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By-law No. 2015-040
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2015 — 040 A BY-LAW TO ADOPT ACCESSIBILITY PLAN — POLICIES UNDER THE ACCESSIBILITY OF ONTARIANS WITH DISABILITIES ACT, 2005 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires all public sector organizations to establish policies, practices and procedures to achieve accessibility for all Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building structures and premises by 2025; AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of adopting a Multi-Year Accessibility Plan. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Council of the Corporation of the Municipality of Bayham hereby adopts the 2015 —2020 Multi-Year Accessiblity Plan and Policies attached hereto as "Schedule A" and forming part of this by-law; 2. THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME and finally passed this 2nd day of April, 2015. eci/ e; 7-x)."--TNIViaer7j MAYOR CLERK i1 , c_,II e_01. tk 1-e- Pt " 4_,,, gv_k j:),,,0 al.o i s-0(4-b The Corporation of the Municipality of Bayham 2015-2020 Multi-Year Accessibility Plan 111 SI I Ili,10 ri i 111 tili March 2015 WA Submilled o: IL .41111111111111111111k 1,, -'IIIIIIIIIOI t " rviayor and Wliribers of Council Municipalily of Ba.yharn . ,, _ .• , . .,. , . . . , . , , * • r, , _ I ; ;•. ri;;;,it,"- --..,0 , . • L;'; A .' 1 V ih. LC----7. 11 --- —,..- i mt 1 1 - a , - . k . I pi ... _ 71"111111111\111111'1111111: =II _ 1P ',...: ,-,t,_. -`,..* 4 __,, - 1--• ...-. - TABLE OF CONTENTS 1 . EXECUTIVE SUMMARY 1 2. GOVERNING LEGISLATION 2 3. COMMITMENT TO ACCESSIBILITY PLANNING .4 4. HOLISTIC ACCESSIBILITY, INCLUSION &YOU 5 5. IMPORTANCE OF ACCESSIBILITY& INCLUSION 6 6. ACCESSIBILITY PARTNERSHIP IN ELGIN COUNTY& BEYOND 7 7. BARRIER EXAMPLES 8 8. REVIEW & MONITORING PROCESS 10 9. COMMUNICATION OF THE PLAN 11 10. GLOSSARY 12 11. APPENDICES Appendix 'A' 15 Appendix 'B' 19 Executive Summary The need to improve accessibility is becoming more pronounced in Ontario as the population ages and ' the labour force shrinks.According to the Ministry of Community and F' ` Social Services, approximately 1.85 million people or 15.5% of people in Ontario have some type — . - ' of disability; that is 1 in every 7 1 , ,; Ontarians. By 2036, that number ' will rise to 1 in 5 as the population ages. In the next 20 years, the aging population and people with disabilities will represent 40% of the total income in Ontario, that's $536 billion dollars (Ontario Population Projections 2008-2036, Fall 2009 Ministry of Finance Report). A University of Toronto study further concluded that disability tends to increase with age, with the highest incidence of occurrence among individuals forty-five years of age and older. It is important to note the increasing aging population in the Municipality of Bayham, as older persons have higher tendencies to experience declining functional abilities.Accordingly, the 2011 Census revealed that 2,680 people, or 38% of the population of the Municipality of Bayham are forty-five years of age or older. This statistic provides the impetus for removing and preventing barriers in the Municipality of Bayham to allow for holistic accessibility and inclusion. The 2015-2020 Municipality of Bayham Multi-Year Accessibility Plan was prepared in order to meet the obligations of the Ontarians with Disabilities Act, 2001 (ODA) and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The 2015-2020 Municipality of Bayham Multi-Year Accessibility Plan reviews earlier efforts to remove and prevent barriers to people with disabilities and identifies the measures to be undertaken in the coming years to increase accessibility and inclusion in the Municipality. The 2015-2020 Municipality of Bayham Multi-Year Accessibility Plan also describes how the Municipality of Bayham will make the Multi-Year Accessibility Plan available to the public, provide opportunity for feedback and strive towards a holistically accessible and inclusive Municipality. 1 Governing Legislation There are two pieces of broad legislation in Ontario that speak to accessibility for individuals with disabilities as well as impact directly on the Municipality. The Ontarians with Disabilities Act, 2001 (ODA) directs that municipalities with more than 10,000 residents appoint Accessibility Advisory Committees as well as create and make public an annual accessibility plan. More recently, the Province passed the Accessibility for Ontarians with Disabilities Act, 2005 (AODA)which also includes the development of mandatory accessibility standards that will identify, remove and prevent barriers for people with disabilities in key areas of daily living. Enforceable requirements will ensure the removal of these barriers in both the public and private sectors with the aim of - - a fully-accessible province by 2025. These accessibility standards include: • Accessible Customer Service Standard This standard ensures that goods and services are provided in a manner that takes into account persons with disabilities. Requirements include policy development and extensive training thereof for all employees who deal directly or indirectly with the public. The training is key in assuring accessible customer service is provided by the Municipality. Integrated Accessibility Standard Areas of information and communication, employment and transportation often contain barriers for persons with disabilities. The Accessibility Directorate determined that these three key areas will be combined and the accessibility requirements identified in a single regulation. Compliance deadlines vary according to the type of organization and the particular component of each individual requirement, i.e. Communications & Information, Transportation or Employment. 2 • Built Environment Standards The Accessibility Standards for the Built Environment focus on removing barriers in two areas: Ontario Building Code Ontario's Building Code was amended to include enhancements to accessibility in buildings. As of January 1, 2015, new construction and renovations will be subject to updated accessibility requirements. Accessibility Standard for the Design of Public Spaces The standard for the design of public spaces only applies to new construction and major changes to existing features. The standard covers: i. Recreational trails/beach access routes ii. Outdoor public eating areas like rest stops or picnic areas iii. Outdoor play spaces, like playgrounds in provincial parks and local communities iv. Outdoor paths of travel, like sidewalks, ramps, stairs, curb ramps and rest areas v. Service-related elements like service counters, fixed queuing lines and waiting areas 3 Commitment to Accessibility Planning The Council of the Municipality of Bayham is committed to: • The continual improvement, over time, of access to all municipal facilities, programs and services for those with disabilities, while having regard for the financial constraints faced by the Municipality. • The concept of universal design which makes the environment more user friendly for everyone. " The provision of quality Municipal services to all members of the community. • Accessibility training • Incorporating accessibility into the daily functions of all employees The process of accessibility planning is one that is never complete. Staff, Council and the Public are continually involved in discussions regarding accessibility planning year- round. The Municipality of Bayham Accessibility Plan provides the opportunity to demonstrate current achievements in accessibility and to establish implementation framework and future priority initiatives. Please refer to Appendix 'A' attached hereto to review the Municipality's current achievements in accessibility and inclusion. Please refer to Appendix 'B' attached hereto to review the Municipality's future priority initiatives to improve accessibility and inclusion. i � r"r \. �i r h ,•r Agt, dT0 obi --quqw I 4 Holistic Accessibility, Inclusion & You Recognizing that the Municipality of Bayham, organizations, businesses, and community agencies (including businesses and organizations that provide services, supplies or products, to, or on behalf of the Municipality of Bayham) set the tone for the community, the Municipality will do the following and encourage other organizations to do the same: • ensure that this policy is widely communicated and that all employees, and others to whom the policy applies, understand its intent; • ensure that existing policies and practices, including employment policies, are built upon non-discriminatory bases such as merit; that future policies and practices meet the objectives of this policy; and that revisions are communicated to the entire organization; • review current practices to ensure that every person is treated without discrimination and to eliminate barriers in accessing goods and services; • seek opportunities to involve people of diverse backgrounds in the design, use and evaluation of goods and services; • provide training and involve staff and volunteers in activities designed to promote an awareness, acceptance, and celebration of accessibility and inclusion; • establish mechanisms to ensure that discrimination and harassment are not encouraged or tolerated; • monitor organizational compliance with this policy; and lead by example. What can you do? • recognize that social change begins with individual change; you can, as a resident or visitor of the Municipality of Bayham, initiate change; • evaluate your own actions and preconceived biases and ideas about accessibility and inclusion; ▪ educate yourself, volunteer your time and participate in activities which will broaden your experience with accessibility and inclusion; ▪ encourage and support the development of programs and projects that promote holistic accessibility and inclusion; • advocate for both the elimination of barriers and discrimination and the celebration of accessibility and diversity within your own workplace and community; • challenge barriers and discrimination when you experience them or become aware of their existence. 5 Importance of Accessibility & Inclusion? • When we encourage the full and active participation of every person, we are drawing on the diverse life experiences and points of view of our fellow citizens, which leads to innovative solutions; • When we promote the Municipality of Bayham as a diverse Municipality that is welcoming of all people, the Municipality is more competitive in the economic marketplace and more attractive as a destination for visitors and new residents; • When we respect, value, and nurture accessibility and inclusion as an exciting and integral part of our collective experience and identity, we can strengthen and create a safe, healthy, and vibrant community; • In order to enjoy the benefits of a holistically accessible and inclusive community, we need to address barriers that impede equal participation, work toward the elimination of bias, prejudice and discrimination • (which can be intentional, unintentional or systemic). Responsibility Every resident, organization, institution, agency, government and individual has an opportunity to make this plan successful. We are all leaders. This plan is designed to create plenty of opportunities for all voices to be heard and new leaders to emerge. 6 Accessibility Partnership in Elgin County & Beyond All lower tier Elgin County Municipalities utilize the Accessibility Coordinator services provided by Elgin County. Elgin County coordinates regular meetings with local municipal accessibility staff, which provides the opportunity to share best practices and information. Additionally, Accessibility Coordinators meet regularly with staff counterparts across the County and Southwestern Ontario to discuss ongoing planning and implementation. The Municipality of Bayham Accessibility Coordinator is also a member of the Ontario Network of Accessibility Professionals (ONAP), a group comprised primarily of staff responsible for accessibility planning in the municipal sector. The network provides the opportunity to share accessibility planning resources and initiatives across the province. Accessibility60, I • r 7 Barrier Examples The intent of the Multi-Year Accessibility Plan is to prevent, identify and remove barriers. Barriers are obstacles that stand in the way of people with disabilities from being able to do many of the day-to-day activities that most people take for granted.A barrier is defined as anything that prevents a person with a disability from fully participating in all aspects of society because of the disability. The traditional definition of a barrier used in the context of accessibility has been expanded to include obstacles beyond physical boundaries. There are several other categories of barriers to consider, such as • Environmental Barriers: features, buildings or spaces that restrict or impede physical access. For example, a doorway that is too narrow to accommodate entry by person in a motorized scooter. • Communication Barriers: obstacles with processing, transmitting or interpreting information. For example, print on a brochure that is too small to read or documents not available in alternative formats. • Attitudinal Barriers: prejudgments or assumptions that directly or indirectly discriminate. For example, assuming that all visually impaired persons can read Braille. • Technological Barriers: when technology cannot or is not modified to support various assistive devices and/or software. For example, a website that does not provide for increased text size or contrast options. • Systemic Barriers: barriers within an organization's policies, practices and procedures that do not consider accessibility. For example, listing a driver's licence as an employment qualification for an office position may prohibit persons with visual impairments from applying. Members of Council, Municipal staff and Committee members must keep in mind that barriers can be either"systemic" or"specific"; that is, barriers that are prevalent throughout the Municipality or are just specific to one process or facility. 8 Two examples are: A Systemic Barrier: Job postings and public meeting notices are advertised in local newspapers and on the website.As the Municipal website does not have a program for the visually impaired, and visually impaired residents may not be able to read the newspaper, not all residents or viewers have equal access to the information. A Specific Barrier: There is no accessible entrance at the Vienna Community Centre, therefore any person unable to utilize the stairs is prevented from participating in events hosted at the Community Centre. • r , f r 44, 4 too■ f ,y s 9 Review & Monitoring Process The Accessibility Plan is intended as a working document. Comments and recommendations will be noted throughout the upcoming year. These comments and recommendations will then be taken into account during the compilation of the 2016 Annual Accessibility Plan. Accessibility improvements, ideologies and benchmarks continue to be solidified with planning concepts that develop into Municipal procedures and processes. 6, itki User Testing for Web Accessibility Additional evaluation and reporting efforts include: ▪ Annual review of the Multi-Year Accessibility Plan and preparation of a progress report. • Annual progress report prepared for Council to identify progress of the Plan's implementation, accomplishments and achievements; posted online and available in alternative formats upon request. • Compliance reports submitted to the Accessibility Directorate of Ontario, which regulates compliance for all Ontario Organizations 10 Communication of the Plan Feedback is an integral part of the evaluation process. The Municipality of Bayham will continue to review and expand consultation strategies to engage key groups in providing accessibility related feedback, including people with disabilities. Members of the public are encouraged to make comments on the Municipality of Bayham Multi-Year Accessibility Plan and accessibility matters in general. There are a number of ways you can contact the Municipality of Bayham to express your accessibility related comments including contacting the undersigned. The Corporation of the Municipality of Bayham 9344 Plank Rd Bayham ON NOJ 1Y0 Phone: 519-866-5521 Email: accessibilityebayham.on.ca The 2015-2020 Multi-Year Accessibility Plan will also be available in the following locations: Report to Council: Initially, this Accessibility Plan will be made available through a report to Council. Website: The 2015-2020 Multi-Year Accessibility Plan can be accessed through the Municipality of Bayham website www.bayham.on.ca 11 Glossary Accessibility: In a context relating to people with disabilities, the term can be defined as the degree with which people with disabilities are able to access the functionality, and possible benefit, of some system or entity. Essentially, 'Accessibility' refers to the potential for a product or service to be beneficial to as many people as possible. Accessibility for Ontarians with Disabilities Act, 2005 (AODA): Legislation enacted by the Province of Ontario in June of 2005, that provides the framework by which certain accessibility standards will be developed to ensure that businesses and organizations maintain practices and provide goods and services in a manner that is accessible to everyone including people with disabilities. The goal of the AODA is to build on the framework of the ODA, establish enforceable and qualitative standards in order to assist in developing a "fully accessible" province by 2025. Accessible Formats: May include, but not limited to large print, recorded audio and electronic formats, Braille and other formats useable by persons with disabilities. Assistive Device: Any auxiliary tool, aid, technology or other mechanism that enables a person with a disability to do everyday tasks and activities such as moving, communicating or lifting; assists in accessing goods, services or information and helps the person to maintain independence. Examples include but are not limited to: communication aids, cognition aids, personal mobility aids, and medical aids. Barrier: Anything that prevents a person with a disability from fully participating in all aspects of society due to their disability. The definition is not limited to structural or physical impediments, it can also relate to various other obstacles such as systemic, attitudinal, technological, informational, etc. Designated Public Sector Organization: Every municipality and every person or organization listed in Column 1 of Table 1 of Ontario Regulation 146/10 (Public Bodies and Commission Public Bodies— Definitions) made under the Public Service of Ontario Act, 2006. 12 Disability: The ODA and AODA both adopt the broad definition for disability that is set out in the Ontario Human Rights Code, "Disability" is: • Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; • A condition of mental impairment or a developmental disability; • A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; • A mental disorder; or. • An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; ("handicap"). Information: Includes data, facts and knowledge that exist in any format, including text, audio, digital or images, that convey meaning. Multi Year Accessibility Plan: A program and itemization of forecasted initiatives to identify past achievements with respect to improving accessibility for people with disabilities, formulating future goals and providing a context by which both can be assessed and evaluated. Ontarians with Disabilities Act, 2001 (ODA): Legislation enacted by the Province in November of 2001 to 'improve opportunities for persons with disabilities and provide for their involvement in the identification, removal and prevention of barriers'. The ODA required municipalities with more than 10,000 residents to develop an Accessibility Advisory Committee and to submit an annual Accessibility Plan to the province. The AODA will eventually replace the ODA; however, a date for its repeal has not yet been determined. Ontario Human Rights Code: A provincial law in Ontario that gives all citizens equal rights and opportunities without discrimination in specific areas such as employment, housing and services. The Human Rights Commission was established as an oversight and appeal body in relation to the law. Prior to the ODA being enacted in 2001, the Human Rights Code was the only applicable legislation to uphold accessibility rights. 13 Ontario Regulation 429/07 (Accessible Customer Service Standard): The first standard to be released under the AODA which took force and effect for all public organizations on January 1, 2010 and private organizations on January 1, 2012. The standard mandates the development of policies, practices and procedures in the areas of communication, notice for disruption of services, service and support animals, assistive devices, training and customer feedback in relation to the core principles of the standard; dignity, independence, integration and equal opportunity. Ontario Regulation 191/11 (Integrated Accessibility Standards): The second standard to be released under the AODA which took force and effect for all public organizations on July 1, 2011. The standard consolidates the development of policies, practices and procedures in the areas of information and communications, employment and transportation within a phased implementation schedule. Redeployment: The reassignment of employees to other departments or jobs within the organization Standard: The criterion establishing what a person or organization must accomplish to achieve the minimum level of compliance.Accessibility Standards will be legislated by way of Ontario Regulations pursuant to the AODA. Web Content Accessibility Guidelines (WCAG): International guidelines to ensure consistent web accessibility; the World Wide Web Consortium recommendation, dated December 2008, entitled "Web Content Accessibility Guidelines" (WCAG) 2.0. 