1. Definitions

  1. PBAS” means Prudent Benefits Administration Services Inc., BDI Insurance Agencies Limited and, Benchmark Decisions Ltd.
  2. “Employee(s)” means any PBAS employee, contractor, vendor, or agent who is authorized to perform work on behalf of PBAS.
  3. “Policy” means this Accessibility Policy.
  4. “Assistive Device” is a technical aid, communication device or other instrument that is used to maintain or improve the functional abilities of people with disabilities.
  5. An animal is a “Service Animal” for a person with a disability if:
    1. The animal can be readily identified as one that is being used by the person for reasons relating to the person’s disability, as a result of visual indicators, such as the vest or harness worn by the animal; or
    2. The person provides documentation from a designated regulated health professional confirming that the person requires the animal for reasons relating to the disability.
  6. “Support Person” is in relation to a person with a disability, another person who accompanies them in order to help with communication, mobility, personal care, medical needs, or access to goods, services, and facilities.
  7. “Accommodation” means taking steps to adjust rules, policies, practices or situations that have a negative impact on an individual or groups, protected under the Canadian Human Rights Code. 
  8. “Individual Accommodation Plan” is a formal way of recording and reviewing workplace accommodations that will be provided to an Employee with a Disability.
  9. “Emergency Response Plan” is a plan to help an Employee with a Disability during an emergency. 
  10. “Undue Hardship” means when providing an Accommodation would cause excessive costs for the organization and outside sources of funding are unavailable or insufficient, or where the Accommodation would create a health or safety hazard.
  11. Accessible Formats” include but are not limited to large print, recorded audio and electronic formats, braille and other formats usable by individuals with disabilities. 
  12. “Communication Supports” include but are not limited to captioning, alternative and augmentative communication supports, plain language, sign language, and other supports that facilitate effective communications. 

2. Statement of Commitment 

  1. PBAS is committed to providing an accessible environment for all clients, employees, job applicants, suppliers, and visitors who may enter our premises, access our information, or use our services. As an organization, we respect and comply with the requirements of the Accessibility for Ontarians with Disabilities Act, 2005, and its associated regulations. We strive to provide an accessible and welcoming environment for everyone by identifying and removing barriers in our workplace and ensuring that new barriers are not created. PBAS ensures that persons with disabilities are provided with equal opportunities. We are committed to meeting the needs of individuals with disabilities in a timely and integrative manner that respects their dignity and independence.

3. Purpose

  1. This Policy outlines how PBAS will comply with the AODA by integrating accessibility practices into our workplace policies, procedures and practices.

4. Application

  1. This Policy applies to all Employees. 

5. Customer Service

  1. PBAS is committed to providing accessible customer service to individuals with disabilities and will communicate with individuals in a manner that considers their disability.
  2. Assistive Devices, Service Animals, and Support Persons are welcomed in our facilities. 
  3. Any disruptions in service that are used by individuals with disabilities will be communicated, including its anticipated duration, and a description of alternative facilities or resources avaliable. 

6. Employment 

  1. PBAS is committed to providing inclusive and accessible employment practices, ensuring that:
  2. Recruitment and hiring processes are inclusive and accommodate the needs of candidates with disabilities. All applicants are informed that Accommodations are available upon request.
  3. All new Employees are made aware of policies and supports for Accommodation.
  4. All Employees and job applicants are treated with respect and dignity and will have their needs accommodated up to the point of Undue Hardship. 
  5. Individual Accommodation Plans are developed and implemented for Employees with Disabilities. This will be a collaborative process with the Employee and Human Resources, taking into consideration their specific needs and disability. Emergency Response Plans will be tailored to the Employee’s needs and location, this plan will be reviewed when the Employee changes roles, locations, or if emergency procedures are updated. 
  6. If an Employee with a Disability requires Accommodation to perform their job or to participate in career development opportunities, Human Resources will work with the 

Employee to identify appropriate Accommodations. All information gathered related to the Accommodation process and the final Accommodation plan will be kept confidential and will only be shared as necessary to provide the Accommodation. If an Accommodation request is denied, the individual will be informed of the reasons.

  1. If an Employee has been absent due to an illness or Disability, a return-to-work plan will be created, this will be tailored to the individuals’ needs considering any Accommodations required to facilitate their return.

7. Monitoring ​​​​​​​

  1. Accommodation plans will be monitored and reviewed regularly. If any changes to the workplace affect the individual’s Accommodation, they will be informed of this promptly and the Accommodation will be adjusted as needed.
  2. PBAS recognizes that Accommodation needs may change over time or require adjustment. Individuals on an Accommodation plan should inform the company if their needs change or if their Accommodation is not working effectively so that adjustments can be made.

8. Accessible Information and Communications

  1. PBAS provides Accessible Formats and Communication Supports for individuals with disabilities, upon request and in a timely manner.
  2. The public is informed of the availability of Accessible Formats and Communication Supports.
  3. Web content complies with WCAG 2.0 Level AA standards, unless exempt under AODA, for example, if the web content is unconvertible information. 
  4. PBAS ensures all feedback processes and emergency procedures are accessible to individuals with disabilities by providing them with Accessible Formats and Communication Supports upon request.
  5. Requests for Accessible Formats and Communication Supports should be submitted to Human Resources. 

9. Training Requirements 

  1. PBAS will provide training for its Employees regarding the IASR and Human Rights Code as they pertain to individuals with Disabilities.

10. Maintenance of Accessible Elements 

  1. PBAS is committed to properly maintain accessible public spaces. Our procedures include:
  2. Regular inspections of accessibility features.
  3. Prompt action to address temporary disruptions.

11. Compliance

  1. Compliance with this Policy will be monitored by Human Resources.
  2. Questions about this Policy can be directed to human.resources@pbas.ca.

12. Acknowledgement

  1. I hereby acknowledge that I have read, understand and will comply with this Accessibility Policy. 
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