Multi Year Accessibility Plan

Ecclesiastical Insurance Office, PLC (“EIO” or the “Company”) is committed to meeting the needs of people with disabilities in a timely manner, and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act, 2005 (“AODA”). The Integrated Accessibility Standards, Regulation 191/11 (“IASR”) under the AODA establishes standards to address barriers that persons with disabilities face in the areas of information and communications, employment and the design of public spaces.

This 2015–2020 Multi-Year Accessibility Plan outlines EIO’s strategy to prevent and remove barriers in order to meet the current and future requirements of the AODA, and to fulfil the Company’s commitment as outlined in the EIO Accessibility Policies.

In accordance with the requirements set out in the AODA, EIO will:

  • Establish, review and update this Plan in consultation with persons with disabilities;
  • Post the company Plan on the website, ecclesiastical.geekoracle.com
  • Provide the Plan in an accessible format, upon request; and
  • Review and update the Plan at least once every five (5) years.

Definitions

Assistive Devices
Auxiliary tools such as communication, cognition, personal mobility and medical tools (e.g. canes, crutches, wheelchairs or hearing aids).
Communication Supports
Supports that facilitate effective communications, including, captioning, alternative and augmentative communication supports, plain language and sign language.
Disability
As defined by the Ontario Human Rights Code, means:

  1. 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 co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device;
  2. A condition of mental impairment or a developmental disability;
  3. A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;
  4. A mental disorder; or
  5. An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act.
Employees
Every person who deals with members of the public or other third parties on behalf of EIO, whether the person does so as an employee, agent, volunteer or otherwise.
Persons with Disabilities
Individuals who have a disability as defined under the Ontario Human Rights Code (as above).
Service Animals
Animals individually trained to do work or perform tasks for the benefit of a person with a disability.
Support Persons
Any persons, whether a paid professional, volunteer, family member or friend, who accompany an individual with a disability in order to help with communications, personal care or medical needs, or with access to services.

Customer Service Standards

Commitment

EIO is committed to excellence in serving all customers, including persons with disabilities and will provide goods, services and facilities in a way that is accessible and respects their dignity and independence.

Action Taken

  • All persons who, on behalf of EIO, deal with the public or other third parties, those who are involved with customer service policies, practices and procedures, as well as others providing services to customers, are trained on an on-going basis to communicate with persons with disabilities. Training includes the following:
    • Review of the purpose of the AODA and the requirements of 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;
    • How to use the alternative means to help provide goods or services to people with disabilities;
    • What to do if a person with a disability is having difficulty in accessing the Company’s goods and services; and
    • The Company’s policies, practices and procedures relating to the Customer Service Standard.
  • All staff, volunteers and others dealing with the public are trained and familiar with various assistive devices that may be used by customers with disabilities while accessing Company services.
  • Training for new employees occurs as part of the orientation process offered by Human Resources.
  • EIO provides fully-accessible telephone service/alternatives to telephone communication to customers and communication with customers if telephone communication is not suitable to their needs.
  • The Company ensures accommodation to customers serviced by a guide dog or other service animal in public areas of its premises.
  • Where a person with a disability is accompanied by a support person, the support person is also accommodated in public areas of Company premises.
  • Customers are notified in the event of a planned or unexpected disruption of service or inaccessibility of facilities used by persons with disabilities by phone or verbally.
  • Feedback is encouraged from persons with disabilities through e-mail, aoda@eccles-ins.com.
  • EIO communicates its Accessible Customer Service Standard policy through hyperlink in the Company’s e-mail signatures, and Human Resources provides the policy upon request.

Status

Complete

Emergency Procedure, Plans, or Public Safety Information

Commitment

EIO is committed to providing and maintaining premises that respect the dignity and independence of persons with disabilities.

Action Taken

Any emergency procedures, plans and public safety information relating to EIO’s premises that are prepared by the Company and made available to the public, are available in the required format upon request. Requests should be directed to Kathleen Devers, Controller & Risk Officer.