14 Accessibility for Ontarians with Disabilities Act Legislation Ontario Regulation 191/11 —The Integrated Accessibility Standards Ontario Regulation 429107— Accessibility Standards for Customer Service The Municipality of Bayham is dedicated to promoting, enhancing and creating, where possible, a barrier-free environment for all persons, regardless of needs, to participate as fully as possible in all aspects of community life. The following table depicts the Municipality's compliance with the various regulations stemming from the Accessibility for Ontarians with Disabilities Act. The Municipality has taken a proactive approach to compliance with the legislation and regulations and is on track to satisfy all requirements under the Accessibility for Ontarians with Disabilities Act by January 2014. The Municipality's compliance with the legislation will allow resources to be directed towards increasing policy and program efficiency and effectiveness, while also reaching out into the community to assist the private sector with legislative compliance in an effort to make the Municipality of Bayham holistically accessible and inclusive. Compliance Legislated Requirement Area of Action Plan or Status Date Responsibility January 2010 Accessibility Standards for Customer Service: CAO The Municipality is In compliance with this Establishment of policies, practices and requirement procedures regarding Accessible Customer Service Procedure,Service Animals and Support Persons Procedure, Disruption in Municipal Service Procedure,Feedback Mechanisms Procedure and the Accessible Customer Service Feedback Form. Compliance Legislated Requirement Area of Action Plan or Status Date Responsibility January Emergency Procedure, Plans or Safety CAO The GAO will arrange to 2012 information provide emergency information in accessible Provide or arrange for the provision of formats upon request accessible formats and communication supports for persons with a disability,as soon This requirement relies as is practical upon request. on the use of the Alternate Formats Policy The Municipality is in compliance with this requirement 15 ComplianceLegislated Requirement Area Action Plan or Status pate Responsibit January 2012 Workplace Emergency Response. , CAO The Municipality of Bayham Workplace Provide individualized workplace emergency Emergency Response response information to employees who have a Procedure is an internal disability,if the disability is such that the policy available to all individualized information is necessary and the Municipal staff and is employer is aware of the need to provide circulated to new accommodation employees during orientation and to If employee requires assistance,with the existing employees once employee's consent,the employer shall provide a year the individualized workplace emergency response information to the person designated This requirement relies to provide such assistance. on the use of the Alternate Formats Policy Review of Individualized Emergency Response Plan The Municipality is in compliance with this When the employee moves to a different requirement location in the organization,when the employee's overall accommodation needs are reviewed when the employer reviews its general emergency response policies — E.`Compliance Legislated Requirement Area of Action Plan or Status Date Responsibility January 2014 Establishment of Accessibility Policies? CAO The Municipality documents its Develop, implement and maintain policies accessibility initiatives governing how the organization achieves or will yearly in its annual Multi- achieve accessibility through meeting its Year Accessibility Plan requirements under the accessibility standards Additionally,all Municipal policies are based on the Establishment of a Multi-Year Accessibility Plan Mission Statement The Municipality of Bayham is dedicated to promoting. enhancing and creating a barrier-free environment for all persons,regardless of needs, to participate as fully as possible in all aspects of community life The Municipality Is in compliance with this requirement January 2014 Procuring or Acquiring Goods,Services or CAO The Municipal Facilities: Treasurer Procurement By-law and Accessible Incorporate accessibility criteria and features Procurement Guide into procurement practices so that goods, satisfy this requirement. services and facilities are more accessible to people with disabilities unless it is not The Municipality is in practicable to do so. compliance with this requirement 16 Compliance Legislated Requirement Area at Action Plan or Status �Y,Date Responsibility January 2014 Self-Service Kiosks. CAO The Municipality of Bayham does not All organizations that offer services or products currently utilize any self- through self-service kiosks shall take steps to service kiosks make them accessible to people with disabilities so they can be used independently and securely • • January 2015 Training: = CAO ' Municipal Staff in consultation with the I All organizations will train those individuals All County Accessibility (employees or volunteers)who participate in Coordinator are currently developing the organization's policies,and all developing those who provide goods or services on behalf comprehensive training of the organization,about the requirements of to satisfy this the Integrated Accessibility Standards and the requirement that will be Ontario Human Rights Code as it relates to ready for spring 2015. people with disabilities. • Compliance Legislated Requirement Area°f Action Plan or Status Date Responsibility January 2015 Public Feedback Process CAO This requirement relies on the use of the Provide or arrange for provision of accessible Alternate Formats Policy formats and communication supports for persons with a disability upon request The Municipality Is In Notify the public of the availability of accessible compliance with this formats and communication supports for the requirement feedback process January 2014 Internet Content and Websites: CAO The Municipality had a website accessibility New intemet websites and content to conform audit completed on the to the World Wide Web Consortium Web Municipal website in the Content Accessibility Guidelines(WCAG)2.0 spring or 2014 and will initially at level A. have all Internet websites &content conforming to World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)2.0 Level AA (exceptions success criteria 1.2.4&1.2.5)by May 2015 Additionally,all Municipal documents are produced in accordance with the Alternate Formats Policy. 17 ComplianceLegislated Requirement Area of Action Plan or Status Date Reaponslbillty January 2015 Recruitment Process CAO The Municipality is in compliance with this Notify employees and public about the requirement availability of accommodation Selection&Assessment Process Notify job applicants,when individually selected,that accommodations are available upon request Documented Individual Accommodation Plans. develop a written process for the development of documented individual accommodation plans Return to Work. Develop and document a return to work process for employees who have been absent due to a disability and require disability-related accommodations in order to return to work Gornpiiance Legislated Requirement 'tea of Action Plan or Status Date Reaponsibilityi January 2015 Accessible Formats and Communication CAO The Alternate Formats Policy ensures that all Provide or arrange for provision of accessible ! corporate documents are formats and communication supports for produced in an persons with a disability upon request,in a accessible format timely manner taking into account the person's accessibility needs,at a cost no more than The Municipality is In charged by other persons- compliance with this requirement January 2012 All Internet websites&content to conform to CAO The Municipality will have World Wide Web Consortium Web Content a website accessibility Accessibility Guidelines(WCAG) audit completed on the 2.0 Level AA,exceptions success criteria 1.2.4 Municipal website by the &1.2.5. spring 2015 and have all Internet websites& content conform to World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)2.0 Level AA (exceptions success criteria 1.2.4&1.2.5). Additionally,all Municipal documents are produced i in accordance with the Alternate Formats Policy. 18 Accessibility for Ontarians with Disabilities Act Legislation MUNICIPALITY OF BAYHAM PROJECTS TO DATE AND FUTURE INITIATIVES The Municipality of Bayham is dedicated to promoting, enhancing and creating, where possible, a barrier-free environment for all persons, regardless of needs, to participate as fully as possible in all aspects of community life. The following table depicts the Municipality's initiatives completed to date and a list of proposed future initiatives to enhance accessibility in the Municipality of Bayham in an effort to make the Municipality holistically accessible and inclusive. Year 2015-2020 .Task Department Municipal Facilities Accessibility Audit (2014-2015) CAO Barrier-Free Municipal Elections (2006-2010) Clerk's Department Continual monitoring of Municipal sidewalks including mud jacking Public Works (leveling sidewalks to alleviate water ponding and trip hazards), cutting (eliminating trip hazards) and replacement Utilization of the Elgin County Coordinator to ensure holistic CAO accessibility and Inclusion 19 SAY 11111 (4s.3;:11 Po' app,. Is.1o4 i�ty Corporation of the Municipality of Bayham Policy Name: Municipality of Bayham Accessibility Policy Section 1 - Policy Statement The Corporation of the Municipality of Bayham is committed to providing quality goods and services that are accessible and inclusive to all persons that it serves. In order to meet the needs of persons with disabilities the Municipality of Bayham will: i. Ensure policies, practices and procedures address dignity, independence, integration, inclusiveness and provide for equal opportunity for persons with disabilities; ii. Allow persons with disabilities to use their own personal assistive devices to obtain, use or benefit from the services offered by the Municipality; iii. Strive to meet the needs of persons with disabilities in a timely manner, at a cost no greater than that for persons without disabilities; iv. Accommodate the accessibility needs of persons with disabilities to ensure they can obtain, use or benefit from the Municipality's goods, services, programs and facilities. The Municipality will promote accessibility by ensuring that compliance is met for all regulations made under the Accessibility for Ontarians with Disabilities Act, 2005(AODA). In order to ensure that timelines are met and the Municipality continues to strive to be holistically accessible, the Municipality will establish, implement and maintain a multi-year accessibility plan. The Municipality of Bayham Multi-Year Accessibility Plan will outline the Municipality's strategy to prevent and remove barriers to persons with disabilities. The Municipality of Bayham Multi-year Accessibility Plan will be reviewed at least once every five years. Further, an annual status report will be prepared and presented to Council. Section 2 - Background The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) is a provincial statute that allows the government to develop and enforce specific standards for accessibility. The standards, or regulations, are intended to achieve accessibility for persons with disabilities with respect to customer service, transportation, built environment, information/communication and employment. Section 3 -Application This policy shall apply to every person who deals with members of the public or other third parties on behalf of the Corporation of the Municipality of Bayham,whether the person does so as an employee, agent, volunteer or otherwise. This policy applies to all services offered at facilities owned, leased or operated by the Municipality, as well as public events hosted by the Municipality, regardless of where the event takes place. This policy also applies to all external groups and agencies that use facilities owned leased or operated by the Municipality to hold a public event. Section 4- Definitions i. 'Assistive Device'shall mean a device used to assist persons with disabilities in carrying out activities or accessing the services of persons or organizations; ii. 'Barrer' shall mean an obstacle that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice; iii. 'Disability' shall be as defined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 and include any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co- ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; a condition of mental impairment or a developmental disability; a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; a mental disorder: or an injury or disability for which benefits were claimed under the insurance plan established under the Workplace Safety and Insurance Act, 1997. iv. 'Discrimination' shall mean unequal treatment based upon any of the prohibited grounds as outlined in the Human Rights Code: Race, Ancestry, Creed, Place of Origin, Colour, Sex(including pregnancy), Ethnic Origin, Citizenship, Sexual Orientation, Age, Record of Offences, Marital Status, Same-sex Partnership Status, Family Status or Disability. v. 'Municipality' shall mean the Corporation of the Municipality of Bayham. vi. 'Nurse' shall mean a Registered Nurse, Registered Practical Nurse or Nurse Practitioner who is a registered member in good standing with the College of Nurses in Ontario. vii. 'Physician' shall mean a physician who is a registered member in good standing with the College of Physicians and Surgeons of Ontario. viii. 'Service Animal'shall include: a. A 'guide dog', as defined in Section 1 of the Blind Persons Rights'Act; or b. an animal used by a person with a disability if it is readily apparent that the animal is used by the person for reasons relating to his or her disability; or the person provides a letter from a physician or nurse practitioner confirming that the person requires the animal for reasons relating to the disability. (as per customer service standard) c. As defined within legislation ix. 'Support Person'shall mean a person who accompanies a person with a disability in order to assist them with communication, mobility, personal care, or medical needs or with access to goods or services. Section 5—Accessible Procurement The Municipality will use reasonable efforts to ensure accessibility criteria and features are considered when purchasing goods, service and facilities. When it is not practicable to incorporate accessibility criteria, the Municipality will provide an explanation upon request. In general, procurement will be consistent with the following principles: i. The Municipality's goods and services are provided in a manner that respects the dignity and independence of persons with disabilities; ii. The provision of the Municipality's goods and services to persons with disabilities is integrated with those provided to persons who do not have disabilities unless an alternative measure is necessary to enable a person with a disability to obtain, use or benefit from the Municipality's goods and services and; iii. Persons with disabilities are given an opportunity equal to that of persons without disabilities to obtain, use or benefit from the Municipality's goods and services. Section 6-Alternate Formats—Communication Supports The Municipality will provide alternate formats of information and communication that is produced or in direct control of the Municipality. Alternate formats will be provided upon request, in a timely manner and at a cost that is no more than the cost charged for the original format. When it is not practicable to provide an alternate format, the Municipality will provide an explanation and a summary of the document in an accessible format. The Municipality will provide communication supports to members of the public upon request. If the Municipality is unable to obtain the requested communication support, the Municipality will work with the individual to determine an appropriate alternative method of communication. Section 7 - Feedback Process The ultimate goal of the Municipality is to meet and surpass public expectations pertaining to public service. Comments on Municipal services regarding how well those expectations are being met are welcome and appreciated as they may identify areas that require change and encourage service improvements. Feedback regarding the way the Municipality provides goods and services can be made by completion of a Feedback Form available at all on the Municipal website. Section 8 -Service Disruptions The Municipality will make reasonable effort to provide notice of a disruption to the public, including information about the reason for the disruption, its anticipated duration, and a description of alternative facilities or services, if any, that may be available. The Municipality will make reasonable effort to provide prior notice of planned disruption whenever possible, recognizing that in some circumstances such as in the situation of unplanned temporary disruption, advance notice will not be possible. In such cases, the Municipality will provide notice as soon as practicable. The notice will be placed on the Municipal website and by any other method that is reasonable and applicable under the circumstances. Section 9 -Suaaort Persons The Municipality is committed to welcoming persons with disabilities who are accompanied by a support person. Any person with a disability who is accompanied by a support person will be allowed to enter the Municipality's premises with their support person. At no time will a person with a disability who is accompanied by a support person be prevented from having access to their support person while on Municipal premises. The Municipality may require a person with a disability to be accompanied by a support person while on Municipal premises in situations where it is necessary to protect the health and safety of the person with the disability or the health and safety of others on the premises. In certain situations, the Municipality, at its discretion, may require a support person to sign a confidentiality agreement prior to an exchange of information with the person with a disability. A support person, when assisting a person with a disability to obtain, use or benefit from the Municipality's goods or services, shall not be charged for admission to any facility owned and operated by the Municipality. Section 10 -Service Animals The Municipality is committed to welcoming persons with disabilities who are accompanied by a service animal on those parts of Municipal premises that are open to the public and other third parties provided the animal is not otherwise excluded by law. If a service animal is excluded by law, the Municipality will ensure that alternate means are available to enable the person with a disability to obtain, use or benefit from the Municipality's goods and services. If it is not readily apparent that the animal is a service animal, the Municipality may ask the person with the disability for a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability. The Municipality may also, or instead, ask for a valid identification card signed by the Attorney General of Canada or a certificate of training from a recognized guide dog or service animal training school. If proper documentation is not produced, the person with the disability may be asked to remove the animal from the premises. It is the responsibility of the person with the disability to ensure that their service animal is kept in control at all times. This will include controlling the behavior of the animal (e.g. barking or growling), cleaning up after the animal (e.g. defecation) and being responsible for any damage the animal may cause to Municipal property. Section 11 - Use of Assistive Devices A person with a disability may provide their own assistive device for the purpose of obtaining, using and benefiting from the Municipality's goods and services. Exceptions may occur in situations where the Municipality has determined the assistive device may pose a risk to the health and safety of a person with a disability or the health and safety of others on the premises. In these situations, the Municipality may offer a person with a disability other reasonable measures to assist him or her in obtaining, using and benefiting from the Municipality's goods and services where the Municipality has such other methods available. It should be noted that it is the responsibility of the person with a disability to ensure that his or her assistive device is operated in a safe and controlled manner at all times. Section 