1. Purpose

Aspiration and Discoveries is committed to providing an inclusive and accessible environment for employee, volunteers, donors, clients, participants, visitors, and members of the public.

We will identify, prevent, and remove barriers for people with disabilities and provide services in a manner that respect their dignity, independence, integration, and equal opportunity.

This policy is intended to support our obligations under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and its accessibility standards, where applicable. Ontario organizations must provide accessible customer services, train workers, and maintain a process for receiving and responding to accessibility feedback.

2. Scope

This policy applies to:

• Employees, volunteers, students and contractors.
• Service recipients, program participants, applicants, visitors, and members of the public.
• All services, programs, events, communications, facilities, and activities provided by Aspiration and Discoveries.

3. Communication and customer services

We will communicate with people with disabilities in ways that take into account their individual needs:

Employees and volunteers should:

• Treat every person with dignity, courtesy, patience, and respect.
• Ask the person how we can best communicate or assist them rather than making assumptions.
• Speak directly to the person, not a companion, interpreter, or support person.
• Use plain language and provide information in clear, manageable steps.
• Allow additional time for a person to read, understand, respond, or completer a transaction.
• Confirm understanding when appropriate, without being patronizing.
• Respect a person’s privacy and avoid asking unnecessary questions about their disability.
• Never assume what a person can or cannot do.

A person may use their own assistive device, such as a wheelchair, scooter, walker, cane, hearing aid, communication device, or other equipment, to access our services.

Employees and volunteers must not touch, move, handle, or operate an assistive device without the person’s permission, except where immediate action is required to address a serious safety risk.

4. Service animals

Service animals are welcome in all areas of our premises that are open to the public, unless another law excludes the animal from the premises.

When it is not readily apparent that an animal is a service animal, the organization may request appropriate documentation permitted by law. We will not ask about the person’s disability or require details of a diagnosis.

Employees and volunteers should:

• Speak to the person, not the animal
• Not touch, feed, call, or distract the service animal
• Not treat the service animal as a pet.
• Allow the animal to remain with its handler whenever reasonably possible.

If another law prohibits a service animal from a particular area, we will explain the reason and discuss an appropriate alternative way for the person to access the service.

5. Support person

Support persons are welcome wherever the public is permitted to enter

A support person may assist with communications, mobility, personal care, medical needs, or access to services. Employees and volunteers will communicate directly with the person receiving service including the support person as requested.

If admission, registration, or other fees apply to the person’s support, Aspiration and Discoveries will follow its established fee policy and applicable legal requirements. Any fee or requirement will be communicated in advance whenever reasonably possible.

6. Accessible formats and communication support

Upon request, Aspiration and Discoveries will provide or arrange for accessible formats and communication supports in a timely manner and at no additional cost beyond the regular cost charged to others. We will consult with the person requesting assistance to determine the format or support that best meets their needs:

Examples may include:

• Large-print documents
• Electronic documents that are compatible with screen readers
• Accessible Microsoft Word or HTML documents
• Plain-language versions
• Braille, where reasonably available
• Telephone communication
• Email or other electronic communication
• Exchanging written notes
• Captioning or transcripts for videos and meetings
• Sign-Language interpretation or other communication support, where reasonably available
• Assistance completing a form or understanding information

Request should be directed to

Accessibility contact: Rachel Lam, Director

Telephone: 647-898-6557

Email: rlam@aspirationanddiscoveries.com

Mail: 201-327 Renfrew Dr., Markham, ON L3R 9S8

Information about the availability of accessible formats and communication supports will be made known to the public

7. Communication guidance

Employees and volunteers should use the following practices where appropriate.

People who are blind or have low vision

• Identify yourself when approaching the person.
• Speak directly to the person and explain what you are doing.
• Do not assume that a person with vision loss cannot see you.
• Offer assistance but wait for permission before providing it.
• If guidance is requested, allow the person to hold your arm rather than pushing or pulling them.
• Describe relevant surroundings, obstacles, room layouts, or changes in direction.
• Do not move canes, walkers, guide dogs, or other equipment out of the person’s reach.

People who are Deaf, hard of hearing, or have speech-related disabilities

• Face the person and keep your face visible.
• Speak clearly at a normal pace; do not shout or exaggerate your mouth movements.
• Reduce background noise where possible.
• Ask which communication method works best, such as speech, writing, captioning, an interpreter, or a communication device.
• Be patient and allow the person enough time to respond.
• Do not pretend to understand. Politely ask the person to repeat or clarify information when necessary.

People with mobility disabilities

• Ask before offering physical assistance.
• Keep aisles, entrances, ramps, pathways, and accessible spaces clear.
• Do not lean on, hold, or move a wheelchair, scooter, walker, cane, or other mobility device.
• Where practical, sit or position yourself at an appropriate level during a longer conversation.
• Never separate a person from their mobility device without permission.

People with learning, developmental, intellectual, or cognitive disabilities

• Use plain language and one step at a time.
• Offer written or visual information when helpful.
• Allow extra time for reading, processing, and responding.
• Confirm that the person has received the information without making assumptions about their abilities.
• Ask how the person would prefer to receive assistance.

People with mental health disabilities

• Treat the person with the same dignity, respect, and consideration as everyone else.
• Remain calm, patient, and reassuring.
• Listen carefully and avoid making assumptions.
• Give the person time and space where appropriate.
• If there is an immediate safety concern, follow the organization’s emergency and safety procedures.

8. Notice of temporary disruptions

If a facility, service, entrance, elevator, washroom, ramp, communication method, or other accessibility feature is temporarily unavailable, Aspiration and Discoveries will provide notice as soon as reasonably possible.