Status

Complete

Workplace Emergency Response Information

Commitment

EIO is committed to providing individualized workplace emergency response information to an employee with a disability requiring assistance during an emergency.

Action Taken

  • Individualized workplace emergency response information procedures have been developed for employees with disabilities.
  • Person Requiring Assistance Forms have been prepared for employees who have disclosed a disability and require assistance during an emergency.
  • EIO, with consent, provides assistance to specific disabled employees in accordance with the information contained in the Workplace Emergency Response Information Forms to help them evacuate the workplace during an emergency.
  • Workplace Emergency Response Information Forms have only been communicated to employees’ managers and other affected persons on an as-needed basis.
  • EIO’s Business Continuity Team reviews and assesses general workplace emergency response procedures and individualized emergency plans on an on-going basis.
  • Human Resources, in consultation with the Business Solutions Department, ensures that the individual workplace response information is updated as necessary.

Status

Complete

Training

Commitment

EIO is committed to training employees, volunteers, all persons who deal with the public or other third parties on the Company’s behalf, and other persons involved in developing policies on Ontario’s accessibility laws and accessibility aspects of the Ontario Human Rights Code (“Code”) that apply to persons with disabilities.

Planned Action effective January 1, 2015

  • Appropriate training on the requirements of the IASR and on the Code as it pertains to persons with disabilities will be provided to employees, volunteers, third-party contractors who provide goods, services and facilities on EIO’s behalf and persons participating in the development and approval of Company policies.
  • Training will be completed as soon as practicable for current employees and will be part of the orientation process for new employees.
  • Records of training dates and number of participating individuals will be kept with Human Resources.
  • Human Resources will ensure on-going training where there are any changes to legislation or practices.

Status

Complete

Information and Communication Standards

Commitment

EIO is committed to making information and communications accessible to persons with disabilities. The Company will incorporate new accessibility requirements under the information and communication standards to ensure that its information and communications systems and platforms are accessible to meet the needs of persons with disabilities.

  • Feedback, Accessible Formats and Communication Supports

Planned Action effective January 1, 2015

    • Upon request, all major Company publications, including advertising and promotional materials, will be provided in accessible formats and/or with communication supports for customers and employees. For example, the Company can provide large print and reading written information aloud.
    • The accessible format and/or communication support will be provided or arranged in a timely manner that accounts for the person’s needs due to disability and at a cost no more than the regular cost charged to other persons.
    • Human Resources will consult with the person making a request to determine the suitability of the accessible format or communication support.
    • The public will be notified through the Company website and in-person about the availability of accessible formats and communication supports.
    • If EIO determines that certain information or communication cannot be made accessible, because it is unable to be converted the Company will provide a timely explanation.
    • EIO will ensure processes for receiving and responding to feedback from customers and employees are accessible to persons with disabilities by arranging for accessible formats or communication supports, if necessary. For EIO employees, feedback can be provided through Employee Pulse Surveys or directly to the Vice President, Human Resources.

Status

Complete

  • Accessible Websites and Web Content

Action Plan effective January 1, 2015

If EIO develops new internet websites, the Company will ensure that the websites and web content conform with the World Wide Web Content Accessibility Guidelines (WCAG) 2.0, initially at Level A and increasing to Level AA.

Planned Action effective January 1, 2021

The Vice President, Business Solutions and Vice President, Human Resources will ensure internet websites and web content conform with the World Wide Web Content Accessibility Guidelines (WCAG) 2.0, initially at Level A and increasing to Level AA.

Status

In Progress

Employment Standards

Commitment

EIO is committed to fair and accessible employment practices in all stages of the employment cycle that will respect the dignity and independence of current and prospective employees with disabilities.