12 - Built Environment Standards The Accessibility Standards for the Built Environment focus on removing barriers in two areas and the Municipality is committed to the same: Ontario Building Code Ontario's Building Code was amended to include enhancements to accessibility in buildings. As of January 1, 2015, new construction and renovations will be subject to updated accessibility requirements. Accessibility Standard for the Design of Public Spaces The standard for the design of public spaces only applies to new construction and major changes to existing features. The standard covers: i. Recreational trails/beach access routes ii. Outdoor public eating areas like rest stops or picnic areas iii. Outdoor play spaces, like playgrounds in provincial parks and local communities iv. Outdoor paths of travel, like sidewalks, ramps, stairs, curb ramps and rest areas v. Service-related elements like service counters, fixed queuing lines and waiting areas vi. Maintenance of accessible public spaces. Section 13 -Accommodation The Municipality of Bayham is an equal opportunity employer. The Municipality's commitment to a holistically inclusive work environment and universal accommodation extends to all employment activities: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition. It also includes the purchase and management of information technology and communication systems, development and management of information services, decisions relating to real property, purchases of internal fittings, and decisions related to conferences, seminars and training. The Municipality of Bayham is an Equal Opportunity Employer If you require accommodation at any time throughout the employment activities process, please contact us at: 519-866-5521,accessibilitvebavham.on.ca or by visiting www.bayham.on.ca and we will make every effort to provide appropriate assistance pursuant to the Municipality of Bayham Employment Activities Accommodation Policy. Section 14-Training Training will be provided to staff members, volunteers and third parties in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The Municipality will retain records of training, including the date on which training is provided, the number of individuals to whom it is provided and the nature of the training that is provided. The names of the individuals trained will be recorded for municipal administrative purposes and all personal information collected will be managed in accordance with the Municipal Freedom of Information and Protection of Privacy Act. Section 15 - Responsibilities Municipal Council and staff are responsible for adhering to the parameters of this policy. Staff will consult with the County of Elgin Accessibility Coordinator on the implementation of this policy. Section 16 - Modifications to this Policy The Municipality is committed to developing accessibility policies that respects and promotes the dignity and independence of persons with disabilities. Therefore, no changes will be made to this policy before considering the impact on persons with disabilities. All amendments or modifications to this policy shall be approved by Council. Section 17- Questions about this Policy This policy exists to achieve service excellence to persons with disabilities. If questions exist about the policy, or if the purpose of a policy is not understood, an explanation will be provided by the Administration of the Municipality of Bayham. $NY irippie 4044 '411111111111111.111411 4WPD 10. ▪ o nity I Corporation of the Municipality of Bayham Policy Name: Accessible Procurement Policy Section 1 - Reference i. Integrated Accessibility Standards Regulation, Ontario Regulation 191/11 ii. Accessibility for Ontarians with Disabilities Act, 2005 (AODA). iii. Accessibility Standards for Customer Service, Ontario Regulation 429/07 iv. Ontario Human Rights Code, R.S.O. 1990 Section 2 - Backaround The Accessibility for Ontarians with Disabilities Act, 2005 (AODA)received Royal Ascent on June 13th, 2005 and is legislation which impacts persons, businesses and other organizations across Ontario in both the Public and Private sector. The main purpose of the legislation is the achievement of accessibility for all Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building structures and premises on or before January 1st, 2025, by developing, implementing and enforcing standards of accessibility. Compliance is mandatory and AODA has strong enforcement provisions including inspections, orders and significant penalties. As part of the ongoing requirements under AODA and Ontario Regulation 191/11, the Integrated Accessibility Standards Regulation (IASR), an obligation dealing with the procurement of goods and services has been developed. The requirement dictates the incorporation of accessibility criteria and features into procurement practices so that goods, services and facilities are more accessible to persons with disabilities unless it is not practicable to do so. Section 3- Definitions a. Barrier. An obstacle that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice. b. Disability: Under section 10(1) of the Human Rights Code, "Disability" means: any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness, and without limiting the generality of the foregoing, including diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; a condition of mental impairment or developmental disability; a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; a mental disorder; an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997 Disability does not include a minor or common medical condition such as a cold, flu or minor backache that arises from the stresses, pains and inconveniences of everyday life. Disability may be temporary, short-term, long-term or permanent. c. Discrimination: Unequal treatment based upon any of the prohibited grounds as outlined in the Human Rights Code: Race, Ancestry, Creed, Place of Origin, Colour, Sex (including pregnancy), Ethnic Origin, Citizenship, Sexual Orientation, Age, Record of Offences, Marital Status, Same-sex Partnership Status, Family Status or Disability. Section 4—Overview When procuring goods and services the Municipality of Bayham will make every attempt to incorporate accessibility criteria and features to ensure the largest amount of persons can utilize the goods and/or services. Where applicable, procurement documents will specify the desired accessibility criteria to be met and provide guidelines for the evaluation of proposals in respect of those criteria. Where it is impractical for the Municipality to incorporate accessibility criteria and features when procuring or acquiring specific goods or services, the responsible Senior Staff member will provide a written explanation on request describing the reasons for excluding accessibility criteria. Legislative Accessibility Obligations in Procurement a. Ontario Human Rights Code:All persons with disabilities have the right to equal treatment in employment, services, goods, facilities, housing, contracts and membership in trade and vocational associations. The Municipality of Bayham has a duty, as an employer and as a service provider, to ensure persons with disabilities are accommodated. b. Ontarians with Disabilities Act, 2001:Section 13 states that"in deciding to purchase goods or services through the procurement process for the use of itself, its employees or the public, the council of every municipality shall have regard to the accessibility for persons with disabilities to the goods or services. 2001, c. 32, s. 13." (The Ontarians with Disabilities Act is superseded by the Accessibility for Ontarians with Disabilities Act and on a date named by the Registrar will be repealed) c. Accessibility for Ontarians with Disabilities Act, 2005: Section 5 of the Integrated Accessibility Standards Regulation states that "designated public sector organizations shall incorporate accessibility criteria and features when procuring or acquiring goods, services or facilities, except where it is not practicable to do so" and "if the designated public sector organization determines that it is not practicable to incorporate accessibility criteria and features when procuring or acquiring goods, services or facilities, it shall provide, upon request, an explanation". Section 5- Procedure 5.1 All corporate documents shall feature the"Alternate Formats" clause as per the Municipality of Bayham -Alternate Formats Policy: "Municipality of Bayham documents are available in alternate formats upon request. Please fill out the Request for Alternate Formats Form at www.bavham.on.ca or contact the Accessibility Coordinator at 519-866-5521 or at accessibility@bavham.on.ca" 5.2 In order to meet accessibility obligations in procurement-related activities, Senior Staff shall consider the following three key questions: a. What are the barriers that persons with disabilities might face in trying to use the goods or services you are planning to acquire? b. Will these goods or services be used by members of the public or by Municipality of Bayham employees? c. What are the appropriate accessibility criteria and how can they be incorporated into the procurement process? 5.3 Senior Staff shall conduct an assessment to determine whether the goods or services may create barriers for persons with disabilities, whether they are members of the public or Municipal employees. 5.4 Senior Staff shall include accessibility considerations in their respective procurement documents. The level of detail in the procurement documents may vary, based on the nature of the acquisition. Senior Staff may wish to include the following information: a. A description of the need to provide accessible goods or services currently and in the future. b. The results of market research. c. An analysis of possible procurement strategies and options for acquiring and deploying accessible goods or services, including the associated cost/benefit analysis. 5.5 In situations where Senior Staff determines that it is not practicable to incorporate accessibility criteria and features in procurement of the goods or services, Senior Staff shall prepare an explanation regarding the exclusion of accessibility criteria in the procurement process that shall be available to the public upon request. 5.6 The procurement document, excluding procurement documents designed as per Section 5.5 of this Procedure, shall provide detailed specifications, including accessibility criteria and features, based on the identified needs. For example: a. The specifications for the provision of customer services requiring a vendor to complete training programs on accessibility before being hired to complete the contract. i. Example: A contract person providing services or goods for the Municipality would require customer service training. b. The specifications in producing a public report requiring a vendor to produce the report in a different print colour, font style and size, as well as in alternate formats as per the Municipality of Bayham Alternate Formats Policy. i. Example: Consultants reports following the Municipality of Bayham Alternate Formats Policy, or providing manipulability in an electronic document (PDF) 5.7 Senior Staff incorporating accessibility criteria and features into procurement documents may utilize sample accessibility language taken from Section 6 of this policy. 5.8 Senior Staff shall ensure that the successful vendor meets their accessibility obligations throughout the term of the contract. Section 6-Accessibility Language for Procurement Documents 6.1 Where appropriate, Municipality of Bayham Senior Staff may adapt the sample language to suit their procurement needs. Suggested Languaae--Accessibility Obligation "The Municipality of Bayham is dedicated to promoting, enhancing and creating, a barrier-free environment for all persons, regardless of needs, to participate as fully as possible in all aspects of community life. The Province of Ontario has passed legislation including the Ontario Human Rights Code, Ontarians with Disabilities Act, 2001 (ODA)and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA)and its regulations. The purpose of this legislation is to improve opportunities for persons with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to allow for their full participation in the life of the Province. For more information on the government's commitment to accessibility, please visit www.ontario.ca/accesson." Suggested Languaae-Scope of Services "Suppliers should be able to demonstrate an understanding of accessibility and accommodation requirements of persons with disabilities in the delivery of their programs and services." Suggested Languaae- Knowledge& Experience of Proponent&Associates "Demonstrates subject matter expertise in accessibility." "Provides examples of similar work assignments that demonstrate the Proponent's knowledge and experience with respect to accessibility." "Describes specific credentials and/or certificates, qualifications and/or tools with respect to accessibility." Suggested Language- Minimum Accessibility Reauirements "Minimum requirements for Suppliers have been established to help ensure that the Municipality of Bayham acquires quality resources. These minimum requirements are: • demonstrate knowledge of and capacity to develop programs and materials which accommodate the needs of persons with disabilities utilizing the programs. • ensure that accessibility is reflected in course and training materials. • be able to provide, if required, courses, products and materials in a range of alternate formats. • ensure that programs and services take place in wheelchair accessible facilities." Suggested Lanauaae-Accessibility Reauirements "The Municipality of Bayham is committed to the highest possible standard for accessibility. Supplier(s) must be capable to recommend and deliver, as appropriate for each requirement, accessible services consistent with the Ontario Human Rights Code (HRC), the Ontarians with Disabilities Act, 2001 (ODA)and Accessibility for Ontarians with Disabilities Act, 2005 (AODA)and its regulations to ensure that all participants can participate and contribute equally in all Client requirements." "Suppliers are required to comply with all relevant/applicable and any future additions or modifications to legislation, as they become enacted to Accessibility standards and regulations." Suggested Lanauaae-Accessibility Training "The Supplier must: ensure appropriate employees have completed the Municipality of Bayham Accessibility for Ontarians with Disabilities Act Compliance Statement Form prior to the start of any work; complete any future Municipality of Bayham Accessibility training courses within thirty (30)calendar days of becoming available; and be aware and sensitive to accessibility and disability issues." "Suppliers are to ensure that training records are maintained, including dates when training is provided, the number of personnel who received training and individual training records. The Suppliers are to ensure that this information is available to Municipality of Bayham Representatives any time during the Term of the Contract." Shu gested Lanauaae— Public Documents "Municipality of Bayham documents are available in alternate formats upon request. Please fill out the Request for Alternate Formats Form at www.bavham.on.ca or contact the Accessibility Coordinator at 519-866-5521 or at accessibilityabayham.on.ca" Suaciested Lanauacie-Video Production As per the IASR (Integrated Accessibility Standards Regulation) under the AODA, for January 1, 2014, new websites and content proponents are to meet, at a minimum,the WCAG 2.0 Level A accessibility requirements with the exception of(live) captions and (pre-recorded) audio descriptions. This section, except where meeting the requirement is not practicable, applies to websites and web content, including web based applications and to web content published on a website after January 1, 2012. Produce high-definition video products that are models of accessible formats and diversity. Videos must exemplify accommodations for persons with disabilities including but not limited to; closed captioning, transcripts and audio description Suggested Language- Event Planning The event will need to reflect the Municipality of Bayham's accessibility policies, programs and procedures(such as those posted on http://www.bayham.on.ca/accessibility). The organizer of the event must identify procedural and/or accessibility issues and how to resolve effectively. The event will align with the Municipality of Bayham's Accessible Customer Service Policies. The event will meet the obligations of the Municipality under the AODA and its regulation in force and effect on the date of the event. 1511 - eir 00. 0 .4 0 11° njity I8�0 Corporation of the Municipality of Bayham Policy Name: Alternate Formats—Communication Supports Policy Section 1 - Reference i. Integrated Accessibility Standards Regulation, Ontario Regulation 191/11 ii. The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) iii. Accessibility Standards for Customer Service, Ontario Regulation 429/07 Section 2 - Background The Accessibility for Ontarians with Disabilities Act(AODA) received Royal Ascent on June 13th, 2005 and is legislation which impacts persons, businesses and other organizations across Ontario in both the Public and Private sector. The main purpose of the legislation is the achievement of accessibility for all Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building structures and premises on or before January 1st, 2025, by developing, implementing and enforcing standards of accessibility. Compliance is mandatory and the Act has strong enforcement provisions including inspections, orders and significant penalties. As part of the ongoing requirements under the Accessibilities for Ontarians with Disabilities Act, 2005 (AODA) and Ontario Regulation 191/11, the Integrated Accessibility Standards Regulation (IASR), an obligation dealing with the provision upon request of corporate documents in alternate formats was developed. If an employee or member of the general public requests alternate formats of corporate documents for accessibility reasons, the Municipality must attempt to develop and deliver alternate formats of the corporate documents and communication supports at a cost that is no more than the regular cost charged to other persons. Section 3— Definitions a. Alternate Formats: Refers to the production of standard print and/or electronic documentation, including access to information, in a non-traditional manner. Alternate Formats in the Municipality of Bayham may include but is not limited to: i. Accessible Adobe Acrobat PDF-(portable document format)An electronic means of presenting information in order to enable various computer programs to convert the information into a "readable"format. ii. HTML- Hyper Text Mark-up Language is an electronic means of presenting information in order to enable various computer programs to convert the information into a "readable"format. iii. Rich Text- Editable text with character and paragraph format attributes that may be different for each character and paragraph of the text object. iv. Microsoft Word Document-files commonly used as the standard text format due to the transferability and versatile readability of the document v. Large Print-The enlargement of the point size for the contents of the print documents in order to enable use by persons with various degrees of visual impairment. b. Barrier. An obstacle that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice; c. Communication Supports: Supports that individuals with disabilities may need to access information. d. Disability. Under section 10(1) of the Human Rights Code, "Disability" means: any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness, and without limiting the generality of the foregoing, including diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; a condition of mental impairment or developmental disability; a learning disability, or a dysfunction in one or more of the; processes involved in understanding or using symbols or spoken language; a mental disorder; an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997 Disability does not include a minor or common medical condition such as the cold, flu or minor backache that arises from the stresses, pains and inconveniences of everyday life. Disability may be temporary, short-term, long-term or permanent. e. Undue Hardship: The factors to be taken into account in assessing undue hardship in the Municipality are: i. cost; ii. outside sources of funding, if any; iii. health or safety factors, such as when a proposed accommodation would unduly endanger the safety of the employee and/or other people. Factors that cannot be used to justify undue hardship include business inconvenience, employee morale, and customer preference. Section 4-Overview "The Corporation of the Municipality of Bayham is committed to providing quality goods and services that are accessible to all persons that it serves" The Alternate Formats policy applies to all Municipal employees and persons with disabilities. The policy also applies to all materials produced by the Municipality. The policy is meant to serve as a compliment to the extensive list of Municipal Policies and other integration and inclusion initiatives. Should an employee or member of the general public with a disability require alternate formats of communications; the Municipality will make every possible effort to accommodate those needs short of undue hardship to the Municipality. In order to accommodate certain requests and services, the person requiring alternate formats due to a disability will be required to provide advance notice to the Municipality. The cost of the production of alternate formats will be covered by the Municipality.Where a person with a disability requests a document in alternate formats, the Municipality will provide the document, or the information contained in the document, in a timely manner, in the format that is determined to meet the needs of the requestor, as determined by the Municipality and that takes the disability into account. Section 5—Responsibilities Senior Staff are responsible for: a. Ensuring the implementation of this policy; b. Ensuring that all employees are provided information about the rights and obligations of the Municipality with respect to alternate formats, pursuant to the Ontarians with Disabilities Act, 2001 and the Accessibility for Ontarians with Disabilities Act, 2005. Employees and members of the General Public who require alternate formats are responsible for: a. Identifying as soon as possible any alternate formats needs that relate to their ability to perform job duties, participate fully in the workplace or corn prehend corporate documents; b. Use the Municipality of Bayham "Request for Alternate Formats"form to request accessible corporate documents. Employees responding to a public request for alternate formats are responsible for: a. Making every effort to provide services that best meet the requirements of the requestor; b. Responding to the request within a reasonable timeframe. Section 6- Procedure 6.1 The Alternate Formats policy applies to all materials and communications produced by the Municipality of Bayham for release to the public or staff whether produced in house or on behalf of the Municipality. The alternate formats policy does not apply to unconvertible information and information that the Municipality does not control directly or indirectly through a contractual relationship. 