The notice will identify:

• The accessibility feature or service that is unavailable.
• The reason for the disruption, where known.
• The expected duration, where known.
• Alternative arrangements or accessible ways to obtain the service.

Notice may be provided through signs, email, telephone, the organization’s website, social media, or another method suitable to the circumstances.

Template:

The accessible [_______] is temporarily unavailable due to ________.
Expected duration: ________.
Alternative access/service: ________.
For assistance, please contact ________.

9. Feedback and complaints

Aspiration and Discoveries welcomes feedback about the accessibility of our services, facilities, communications, programs, and events.

Feedback may be provided:

• In person.
• By telephone.
• By email.
• In writing.
• Through an accessible format or communication support requested by the individual.

Feedback may be submitted to:

Accessibility contact: Rachel Lam, Director

Telephone: 647-898-6557

Email: rlam@aspirationanddiscoveries.com

Mail: 201-327 Renfrew Dr., Markham, ON L3R 9S8

People do not need to provide their name or contact information unless they want a response. We will acknowledge and respond to feedback as appropriate, investigate concerns fairly, and take reasonable corrective action where needed.

The feedback process will be accessible on request, and information about how to provide feedback will be readily available to the public.

10. Training

Aspiration and Discoveries will provide accessibility training to employees, volunteers, board members, and other persons who interact with the public or participate in developing the organization’s policies and procedures.

Training will cover:

• the requirements of the accessibility standards under the AODA and Integrated Accessibility Standards Regulation (IASR) that apply to the organization and the person’s duties;
  • the Ontario Human Rights Code as it pertains to persons with disabilities;
  • this Accessibility Policy and related accessibility procedures; and
  • accessible customer service, including communication, assistive devices, service animals, support persons, accessible formats and communication supports, temporary disruptions, and the feedback process.

Training will be provided to all employees and volunteers; all persons who participate in developing the organization’s policies; and all other persons who provide goods, services or facilities on behalf of Aspiration and Discoveries.

Training will be provided as soon as practicable and on an ongoing basis when relevant policies or requirements change. Aspiration and Discoveries will maintain records of training, including the dates on which training was provided and the number of individuals trained, where required.

11. Emergency information

When Aspiration and Discoveries provides emergency procedures, evacuation plans, or public safety information to the public, we will provide the information in an accessible format or with appropriate communication support upon request, as soon as practicable.

Employees and volunteers should follow the organization’s emergency procedures and provide reasonable assistance to people with disabilities without creating additional risk.

Where required, the organization will work with employees who have disabilities to develop individualized workplace emergency response information.

12. Employment and accommodation

Aspiration and Discoveries is committed to fair and accessible employment practices.

We will:

• Notify applicants and employees about the availability of accommodation during recruitment and employment.
• Consult with individuals to identify appropriate workplace accommodations.
• Protect the confidentiality of personal and disability-related information.
• Provide individualized workplace emergency information where required.
• Support return-to-work planning after disability-related leave, where applicable.
• Avoid discrimination, harassment, and retaliation related to disability or a request for accommodation.

Accommodation requests should be directed to Rachel Lam, Director.

Return-to-Work Process

Aspiration will:

Develop and maintain a documented return-to-work process for employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work. The process will outline the steps Aspiration and Discoveries will take to facilitate the employee’s return and will use the employee’s documented individual accommodation plan, where applicable.

13. Recruitment procedure

a. Job Analysis and Posting

• Define only essential duties and qualifications for the role.
• Use plain language
• Include an accessibility statement in every job posting, for example:

“We are an inclusive employer. Accommodations are available throughout the application and interview process”

•  postings in alternate formats on request (e.g., large print, email text).

b. Application Process

• Ensure the application system (online or otherwise) is accessible to people using screen readers and keyboard-only navigation
• Offer at least one low-barrier application option (e.g., email or phone) in addition to any online form.
  Monitor the accommodation contact (email/phone) regularly and respond promptly.

c. Screening and Interview Invitations

• Screen applications based on essential criteria only.
• When inviting candidates to interview or assessment, clearly state that accommodations are available and ask what they need to participate fully.
• Consult individually with each shortlisted candidate to arrange suitable accommodations (e.g., extra time, written questions in advance, remote interview, accessible location).

d. Interviews and Assessments

• Offer remote (phone/video) interviews where feasible; ensure in-person locations are physically accessible.
• Provide interview materials in accessible formats and allow extra time if needed.
• Focus assessments on essential job functions; avoid tests unrelated to core duties unless they are bona fide occupational requirements.
• Ensure interviewers use respectful, accessible communication and follow disability etiquette.

e. Job Offers and Onboarding

• When making a job offer, inform the candidate of the organization’s policies for accommodating employees with disabilities and how to request accommodations.
• Ask about any immediate onboarding accommodations (e.g., adaptive equipment, modified schedule, accessible workstation).
• Document agreed accommodations and review them within the first 30–90 days of employment.

f. Documentation, Training, and Review

• Maintain records of accessibility policy, staff training, accommodation requests and outcomes, and any changes to recruitment practices.
• Ensure all staff involved in hiring complete AODA and disability inclusion training.
• Review this procedure at least annually or when issues arise, and update based on feedback from candidates and staff

14. Accessible meetings and events

When planning meetings, programs, worship services, fundraising activities, training sessions, or other events, Aspiration and Discoveries will consider accessibility from the beginning.

Where reasonably possible, we will:

• Select an accessible location.
• Keep entrances, pathways, and seating areas clear.
• Provide accessible washroom information.
• Ask participants in advance whether accommodations are required.
• Provide materials in accessible formats.
• Use microphones and clear audio when appropriate.
• Provide captioning, interpretation, or other communication support when arranged in advance.
• Permit service animals and support persons in accordance with this policy.
• Provide information about any temporary accessibility limitation.