  • Recruitment, Assessment and Selection

Planned Action effective January 1, 2016

    • The Company will undertake a review and, as necessary, modify existing recruitment policies and procedures to ensure fair and accessible recruitment processes.
    • EIO will notify its employees, as well as the public about the availability of accommodation for job applicants with disabilities during the recruitment process. Notification will be provided in an accessible manner, if necessary.
    • The availability of accommodation during the recruitment process will be indicated in job postings.
    • Job applicants who are selected to participate in an assessment or selection process will be notified of available accommodation upon request. The availability of accommodation will be communicated primarily through e-mail and telephone, or in an alternative manner if necessary.
    • If a selected applicant requests accommodation, Human Resources will consult with the person and arrange for suitable accommodation in a manner that takes into account accessibility needs.
    • All new hires will be primarily notified via the Employee Reference Guide of all workplace accommodation policies. Notification will be provided in an accessible manner, if necessary.

Status

Complete

  • Informing Employees of Supports

Planned Action effective January 1, 2016

    • EIO will inform all current and new employees of workplace policies that support employees with disabilities, including accommodation policies that take into account needs due to disability. Employees will be informed of accommodation policies via e-mail and workplace bulletin boards.
    • New employees will be informed of workplace policies that support employees with disabilities as soon as by the Employee Reference Guide.
    • EIO will inform employees of any changes to existing workplace policies with respect to accommodating disability via e-mail.
    • Suitable accessible formats and communication supports for information needed to perform the employee’s job and general employee information will be provided and arranged by the Company. In order to provide suitable accessible formats or communication supports, Human Resources will consult the requesting employee.

Status

Complete

  • Documented Individual Accommodation Plans and Return to Work Processes

Planned Action effective January 1, 2016

    • EIO has an existing formalized practice to accommodate an employee with a disability and to facilitate an employee’s return to work after absenteeism due to disability should a suitable opportunity exist.
    • Human Resources will develop written individual accommodation plans for employees with disabilities, if necessary.
    • The accommodation plan for an employee with a disability will be in accordance with the IASR and in consultation with Human Resources and a third-party disability management provider
    • The process for developing each individual accommodation plan for an employee with a disability requiring accommodation will be in accordance with the IASR, and in consultation with Human Resources and a third-party disability management provider.
    • Current accommodation policies and practices will be reviewed and modified to incorporate individual accommodation plans for employees with a disability, if necessary.
    • If applicable, accommodation plans will include information regarding accessible formats and communication tools, individualized workplace emergency response information and any other accommodation.
    • Human Resources will ensure that individual accommodation plans are updated as necessary; in particular, when an employee changes positions, the Company updates policies or the employee has a recurring illness/disability.
    • The written Return to Work process will outline the steps EIO will take to facilitate the return to work after a disability-related absence, and to develop and use written individual accommodation plans.
    • Current policies and practices on returning to work will be reviewed and modified to integrate the written Return to Work process.

Status

Complete

  • Performance Management, Career Development and Reassignment

Planned Action effective January 1, 2015

    • If necessary, EIO will review, assess and modify, existing policies, procedures and practices on performance management, career development and reassignments to ensure compliance with the IASR.
    • The Company will consider the accessibility needs of employees with disabilities, and as applicable, their individualized accommodation plans, when assessing performance, management, career development and advancement, and reassignment.
    • Managers who conduct performance management and career development and advancement meetings, and make reassignment decisions will be trained on accounting for accessibility needs.

Status

Complete

Accessibility Standards for the Built Environment

Commitment

EIO is committed to removing barriers in public spaces and buildings to uphold the dignity and independence of persons with disabilities.

Planned Action effective January 1, 2017

EIO will ensure that premises that are newly constructed or redeveloped will meet the accessibility requirements under the IASR:

  • Recreational trails and beach access routes
  • Outdoor public eating areas (e.g. rest stops or picnic areas)
  • Outdoor play spaces
  • Outdoor paths of travel (e.g. sidewalks, ramps, stairs)
  • Accessible parking
  • Service-related elements (e.g. service counters, waiting areas)

Status

In Progress

Further Information

If you have a question about the Multi-Year Accessibility Plan, please contact:

Ecclesiastical Insurance Office plc
Human Resources Department
2200-20 Eglinton Ave W
Toronto, ON M4R 1K8

aoda@eccles-ins.com

A copy of the Multi-Year Accessibility Plan is available upon request by contacting Human Resources.