Inclusive by design and accessible by default
First Edition
Prepared by the CDC Human Resources
December 2023
Table of Contents
- Introduction
- A. Summary
- B. Barriers identified by the Accessible Canada Act
- C. Consultations
- D. Feedback
- E. General
- F. Glossary
Introduction
The Canadian Dairy Commission (CDC) is presenting its progress report on the first year of the adoption of its Accessibility Plan. It outlines how the CDC has addressed each barrier under the seven (7) priority areas set out in the Accessible Canada Act (ACA). This report identifies specific goals, underscores actions taken, and offers approximate timelines to further improve accessibility at the CDC. It also establishes responsibility for each section of the CDC in implementing tasks that will help the CDC improve its accessibility.
The seven (7) priority areas:
- Employment
- The built environment (buildings and public spaces)
- Information and communication technologies
- Communication, other than information and communication technologies
- The procurement of goods, services, and facilities
- The design and delivery of programs and services
- Transportation (does not apply currently to the CDC’s mandate)
The CDC recognizes that ensuring the organization is accessible needs to be an ongoing effort at both the organizational and individual levels. This first progress report requires continuous updating based on employees’ feedback, including individuals living with a disability. It is therefore evergreen. These updates and consultations will help the CDC adapt its approach to accessibility in a meaningful, comprehensive, and concrete way.
The progress report also highlights remaining obstacles and offers a timeline to remove them.
A. Summary
This progress report tracks and measures the progress of the CDC in implementing its Accessibility Plan. It outlines how barriers identified in the plan have been addressed until now.
While some identified barriers have already been addressed, many actions have yet to be undertaken especially under the third priority area “Information and communication technologies”. The CDC is committed to improving the work environment it provides to employees and visitors so they can perform at their full potential in an environment that respects their well-being and recognizes that removing and preventing barriers is an ongoing effort. In the next year (2024), we expect some CDC Sections will still be working on addressing and removing current barriers and addressing new ones. This report will be updated during the next calendar year to outline the progress of the CDC’s Accessibility Plan, and its shorter and longer-term plans.
To address current barriers, the CDC identified actions to be undertaken for each priority area and added a status update under each action.
The CDC asked the individuals living with a disability who were consulted for the Accessibility Plan to submit their feedback on this report. Some recommended considering additional barriers/actions before finalizing the progress report. The additional barriers/actions have been listed under Section C.
B. Barriers identified under each priority area in Section 5 of the Accessible Canada Act
1. Employment
The CDC is dedicated to implementing government-wide initiatives and increasing representation of persons with disabilities across all occupational groups and levels. It is committed to removing and preventing barriers to recruitment, retention, and promoting persons with disabilities.
To identify barriers to “Employment”, the CDC held Internal consultations through an in-house survey, group discussions, and individual meetings with persons with disabilities.
The CDC identified the following four barriers to “Employment”:
- Staffing process (e.g., formal interview format) can be discriminatory to persons with disabilities, especially those who experience significant anxiety.
- Feeling misunderstood/misjudged by managers/directors which can negatively affect career/promotion opportunities.
- Unconscious biases.
- Reluctance to self-identify with a disability in PeopleSoft 9.1 (PeopleSoft is Human Resources Management System that provides employees with online access to HR information).
