AODA

• Purpose

Xpera Risk Mitigation & Investigation (“Xpera”) is committed to ensuring accessibility for persons with disabilities in Ontario and complying with the Accessibility for Ontarians with Disabilities Act (AODA) and its regulations. This policy outlines our commitment to accessibility and the actions we will take to achieve accessibility standards.

• Policy Statement

Xpera is dedicated to providing a barrier-free environment for all stakeholders, including our clients/customers, employees, job applicants, suppliers, and any visitors who may enter our premises, access our information, or use our services. We are committed to treating all people in a way that allows them to maintain their dignity and independence.

• Scope

This policy applies to all Xpera employees who deal with clients, third parties, or others on behalf of Xpera in any capacity.

Further, this policy applies to all persons who participate in the development of Xpera’s policies, practices, or procedures governing the provision of services to employees, members of the public, and third parties.

• Accessibility Standards

Xpera will adhere to the accessibility standards set out in the Integrated Accessibility Standards Regulations (IASR) and the Accessibility Standards for Customer Service Regulation under AODA.

• Providing Services to People with Disabilities

Xpera will:

• provide accessible customer service training to employees and volunteers; training will be documented and dated and retained as per appropriate legislation;
• ensure that our policies, practices, and procedures are consistent with the principles of dignity, independence, integration, and equal opportunity;
• allow assistive devices, service animals, and support persons to be used by persons with disabilities to access our services unless otherwise prohibited by law;
• communicate with people with disabilities in ways that take into account their disability; and
• train staff who communicate with customers on how to interact and communicate with people with various types of disabilities.

• Recruitment and Employment

Xpera will include wording in all job postings regarding the availability of accommodation upon request for persons with disabilities. If a selected candidate requests an accommodation, Xpera’s Human Resources team will consult with the candidate and provide or arrange for the provision of a suitable accommodation in a manner that takes into account the candidate’s accessibility needs due to disability. When making offers of employment, Human Resources will provide successful candidates of Xpera’s policies for accommodating employees with disabilities.

Upon request by an employee with a disability, Human Resources will consult with the employee to assess and provide accommodation planning processes in a manner that takes into account the employee’s needs due to disability.

Xpera has a written process for the development of documented individual accommodation plans for employees with disabilities. If requested, information regarding accessible formats and communication supports provided will also be included in individual accommodation plans.

• Return to Work

Xpera will develop and document individualized return to work plans for employees who have been absent due to disability and who require accommodations to resume their duties.

To initiate the process, the employee must notify either their manager or Human Resources of their intent to return to work and the need for accommodation.

The employee, their manager, and HR will collaborate to assess the employee’s functional abilities and identify appropriate accommodations.

A written return to work plan will be created, outlining:

• Modified duties or hours
• Required assistive devices or ergonomic supports
• Timeline for a phased return, if applicable

The plan will be implemented with regular check-ins to assess effectiveness and make adjustments as needed.

All medical and accommodation-related information will be kept confidential and shared only with those involved in the accommodation process.

• Personalized Emergency Response Plans

As part of the accommodation and return to work process, Human Resources, the employee’s manager, and the employee with a disability will develop a personalized emergency response plan. The plan will include:

• The name of the employee with a disability;
• The employee’s department and work location (address, floor number, office, or desk location);
• Emergency contact information (name, phone number, email address, relationship to the employee);
• Assistance methods and equipment, such as:
• Whether the employee needs assistance or a volunteer to help get out of the building or work area
• How to move the employee if they have a mobility impairment

• Any assistive devices the employee uses (i.e., walker, wheelchair, cane, crutches, service animal, support person)

• The location of the assistive devices
• How to use the assistive devices
• Emergency alert requirements (i.e., visual or vibrating alarms, public announcement system, visual signage containing images or Braille or large print, evacuation chair, coworker volunteers); directions must be clear enough to lead an employee with a disability unassisted to a general exit route, where they can seek assistance and safely exit the workplace;
• Backup aids if stairs are the only option to exit the workplace, such as a stair-descent device; elevators should not be considered an option to use in an emergency evacuation plan; and
• Documented training that the employee with the disability and volunteer co-workers have been trained on the emergency response plan; the volunteers will need to know how to provide assistance and how to offer physical support properly.

• Employment Standards

Xpera is committed to providing accessible employment practices that comply with the Employment Standards set out in the AODA.

We will inform employees of policies that support employees with disabilities, including but not limited to policies on job accommodations.

• Information and Communication Standards

Xpera will ensure that all information and communications are accessible to people with disabilities. This includes websites, emergency procedures, and any other relevant information. Further, Xpera will provide accessible formats and communication supports upon request.

• Feedback Process

Xpera welcomes feedback on how we provide services to people with disabilities can be made by a person with a disability in the manner most convenient to them, including in person, by telephone, TTY, in writing via email or another format to hr@xpera.ca

• Notice of Temporary Disruptions

Temporary disruption in Xpera’s services and facilities may occur due to reasons that may or may not be in Xpera’s control. Xpera will make reasonable efforts to provide notice of planned disruptions if possible, recognizing that in some situations, such as unplanned temporary disruptions, advance notice may not be possible.

• Administration

Questions about Xpera’s AODA policy should be directed to Laura Ralph, Director of Human Resources at laura.ralph@xpera.ca or the confidential HR email address hr@xpera.ca