December 3rd marks the International Day of Persons with Disabilities. The observance of this day aims to promote an understanding of disability issues and mobilize support for the dignity, rights and well-being of persons with disabilities.
In Canada and in many other countries around the world, employers have a duty to accommodate employees with disabilities. When employees receive the accommodations they need, they gain the opportunity to thrive as integral members of the workforce. At PEO Canada, we are proud to support our clients with upholding the principles of an inclusive and productive workplace.
This brief overview outlines the steps of implementing an accommodation plan and the various things to consider. With cooperation, good communication, and flexibility from all parties, providing workplace accommodations can be a seamless and rewarding process.
[Image ID: A green diagram with white text on a white background. The diagram depicts a cycle consisting of four circles connected by a ring, with a larger fifth circle in the middle. The top circle’s text reads “Identify the worker’s needs”. The right circle reads “Gather relevant information”. The bottom circle reads “Create and implement a plan”. The left circle reads “Evaluate and reassess”. The center circle reads “Establishing Workplace Accommodations”.]
Recognizing the need for accommodation
Though it may seem obvious, the first step when it comes to accommodating employees with disabilities is recognizing the need for an accommodation. Not all employees with disabilities find that they require company-managed accommodations, and not all employees who do require accommodations have a visible disability. It is important to treat individuals with disabilities as just that: individuals. Each experience of disability is unique. Even if you have two employees with the same condition, they may require completely different levels and types of accommodations.
Gathering relevant information
Once the conversation around accommodations has begun, you will need additional information about what kind of accommodations are going to be both helpful and reasonable. Focus on the employee’s functional abilities, not the nature of the employee’s disability. You want to make sure that sensitive personal data – especially medical information – is kept secure and dealt with in a confidential manner. Only relevant information should be shared, and it should only be shared with those who need the information to facilitate the accommodations process.
Collaborating with the employee to create an accommodation plan
The employee, their manager, and the HR department can collaborate to find the most respectful, reasonable, and safe accommodations. A medical practitioner or other expert may be involved to help determine how the employee’s needs can be accommodated.
After identifying the most appropriate, feasible accommodations, it is best practice to document the details of the plan in writing. This may include:
· What accommodation(s) will be provided
· How to make information accessible to the employee, including accessible formats and communication supports
· Employee emergency information and/or emergency response plan (if applicable)
· When and how often the plan will be reviewed and updated.
Monitoring and updating the plan
After implementing the accommodation plan, it’s suggested that the employee and manager monitor and review the plan to ensure that it is effective. Formal reviews and updates can take place on a mutually agreed upon, predetermined schedule in the employee’s accommodation plan. If the accommodation is no longer appropriate, the employee and the manager can reassess the situation and update the plan accordingly.
The accommodation plan should also be reviewed and updated if:
· The employee’s work location or position changes
· The nature of the employee’s disability changes
· The nature of the workplace (environment, policy, etc.), and thereby by the employer, can no longer accommodate in the same way.
How we can help
PEO Canada Complete clients can reach out to our designed HR and Benefits subject matter experts. Our team can offer guidance, connect you to resources, speak to best practices, clarify employment legislation, and provide referrals to our network of trusted partners. We can help you navigate accommodation situations as well as many other employment matters. Want to learn more? Let’s get in touch!
Further Reading:
Accommodations – Canadian Association for Supported Employment
A to Z of Disabilities and Accommodations
What are mental health accommodations? – Mental Health Works
References:
Duty to accommodate human rights guide
7. Accommodation policy and procedure | Ontario Human Rights Commission
How to create an accessibility plan and policy | ontario.ca