The CDC identified the following actions to be undertaken to address each barrier, listing actions, and providing a status update under each barrier:
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Section Responsible: Human Resources |
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|---|---|---|
| Barrier | Action | Update |
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Barrier 1 Staffing process (e.g., formal interview format) can be discriminatory to persons with disabilities, especially those who experience significant anxiety. |
Implement the Government of Canada Workplace Accessibility Passport to raise awareness among the assessment board members during selection processes. |
Actions have yet to be undertaken by the Human Resources (HR) Section. |
| Ensure that staffing and assessment tools are accessible, inclusive, and offered to persons living with a disability. The CDC’s approach will be guided using the following link from the Public Service Commission (PSC): Hiring persons with disabilities: Managers Toolkit (psc-cfp.gc.ca) |
Actions have yet to be undertaken by the HR Section. | |
|
Barrier 2 Feeling misunderstood/misjudged by managers/directors which can negatively affect career/promotion opportunities. |
Promote a culture change to ensure that managers/directors keep an open mind in career progression/promotion opportunities for persons with disabilities. | Actions have yet to be undertaken by the HR Section. |
|
Barrier 3 Unconscious biases |
Make sure CDC employees have completed the mandatory courses (Moving from Bias to Inclusion (for all) and Adopting an Inclusive Mindset at Work (for managers only). |
Reminders were sent to employees to complete courses INC122 & INC123. As of December 2023, 87% of CDC employees have completed it. |
| Encourage managers to hire persons with disabilities in support of the government-wide target of 7% (5,000 hires) by 2025. | Actions have yet to be undertaken by the HR Section. As a first step, the HR Section will encourage management within the CDC to consult available pools of individuals living with a disability (provided by the Public Service Commission) to staff vacant positions before posting to recruit. | |
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Barrier 4 Reluctance to self-identify with a disability in PeopleSoft 9.1. |
Develop a short document outlining the reasons and the steps to self-identify in PeopleSoft 9.1 to be provided to new employees during the onboarding process. | The HR Section has developed a short document outlining the reasons and the steps to self-identify. This document has since been added to the “Employee New Hire Orientation” list, which is provided to every new CDC employee, and has been posted on the CDC Intranet. |
| Promote self-identification in the new Treasury Board Secretariat (TBS) Self-Identification Tool once it is online. | Actions have yet to be undertaken by the HR Section. The CDC will use the Treasury Board Secretariat’s (TBS) updated communications to the HR community in launching the new self-identification application. TBS will be sending updated communications to the HR community. | |
2. Built Environment
The CDC recognizes the importance of an accessible built environment, one where the organization is “inclusive by design” and “accessible by default”.
The CDC identified the following three barriers to its “Built environment”:
- The wheelchair ramp that gives access to the CDC building on the west side is not in good condition and is not meeting safety standards.
- Certain doors to enter the building and the ones within the CDC do not have an automatic opening system that functions properly.
- Sensory impairment (e.g.: reactions to odours, lighting, heating) is a physical barrier among some employees at the CDC. People coming to or working at the CDC may not be aware of this barrier.
The CDC identified the following actions to be undertaken to address each barrier:
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Section Responsible: Human Resources & Procurement Services |
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|---|---|---|
| Barrier | Action | Update |
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Barrier 1 The wheelchair ramp that gives access to the CDC building on the west side is not in good condition and is not meeting safety standards |
Contact CDC’s landlord, Agriculture and Agri-Food Canada (AAFC), to ensure the wheelchair ramp is repaired and meets safety standards. |
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Barrier 2 Certain doors to enter the building and the ones within the CDC do not have an automatic opening system that functions properly. |
Ask the CDC Finance & Administrative Officer to request an evaluation from a third party to determine if and how we can proceed with the installation of an automatic opening door system and ensure that it is tied in with an access card authentication. |
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Barrier 3 Sensory impairment (e.g.: reactions to odours, lighting, heating) is a physical barrier among some employees at the CDC. People coming to or working at the CDC may not be aware of this barrier. |
Posting signage within the CDC on scent sensitivity to raise awareness of certain physical barriers existing among employees. |
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| Communicate to CDC employees that the organization has a scent-free policy. |
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3. Information and communication technologies (ICT)
During the COVID-19 pandemic, CDC employees were working from home on a full-time basis. Employees then officially returned to the workplace on March 31, 2023, on a 2–3-day per week basis. As the organization of work transitioned from a 100% at the office to 100% at home during the pandemic to a hybrid model which is still currently in effect, the CDC recognizes the importance of providing the Information and Technology (IT) equipment employees require, including ensuring the equipment is tailored to employees’ needs.