6.2 All Municipal documents shall be created in an accessible format using the"Municipality of Bayham-Guide to Accessible Alternate Formats" Furthermore, all Municipal documents shall be created using Arial Font,with body text being no smaller than 11 point and footer text being no smaller than 10 point,where possible; 6.3 All corporate documents including feedback mechanisms and information that the Municipality controls directly or indirectly through a contractual relationship shall feature the"Alternate Formats" clause as per the Municipality of Bayham-Alternate Formats Policy: "Municipality of Bayham documents are available in alternate formats upon request. Please fill out the Request for Alternate Formats Form at www.bayham.on.ca or contact the Accessibility Coordinator at 519-866-5521 or at accessibility@bayham.on.ca" 6.4 If it is determined that information or communications are unconvertible, the Municipality shall provide the person requesting the information or communication with: a. an explanation as to why the information or communications are unconvertible; b. a summary of the unconvertible information or communications 6.5 Requests for Alternate Formats shall be made using the"Request for Alternate Formats Form and honoured in a practical manner depending on the media chosen, the size and complexity of the document, the quality and source of the documents, the feasibility of the request (including the cost) and the number of documents to be converted. 6.6 At all times throughout the alternate formats procedure Senior Staff holds the position of authority and responsibility, the Accessibility Coordinator only acts in a consulting or liaison role. 6.7 Conversion to alternative formats shall be processed in-house whenever possible. When a request for documents in alternate formats cannot be processed in-house;the department of origin will be responsible for the cost of conversion, materials and distribution. 6.8 If it is determined that the format requested is not feasible, other alternative methods of providing the information shall be explored that will meet the needs of the person with the disability and be agreed to by both the individual and the Municipality. 6.9 In the event that the Municipality of Bayham needs to charge for a document, the cost will remain the same for methods of duplication or conversion which are similar in nature and according to Municipality of Bayham Fee By-law Accessible Digital Office Documents Guide to Creating Accessible Microsoft Office Documents County of Elgin 4incounty Progressive by Nature Updated: February 14, 2014 TABLE OF CONTENTS GENERAL 3 Tips and Best practices 3 Styles and Guidelines 3 Check Accessibility 4 Colour Contrast 6 Avoid Using Images of Text 7 Write Clearly 8 Document Properties 10 Templates 10 HYPERIinks 12 MICROSOFT WORD 13 Styles 13 Headings 14 Alternate Text (Alt Text) 15 Is a Picture Really Worth a Thousand Words? 16 Long Descriptions 16 Lists 18 Page Breaks 18 TABLES 21 Setting the Table 22 Mind Your Table Manners 22 Charts 24 MICROSOFT POWERPOINT 25 Use Built-In Layout and Styling Features 25 Use Built-In Slide Layouts 25 Customize Using Master Slides 26 Set a Logical Tab Order 26 Use Slide Notes 28 Multimedia and Figures 29 Shapes 29 MICROSOFT EXCEL 30 Common-Sense Practices in Excel 30 Screen Reader Help Text in Cell Al 35 Defining the Title Region—a Very Important Step 37 SAVING YOUR DOCUMENT AS A.PDF 40 Test for Accessibility Compliance 41 Tags 41 Run Accessibility Checks 41 Logical Reading Order 41 Checking for Accessibility 42 Document Structure Tags 43 Reading Order 44 1 INTRODUCTION This document was created using the Accessible Digital Office Document(ADOD) Project and resources developed by the Office of the Governor Rick Perry,the State of Texas. The ADOD Project was developed by the Inclusive Design Research Centre, and OCAD University as part of an Enabling Change Partnership project. The purpose of this document is to ensure that County of Elgin public documents are created in a way that allows them to be viewed by assistive devices. This is a training manual and reference document for staff. The software described in this manual includes: • Microsoft Office 2010 and; • Adobe Acrobat Professional Version 10 (X) Sighted people can look at a printed page and easily discern the difference between titles, subtitles,columns of text, headers,footers, and so on.Visual cues,such as location of the text on the page, bold text, and large font sizes help them determine the structure of a document so they can read and navigate it easily. Unfortunately, assistive technologies such as screen readers can't depend on these visual cues. They must instead rely on the underlying computer-based information to provide that same structure. DISCLAIMER Following these techniques will increase the accessibility of your documents, but it does not guarantee accessibility to any specific disability groups. In cases where more certainty is required, it is recommended that you test the office documents with end users with disabilities, including screen reader users. 2 GENERAL TIPS AND BEST PRACTICES The following rules can be applied to most documents created in Microsoft Word, Excel and PowerPoint: • Design the source document with accessibility in mind; • Use program styles available in the application rather than character formatting for headings; • Add alternative text to all graphics and images; • Create the PDF in a manner that generates tags; • Check the accessibility of a document using the Accessibility Check in Office or, after conversion using the Full Check feature in Adobe Acrobat Professional (available in both version X or XI) • When adding accessibility features to a document they should always be added to the source document first(if possible) as it is often faster and easier. STYLE GUIDELINES When formatting text, especially when the text is likely to printed,try to: • Use font sizes between 12 and 14 points for body text. • Use fonts of normal weight, rather than bold or light weight fonts. If you do choose to use bold fonts for emphasis, use them sparingly. • Use standard fonts with clear spacing and easily recognized upper and lower case characters. Sans serif fonts (e.g.,Arial,Verdana) may sometimes be easier to read than serif fonts (e.g.,Times New Roman, Garamond). • Avoid large amounts of text set all in caps, italic or underlined. • Do not condense or stretch lines of text. It is recommended that text align to the left margin as it is easy to find the start of the next line,and keeps the spaces even between words. ("Ragged Right" is the best approach) • Use bullets and numbering to create lists and outlines 6 Choose a sharp colour contrast for all elements of a document • Avoid using text boxes • Set font colour to"automatic" or"black" • Use heading styles to control line spacing rather than the enter key 6 Place white space between text and graphics/images • Do not use watermarks or backgrounds By taking the time to design your content in a consistent way, it will be easier to access, navigate and interpret for all users: • Whenever possible, write clearly with short sentences. • Introduce acronyms and spell out abbreviations. • Avoid making the document too"busy" by using lots of whitespace and by avoiding too many different colors,fonts and images. 3 • If content is repeated on multiple pages within a document or within a set of documents(e.g., headings,footings, etc.), it should occur consistently each time it is repeated. • Ensure text for links is descriptive (e.g. don't use "click here") *This general section of this document provides techniques that can be used in any of the Microsoft Office programs. CHECK ACCESSIBILITY The accessibility checker assists with finding accessibility errors in Word, PowerPoint and Excel. Although the checker can find a variety of issues, it cannot find every possible error. If you get a clean bill from the accessibility checker,you still need to follow the rules for creating accessible Office files. *Note—in order to use the accessibility checker,your file must be saved as a .docx The "Accessibility Checker"classifies issues as • Error—content that makes a file very difficult or impossible for people with disabilities to understand • Warning—content that in most, but not all,cases makes a file difficult for people with disabilities to understand • Tip—content that people with disabilities can understand, but that might be better organized or presented in a way that would maximize their experience 1. To use the "Accessibility Checker" 2. Go to menu item: File 3. Select Info in the left window pane 4. Under Prepare for Sharing, an alert will appear if a potential accessibility issue has been detected Prepare for Sharing aura mnn Pew ld„r er s dimmed heukne:: AMC. rs ,de Or Before sharing this filer be aware that it conn Comments and revisions la S'"re1" Cheek forOPell Document!sansproperties,author's name, data P11rsnisaiaars Plcyaria can ppm,copy,crud change my part of this dc:mint. It'isl1e t Document act Prvxct ('peck tht dormant rot hidden properties Recent °a`'n`°` _ New Ns at 'Prepare fo+Shubig t �.ya,�� 1 a SAS accessibildy Prim Before sharing telt file.brawn*that it Coaw,m1ec Comments and ravisens Check the do iment for content that people j save 8 send 1 C heekiec Ommneet propertied Mires name.retried dela end cre yoed out image with disabilities might find difficult to read. Nei Chum remelted as hidden teat _��s, .�}� Custom WI.I.ekta l.' k t3i�It ='Add9rs Cadent that peacre wi.h dm:b.fdies are unite to read C iecl;[ter teilusrr.not supported by earlier versions el Woi.& 4 '.t,: CIS!NI IV f 3-.eta r ' X To view and repair the issues, select Check for Issues and then Check `inspection Results �,� Accessibility rrrors 1. An Accessibility Checker task pane will open, showing the ® Missing Alt Text{ 2) inspection results �y 2. Select a specific issue to see Additional Information ® tlndear ityperlinkText i18)arnings 3. Follow the steps provided to fix or revise the content Tips El Skipped Heading level(1S) �� The task pane is divided into two sections: Inspection Results and Additional Information. The Inspection Results section shows the list of accessibility issues jjta,l�y 1. , _ti found in the document. If you click on the issue,the Additional Information section gives you details on why this is a problem and tips Inspection Results on how to fix it. ® Missing Act Text ; You should correct all of the issues listed, if possible. If you have any tcture 1 - questions,ask your Municipal Accessibility Specialist. Picture2 yW_ Picture 3 Picture 4 Now that the checker has given you a list of issues, what do you do? Picture 5 Let's look at an error listed by the checker. Picture 7 Notice that the issues are listed in categories. The first category in our Picture t~ list is Missing Alt Text. Alt text must be provided for any element that Pictwe9 cannot be fully described by a screen reader. In this example, there are Picture 10 11 pictures that are missing Alt Text. Picture 16 Picture 1; Picture,16 To find the error in the document, click on an element in the error list. Picture Zt Word will move to the place in the document where the error was Warnings found. By clicking on Picture 2,the picture moves to the top of the ® Undear Hyperlink Text 13) , window. Mclittorlai vIf you are unsure how to fix the error, remember that the checker also Why Fb`" . provides more information. If the Additional Information area is not A eir to text beipS readers • r underrtar1d'rr:larr atian visible,click on the up-arrow character next to the Additional l other ti°d in picture.:and Information headingat the bottom of the task pane. The additional other ctti�itets. � How To information not only explains why the problem should be fixed, but To acid alternate text to a — how to fix it. picture of object: l 1)Right-click on the object and select the Format I command. I 2)Switch to the Act Text tab. ►,� 3)Type a description of the / + 5 COLOUR CONTRAST Appropriate colors and contrast are necessary for people to see our words and understand their meaning.This is especially true for people who are colorblind or have other visual disabilities. We create documents to communicate. We invest our time organizing our thoughts and carefully choosing our words so we can deliver a clear,concise message. If we then put it all down in a way people cannot read or understand, we have not done our best at communicating. There are two very simple rules when it comes to color and contrast in our documents: Rule 1: Do not ask your reader to make a choice based on color alone If color is used as the only visual means of conveying a message,asking for a response, or identifying a visual element,then what is a person who is colorblind to do? Let's suppose for a moment that you are asking your reader to make a choice based on color. Your closing line may go something like, "If you want to generously donate your next paycheck to my favorite charity, sign in the green box. If you prefer to donate the five dollar minimum, sign in the red box." Sian the green box to donate your paycheck Si r red box to keep your money. ig tur :: Signature Where should the colorblind reader sign? Most likely,they won't sign at all. If you do choose to add color or shading to your document, make sure that the information conveyed in color is also available without color. In the prior example,you might add the appropriate text to the two boxes just to be sure the message is clear. 6 Rule 2: Use sufficient contrast A recent design trend involves presenting grey text in small,sans serif fonts on a white background. People with visual disabilities, including those with aging eyes,cannot read this. In fact, even people with perfectly good eyesight have some problems with this. In most cases, it is enough to say we must use sufficiently contrasting foreground and background colors. But, for those who want a more exacting definition, here is some help. Text should have a minimum contrast ratio of 4.5 to 1.This is the minimum ratio, not the recommended one. • Thisis pure red otn vF ite._. did you know it does NOT provide sufficient contrast, only 4 to 1? • Darker colors like this dark blue) on a white background are good, at 9.1 to 1. • Black on white has the best contrast (21 to 1 ... r AVOID USING IMAGES OF TEXT Before you use an image to control the presentation of text (e.g.to ensure a certain font or colour combination),consider whether you can achieve the same result by styling"real text" If this is not possible,as with logos containing stylized text, make sure to provide alternative text for the image following the techniques noted above. Logos using the corporations name are acceptable in most cases; however, try to limit the information to only the corporation's name. 7 WRITE CLEARLY By taking the time to design your content in a consistent way, it will be easier to access, navigate and interpret for all users. • Whenever possible, write clearly with short sentences. • Introduce acronyms and spell out abbreviations. • Avoid making the document too"busy" by using lots of whitespace and by avoiding too many different colours,fonts and images. To turn on Readability Statistics • Select the Office Button • Select Word Options • Select Proofing • Ensure Show Readability Statistics box is checked Word nutior . 1� General V l` i� Change hm,Word corrects and formats your text. Display 646 Mi mg AutoCorrect options Save Change how Word corrects and formats text as you type: _ginYtrun . I Language When correcting spelling in Microsoft Office programs Advanced Pr 'gnore words inMPPERCASE Customise Ribbon W ignore words that contain Hunters Quick.:cc sz Toolbar F Ignore Internet and file addresses F Flag repeated words Add•ins r Enleste!_-ter:!s-_- .o.s+i 3:!.P1:ranch lust Centel r Suggest from main dictionary only LLwtom Drctionnne: Frenchmocle:: ITrscitionsl and ne.4-:petting&zi Spanish mode:. liuteo;rerb fcsms and When correcting spelling and grammar in Word IY Checks Spelling as you type F We conteetual spelling F Mark grammar errors es you type Check grammar with spelling F Show readability statistics W riting Style: (Grammer Only J Seetrng,, F.'ect'rrciDocument Exceptions torr IC REVISED-Training J ✓ Hide veiling errors in this document only ✓ Hwe grammar errors in this document only O. II Cancel I 4 8 To check your grade level 1. Select the Review tab 2. Select Spelling and Grammar 3. When spell check is complete,your grade level will pop up in a dialogue box. Reading Ease • Paragraphs with a high "reading ease"tend to be easier to read. • Scores 0—100 • Plain English =65 Grade Level • Paragraphs with a lower"grade level"tend to be easier to read. Readability Statistic. Counts Words 65 Characters 326 Paragraphs 1 Sentences 2 ▪ Averages ' Sentences per Paragraph 2,0 Words per Sentence 32.5 Characters per Word 4.8 Readability Passive Sentences 0% Flesch Reading Ease 41.0 Flesch-Kincaid Grade Level 15.6 OK I 9 DOCUMENT PROPERTIES In case the document is ever converted into HTML, it should be given a descriptive and meaningful title. To change the title of the current document 1. Go to menu item: File>Info>Properties 2. In the Document Properties section that appears, select the Title text box 3. Enter the Title Note:The Title defined in the properties is different than the file name. TEMPLATES All office documents start with a template,which can be as simple as a blank standard-sized page or as complex as a nearly complete document with text,graphics and other content. For example,a "Meeting Minutes"template might include headings for information relevant to a business meeting. Because templates provide the starting-point for so many documents, accessibility is critical. If you are unsure whether a template is accessible,you should check a sample document produced when the template is used. It is possible to create your own accessible templates from scratch in Office 2010. As well,you can edit and modify the existing pre-packaged templates, ensuring their accessibility as you do so and saving them as a new template. To create an accessible template 1. Create a new document(from the default blank template or from one of the pre- packaged templates) 2. Ensure that you follow the techniques in this document 3. When you are finished you should also check the accessibility of the document (See Technique 10, below) 4. Go to menu item: Office >Save As >Word Template 5. Save the template in the Microsoft>Templates folder 6. In the File name box,type a name for the template. Using a descriptive File name(e.g., "Accessible Memo Template") may increase the prominence of the accessibility status. As well, filling in the text box labelled Tags with the term "accessibility" may improve its searchability as an accessible file. 7. Select Save To select an accessible template 1. Go to menu item: Office > New 2. Under Templates,select My templates... 10 3. In the New document dialog, select your accessible template from the list in the My Templates tab 4. Select OK 5. A new document based on the template will be displayed. If you have chosen an accessible template,the document will be accessible at this point.As you add your content (e.g.,text, images, etc.), ensure that you consult the sections that follow to preserve accessibility. 