G6 – Accessibility Procedures

Part 1: Introduction

1.0 Purpose

1.1

The purpose of these Procedures is to implement the Accessibility Policy and to ensure equal access and participation for all members of the RRC Polytech community and members of the public, including those with disabilities.

2.0 Definitions

2.1

The words in these Procedures shall be read consistently with the words as defined in the Accessibility Policy.

Part 2: Procedures

3.0 Accessibility Working Group

3.1

The Accessibility Working Group leads the implementation of the Accessibility Plan, and with input and feedback from the College Community, they report on progress, demonstrate compliance with the requirements of the Accessibility Standards, and identify further initiatives to address accessibility barriers and support access to services.

3.2

The group will comprise representatives from programs and departments across RRC Polytech.

4.0 Accessibility Plan

4.1

The Accessibility Plan is created under the guidance and direction of the Chief Human Resources Officer and is supported by the Human Resource Services Programs and Policies team.

4.2

The plan is updated every two years in consultation with the Accessibility Working Group and will align with the Accessibility for Manitobans Act Standards and any revisions or updates of legislation from time to time.

5.0 Customer Service

5.1

RRC Polytech will work with individuals to try to find the most accessible means of providing the information, document, or service required.

5.2

RRC Polytech will reasonably accommodate to the point of undue hardship individuals who use assistive devices to remove or reduce barriers in accessing services or events at RRC Polytech.

5.3

RRC Polytech will make reasonable efforts to ensure that persons with disabilities may be accompanied by a support person when accessing services or events at RRC Polytech. Specifically, RRC Polytech will ensure that:

1. Individuals will have access to their support person at all times, while on the premises.
2. Employees will address the service recipient and not the support person.
3. Students with disabilities who require a support person in a classroom or academic setting will follow the processes

5.4

RRC Polytech supports the use of service animals on its premises to the point of undue hardship.

1. If it is not clear that an animal is a service animal, employees may ask the person who is handling the animal, if the animal has been trained to help the person with a disability-related need.
2. The College Community will treat a service animal as a working animal and will not distract a service animal from its job by acknowledging, petting, feeding or playing with it, without seeking permission from their handler.
3. The service animal must be under the care and control of the handler at all times.
4. If the service animal is showing signs of not being controlled (i.e., by barking, whining or wandering), an RRC Polytech representative may provide a warning to the handler to control the animal. If the service animal continues to misbehave, an RRC Polytech representative may ask the handler to leave with the service animal.
5. If another law prohibits service animals (e.g., sterile laboratories, and food preparation areas), or if there are other reasons why the presence of a service animal imposes undue hardship, RRC Polytech representative will explain why the service animal cannot enter the space and discuss with the person another way of providing services.

6.0 Information and Communication

6.1

An active offer will be included in all information and communication materials offered by RRC Polytech stating that alternate formats are available on request.

Example: RRC Polytech is committed to ensuring that our information and communication materials are accessible. If you require information in an alternate format, please email ______________ (provide email address).

6.2

If a person requests information, education materials or library resources through a communication support or accessible format, RRC Polytech will:

1. consult with the person to identify the support or format that would remove the barriers; and
2. provide the information to the person through the identified support or format in a timely manner.

6.3

RRC Polytech will consider the accessibility needs of its users when procuring or purchasing library resources and educational materials.

6.4

RRC Polytech may not be able to provide information or library resources in an accessible format if it is not technically feasible, or the technology required is not readily available to provide the information; and it can result in undue hardship; or if RRC Polytech does not have direct control over the information.

6.5

The exceptions stated in 6.4 do not apply to education materials. If educational material cannot reasonably be provided through a communication support or accessible format, RRC Polytech will provide a comparable resource to the person who requested the support or format.

6.6

RRC Polytech will not impose a cost or fee on a person who requests that information, educational materials or library resources be provided through a communication support or accessible format that is greater than the cost or fee that would be imposed on a person who did not make a request.

6.7

RRC Polytech will ensure web content and web applications meet or exceed the standards set out in World Wide Web Consortium Web Content Accessibility Guidelines 2.1 (WCAG 2.1) Level AA.

6.8

RRC Polytech may not be able to meet the standards stated in 6.7 if it is not technically feasible, if the technology is not readily available, if RRC Polytech does not have direct control over the web content or web application or if it would result in undue hardship to the organization.

7.0 Built Environment

7.1

RRC Polytech will ensure accessible features of the built environment are available for use as intended, by clearing passageways and ensuring unobstructed use of accessible features, such as accessible washrooms and ramps.

7.2

RRC Polytech will provide public notification when there is a planned or unexpected disruption of accessible services or features services, such as an elevator, by posting a notice at all entranceways, and when possible, on the College’s public website. This notice will include the reason for the barrier, the estimated timeframe for resolution and an alternate means, if any, to access the accessible service or feature.

8.0 Events

8.1

To provide accessible events and meetings, members of RRC Polytech who are hosting the meeting or event will work with the Events team to coordinate accessibility considerations, which include:

1. Holding events in accessible spaces.
2. Ensuring that the location where the event is to be held can be accessed from an RRC Polytech parking lot, if applicable; the facility entrance has automatic doors and there is an accessible pathway to the meeting room.
3. Reasonably meeting the communication needs of persons with disabilities on request.
4. Communicating an active offer that reasonable accommodations will be provided for persons with disabilities on request. The contact information for requesting accommodation will be indicated on the invitation.
   • Example: We strive to host accessible events. If you require an accommodation, please email ____________ (email address), by ____________ (date; preferably a week before the event).
5. Reasonably providing requested accommodations, which may include an ASL-English interpreter, space for a transcriber or support person or access to assistive technology.
6. Ensuring amenities provided at the event are accessible.

9.0 Feedback

9.1

RRC Polytech invites feedback regarding its accessibility plan, policies, procedures or practices:

1. Individuals can provide feedback using the form on RRC Polytech’s website.
2. All general inquiries/feedback are directed to the Human Resource Services department, who will determine what action, if any, should occur. Student-related inquiries are directed to Student Accessibility Services and employee-related inquiries are directed to Supportive Employment.
3. If the feedback requires follow-up, the individual will be notified that the request is being reviewed and when they can expect a response.
4. The individual will be notified what action will be taken to address their feedback, if any.
5. RRC Polytech will respond to feedback in a way that meets the communication needs of the individual.

10.0 Training

10.1

RRC Polytech will provide training to employees regarding accessibility as required by law.

10.2

All employees are required to complete accessibility training relevant to their role, as per the established training framework, which may be updated from time to time to align with relevant laws.

10.3

Training will be developed and tracked through the Centre for Learning and Program Excellence in consultation with the Accessibility Working Group.