People who participated in the survey did not identify any barriers under “Information and communications technologies” (ICT). However, as the CDC becomes more digital, the CDC has identified potential barriers to be remedied to ensure that information and communications technology products, services and digital content are accessible.
- The CDC has yet to review IT systems to make sure they are accessible to people living with a disability.
- Ensure that Teams meetings are accessible.
- Employees living with a disability may not receive all documents/tools in an accessible format.
- Employees living with a disability may not receive all applications / programs, assistive and/or adaptive technology installed based on their personal needs.
- The boardroom may not be accessible to people living with hearing impairment.
The CDC will implement the following actions to ensure accessibility:
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Section Responsible: Information and Technology |
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|---|---|---|
| Barrier | Action | Update |
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Barrier 1 The CDC has yet to review IT systems to make sure they are accessible to people living with a disability. |
Develop or adopt systems which meet modern accessibility standards (e.g., new document library such as DairyDocs). |
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Barrier 2 Ensure that Teams meetings are accessible. |
Add closed captioning capability (CC) to TEAMS meetings. |
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Barrier 3 Employees living with a disability may not receive all documents/tools in an accessible format. |
Provide all employees with the necessary training, resources, and tools to create accessible content and generate accessible documents. |
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Barrier 4 Employees living with a disability may not receive all applications / programs, assistive and/or adaptive technology installed based on their personal needs. |
Create a “Network Request Form” for new CDC employees outlining the applications/programs that need to be installed by the IT Section prior to their start date. The form will include a field regarding assistive and/or adaptive technology or service needs. |
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Barrier 5 The boardroom may not be accessible to people living with hearing impairment. |
Having the boardroom microphones and headsets enabled and accessible to accommodate those with hearing impairments. |
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4. Communications other than ICT
The CDC is dedicated to ensuring all internal and external communications are accessible based on the Canada.ca Content Style Guide.
The CDC has already implemented the following action to ensure accessibility:
- The CDC’s new website is compliant with the GC’s adoption of the Web Content Accessibility Guidelines 2.0. These guidelines offer accessible content to persons with physical or cognitive disabilities to ensure information is easy to find and use as well as being legible. However, the CDC has identified potential barriers to be remedied to ensure that internal and external communications are accessible.
- The CDC has yet to be compliant with the GC’s Web Content Accessibility Guidelines 2.0.
- Employees have yet to be taught how to use plain language when communicating in writing.
The CDC will implement additional actions to ensure accessibility:
| Section Responsible: Communications and Strategic Planning & Information Technology | ||
|---|---|---|
| Barrier | Action | Update |
|
Barrier 1 The CDC has yet to be compliant with the GC’s Web Content Accessibility Guidelines 2.0. |
Ensure that the CDC Intranet is compliant with the GC’s Web Content Accessibility Guidelines 2.0. |
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Barrier 2 Employees have yet to be taught how to use plain language when communicating in writing. |
Ensure employees and the CDC use plain language when communicating. |
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5. The procurement of goods, services and facilities
The CDC will implement procurement principles, rules, and practices with the goal of advancing accessibility objectives.
The CDC has identified the following two barriers under “The procurement of goods, services, and facilities”:
- The in-house survey revealed that not all employees who self-identified as living with a disability have asked for any type of accommodation/adjustment since working at the CDC.