11 HYPERLINKS Use Meaningful Link Text Modern screen readers are able to make a list of all the links inside a document.This helps the user quickly find the link they are looking for. If the link text is meaningful,the right link is easily found. r I.inksLiwl lel fIpi -Lent I r ford 201 Q HYPertiks 1 Mk here An Example 1 click here W Use Meaningful Lfnk Text 1 did here F How to Make a Hypetikllc 1 ftRlre Met If the Occurrent VMI Be Prided?1 04 Two examples of JAWS _— — screen reader links lists: —: Display - Sort Links Move To Link Alij" `hte°' #1 has meaningful link text. ' '° oltaire Link 0 Mailed Wks Only _, . .._,j ,r O�c i Ln `'Unsuited t' #2 has meaningless link text. rep Mnwwgovernar*gateus! - -. — titR Psesiw governor state3x ural All too often,we see links in a document with the text "Click Here". If the author writes"Click Here"for all links,guess what the screen reader will say?That's right, a tiresome refrain of "Click Here, Click Here,Click Here." When we link with words like "Click Here" or"Read More," we aren't giving the user any useful information about that link.And that's not accessible. To make the links accessible, use contextual links,or links made of meaningful words that describe the hyperlink. Use concise and descriptive text and not the actual hyperlink address or URL. In fact,the Word Accessibility Checker will flag URLs as unclear text. To make a hyperlink,follow these five simple steps: • First,select the meaningful text that will be used for the link. • Then,click on Hyperlink in the Insert ribbon. ▪ Next, select the appropriate Link to choice on the left side of the Insert Hyperlink dialog box.You can also verify your text selection at the top of the box. • Now,add the complete URL in the Address field at the bottom and click OK. • Finally, check that your link goes to the proper location. • If linking to internal documents, make sure the document will only be used on internal server systems. 12 MICROSOFT WORD STYLES You should attempt to make use of the named styles that are included in Microsoft Office. Styles make a document easier to navigate for users of assistive technology. Word includes a number of built-in styles that are always available, some of which are key to using different Word features. For example, Normal style is the default paragraph style for all text in your Word document. Normal is the style on which most other paragraph styles are based.That means if you change Normal style (such as changing the font style or size), many other styles will automatically change to match.As you can imagine, this kind of link between styles can be incredibly useful. It can also be incredibly frustrating if used incorrectly. REVISED-7r,tninp!Compatibility Mode]-Microsoft Word aM yy�1 E_irr AaBbC' AaBbCc A.BbCcC`AaBbCcC AaBbrAC AaBbCc 4aBbCcDa P&BbCcThin , -a; .e ace _ +aoSpacing Heading 2 Ff,adng3 Heading4 __..._ S.,at-eE .•:e•:e: kse!e 'r:teo7:e . _ ^e.,,r zee `4,71 faring Perhaps the most dynamic of the built-in styles are the paragraph styles Heading 1 through Heading 9. Styles can be found by clicking on the "Home"tab. There are two types of styles: Styles Paragraph style (ID Ow Al No nal ir Character style (a) w ( Strong a) • Paragraph Styles (also known as block styles) are identified by the paragraph symbol after the style name. To apply a paragraph style, place your cursor anywhere in the paragraph in front of the paragraph marker, and click the style name. • Character Style are identified by the lower-case "a" after the style name.To apply a character style, highlight the desired text,then click on the style name. When applying styles, remember that the last applied style determines the formatting.Also, when you apply a character style over a paragraph style, the character style will be dominant. 13 HEADINGS Documents that are longer than a few paragraphs require structuring to make them easier for readers to understand. The easiest way to do this is to use "Headings". Headings create logical divisions between paragraphs. Headings are structural elements that provide a meaningful sequence to users of assistive technologies. Headings can be found under"Styles" in the Home Ribbon in Microsoft Word. Headings orient a user to a particular section or element. It is important that you use the numerical order of headings within your document. You can only have one Headings;followed by Heading2 etc. You can have multiple Heading2 or Heading3. To modify a style/heading: 1. Right click on the style 2. Select Modify 3. In the Modify Style dialog make the appropriate changes to the style 4. Select OK ti • _ ^..aa •r /[A A. . .R.r it ! Aallbd+Acts.a MCbr,c 001/44 Oarbtri7_s.at c A4BbCti 4464t.11:. ti rs:.oeh.-,.'t!� !•a.a r ay•a• 5 S D ; nr..., ywr--r.,rlt:+•:•w-s', !.+-.. i.:,r.:i I 'A rr,.r- .r..r C.,'. k•.+. Ma• 9192:ux1ryl;toAn.l..:41rbadingZet '"'•" nr xeatkvA To rrwtlfy a erKU +"rnr:.ny,�_a.4,w. I S. Make,* sulk! YC'•.3 To apply a heading: 1. Highlight the text you wish to apply the heading to. 2. Select the appropriate heading from the Styles List. 14 ALTERNATE TEXT(ALT TEXT) When using images or other graphical objects, such as charts, tables and graphs, it is important to ensure that the information you intend to convey by the image is also conveyed to people who cannot see the image. This can be done by adding alternative text to each image. If an image is too complicated to concisely describe in the alternative text alone (flowcharts, etc.), you should provide a short text alternative and longer description as well. To add alternative text to images,tables and graphical objects 1. Right click the object 2. Select Format Picture,Table Properties or Size 3. Select the Alt Text tab in the Size dialog 4. Fill in the Alterative Text under Description(leave the"Title" blank) 5. Close ®;A 'tl- 0 °v PE:15ED-Training[Campetibiiity Model-Mrci osaFt Word ,o.-.e .,-- Paas Laywt Prrerensr '+"Er,:'11 > ?mew ':'.er -.. -Dba: Fnrrr: 1 w.. • a Ve53- :; e e 'rs C1* E _ :r5,.es f )(I1 L1 ; r.pn.• Ta Hew: 04 D � 1,1 17a'77. a',76*e '. •;e..^. 'ds aa^ +'a, 3 inq a «a» t', -. Crop Width: 6,49' 1R::�. V,'o..s, t Bo-drr• 'td•• =a°hard.'_aa_,�.� . r1 Fan ._..FE tete" . :.:' 1.rroowF..r'e.ts Ectde . Arrange Size Alit Text Leave the Title �� If your document Tie` blank. j originated in an earlier version of Word, it will Descriptopen in the Compatibility I Mode and the process will '' ` be slightly different.When �"�` Use the Description the Alt Text dialog box opens, select the Alt Text fieldfor your alt text. tab,then enter a brief I description in the alt text field. ;;2.6.7- . .*a• 04- Lt rare owcCr ' r� is Cut111 UV MI Low Reneeer ` esre+ww.,rt'9.+e'ownwe:Wasy rie.:tleed6A�'� 4S iast4llp¢it ;ra.r1t.aErvn L4 7e..+•W ffla 761101.Yn Ch:n9t Picture.., j :110..10».tve s I' TAesrN4.1,11 uswd.a,417 aw.letbiZ fern%areathraY-0rrrortexmW�Yrat bangle PI rx6rttsa roTee.ndscrraetohamefts orraralbea = •.,� 2:ng to fnM 1 > :he Sce' - oee16,151. rert 1n:an adlwrmarnN6eeh4=men 46 Send to ant + :cm, kNda.b.roc pcorw.+N..usarit.....erte rl. I Add Alt L `1, tried�:,.. ' mann 1rw i Text to }ave as Picture... TR"' 15 ipictures ¶`.,E. sip and rosttmon.. .4..4..,• -,....,?.44....L i i One i IS A PICTURE REALLY WORTH A THOUSAND WORDS? Sometimes figures are extremely important to the content of a document. They provide nonverbal information to readers.As the document author,you must decide whether a picture contains information that will be useful to the reader of the document. If the information in an image adds meaning to the document, explain the figure succinctly but accurately in the alt text. However, if an image is there merely for decorative purposes and does not add meaning to the text, type a pair of quotation marks("") in the alt text.This lets the reader know that the alt text was not forgotten. If you add a very complex image,such as a graph or chart, it may not be possible to describe the picture in a few words. If that is the case, it may make sense to repeat the information from the image in that page text that follows the image. Everyone who reads the document can then focus on the important information found in the image, including assistive technology users. For example,if a graph of quarterly earnings is followed by a paragraph that describes the earnings report,then the alt text for the image might just say"quarterly earnings,details to follow in page text". Tips far writing alternative text • Try to answer the question "what information is the image conveying?" • If the image does not convey any useful information,think about not using the image at all. • If the image contains meaningful text, ensure all of the text is replicated • Alternative text should be fairly short, usually a sentence or less. (rule of thumb 40- 60 characters) • If more description is required, provide a short description in the alternative text and more detail in the long description • Test by having others review the document with images replaced by the alternative text LONG DESCRIPTIONS Long descriptions should be use when text alternatives are insufficient to answer the question "what information is the image conveying?". + In some situations,the information being conveyed will be how an image looks. In these cases,try to describe the image without making too many of your own assumptions. • One approach is to imagine you are describing the image to a person over the phone. • Ensure that you provide a concise alternative text to help readers decide if they are interested in the longer description. 16 Long descriptions can be used in place of alt text and used when more information is required to explain a chart or graph. 17 LISTS When you create lists,it is important to format them as"real fists". Otherwise,assistive technologies will interpret your list as a series of short separate paragraphs instead of a coherent list of related items. You can apply the list style before or after you type the list. If you choose to type first, highlight the list when you are done and click on the style of your choice. To create an ordered or unordered list 1. Go to menu item: Home 2. In the Paragraph section, select the Bullets icon for unordered list or select the Numbering icon for ordered lists 3. To choose a different list format,select the arrow beside the icon 4. Select a format from the format Library that appears in the drop-down menu. PAGE BREAKS The Page Break feature is very important for assistive technology. Whenever you need to start a new page, select the Page Break feature instead of repeated hard returns (enter key). Page Breaks can be found under the Insert tab, or for other types of Breaks,click on the Page Layout tab and choose the down arrow beside Breaks. it `t:•Tr_r 't Page Layout 'netererece: M!dLngs Pe rew ±.. 4CIQe`,x`t L- L1111/ 1E412 'HEJ,T _. e DE .c. "•y.' 73: Picture Cir !Mon 3e ?e: H periinf Ecc-irsi;rk c_rc .reference ;iEYwr t'ep e,•r._f - • trt • 18 TABLE OF CONTENTS Creating an index or table of contents to outline office documents can provide a means of navigating the content in a meaningful sequence. The best way to generate a table of contents is after applying the predefined heading styles, such as"Headingl"to the headings that you want to include in your table of contents. After you apply these styles,you can then create a table of contents. When headings are organized in a table of contents, the reader can quickly review the information contained in the document. Like the document navigation map,a table of contents outlines structure and allows for quick navigation. From the table of contents,you can skip to a certain topic by pressing the control key and clicking on the heading. To insert a Table of Contents 1. Place the cursor in your document where you want to create the table of contents. 2. Go to menu item: References 3. In the Table of Contents section,select Table of Contents 4. Select the style that you want to use F f Kome Insert Page Layout References Mailings Review 121% .i i Text 41x' -,:7', A Update Ta I :s ��r. F fit;le 4.F.`:Fiftr Table of Ea Inert Contents T F • :' A Show Notes Citation 6iblicc r ph; Table of Contents ,.*11 ;yf3_ r-„,4 f4 �,r r To update the Table of Contents 11821111111 _ .7abkofil 1.rE',i•:.;ar I er_• 1. Select the table Print Proem I Web Promo.' � Headi.g1 1 ' I i 2. Go to menu item: References Neat n; : ■ Headina2 3. In the Table of Contents section,select -s2="1l _ Headaia3 the Update Table button 'I ,-1 F7Slow pogo W i R s tr+Pairis=toad d per rioters P.Pet 41.4 a.v.r...6.rr Select the type of table you would like to insert: Tab.loader. I a. Automatic Gard - b. Manual or; Formats Irras Semplste A c. "Insert" (this option gives you the ability Show Weis , • to control the properties of the table) If you use a manual table,you must add 19 the title of each item and enter all updates and changes yourself. 20 TABLES Tables can be great for presenting data, but we need to avoid using tables simply to format other content. When using tables, it is important to ensure that they are clear and appropriate structured. This helps all users to better understand the information in the table and allows assistive technologies(e.g. screen readers)to provide context so that the information within the table can be conveyed in a meaningful way. Tips for tables • Use "real tables" rather than text formatted to look like tables using the TAB key or space bar. These will not be recognized by assistive technology. • Keep tables simple by avoiding merged cells and dividing complex data sets into separate smaller tables,where possible. Whenever possible, use just one row of headings. • Create a text summary of the essential table contents. Any abbreviations should be explained in the summary. • Table captions or descriptions should answer the question "what is the table's purpose and how is it organized?". • Table cells should be marked as table headers when they serve as labels to help interpret the other cells in the table. • Table header cell labels should be concise and clear. • Avoid merging or splitting cells,where possible. ▪ Do not control spacing in your table with blank rows or columns.Adjust line spacing instead. To add a table with headings 1. Go to Insert tab 2. Select the Tables icon 3. Select the number of rows and columns you would like your table to have 4. Select the table and a Table Tools menu item should appear 5. Go to menu item Table Tools >Design 6. In the Table Style Options section,select the ® ,�- 0,, Header Row Check box Hoge . -rnE:�..•st Referent*. m a I�..a r ri 4 y� ►n Cover Blank Pape a:. :1:turE Zi* 5r ,;,e: Smai Page• Page Brear _ • .._ _. Pages Mout"able #: EIDEIMEIDEIDO ODD MO= MOOED ' 0❑❑=000000' 0000000000 0000000000 0000000000 0000000000 Ins tot'faqir 21e.. e • Excel SPieaclshtet • y��lel SETTING THE TABLE Before you insert your table, it's a good idea to know how many columns and rows you need. Remember to allow for the column headers. The width of your columns should also be given some consideration, so that the table does not exceed the width of the page. For some tables you may need to change the page orientation to landscape to give yourself more room horizontally. MIND YOUR TABLE MANNERS • Give your table a title using the Caption tool. Make sure the label field indicates . Caption Figure Options Label: Firure • Position: Below seette,d item ,• elude 1 b=4 from caption New L&&sL.a. _+; M_� ,�i. Iigmbering„.., • t Capti .n... OK Canoel that this is a caption for a table. Identify the header row. Here's how: 1. Select just the top row of your table, right click and choose Table Properties 2. Select the Row tab 3. Check the box labelled Repeat as header row at the top of each page r Ia6ie 7 67ri i-Tr:e Row 1: sae --_ aUrnerha : fe .... Fist,h: ••• 1 Qptians Zi Alkwe rxv brut acme papas Repeat m header r?e•at theea:h paper � a�ieuatt.ar� F- Row, �1 22 ate L ._J Design Layout ia � . .1 Shading. Tk A . Borders T Effects" Quick r Styles Table Styes WordArt Styles 4 Select a table style that sets the text, background and grid colours for the table. When selecting a style, consider the following issues: • Be sure there is enough contrast between the text and background colours of each cell. • Choose a table style that provides grid lines to separate the data cells. If someone is using a screen magnifier to view the table, the grid lines help them follow each row across the page, especially if there is a lot of space between the text in adjacent cells. The grid lines are also useful for separating cells if there is a lot of text. Use simple data tables. Never merge two or more cells into a single larger cell or split into smaller cells. The table should be a simple grid with predictable rows and columns. Complex table structure is nearly impossible to follow with a screen reader. ❑n this. Home AddresS WorlkAddress Home Phone Wott on: V • 123 Home St. L 789 Work St 123.456-7890 :121-664-0987 IIIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIIIII Not this: Hopi wotk Homo 123 Home St. 789 Work St 1 123-456-7890 1 321-654-0987 Provide column headers for your data table.This helps people understand the meaning of each column of data. Type the column header text into the first row of the table,and be sure to select the Header Row option on the Table Tools Design tab. Add alt text to make your table more accessible. To add alt text, right click within the table, select the Format Shape option,and then select Alt Text tab. 23 CHARTS Charts,graphs,and other complex images may contain so much information that it is difficult to sufficiently describe them with Alt Text. You can approach this problem in several ways. » First,consider whether it is possible to simplify the chart, or split it into multiple charts, so that each one contains a smaller amount of information.This will not only simplify the alt text required for each chart, but will make the information more understandable for everyone in your audience. • If the image is still too complex to describe the alt text,you will need to provide a text description elsewhere.(One possibility is to add the full description to the Notes section if using PowerPoint). If you do this, add alt text to the picture with a very short description of the picture,and end with the words "Full text description in the Notes section of this slide."You can even place that note on the slide itself, so even people who do not use screen readers can find the text description. • Another possibility for describing a complex picture is to type the description into a text box placeholder on the slide, and then place the picture OVER the text, so that only the picture is visible on the page.The screen reader will announce the hidden text even though it is not visible on the page. Hide text on page underneath Image of a complex chart - Add text description on the page,{ �y then ^ 'r AA#"A sicture over 1/5/2002 35 30 25 1/9/2001 5 116/2002 -i-series 1 ;send 2° 116/2002 11112002 0 24 MICROSOFT POWERPOINT USE BUILT-IN LAYOUT AND STYLING FEATURES PowerPoint 2010 does not offer"True Headings" or"Named Styles" as does Word 2010. USE BUILT-IN SLIDE LAYOUTS Instead of creating each slide in your presentation by starting from a blank slide,check whether there is a suitable built-in layout. Note:The built-in layouts can be more accessible to users of assistive technologies because technologies sometimes read the floating items on the slide in the order that they were placed on the slide.The built-in layouts have usually taken this into account (e.g., "Title"first followed by other items, left to right and from top to bottom). If you create slide layouts from scratch, it is sometimes difficult to keep track of the order elements were placed. To apply"true layout"to a slide 1. Go to menu item: Home 2. In the Slides section, select the Layout button 3. Select the layout you would like to use from the drop down menu Horne insert [seSrc n Trari5tttonti Arioneben5 Slide Show Tr A Cut • Cop; `xf.fi:t Clipboard Slides Opine- 1 1 41r_e?P_�t+`. Ii i° "s.';£1 ContEnt SEC O -Teazt 1r ti ".ply:S3^ I —pow C witR Capt--c 25 CUSTOMIZE USING MASTER SLIDES If a layout must be customized, it is recommended that Master Slides be used. Every slide layout in a presentation is defined by its master slide. A master slide determines the formatting style for various elements of the slide layout. This includes font styles,character formatting, and the positioning of elements. Essentially, each master slide acts as a design template for the slide layout. If you edit any aspect of the slide layout in the master slide, the change will affect all slides that were created based on it. For this reason, it is good practice to edit the master slide and use the slide layouts before building individual slides. It is essential that you create and use master slides that meet the accessibility requirements outlined in this document. To create or customize a master slide 1. Go to menu item: View 2. In the Presentation Views section,select the Slide Master icon 3. The current slide master with its associate layouts appears Note: If you have the Normal view open,the slide master is the larger slide image in the slide thumbnail pane. The associated layouts are positioned beneath the slide master. 