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What is job accommodation?

It's any modification in a workplace or workplace procedure that enables a person to do their job - a job they have the skill and aptitude to do.

Generally, discussions regarding job accommodation are related to a disability. Not all employees with a disability require job accommodation. A 1991 Statistics Canada survey found that only four per cent of workers with disabilities required physical changes in their workplace. Where it is required, reports demonstrate that more than half of all accommodations cost less than $500.

Throughout this handbook, you will find information and practical advice about job accommodations for a range of specific disabilities. Job accommodation for employees with disabilities is a legal requirement for employers, so we've also included information on your responsibilities under the Ontario Human Rights Code.

We hope that this handbook, together with the many technical and information resources available, will assist you in creating a barrier-free workplace.

Typical workplace modifications include:

• Alternatives to print formats such as Braille or tape
• Sign language interpretation
• TTY telephones
• Accessible buildings both inside and out
• Modifications to equipment or furnishings (counter height, tools)
• Specially-designed computer software
• Assistive devices such as calculators, electronic day timers
• Flexible working hours, part-time hours, job sharing

There are some fundamental principles that are common to all job accommodation. Accommodations for a specific disability will be found in later sections of this handbook.

There is No Substitute for Good Communication

It is important that your workplace environment is one where employees feel comfortable in disclosing information and seeking assistance.

An open environment can be created by:

• demonstrating respect for confidentiality and the dignity of each person
• flexibility in administration of policies, procedures and working conditions
• positive attitudes that turn problems into challenges and learning opportunities
• willingness to explore creative solutions to situations
• an organizational climate where everyone feels included, valued and accepted
• using language that is free of stereotypes and focuses on the person not the disability

Once you and your employee begin talking about job accommodation, remember that:

The Key To Successful Accommodation lies in Individual Solutions

There is no formula for job accommodation. Disabilities and how individuals adapt to them are just like thumbprints - unique to each person. The foremost expert on what job accommodation will work best is the person with the disability.

1. Listen to what your employee tells you about their disability and what they think is needed.
   
2. Ask questions when you don't understand.
   
3. Use the resources available specializing in specific disability issues (see Resources section).
   
4. Feel free to be creative, flexible, and innovative in your response to accommodating your employee.

Your employee should have an opportunity to test any special equipment or devices before you purchase.

Some disabilities are not static, conditions may improve or deteriorate over time. It's important to maintain ongoing communication with your employee, and make changes to your accommodation plan when appropriate.

When planning job accommodations, keep in mind that a change which will benefit one person may have a negative impact on someone else, if implemented without consultation.

Installation of a flashing strobe light on a fire alarm will accommodate a deaf or hard of hearing employee. However, such a device can precipitate seizures in someone who has epilepsy. A graded ramp will accommodate a person using a wheelchair. However, an employee who is blind and uses a white cane won't have the curb necessary to detect level changes

In both cases there are solutions. The strobe light can still be installed, but will require sufficient time intervals between flashes. The ramp can incorporate a slight curb so it can work for the person using a white cane while still accessible for someone using a wheelchair.

To ensure that job accommodations are successful, you need to communicate with anyone who will be affected by the change proposed in your workplace.

An accessible physical workplace should include:

• Sufficient designated parking spaces close to employee entrances
• Pathways free of abrupt level changes or steps
• Ramps with proper grading and handrails
• Accessible corridors to common facilities (washrooms, telephones, etc.)
• Wide doorways for wheelchairs
• Elevators with lowered control panels and raised numbers, auditory signals, doors open for sufficient length of time
• Accessible signage (print size, colours, use of symbol, raised lettering)
• Visual devices on emergency alarms

Accessible Meetings and Presentations

Today's workplace is team-oriented and technology-driven. Access to information and personal interaction are essential for employees to do their jobs successfully.
When Planning your next meeting, seminar or interview, consider the following:

• meeting note-taker
• amplification devices
• sufficient time for reading handouts or completion of forms and questionnaires
• appropriate meeting venue with accessible facilities (washrooms, telephones, dining areas)
• use of visual aids in presentations (overhead projectors and presentation software that is easy to use and highly visible)
• appropriate lighting and good air quality
• sign language interpreters 

The above information is provided by Future Abilities and Creative Employment (F.A.C.E.)

Constructing a barrier free workplace

Acquiring accessibility software, or constructing barrier-free workplaces to accommodate an employee or employees is a good investment all around. The actual monetary outlay is not significant compared to the dividend -- hiring a qualified person for the job. Besides, if your workplace facility is accessible, it ensures access not only for your employees, but also for a whole new clientele.

There is no catch-all solution when constructing a barrier free workplace -- not all deaf people require sign language interpreters; not all blind people read Braille; and not all people with physical disabilities use a wheelchair. Without proper communication and assessment of needs, effective employment accommodation cannot be achieved.

Examples of accommodations made within an office environment:

• Provide hands-free option to promote ease of use
• Provide voice amplifiers to facilitate conversation
• Provide TTY service, which provides voice-to-text / text-to-voice translation feature
• Provide large button keypads, which are highly visible and easy to use

Computers

• Provide document holders to make typing easier
• Provide accessibility software for keyboard or mouse, to promote ease of access to computers
• Provide large print software, which is highly visible and easy to read
• Install screen reader software to ease access to electronic formats

Furniture

• Arrange office furniture to compensate for right or left side dexterity; this also promotes ease of access and reach
• Install carpets or non-slip strips to promote ease of movement
• Adjust the height of shared items such as photocopiers, printers & fax machines to promote ease of access and reach

Meetings/Interviews

• Provide sign language interpreters to facilitate verbal and visual interaction and communication
• Change the venue if necessary to promote ease of access - certain venues are more accessible than others

Accessibility of common spaces

• Widen hallways and entrances to workspaces and common areas if necessary to promote ease of access and movement
• Install access ramps where necessary to promote ease of access and movement
• Ensure that washroom facilities are accessible

Presentations

• Use visual aids such as overhead projectors and presentation software to ensure that information is highly visible, easily accessible and easily understandable
• Procure presentation software that is physically easy to use, and highly visual
• Provide sign language interpreters to facilitate verbal and visual interaction and communication

Tests/examinations

• Allow candidates extra time to complete, if required, to relieve some pressure

Job-related stress

• Make provisions such as flexible working hours or working at home to relieve some pressure

Fire alarm

• Install a visual signal to complement auditory alarm

Air quality

• Install air filters to restrict or limit respiratory or skin irritants

Information found in the Practical Guide for Employment Accommodation for People with Disabilities produced by the Canadian Human Rights Commission

Words have power. They not only convey information, but also attitudes. The biggest barriers to full participation, identified by persons with disabilities, are negative attitudes and assumptions about their abilities and potential.

As a manager or employer, it is important that your written and verbal communications in the workplace accurately describe people with disabilities. If you are unsure about the right words to use, don't be afraid to ask someone who does know.

Some basic principles to keep in mind:

• Always put the person before the disability (use "person with disability" not "disabled person"). The word disabled is an adjective not a noun
  
• use precise terms that convey information accurately, factually and non judgmentally ("uses a wheelchair," not "confined to a wheelchair")
  
• don't categorize persons with disabilities or attribute personal characteristics ("inspirational," "courageous") refer to a disability only if it is essential information
  
• don't confuse "handicap" and "disability" (a person is handicapped by something; a person is not handicapped)
  
• don't use "normal" to describe persons who do not have a disclosed disability