- Most employees do not know who their first point of contact is when asking for an accommodation request. They also seem unsure who to contact if experiencing delays and/or when a request is denied.
| Section Responsible: Human Resources, Procurement Services and Information Technology | ||
|---|---|---|
| Barrier | Action | Update |
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Barrier 1 The in-house survey revealed that not all employees who self-identified as living with a disability have asked for any type of accommodation / adjustment since working at the CDC. |
The HR Section will develop information on how to request an accommodation, explaining the various types of disabilities and accommodation options. This information will be posted on the CDC Intranet. |
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Barrier 2 Most employees do not know who their first point of contact is when asking for an accommodation request. They also seem unsure who to contact if experiencing delays and/or when a request is denied. |
The HR Section will outline who to contact for any accommodation requests. This information will be posted on the CDC Intranet. |
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The CDC would also like to identify additional barriers to be remedied and provide actions to ensure that the procurement of goods, services, and facilities are accessible:
- The CDC has yet to implement a new accommodation process among between the Finance & Administrative Officer, IT, and HR sections.
- The CDC has yet to implement a new accommodation process.
- The CDC has yet to implement the GC’s Accessibility Passport.
| Sections Responsible: Human Resources, Procurement Services and Information Technology | ||
|---|---|---|
| Barrier | Action | Update |
|
Barrier 1 The CDC has yet to implement a new accommodation process between the Finance & Administrative Officer, IT, and HR sections. |
Implement a revised process for the CDC Finance & Administrative Officer, IT, and HR staff to ensure that accommodation requests are understood and dealt with in a timely manner to provide an accessible workplace for the employees. |
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Barrier 2 The CDC has yet to implement a new accommodation process. |
Following the Direction on the prescribed presence in the workplace issued by the TBS in December 2022 (a mandatory 40-60% or work hours at the office), the CDC will make sure that employees who have requested an accommodation while working from home will also be accommodated at the office. |
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Barrier 3 The CDC has yet to make available the GC’s Accessibility Passport. |
Make the GC’s Accessibility Passport available as a communications tool for employees and managers to exchange accommodations-related information and adopt a “yes by default” approach to accommodations. |
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6. The design and delivery of programs and services
The CDC undertakes several activities and administers several programs on behalf of the dairy industry and Agriculture and Agri-Food Canada (AAFC). The organization works in close collaboration with provincial authorities and sector representatives to deliver programs that address its main responsibilities.
The CDC will dedicate efforts to make sure programs and services are designed and delivered in an accessible and inclusive way. Continuous feedback and accessibility improvement will be central elements of our approach.
The Accessibility Plan mainly focused its efforts to address employees’ feedback regarding the design and delivery of programs and services provided internally. The CDC will call on external stakeholders for feedback when developing the next plan (due in 2026).
The following two barriers were identified under “The design and delivery of programs and services”:
- Accessibility is not considered when new internal policies and services are put in place.
- Employees may not know how to request specific access to programs and services offered under the Accessibility Act.
The CDC has identified the following actions to address each barrier:
| Sections Responsible: All CDC sections are responsible to develop their internal policies and services | ||
|---|---|---|
| Barrier | Action | Update |
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Barrier 1 Accessibility is not considered when new internal policies and services are put in place. |
Ensure that all new/revised internal policies and services (in-person/online) are developed and designed to be compliant with the Accessibility Act. |
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Barrier 2 Employees may not know how to request specific accesses to programs and services offered under the Accessibility Act. |
Develop/review and communicate internal policies and services with the goal of removing barriers and supporting disability inclusion. |
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| Offer the possibility to view documents in an alternative and/or accessible format, especially for those who need to use adaptive technologies. Communicate these tools for awareness. |
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7. Transportation
This priority area under the Accessible Canada Act does not currently apply to the CDC’s mandate.
C. Consultations
Five individuals provided feedback on the Accessibility Plan. Three members provided additional feedback on the progress report through individual meetings held virtually in September and October 2023. They identified two additional barriers:
- Some employees do not know where to find the CDC’s emergency and evacuation plan.
- Disabilities are still largely misunderstood, and many employees do not know the different types of barriers that their colleagues face (e.g., hearing impairments).