4. Customize the existing master slide and its associated layouts to suit your needs(e.g., apply a design, theme-based colors, fonts, effects, backgrounds)ensuring that your changes meet accessibility requirements 5. Go to menu item: Office >Save As>Other Formats 6. In the File name box,type a file name 7. In the Save as type list, select PowerPoint template S. Select Save 9. On the Slide Master tab, in the Close section, select Close Master View w � �nnz-tet-_• - - �,. .i V- _ _.. .K SET w::-_. 'Ven- - A 5 Tame w ,M i Click to edit Master title style Click to dit Mast*r subtitle style 26 LOGICAL TAB ORDER Many presentation applications create content composed almost exclusively of"floating" objects.This means that they avoid the transitions between in-line content and secondary "floating" objects(text boxes, images, etc.)that can cause accessibility issues in word processors. However, when you are working with "floating" objects, it is important to remember that the way objects are positioned in two dimensions on the screen may be completely different from how the objects will be read by a screen reader or navigated using a keyboard.The order that content is navigated sequentially is called the "Tab Order" because often the"Tab" key is used to navigate from one"floating" object to the next. Tips for setting a logical "tab order"for"floating" objects • The tab order of floating objects is usually from the "lowest" object on the slide to the "highest". • Because objects automatically appear"on top"when they are inserted, the default tab order is from the first object inserted to the last. However,this will change if you use features such as"bring to front" and "send to back". • The slide's main heading should be first in the tab order. • Headings should be placed in the tab order immediately before the items (text, diagrams, etc.)for which they are acting as a heading. • Labels should be in the reading order placed immediately before the objects that they label. • For simple slide layouts, it may be possible to simply insert objects in a logical tab order. • For more complex layouts, it may be easier to simply to create the slide as usual and then set the tab order(see below). nnag, -611VS4[ Yy*w: 4,e W"' SYa P.WO. ° ni%nor a . nti-y - 1.. • _.. a r.r �. it,s a a. 1 .1 . 1 rhor.• ■ r r Mfl ___z--- ^ zxr�vSar Tx! Click to add title Click to. add subtitle ark ta add notes w..e y, 27 To set the tab order using the 'Selection Pane' 1. Go to menu item: Home 2. In the Drawing section, select Arrange >Selection Pane... 3. In the Selection and Visibility pane,all the elements on the slide are listed in reverse chronological order under Shapes on this Slide 4. Elements can be re-ordered using the Re-order buttons located at the bottom of the Selection and Visibility pane USE SLIDE NOTES A useful aspect of presentation applications is the facility to add notes to slides, which can then be read by assistive technologies. You can use these slide notes to explain and expand on the contents of your slides in text format. Slide notes can be created as you build your presentation. To add notes to your slides 1. Go to menu item: View 2. In the Presentation Views section,select Normal to ensure that the notes panel is in view Note:You can then select menu item Home,to access text formatting options 3. The Notes Pane can be found at the bottom of the window, below the slide 4. Type and format your notes within the Notes Pane below each slide - 'r Ptestatatoott ••turamlt moat R i t7 EL How sgs.,t: Doge Yrtln.i!enn.. ASrratdtfant SadeStra Ae.er 1 'dor / L p' 14' I Ruler �� .1 i a na" ® "�I f + t t� -_ 1Gr.dhnksaG+ttak J t 1 }� w.,.,+tZote Net Reading Mote handout Nares loom Fd to New Sw`tds Mynas Ij Stattt Yate 7.ew Master tit aster Mostar J Gunht Wmdorr Elack and Wnile 1MYttdaw Watdoa!s+ I tree x»...:., watt ,+ .:clOtTot• cWe, ".:�scac, e, r. r r( f7 — Click to'arid notes s aE Mode r.M Ortte.ttaito ,Gi Wets!Ca,w' . {€J+4 0 0 SBIi -} r Put a unique title on every slide. Since PowerPoint does not provide a document heading structure, people using screen readers will use the slide titles when looking for a specific page in the slideshow. If duplicate slide titles are found on multiple slides, it will be much harder to locate a specific slide. 28 MOTION, BLINKING,TRANSITIONS AND ANIMATIONS A common accessibility issue concerns moving or blinking content. Blinking or flashing elements can cause seizures in some people. Do not use any element that flashes, blinks or has a repetitive motion that repeats faster than 3 times per second. Even people who are not susceptible to seizures are often distracted by these types of content,so it is better to just avoid them altogether. Slide transitions are effects used to move from one slide to the next,for example,slowly fading away from one slide while the next slide slowly appears.An example of an animation is when you have bullet points appear one at a time on a page, until the entire slide is displayed. If used sparingly,transition and animation effects can be useful during a live presentation. However, they should be removed if you distribute the presentation as a resource for people to review after the presentation. Screen readers do not work well with transitions, and they can be distracting and confusing for people who are reviewing the presentation. MULTIMEDIA AND FIGURES If you include multimedia content, such as audio or video, in your presentation,you will need to make it accessible. • Video content must have closed captions • Audio content must have a transcript • You may find it easier to remove the audio and video from the PowerPoint presentation and provide those elements in different formats. SHAPES PowerPoint also allows you to add shapes to a page.The Insert Shapes dialog has a number of geometric shapes, arrows, equation signs and more that you can add to a page.Some of the shapes, like the speech bubbles, allow you to type text into them, while other shapes, like the arrows,do not. But all shapes allow you to add alt text by right clicking on the shape and opening the Format Shape option. A screen reader will treat shapes much the same as it will other content on the slide. In other words,you need to add alt text to the shape if you want the screen reader to announce any information about the shape itself.Also,when you insert a shape on a page, it goes to the end of the reading order. In order for it to make sense,you may need to adjust the reading order for the entire slide. Consider testing the slide with a screen reader to see if it makes sense. If you are creating a complex chart using shapes,you may need to provide a text description for the entire page, as we did in our discussion of complex chart images. 29 MICROSOFT EXCEL To make an Excel spreadsheet accessible,we want to do many things that are good practice anyway,and some specific things for visually impaired users, such as those using assistive technology screen readers. COMMON-SENSE PRACTICES IN EXCEL These practices not only make sense for all spreadsheets,they also help make your spreadsheets more accessible at the same time. Worksheet Names and Table Titles Provide descriptive titles in the worksheet name tab and for each table. • To change the name of a worksheet, double-click on the tab name and type in a new name. Worksheet names can only have 31 characters.There are also some characters it will not accept,including backslash and brackets. II 21 'Module scripts can be compiieWOrksheetnat al 2sName ISI 4 r l I Add Tate and Header t+�rc51"IC? 3 col hdretc 'wthbi ,t —j ff Give your table a descriptive name that explains what information it contains. For example, instead of the title, "Project Plan," use a title that will tell the reader five years from now what the table is about, such as,"Office 2010 Accessibility Training Module Timeline, Summer 2012." It's fine if the title takes more than one row. It's also OK if you would like to merge cells to center your title. i 1Project Plan • c mpxetior Use descriptive titles 3 :Find '•t/volunt ers May 9 ..--,----- 4 4 .Assi ' •les Mav•14 write modules,schedule narrations 'Rib•, . for Excel and May.15 5 j Powe •int 1 I Office 2010 Accessibility Training Module Timeline, Summer 2012. 1 2 Completion Date Concurrent Activity 3 ;Find talent/volunteers May 9 assign roles = ,Assign roles May 1.4 write modules,schedule narrations Ribbons for Excel and May 13 5 'PowerPoint 30 Here's how to merge cells: • Start by putting all your titles in the first column (this helps the screen reader find them easily). • Next, select the cells you want to merge,then right-click and choose Format Cells. The Format Cells dialog box opens up. • Then, choose the Alignment tab,and check the Merge cells box. • Finally, in the Horizontal text alignment box, choose Center(assuming you want your title centered),then choose OK. Row and Column Headers Each table should have row and column headers for every column and every row in a way that makes sense. Don't leave any headers blank, even if the meaning seems obvious to you. :onipktion Date a en. Lin ears f , y - No blank column i1Tas1*sCompletion Date headers14 r No Blank Data Cells Cells should not be left blank either. If the cell really has no data, then you can put in: "This cell intentionally left blank" or"No data." This could be in normal text, or change the text color to match the background so only screen readers will read it. 44,7,1No Dotal €. !—•rr lr rt Ptlayout F i iulas its Review trrwart µi Alia! • :1? F A A — = _ ; Via- -� ACopy• B I - `t 77-1 — = ' _� �I a jF}"Y.t#h3'':4�: lam' y 77____•___ r.._: Ib[y'u :• Fon; • 111Drri9;;{ , • _..�_.._. ,..�..... .,..- .-.. _ '.-Theme Colors ♦ I - '". � • •Nolle ft To hide text that is meant for a r i V•fhtle,Background 1 screen reader, set the text - . color to the same as the ■■' background. Standard• •••■ 31 Remove Comments Remove extraneous comments before publishing (such as those you used when peer- reviewing). Screen readers can't read these, so if that information is important to your audience,copy it out of the comments and put it in a cell. c21 It Commenters name: don't torgeta tide! (_ Remove cell comments Set Print Area Ensure the print area is set correctly. 1E1Fc�rniulas DataPm Page Layout:._.�Home Insert L� ! 5i Y Set Print Area option ,, Size Print 6,144.s sackcro rl on Page Layout tab ' ';area': P41 - Set Print Area I : :s., .,. - -. - deer Prant Area • Highlight the entire area of the table including titles and other information • In the Ribbon, select the Page Layout tab. • In the Page Setup group, select Print Area, and Set Print Area. Hide Unused Rows and Columns Hide extra rows and columns that are outside the print area.This makes the worksheet look less cluttered and prevents screen reader-users and keyboard navigators from wasting time wandering off into a trackless waste of blank cells. A, iv I # i Orme 2010 Access ilei;Tre;is;Mc&kt 73crelire,Sur iner2012. I 2 ,Tasks Conviction Date CommurrentActivity i a e entivolunteexs May 9 assign roles Insr g:i=ra e! May s4 write modules,schedule narrations ?;i pans ror Excel and May 15 No Data i 5 ��.c=vefe_ez*e G- es-May 13 � 6veT,ei_la cproduce I Hidden rows and columns • r 1 3-14 Add Title and Header SL'3.1.131 I. 32 To hide columns: • To begin,select the first column you want to hide. Now,while holding down the Shift key, press and release the End key on your keyboard. Still holding down the Shift, now choose the right arrow key. This selects all columns from the first one you selected all the way to the right end of the spreadsheet. • Now, with your cursor hovering in the selected area, right-click and choose Hide. To hide rows: • To hide unused rows below your data,follow a similar procedure. Leave one blank row below your data,then select the first row you want to hide. Hold Shift as you press and release End and then press and release the down arrow key. Right-click and choose Hide. If you need to unhide these cells later follow these steps: • First, select the last visible column. • Next, hover just to the right of the right edge of the column header. Your cursor should turn from a single cursor with arrows into a double cursor with arrows. Click and drag to the right, exposing the very last column. • Now select the new, final column, and right-click and choose Unhide. Delete Unused Worksheets Delete unused worksheets. Right-click on the tab of the unused worksheet and choose Delete. Using the keyboard, press Alt, H, D,S. M cror,oft l;xcel 1\ Data may exist m the sheet(s)selected for deletion.To permanently delete the data,press Delete. • Delete Cancel Confirm by selecting Delete in the dialog box that pops up. Be careful, because this cannot be undone. Check Spelling Be sure to do a spell-check. Unlike Word, Excel doesn't automatically put a squiggly red line under any word it thinks is misspelled. Pager— Hme Insert Pa �_.._-. Layout Formulas data ( Renew En rI ,, LA , , lei ` ... = h c .4110 S 4 Show Spelling esearch Thesaurus ' Transtate Hew tete Previous Neil r------ �Ccrnrri nt i .an Proofing Language; Gammen+s • In the Review tab,choose Spelling in the Proofing group. Follow the prompts. • Also, Excel will only spell-check one worksheet at a time, not the whole workbook. 33 Document Properties Fill out the Document Properties to assist all people in finding your document if it gets put on a website. Click the File tab, and choose the Info tab seen on the left. On the right side there is a frame containing the properties.You may insert your properties directly here, or access the traditional document properties by clicking the word Properties and choosing Show Document Panel. Either way works. lEgtliume Insert ' eper Aro Ant 0 Document Properties on the Info -_ �reAs tab of the Excel Ribbon's File tab.S.a as Adobe PDF 3 OP 1 Gompatibifity Mod = i''fE Clos. E Sorr+e evd fcatur6 are disabled to Properties .-----. �rrv...+...-r-� „ ,..>,Rrngwlth .. a .. gm�iarrs versians of ice.Corsverting } 51ze a"7(«& sOfNelt Trti. this file will enable thse features,but R¢Cnt may result in layout changes. Tags `at'$4 ne: . . i Here is a screenshot of the document panel: r' Use Show Document Panel option to display - � � SUN L Document Properties i' ill =a'' ;°':` ° Pat:e1'a s:r . - �.aeo• II A:rmceC Properties ,r. i. _�i :':or:the Pr,Gedie:Mal-eg to. i _ le 'rawiea :.41.!1:7.;. ,..vr C•;r ia:ox:im ra ue+E a:sre+:•�ser QNasvl ?Mt Xi u x AWE. Tak,., 4 x,e KeYnodr �'xS•... �fa�c 17.'1,41 c/4"m_-_4 — - -- 1 _ . ._ . _ - fanowds When completing the document panel: • For author,follow your agency's practices. For external publication, some agencies suggest putting the agency name instead of the person's name. i Choose keywords that fit the subject matter, such as the name of your division and the year. • Whatever you put as the subject should probably also be in the keywords or tags. CI In status,you might put Draft or Final. Don't forget to change that if the status changes! • Close the document properties by clicking on the X in the top right corner. • Don't forget to save your document! 34 SCREEN READER HELP TEXT IN CELL Al Provide help text for navigation using screen readers,in cell Al. • For example, "Press TAB to move to input areas. Press UP or DOWN ARROW in column A to read through the document." • You can make this text fairly small, or even change the color to match the background color. This way it will not show up visually, but will still be read by the screen reader. ' `lipboan! t;, Font ry AN me r ;:,�. Stites Al -I+ •_..• • s TAB to move to input areas.Press UP or DOWN ARROW i i coiumn A o read through the dccu -- ..�TT.. --777--- - -- B ---M e F— Table Titles Table titles should be placed in the first column so screen readers can find them easily,as discussed in the previous module. AB 1 1 . -- - ■ 2 _;Texas Commission on Environmental Quality 31 Texas Emissions Reduction Plan (TERP) . 4 List of All Projects Awarded Through August 31y 20111 5 'August 311 2011 If that looks funny you can merge cells and center them, but keep the original text in the first column. ' Home insert Page Layout Formulas Data Review View le •� Mel '13.5 • A A. t g a�,*• ;j�wrapFeat Gtserel Ifi il/a :--Ir:ert' ete Paste i A I II • :!• t; IF ° ° M`•e.2v L Ce••er S ' % s :a•08 C�n3ltionai F;::: '"ell d isra- . � «. .__—�. . .. Farrt.atlinp•ac fable•S�;Fes• =IF}rm3t ._ ..__. _. -_l ' . rem 'li'�R�.Yt _L?S I i 'a overage CC': C. _ iketat ahEnvironmental Quallty` • 1 Avoid Blank Rows and Columns Avoid blank rows and columns within a table. • Resize your rows and columns to give the spacing that helps make the table readable rather than using blanks to create your spacing. 35 • One really common mistake is leaving column A blank (because it makes it look like a margin). • Also, if you have two or more tables on the same worksheet, leave a single blank row between each table. You can resize the blank row to create a space that is visually appealing. Merged Cells • It's OK to have merged cells in titles but not in the data part of the table. End of Worksheet • Type End of Worksheet in the row immediately after the last row of your table. �� LLVJ 1 Vv 1 II_• ..FIS. ‘,.....113%11.15..14.J1 I, IF FL. I IV41VF P ' TV.J1 T L,:llr"f tri 4Ii0c 49 200310013ER HoustoniGalveston/Brazoria ur:has 50 200310015ER HoustoniGalveston/Brazoria Purchase 51 , E a1 aIf 1;corlas:411 36 DEFINING THE TITLE REGION—A VERY IMPORTANT STEP One final,advanced step is"defining the Title Region"which is a little bit of code so the screen reader knows to repeat the row and column titles when reading the data. We'll walk you through that. First,a little about how a screen reader reads a table:the default for a screen reader in English is to read starting at the top, and going left to right. When it gets to the end of a line, it goes to the next line down and reads, again, from left to right. Now imagine a screen reader reading this table [example defining title region.xlsx]. Without some help from you,the screen reader reads it like a book. After the title, it will read, "Type, January, February, March,April,etc. Then it will go to the next line and read Sci Fi 4, 3, 3, 2,5, 6,and so on. As sighted readers,we are constantly referring back to the row and column headers to see what the numbers refer to. Visually impaired users need those references too. What we need is for the screen reader to read this way: • Sci Fi:January,4; • February, 3; • March, 3; • And so on. In other words,the screen reader should repeat the column header each time before it reads the value. The good news is that screen readers are smart enough to do that! We just have to tell them how our table is set up and how to read it. In our example, we'll just use a standard table with several columns and several rows. Here's how to do it: 1. Before we get going,we need to know three things about our table: • Is this the first(or only)table on this worksheet? • What are the addresses of the top left and bottom right cells in your table? • Is this worksheet the first (or only) worksheet in this workbook? 2. To get started,select the top-left cell in your table. Don't count the titles, but you do count all row and column headers as part of your table. 3. Go to the Formulas tab in the Ribbon,and choose Name Manager in the Defined Names group. Choose New in the top left corner.A new dialog box opens. In the Name field, we are going to type a fairly complicated name. 37 ID! ® !. Example Defning Title Regionxlsx - -. Home Insert Page Layout Formul:_a_sdata Review View f. £ AutoSum "' ^t 177:31 Lookup&Referent:= rg , Define Name- i _ .. Recently Used. A Tent ;g ''aEh;�Tr;g A D Use in Formula; in:=itName :=uodign % Flaanctal 1 Date&Titre -,::irlore Functions Manage' 1'Create from Selection �II .f I1 ,.......,,I.lil,, . ., R I ec it..., I I Delete P ittr• IHere 4` Value Refers To Scope Carrnnent li ...___. 1 i'M:olunti-'it,,F [,.. 1.9nu.Y = eniir i . E:=-E, wprib- 1i; 1 w F TitleRegion... January =Rcv/Titiel$A$2 Workbook it 1'- R 3TtleRegion... :ienuary =ColumnTitleT$Ari Workbook 1 Ilf 4. Type TitleRegion then put a 1 if this is the first table on your worksheet;then a period; then the range of cells in your table from top left to bottom right(with a period in between);then another period;then the worksheet number.So in this case our Title code looks like this: • TitleRegionl.a2.g7.2 You can ignore all other fields in this dialog box. Click OK and Close. Dont forget ,, the periods! i is asAi the first - — l~ - �. I, table on the - worksheet. �_ Li :-- t -_ iir ;, La2.g7.2 2 rf this is the r. ... _ second A2 is the Asr worksheet In top-left cell G7 is the the Excel Mlle In the table.- bottom-right cell In the table. 5. That's it! You've just given JAWS the instructions for how to properly read the table so the listener can easily understand it. 6. By the way,if your table only has one column header,define a ColumnTitleRegion instead of a TitleRegion. If your table only has one row header, define a RowTitleRegion. The rest of the coding is the same. 7. Finally, if you create these titles and then make a simple change,such as moving your worksheet tabs around or adding an extra row,you'll have to recode the titles to match your spreadsheet's new reality. So save this step for when you are ready to publish. 38 8. If you do need to edit these names,go back to the Name Manager, select the name you wish to edit, and choose the Edit button. 39 SAVING YOUR DOCUMENT AS A .PDF For staff who do not have access to Adobe Professional,there is an alternate way to save your document to ensure the accessibility features are retained. 