Multi‐Year Accessibility Plan Effective Date: December 29, 2023 🖨️ Print Archive General Requirements For private sector employers with 50+ employees in Ontario, the following requirements must be met. Requirement YES NO N/A Notes/Actions Establishment of Accessibility Policies: Develop, implement, and maintain required accessibility policies. Statement of commitment Make policies available to the public. yes WildApricot has the following policies implemented in the organization and a Statement of Commitment ‐ AODA (Accessibility): Accessibility Policy Accessible Customer Service Policy Information and Communications Standard Policy Employment Standard Policy These policies are available on Confluence (our intranet site) and in the Employee Handbook. Hiring: Ensure job postings are accessible and inform employees and the public of the Employer’s commitment to accommodating the needs of people with disabilities in the hiring process. This information must be posted on the Employer’s website and included in all job postings. yes This is on each job posting and the website: WildApricot welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Notify job applicants when they are selected for an interview that accommodations will be provided. yes WildApricot ensures that each candidate is asked if accommodations are required when contacting an applicant about an interview. Notify successful applicants of the organization’s accommodation policies for accommodating employees with disabilities. yes WildApricot will notify successful applicants of the following: WildApricot has an accommodation process in place and provides accommodations for people with disabilities. If you require a specific accommodation due to a disability or a medical need that you have not yet disclosed, please email People Operations at [email protected] so arrangements can be made for accommodations to be in place before your start date. A statement regarding accommodations will be in the offer letter and welcome letter, both of which are sent to new employees prior to their start date. Inform employees about the organization’s policies to support people with disabilities. Inform new employees when they are hired and inform all employees if the policies are updated or changed. yes To distribute this information, WildApricot uses the following: Offer Letters Confluence Employee Handbook Any other method requested by employees Providing Accessible Workplace Information: Workplace information must be provided in an accessible format upon employee request. This includes: Any information necessary for employees to perform their jobs (e.g., job descriptions and manuals). General information available to all employees (e.g., company newsletters, organization‐wide memos, and bulletins regarding company policies and health and safety information). yes WildApricot will engage in discussions with employees with disabilities to determine their preferred information delivery methods and how information can be made accessible. Self‐Service Kiosks N/A WildApricot doesn’t have self‐service kiosks. Providing Individualized Workplace Emergency Response Information: Emergency information must be made accessible, and a plan must be developed to help employees with disabilities during an emergency. As an employer, if you know an employee might need help in an emergency due to a permanent or temporary disability, you must provide individualized emergency response information to the employee. For example, how an employee: Who uses a wheelchair can safely exit a building in the event of a fire With a hearing disability, who cannot hear an alarm, will be notified in the event of an emergency With a visual disability will identify and navigate emergency escape routes With an invisible disability, such as a heart condition that prevents them from using stairs, will evacuate a building during an emergency yes Accessibility Plan for emergency response procedures specific to employees with disabilities: Employee makes a request for accommodation to the People Operations Team. People Ops will consult with employee to develop an emergency plan for them. With employee’s consent, this information will be shared with the people designated to assist in an emergency. Employee’s emergency response information will be reviewed when: The employee changes work locations WildApricot reviews the employee’s overall accommodation needs WildApricot reviews the organization’s general emergency response policies Managing Performance, Career Development, And Redeployment: If you have performance management or career development processes, you must consider the needs of an employee with disabilities when you: Hold formal or informal performance reviews Promote or move them to a new job yes Examples include: Making documents available in accessible formats (for example, large print for people with low vision) Providing feedback and coaching in a way that is accessible (for example, allowing someone with a learning disability to record the conversation) Providing accommodations needed to successfully learn new skills or take on more responsibilities Feedback: Ensure that processes for receiving and responding to feedback are accessible to persons with disabilities. yes Examples include: Providing or arranging for accessible formats to give persons with disabilities the required channels for giving, receiving, and responding to feedback. Upon request, providing accessible communication supports. For example, if feedback is given or received through written methods, providing alternative methods such as text‐to‐screen software, allowing employees to give or receive feedback via verbal communication, etc. Accommodation Plans: You must develop and write a process for creating accommodation plans for employees with disabilities. This process must be documented and should include: How an employee participates in the development of their individual plan How an employee is assessed on an individual basis How a non‐unionized employee can ask for a representative from the workplace to participate in the development of the accommodation plan (as applicable) How WildApricot, as an employer, can request assistance from an outside expert, at your expense The steps you will take to protect the privacy of the employee’s personal information How and when you will provide the employee with their personalized accommodation plan The schedule for when and how the plan will be reviewed and updated How you will tell an employee that their individual accommodation plan has not been accepted How you will provide the plan in an accessible format yes Process for developing Accessibility plans: Employee notifies the People Operations Team of their request for an accommodation Employee will provide necessary documentation The employee, their manager, and the People Operations team will work together to create and implement a reasonable accommodation plan. The process for developing Accessibility plans is covered in detail in the Workplace Accommodation Policy and Process, which can be found in the Canada Employee Handbook on Confluence. WildApricot and the employee with a disability will collaboratively determine and implement the appropriate accommodation measures. Questions about the Accommodation Policy and Process should be directed to the People Operations Team at [email protected]. Return‐to‐Work Process: This requirement does not replace or override any other return‐to‐work process made under any other law (e.g., WSIA). You must develop and write a process to support employees who have been absent from work due to a disability and require disability‐related accommodations to return to work. yes Return‐to‐Work Process for employees who require disability‐related accommodations to return to work: Initiate the return‐to‐work‐process (employee reports need for disability leave) Make and maintain contact with the employee on leave Develop a return‐to‐work plan Monitor and evaluate the return‐to‐work plan The Return‐to‐Work Process can be found in the Canada Employee Handbook on Confluence. For questions about the Return‐to‐Work Process and implementation, please reach out to the People Operations Team at [email protected]. Submit an Accessibility Compliance Report: Businesses or nonprofits with 20 or more employees are required to submit an accessibility compliance report every three years. The report confirms adherence to current accessibility requirements under the Accessibility for Ontarians with Disabilities Act (AODA). yes The Accessibility Compliance report has been submitted by the deadline, Dec 31, 2023. It is posted on Confluence, our intranet. Please reach out to People Operations Team at [email protected] if you have questions. We will comply with the reporting deadline requirements going forward. Training: Accessibility training which meets AODA requirements must be provided to: All employees and volunteers (paid and unpaid, full‐time, part‐time and contract positions) as soon as possible after joining the organization Anyone involved in developing your organization’s policies (including managers, senior leaders, directors, board members and owners) Anyone who provides goods, services or facilities to clients/customers on your organization’s behalf yes Accessibility training provided to employees of WildApricot must cover the following: the purpose of the Accessibility for Ontarians with Disabilities Act an overview of the requirements of the customer service standard your organization’s policy on providing accessible customer service how to interact with people with various types of disabilities how to interact with people who use an assistive device or require the assistance of a service animal or support person information on how to use any equipment or devices available in your organization to help provide goods, services or facilities to people with disabilities (for example, screen readers, lifts, TTY phone line) what to do if a person with a disability is having difficulty accessing your organization’s goods, services or facilities the accessibility standards and the Ontario Human Rights Code as it relates to people with disabilities any changes or updates to the organization’s accessibility policies any accessibility training pertaining to the employees responsibilities or job duties Training records are documented and maintained in the Thinkific platform. People Operations team is responsible for administering training. Records must include when the trainings were delivered, who attended, and how many employees participated in and completed the training.