempt from this requirement)
• Provide accessible formats and communications supports as quickly as possible and at no additional cost when a person with a disability asks for them
• Make feedback processes accessible by providing accessible formats and communications supports when requested
• Make public emergency information accessible when requested

To full understand the requirements, there are important terms that you should become familiar with. Below are three terms that are often used when discussing the Information and Communication Standard.

Communications 

• Interaction between two or more people or entities when information is provided sent or received.

Conversion Ready 

• Electronic or digital format that can assist during conversion by turning the conversation into an                                   accessible format such as Braille, large print, audio cassettes, CDs, DVDs, etc.

Information 

• Knowledge, data and facts that convey meaning and that exist in any format such as text, audio, digital or images.

When do you need to be compliant?

All sectors were required to start making emergency procedures or public safety information accessible to people with disabilities, upon request, as of January 1, 2012. The other requirements of the standard will be phased in for:

• Public sector organizations (hospitals, municipalities, colleges and universities) starting in 2013
• Private and non-profit organizations starting in 2013 and 2015.

​Where should you begin?

Here are the steps to consider when making information accessible:

1. Think about accessibility from the start – when developing new materials or revising existing, think about how that piece could be made accessible to people with disabilities
   
2. Assess your information and communications processes – What information does your organization create and how do you interact with your customers and employees? What barriers are there to someone with a disability to read, see, hear or understand the information your organization creates.
   
3. Make it accessible upon request - You don’t have to have accessible formats on hand, and the law does not specify what format or communication support to use.  You don’t have to provide the specific format an individual asks for, but you do have to work with them to try to meet their needs.
   
4. Provide it as soon as possible - Once requested, you must provide accessible information as soon as possible. How quickly you can provide it may depend on the amount of information, its complexity and the format requested, combined with your organization’s resources.
   
5. Let the public know – Use different avenues and formats to let customers, employees and the general public know that you will provide your information in accessible formats when requested.

Don’t let yourself get overwhelmed - Clear Path is offering an AODA learning session on February 7, 2013 that will focus on the new Integration Standards providing you with the information you need to be compliant. We also offer a DIY AODA Package that includes a workplace accessibility tool, customizable policy statement, a PowerPoint presentation to train your employees and more. You can purchase the DIY Package through our website or by contacting us via email or phone.

Source: http://www.mcss.gov.on.ca/en/mcss/publications/accessON/accessible_information/know.aspx

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