1. File 2. Save as 3. Select PDF from drop down list 4. Select Options 5. Ensure"Document structure tag for accessibility" is checked . . ,...-•b.Ugi.aUM.,I ...lit:1-. , rhowe a- elloof.ldro - — —---—------ 1 , 11 Dianna . Ha uo fl-lo ITC%Jeri. T . ...1 *Downloads . WONITriOneg Hes 12 o'•2. toll .,RepraPiitel , '-C.,:rt se;e macro resindhe. ,,to .31$,1 Al. far ie 1.0.5 i ;is titter* 4 .4.: r •,:.E.: I :'01.1Cr.) 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I---, - L_s.- _1 . ... . — 40 ADOBE In the Adobe Acrobat X Pro workflow, all PDF documents start with a source document created in an office document authoring application,such as Microsoft Word. Because source documents provide the starting-point for the PDF documents, accessibility is critical. See above techniques in order to create an accessible source document using Microsoft Office. For additional information, please contact the Accessibility Coordinator for direction. TEST FOR ACCESSIBILITY COMPLIANCE The best way to test the accessibility of a document is to attempt to use the document with the tools that your readers will use. However, even if you don't have a screen reader or other assistive device, you can use any of the following methods provided by Acrobat 10 Pro for checking the accessibility of a PDF. TAGS Creating a tagged document directly from an authoring application is the best way to make PDFs accessible. However,if a PDF was created without tags,you can add them, using Add Tags to Document. Often Acrobat tags PDFs when you create them. RUN ACCESSIBILITY CHECKS For a more thorough review of the accessibility compliance of a document, use one of the accessibility check features available in Acrobat 10 Pro. The Accessibility Quick Check examines the PDF to see if it has searchable text, document structure tags, and appropriate security settings to make it accessible. To check for other types of accessibility problems, it is best to use the Accessibility Full Check. LOGICAL READING ORDER The order in which elements in a document are read by assistive software is determined by the reading order. Each section of page content appears as a separate highlighted region and is numbered according to its placment in the reading order. You can change the reading order of the highlighted regions without changing the actual appearance of the PDF. For example, by reordering highlighted regions on the page,you can make a figure and caption read at the specific point that they are referenced in the text without actually moving the elements on the page. 41 CHECKING FOR ACCESSIBILITY It is important to remember that creating tagged PDF documents is only one aspect of PDF accessibility. No matter which authoring application is used to add accessibility features and create a PDF document,the following should also be performed in Adobe Professional to improve accessibility: Tools Comment Share • Tag the document(if it is not already completed) • Perform an accessibility Full Check ;Pages � • Fix any reading order problems with the TouchUp Reading Order ►content tool r forms • Add additional accessibility features (set document language). ► Action Wizard ►Recognize Text The accessibility Full Check will provide a detailed report of the accessibility protectinn_ . r Sign 14 problems within the document. Each type of error detected by the checker may Certify-- _nctessinatsr require adjustments to one of the following: - 03 Change Readhg Cplio • Adjustments to the conversion settings:the conversion settings in 0 Check PDF Maker must be set correctly prior to conversion to enhance '® FLA then: accessibility. 0 open actessi€ahty remit • Repairs to the Source File: Repairs made directly to the PDF file will be erased in subsequent PDF documents created from the same Run Form HeldRecognition source file; therefore, it is recommended that all repairs/revisions t. are made to the source document and converted to PDF. EkOrd • Repairs to the PDF File:a few repairs must be completed to the PDF TOLC" ' '° ei file to improve accessibility. This includes setting the document Satu°Asststant language, ensuring tab order is consistent with structure order and establishing headings for tables. Continue to check the document until there are no more accessibility issues to report. 42 DOCUMENT STRUCTURE TAGS PDF tags are a mechanism for indicating the organizational structure of documents (e.g., headings, paragraphs, sections, tables, and other page elements)without changing the visual appearance of the PDF. These tags enable use with assistive devices, such as screen readers, indicate the document reading order and also enable mobile devices to reflow and display the document on a small screen. An untagged document does not have structural information, and Acrobat must infer a structure.This situation often results in page items being read in the wrong order or not at all. For best results,tag the document when converting it to PDF from the authoring application. To add tags automaticallyEi --�--- ---- -.- 1. Go to menu item: r + Advanced >Accessibility • AccoultAblylerOlrtalWnwllhblfah9flNflkf 2005sn830100111 >Add Tags To Document .:2 2. Note:This command starner Mika Mandril In21 'he"[ emst"xma.a.nd[""not'ho„AM IT.ranws.mdrafitingchagesW"" :;;tyy[• Mane. M.bY to or,41.11egl. [ NyywY..r}vv[a[m.annrh P+Y'Y�T--avingl removes any tags that """" 1. 4. 10'r`"� were in the document .[. • i"°^^tl0e and°°^�°�'°^ before the command ' •• was run. If any potential Korkarmootti problems were , I' encountered,an Add Tags Report appears in the navigation pane. r ! The automatic tagging feature is �*��� AUL IJ LOU usually sufficient for most standard mass auailabLo layouts, but it sometimes cannot _ correctly interpret the structure and reading order of complex page elements(e.g.closely spaced columns, irregular text alignment, and tables without borders.). If testing (see Technique 2) reveals problems, it is necessary to edit and add tags manually using the following techniques. To add tags manually 1. Using the TouchUp Reading Order tool, drag within the document pane to select a region of the page that contains one type of content(e.g.a text block) 2. To add more page content to the current selection,Shift+drag 3. To remove page content from the current selection, Ctrl+drag 4. Select the appropriate button in the TouchUp Reading Order dialog to specify the tag type 43 READING ORDER The order in which elements in a document are read by assistive software is determined by the reading order. Each section of page content appears as a separate highlighted region and is numbered according to its placement in the reading order. You can change the reading order of the highlighted regions without changing the actual appearance of the PDF. For example, by reordering highlighted regions on the page,you can make a figure and caption read at the specific point that they are referenced in the text without actually moving the elements on the page. WHEN TO USE THE TOUCHUP READING ORDER TOOL The TouchUp Reading Order Tool provides a quick and easy way of fixing reading order and tagging problems in a PDF document. The TouchUp Reading Order Tool can be used for the following: 1. Check and repair reading Z';�"; ;' order of content c`777 ` ' • '' 2. Tag interactive form fields , 3. Add alternative text to91 ` �...waa,....re.►. . figures/imagesw.a.M.�.� t -1.ii-.b.Fw u;:k;i11111AUDA ;Rr.,hew.u.iww.r, Hin 4. Add alternative ' .N�.���� �"�'� s ,yl•wer�.rc_r r.. w�r3.Kw , .res Fyee+ea+rrracye. .•:K •i '.'f f'1+�'l O.nYS:' �-+�w...•.k.n'i+'I.`yry•'ai.wv:,+w.e.n:.r_...u._utr iLt Yn�w�..:..s descriptions to form fields 5. Fix tagging of basic tables; ,_ and 6. Eliminate nonessential content from the tag tree (ornamental page borders) `- r„ e N\1_, , ,J 44 The TouchUp Reading Order Tool provides the following options to - A users as part of the dialogue box: Maw a rectangle around the ---- • Show page content order: Page elements are shown as content then dick one of the below: highlighted numbered regions. The reading order of the document is associated with the sequence of the numbers on Text Figure the highlighted regions. Form Reid I /CI • Show Table Cells:The content of individual cells are shown in Headingi ( Table I highlighted regions.This option allows the user to view anyI Cell rows and/or columns that have been incorrectly merged/split. ;.; Heading • Show Tables and Figures: Each table and figure in the ? Hoa g3 I Formula I document is outlined with a crossed-out box. This option Background allows the user to view the boundaries of a table and shows —the alternative text for each figure. rtdiW• Clear Page Structure:Tags from all visible pages will be removed. This option can be used if a page contains too { -- - ` = -�:. -•._ � f , r Show page content order MI many tagging problems and the user wishes to start again. Show table cells • Show Order Panel:Selecting this option opens the Order ; i r show tables and Figures ' Panel in the navigation pane.The order Panel can assist users - - — with restricting and the reading order of the document. Clear Page Structure.,; I Show Order Panel • Table Editor: By selecting this option, selected text will beHelp I c automatically analyzed into cells with applicable tags. Please note that in order to use the Table Editor option,the table must be tagged as such. • Edit Alternative Text: When a figure is highlighted and the user right-clicks on it,the edit alternative text option can be chose. This option allows users to edit or add a text description to a figure. • Edit Form Field Text: When a user right-clicks on a form field,the edit form field text option can be chosen. This option allows users to edit or add a text description to a form field. • Edit Table Summary: When user right-clicks on a highlighted table,the edit table summary option can be chosen. This option allows users to edit or add a text description in regards to the table properties. 45 DOCUMENT LANGUAGE In order for assistive technologies (e.g., screen readers)to be able to present your document accurately, it is important to indicate the natural language of the document. If a different natural language is used for a paragraph or selected text, this also needs to be clearly indicated. To change the default language 1. Go to menu item: File > Properties 2. Select the Advanced tab 3. In the Reading Options section, select the language from the Language drop-down list 4. Select OK To apply a language directly to selected element 1. Go to menu item:View> Navigation Panels>Tags 2. In the Tags tab,select the element 3. Right-click*the element and select Properties... 4. In the Tag tab, select the language from the Language drop-down list 5. Select Close DOCUMENT TITLE In case the document is ever converted into HTML, it should be given a descriptive and meaningful title. To change the title of the current document 1. Go to menu item: File> Properties 2. Select the Description tab 3. Enter a descriptive title in the Title box. It is also helpful to enter descriptive information in the text boxes that follow(Author,Subject, Keywords or select Additional Metadata) 4. Select OK 46 SCANNED DOCUMENTS Scanned documents are particularly difficult for assistive technology. They appear as an image. Assistive Technology does not read images unless there accompanied by"alt text". Because a scanned document may be several pages long, it is impossible to provide adequate"alt text". It is important to ensure that you are always starting with a source document that is not scanned. If you have a scanned document and do not have access to the original source document, in order to make the document accessible, you must run it through Optical Character Recognition (OCR).This feature can be found in all Professional versions of Adobe. OCR will force Adobe to recognize the text. Once OCR has been run,you can manually add tags and after the reading order. On occasion, the OCR tool cannot recognize all of the text within a document. The tool, however, gives the user the ability to examine, confirm and correct questionable text in the document. SEARCHABLE TEXT Searchable text is an essential characteristic of an accessible PDF document.Assistive technology devices,such as screen readers, require documents to have searchable text to allow text to be converted into speech. A document that has been scanned creates a graphic representation of the content which prevents the text from being searchable;therefore, making scanned images inherently inaccessible. Users of screen readers cannot select or edit the text of a PDF document that is essentially a scanned image. 47 ACKNOWLEDGMENTS This document was developed based on documents from the Accessible Digital Office Document(ADOD) Project and resources developed by the Office of Governor Rick Perry for the State of Texas This document was produced as part of the Accessible Digital Office Document (ADOD) Proiect. This project has been developed by the Inclusive Design Research Centre, OCAD University as part of an EnAbling Change Partnership project with the Government of Ontario and UNESCO (United Nations Educational,Scientific and Cultural Organization). • 11 [ 111 .•• Ontario United Nations Inclusive Design Educational,Scientific and Cultural Organization Research Centre (GOAD University) Copyright© 2011 Inclusive Design Research Centre, OCAD University This material may be reproduced and distributed in print or electronic format only as long as: (a)the reproduction is offered at no cost to the recipients; and (b)the reproduction must preserve the "Version"section;and (c)the reproduction must preserve the "Acknowledgments" section; and (d)the reproduction must preserve this copyright notice. Version Adobe- Date of Current Version: 14 June 2012 Microsoft Word - Date of Current Version:04 Feb 2011 Microsoft Excel—Date of Current Version:04 Feb 2011 PowerPoint—Date of Current Version:04 Feb 2011 48 i•NY11.44 A Ili 'f:4, Apo i$ ob► unity Corporation of the Municipality of Bayham Policy Name: Employment Emergency Response Information Section 1 - Background The Accessibility for Ontarians with Disabilities Act(AODA)received Royal Ascent on June 13th, 2005 and is legislation which impacts persons, businesses and other organizations across Ontario in both the Public and Private sector. The main purpose of the legislation is the achievement of accessibility for all Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building structures and premises on or before January 1st, 2025, by developing, implementing and enforcing standards of accessibility. Compliance is mandatory and the Act has strong enforcement provisions including inspections, orders and significant penalties. On January 1, 2012, as part of the ongoing requirements under the Accessibilities for Ontarians with Disabilities Act, 2005 (AODA)and Ontario Regulation 191/11, the Integrated Accessibility Standards Regulation (IASR)an obligation dealing with emergency preparedness came into effect. The requirement deals with emergency preparedness for employees. If employers have employees with disabilities, either permanent or temporary, they must now provide them with individualized emergency response information, if requested. Section 2— Procedure 2.1 Once a year the CAO shall circulate a memorandum to staff reminding them of the opportunity to develop individual emergency response information. 2.2 During new employee orientation each individual shall be provided with a copy of the emergency response information memorandum. 2.3 It is incumbent upon each individual employee to request personal emergency response information. 2.4 Upon request for the development of individual emergency response information the CAO and the Health and Safety Coordinator shall develop an individualized plan with the aid of an employee submitted confidential questionnaire. 2.5 After review of the confidential employee questionnaire the CAO will return to the employee individualized emergency response information. -15AY Air*illirkip.:-.‘,..;,_1 - --- '-.- 'ilk II -. ir nIty Corporation of the Municipality of Bayham Policy Name: Accessible Employment Activities Accommodation Section 1 - Reference I Accessibility for Ontarians with Disabilities Act, 2005 (AODA). ii. Integrated Accessibility Standards Regulation, Ontario Regulation 191/11 iii. Workplace Safety & Insurance Act, S.O. 1997 Ontario Human Rights Code, R.S.O. 1990 iv. Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990 Section 2—Background The Accessibility for Ontarians with Disabilities Act, 2005 (AODA)received Royal Ascent on June 13th, 2005 and is legislation which impacts persons, businesses and other organizations across Ontario in both the Public and Private sector. The main purpose of the legislation is the achievement of accessibility for all Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building structures and premises on or before January 1st, 2025, by developing, implementing and enforcing standards of accessibility. Compliance is mandatory and AODA has strong enforcement provisions including inspections, orders and significant penalties. As part of the ongoing requirements under AODA and Ontario Regulation 191/11, the Integrated Accessibility Standards Regulation (IASR), an obligation dealing with individual employment activities accommodation was developed. The requirement specifically concerns: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition. It also includes the purchase and management of information technology and communication systems, development and management of information services, decisions relating to real property, purchases of internal fittings and decisions related to conferences, seminars and training. If employees or potential employees request individual employment activities accommodation the Municipality must attempt to develop and deliver individualized plans short of undue hardship for the Municipality. Section 3- Definitions a. Accommodation: i. Universal Accommodation: The process of identifying and eliminating barriers for everyone. This can be done by modifying facilities, policies, programs, procedures and practices, and ensuring that potential barriers are identified and resolved before engaging in new corporate actions. ii. Individual Accommodation:An adaptation or adjustment that may be required to enable an employee to perform his or her essential job responsibilities effectively. This may involve purchasing equipment, changing certain duties or hours of the employee, reassignment of the employee, or provision of specific services such as providing attendant care or sign language interpretation. b. Barrier. An obstacle that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice. c. Disability: Under section 10(1) of the Human Rights Code, "Disability" means: any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness, and without limiting the generality of the foregoing, including diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; a condition of mental impairment or developmental disability; a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; a mental disorder; an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997 Disability does not include a minor or common medical condition such as a cold, flu or minor backache that arises from the stresses, pains and inconveniences of everyday life. Disability may be temporary, short-term, long-term or permanent. d. Discrimination: Unequal treatment based upon any of the prohibited grounds as outlined in the Human Rights Code: Race, Ancestry, Creed, Place of Origin, Colour, Sex (including pregnancy), Ethnic Origin, Citizenship, Sexual Orientation, Age, Record of Offences, Marital Status, Same-sex Partnership Status, Family Status or Disability. e. Senior Staff Shall mean the respective Department Head of the employee or potential employee seeking accommodation, the CAO and at the discretion of the CAO,the Council of the Corporation of the Municipality of Bayham. At all times Senior Staff shall include external healthcare professionals and/or external human resources professionals as per Section 6—Overarching Procedures. f. Undue Hardship: Excessive disruption of, or interference with the Municipality's operation. Two of the main relevant factors determining what constitutes undue hardship are: i. Financial Costs: Associated with the accommodation are prohibitive to the point that it would alter the nature or substantially affect the viability of the Corporation of the Municipality of Bayham. The Municipality is expected to canvas funding, and as such outside funding will be considered in the costs determination. ii. Health and Safety Risks: May be considered, in particular the degree of risk to the remainder of the workplace after the accommodation has been made, whereby it is so significant that it outweighs the benefits of the accommodation. Both public safety and the health and safety of employees are key considerations. Section 4—Overview "The Municipality of Bayham is dedicated to promoting, enhancing and creating, a barrier-free environment for all persons, regardless of needs, to participate as fully as possible in all aspects of community life." The Municipality of Bayham is an equal opportunity employer. The Municipality's commitment to a holistically inclusive work environment and universal accommodation