The CDC has identified the following actions to address each barrier:
| Sections Responsible: Human Resources and Occupational Health and Safety Committee (OHS) | ||
|---|---|---|
| Barrier | Action | Update |
|
Barrier 1 Some employees do not know where to find the CDC’s emergency and evacuation plan. |
Review the emergency and evacuation plan to include information on the “Share your Status Application” to make sure that employees are aware of the procedure to follow in case of an emergency. The procedure should also include a section on whom to contact when having a problem with the accessibility to the CDC building. |
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| *New Additional Action Footnote 1 : The plan should include a procedure for when employees are working alone in the building. |
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Barrier 2 Disabilities are still largely misunderstood, and many employees do not know the different types of barriers that their colleagues face (e.g., hearing impairments). |
Build accessibility awareness within the organization by providing learning events and resources to all employees. Post on the CDC Intranet a list of relevant courses and learning events to build awareness on the various types of barriers faced by people living with disabilities. |
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D. Feedback
The Accessible Canada Act requires organizations to establish a departmental process for receiving and dealing with feedback about the implementation of the Accessibility Plan. CDC employees were encouraged to provide any feedback they may have, whether positive or negative, on the implementation of its Accessibility Plan. A process was put in place to receive feedback from employees and promoted via the CDC Intranet. Employees’ feedback is crucial in achieving an accessible and inclusive workplace at the CDC.
Although, employees were made aware of this process, no feedback was received. The CDC remains dedicated and continues to improve and promote accessibility and inclusion among its employees.
E. General
To request a copy of the CDC Accessibility Plan, its progress reports, or if you would like to provide feedback and/or suggestions, you can contact the CDC by:
- Sending an email to the Deputy Director, Centre of Expertise, at
ressources.human@cdc-ccl.gc.ca - Calling the CDC’s general enquiries line at 343-550-8020 or 1-866-366-0676 (toll free)
- Sending your feedback by mail to:
The Canadian Dairy Commission
C/O Human Resources
Central Experimental Farm
960 Carling Avenue, Building 55
Ottawa, ON K1A 0Z2
F. Glossary
Accessibility
Accessibility is the combination of aspects that influence a person’s ability to function within an environment.
Accessible
Accessible refers to a place that is easily reached, an environment that is easily navigated or a program or service that can easily be obtained.
Accommodation
Accommodation is the personalized adaptation of a workplace to overcome the barriers faced by persons with disabilities. For example, an accommodation could be providing an employee with an assistive item, such as an ergonomic keyboard or mouse, or adjusting an employee’s weekly targets to align with their abilities.
Barrier
Means anything—including anything physical, architectural, technological, or attitudinal, anything that is based on information or communications or anything that is the result of a policy or a practice—that hinders the full and equal participation in society of persons with an impairment, including a physical, mental, intellectual, cognitive, learning, communication or sensory impairment or a functional limitation.
Disability
Means any impairment, including a physical, mental, intellectual, cognitive, learning, communication, or sensory impairment—or a functional limitation—whether permanent, temporary, or episodic in nature, or evident or not, that, in interaction with a barrier, hinders a person’s full and equal participation in society.
Government of Canada Workplace Accessibility Passport
The Government of Canada Workplace Accessibility Passport helps address the obstacles federal public service employees and applicants with disabilities face in obtaining the tools, supports and measures to perform at their best and succeed in the workplace. It facilitates recruitment, retention, and career advancement for persons with disabilities. The Accessibility Passport facilitates employee mobility between GC organizations. It is meant to follow each employee and it is an evergreen document that can be updated throughout a career.
"Nothing Without Us"
"Nothing without us" is a guiding principle used across the Government of Canada to communicate the message that no policy should be decided by a representative without the full and direct participation of the members of the group affected by that policy.
Self-Identification Modernization Project
In September 2020, the Treasury Board Secretariat launched the Self-Identification (self-ID) Modernization Project to increase the accuracy, depth, and breadth of the data across government. The project explored ways to reduce stigma associated with self-identification for all employment equity groups. Following extensive research and consultations, a new questionnaire was co-designed with employees from various diversity networks.