extends to all employment activities: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition. It also includes the purchase and management of information technology and communication systems, development and management of information services, decisions relating to real property, purchases of internal fittings and decisions related to conferences, seminars and training. Prospective Municipal employees may request accommodation for an interview or test; qualified candidates offered employment may request accommodation to start a new job; and current employees may request accommodation to pursue training opportunities. The duty to accommodate recognizes that true equality means respect for a person's unique needs. As such, the guiding factors of the Municipal Employment Activities Accommodation Policy are listed below: a. Individual Assessment: Individual accommodation is assessed and delivered on a singular basis for persons who make their needs related to employment activities known. Each situation must be considered individually in order to assess appropriate accommodation. Requests for employment activities accommodation must be dealt with quickly and effectively so employees and potential employees can fully participate in all aspects of employment and recruitment, except where undue hardship can be demonstrated. b. Dignity and Privacy: Individuals must be accommodated in ways that respect their dignity,worth, and right to privacy in the workplace. All information relating to specific requests for accommodation will be treated as confidential and will only be used for the purpose of meeting accommodation requirements. The Municipality will comply with all privacy, confidentiality and security requirements of the Municipal Freedom of Information and Protection of Privacy Act. c. Legal Obligations and Limits: Employment activities accommodation is a legal obligation for the Municipality under the Human Rights Code, AODA and related legislation; failure to accommodate on any of the Code's protected grounds or relevant legislation regulations may constitute discrimination. The Municipality is obligated to fully explore accommodation within the employee's own job. Accommodation outside of the employee's position may be considered; for example, when the employee cannot perform the essential duties of the position and accommodation in the current position would create undue hardship. However, this does not mean that a new job must be created for an employee, nor does the application of this policy constitute a guarantee to continued employment. The Municipality is not obligated to accept substandard or less than competent performance from an employee or potential employee once they have been accommodated. The Municipality as Employer has the right to ensure that accommodation results in a qualified employee performing meaningful work of benefit to the Municipality. Accommodation is intended to enable an employee to perform the essential core functions of a particular job and/or assignment. Section 5—Responsibilities Accommodation within the workplace is a multi-party process whereby the Municipality, the employee and, where applicable, the respective bargaining unit are responsible for actively contributing to the process in compliance with the relevant legislation. Senior Staff a. Develop a temporary or permanent modified work plan in collaboration with external professionals where required. b. Remain receptive to the varying methods capabilities can be accommodated. c. Document all details of the accommodation process—be specific and thorough. d. Maintain confidentiality. e. Make every effort to communicate with employees failing to correspond with the Municipality during an absence. f. Liaise with Union representatives where applicable. g. Retain copies of permanent and/or temporary modified work plans for accommodation in the respective employee file. h. Forward copies of accommodation plans for occupational disabilities to The Workplace Safety and Insurance Board (WSIB), as required. i. Coordinate third-party Functional Abilities Evaluations and other Assessments. j. Advise the employee of the availability of the Individual Employee Activities Accommodation Policy. k. Provide leadership in creating and maintaining workplaces that support and facilitate individual employment activities accommodation. I. Address co-worker cooperation issues throughout the individual employment activities accommodation process. Employees Seeking Accommodation a. Make accommodation needs known to the Municipality of Bayham, to the best of their ability. b. Provide timely, accurate and objective medical information (progress reports)- specific information about capabilities, to the satisfaction of Senior Staff is a requirement. c. Participate in discussions regarding possible modified work solutions. d. Cooperate and abide by the terms and conditions of the modified work plan. e. Promptly advise Senior Staff of difficulties experienced in the modified work plan. f. Promptly inform Senior Staff of changes regarding capabilities that may alter or end the need for accommodation. g. Accept reasonable offers of accommodation. h. Attend medical and/or therapy appointments during non-work hours; difficulties with these arrangements must be coordinated with Senior Staff. i. Co-operate with requests for information about capabilities supported with independent medical evaluations, when required, to provide clear and sufficient information to support individual employment activities accommodation plan. j. Accept an individual employment activities accommodation solution that meets the employee's accommodation needs and treats the employee with dignity, even if the solution is not necessarily the one the employee would have preferred. Union a. Remain receptive to the varying methods capabilities can be accommodated. b. Cooperate and not unreasonably block viable return to work options. c. Make reasonable efforts to place accommodated workers. d. Consider the impact of the modified work plan on both the organization and other employees whom the Union represents. Section 6—Overarching Procedure 6.1 All corporate documents shall feature the"Alternate Formats" clause as per the Municipality of Bayham -Alternate Formats Policy: "Municipality of Bayham documents are available in alternate formats upon request. Please fill out the Request for Alternate Formats Form at www.bayham.on.ca or contact the Accessibility Coordinator at 519-866-5521or at accessibility@bayham.on.ca" 6.2 All corporate documents pertaining to employment activities: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition shall feature the Municipality of Bayham Employment Activities Accommodation clause: "The Municipality of Bayham is an Equal Opportunity Employer. If you require accommodation at any time throughout the employment activities process, please contact us at: 519-866-5521, accessibility@bavham.on.ca or by visiting www.bavham.on.ca and we will make every effort to provide appropriate assistance pursuant to the Municipality of Bayham Employment Activities Accommodation Policy." 6.3 All employees and potential employees will be notified of the Municipality of Bayham Employment Activities Accommodation Policy. 6.4 During the recruitment process all job descriptions shall list a summary of the physical and cognitive demands of the position. 6.5 Employees and potential employees seeking individual employment activities accommodation shall request individual employment activities accommodation in writing using the Municipality of Bayham Employment Activities Accommodation Request Form, giving as much notice as possible to Senior Staff to initiate accommodation proceedings and then be referred to Section 7-Accommodation— Permanent Restrictions Policy or Section 8 -Accommodation —Temporary Restrictions Policy. 6.6 It is incumbent upon each individual employee or potential employee to request individual employment activities accommodation to Senior Staff. 6.7 If accommodation issues are beyond the scope and expertise of Senior Staff, an external professional's advice shall be sought outside the Municipality. Supporting or expert documentation shall be required to verify the need for accommodation. This information should be limited to facts relevant to identifying the appropriate accommodation. In cases involving accommodation of persons with a disability, employees have a right to privacy and need only provide information about their functional capabilities, not the specific details of their disability. In some circumstances, medical information may be required to verify a disability or clarify the time period for accommodation. Medical reports will be treated as strictly confidential and only shared on a need-to- know basis, with consent of the employee. 6.8 The duty to accommodate does not create an endless obligation on the Municipality. Circumstances of the individual, the ability to perform the essential duties of the job, the success of accommodation attempts, the co-operation of the employee and performance issues will all be relevant in determining where the duty to accommodate ends. 6.9 Employees requiring permanent accommodation shall refer to Section 7 - Accommodation—Permanent Restrictions Policy. Employees requiring temporary accommodation shall refer to Section 8 -Accommodation—Temporary Restrictions Policy. Section 7 -Accommodation —Permanent Restrictions Policy 7.1 The Municipality of Bayham will make every attempt possible to accommodate job applicants and employees with permanent medical restrictions to the point of undue hardship. 7.2 The objective of this policy is to facilitate the process for the reintegration of employees with permanent or long-term disabilities into the work environment in a safe and timely manner, through accommodation and/or modified work plan. 7.3 Employees who have temporary medical restrictions, whereby it is the expectation that the employee will make a full return to regular duties, should be referred to the Section 8 -Accommodation —Temporary Restrictions Policy. 7.4 The fundamental consideration of the duty to accommodate is individualized treatment reflective of the specific needs or restrictions of each individual. 7.5 The employee will provide to Senior Staff an objective medical report issued by a health care professional. The report will state that the current restrictions are not expected to change and that the employee has reached maximum medical recovery(may be defined as: prolonged, indefinite, or unknown). The report must clearly state the recommended work capabilities of the employee. The employee shall forward the report directly to Senior Staff. The WSIB Return to Work and Recovery—Worker's Progress Report Form, may be used for occupational or non-occupational injuries/illnesses, if Senior Staff deems it appropriate. 7.6 It is not appropriate to pursue accommodation in the absence of clear medical report information. Senior Staff may request medical report clarification from the employee. 7.7 It may be necessary for a WSIB Functional Abilities Evaluation (FAE)to be conducted. This objective tool is obtained from an outside third party health care professional and assists in determining suitable job duties based on the employee's functional abilities. The FAE is coordinated through Senior Staff and paid for by the originating department. 7.8 Senior Staff may use the information provided by the health care professional from Section 7 of this Policy to develop a modified work plan to safely accommodate the employee with the appropriate modified work tasks. 7.9 In the event of an occupational disability, the employee may be entitled to retraining benefits through the WSIB. The WSIB will determine when and if retraining is necessary, and is responsible for coordinating the details necessary to pursue the retraining. Retraining benefits through WSIB pose a significant financial consideration for the Municipality. 7.10 In the event of non-occupational disabilities, long-term disability benefits may be available, at the discretion of Senior Staff, for full-time employees who are unable to perform substantially all of the duties of their job classification. Accommodation -Same Job Classification 7.11 Senior Staff will prepare a list of tasks and parts of tasks which are determined to be compatible with the employee's capabilities and within the scope of the employee's job classification. It is not a requirement that the employee be able to perform all of the job tasks. 7.12 To assist the employee in performing job tasks or parts of tasks that accommodate his or her restrictions; at the discretion of Senior Staff, consideration shall be given to the purchase and/or utilization of special devices or equipment. 7.13 Consideration shall be given to tasks or parts of tasks that are performed by other employees within the same job classification to determine if they could be assigned in a different manner. This is referred to as"bundling of tasks". Bundling is not limited by factors such as the current work location or job routine. 7 1 The final list of tasks and portions of tasks identified as suitable by Senior Staff may encompass less than the employee's normal hours of work. This may present challenges if the employee has full-time status and consideration may be given to accommodation within a different job classification. 7 15 Accommodation may be best achieved within another department. Senior Staff will consult with the respective Department Head and Union, where applicable, regarding the potential arrangements. Accommodation —Different Job Classification 7.16 When accommodation within the same job classification cannot be achieved, or when the employee is reasonably unwilling to accept accommodation involving less than his or her normal hours of work, the following process will apply: a. Senior Staff will identify suitable positions that are compatible with the employee's permanent restrictions, considering other job classifications in the same department and other job classifications outside of the department. b. Senior Staff will meet for the purpose of reviewing and recommending appropriate individual case strategies for: i. safe and successful return to work of employees with disabilities as soon as possible after an illness or accident, work-related or non-work-related; and ii. the return to productive and gainful employment, where practicable, for employees who have become incapable of fully performing the core duties of their own classification but who are medically certified as capable of performing duties of another classification, with reasonable accommodation where required. c. Senior Staff may consider issues including, the waiving of job postings and the transfer of seniority dates when an employee transfers outside the job classification or department. Senior Staff and the respective bargaining unit,where applicable, will work cooperatively to reach agreement on such issues. d. Retraining or upgrading of skills may be necessary to achieve placement in another position. Consideration will be given to absorbing the costs associated with this initiative, provided that the costs do not result in undue hardship and the training is reflective of the operational requirements of the organization. e. An Employee may be asked to provide an updated resume and participate in a skills assessment process to determine their current skill level. f. Senior Staff may identify a number of productive tasks that could be bundled together to form a meaningful and productive position. g. The employee's salary placement will reflect the new job classification and shall be referred to the Job Evaluation process where applicable. If the accommodation arises from a workplace injury, salary supplement or"top up" may be possible through WSIB. Duty to Accommodate 7.24 The duty to accommodate does not require the displacement of other employees, nor does it require measures to be taken that would substantially interfere with the seniority rights of other employees. 7.25 Ultimately, Senior Staff must be able to demonstrate that it has followed the appropriate process for exploring all possible accommodations. The obligation on the Municipality is to provide reasonable accommodation. 7.26 To prove that accommodation efforts were sincere and reasonable, the Municipality will demonstrate that it has engaged in a process that includes, but is not limited to: a. Determining if the employee is capable of performing his or her existing job as it currently exists; b. If (a) is not possible, reconfigure or modify tasks within the current job classification; c. If(b) is not possible, make a determination as to whether the employee is able to perform another job, which may be within or outside his or her department;and d. If(c)is not possible, determine whether the employee can perform another job which may be within or outside his or her department,where applicable, when accommodations are implemented. 7.27 Senior Staff is not required to put together a job that has little productive value. 7.28 This policy applies to all Municipality Employees. Where the employee is part of a Union, the Collective Agreement may take precedence. Section 8 -Accommodation—Temporary Restrictions Policy 8.1 The Municipality of Bayham will make every attempt possible to accommodate job applicants and employees with any condition that restricts or impairs an individual on a temporary or short-term basis necessitating temporary medical restrictions. 8.2 The objective of this policy is to facilitate the process for the reintegration of employees with temporary disabilities into the work environment in a safe and timely manner, through a modified work plan, and to regularly review progress. To ensure that all job applicants and employees are aware of their right to accommodation. To be in compliance with applicable legislation. 8.3 Employees who have permanent medical restrictions,which may include a recurring medical condition, are referred to Section 7-Accommodation— Permanent Restrictions Policy. 8.4 The fundamental consideration of the duty to accommodate is individualized treatment reflective of the specific needs or restrictions of each individual. 8.5 Job applicants requesting accommodation shall be accommodated during the application process to the extent required by law. 8.6 Senior Staff shall coordinate such accommodation efforts as are required by law for job applicants. 8.7 It may be necessary for a WSIB Functional Abilities Evaluation (FAE)to be conducted. This objective tool is obtained from an outside third party health care professional and will provide clear temporary capabilities and/or restrictions, including the duration, and whether a complete recovery is expected, assisting in the development of an early and safe return to work plan based on the employee's functional abilities. The FAE is coordinated through Senior Staff and paid for by the originating department. 8.8 The employee will provide to Senior Staff an objective medical report issued by a health care professional. The report must clearly state the recommended restrictions for the employee. The employee shall forward the report directly to Senior Staff. The WSIB Return to Work and Recovery—Worker's Progress Report Form may be used for occupational or non-occupational injuries/illnesses, if Senior Staff deems it appropriate. 8.9 Senior Staff may use the information provided by the health care professional from Section 8 to develop a temporary modified work plan to safely accommodate the employee with the appropriate temporary modified work tasks. 8.10 Work plans will be progressive and lead the employee to the resumption of full regular duties. The plan may incorporate temporary modified tasks and hours or a combination of both. 8.11 Prior to the commencement of the temporary modified work plan, there must be an expectation, stated in writing from a health care professional, of a full return to regular duties within a short period of time(usually within 3 months). This will be clearly documented on the temporary modified work plan. 8.12 Depending on the nature of the disability, there may be exceptions to details outlined in Section 8; clarification may be required from a health care professional before developing a temporary modified work plan. 8.13 The employee will provide regular medical progress reports from a health care professional at approximately 2 week intervals to Senior Staff, these dates will be clearly stated on the temporary modified work plan. Without updated medical information, the plan may not be extended. 8.14 As medical updates are received, Senior Staff will ensure that the temporary modified work plan is compatible with the new and most current medical information. 8.15 The disability or condition should improve while the employee is on the temporary modified work plan; clarification will be requested from a health care professional if there are little or no signs of improvement. Continuation of the temporary modified work plan may be delayed until clarification is provided. 8.16 A change in the health care professional's assessment, which reflects that the disability is unknown or permanent in nature, necessitates referring to the Section 7 - Accommodation— Permanent Restrictions Policy. 8.17 Temporary modified work for occupational and non-occupational disabilities may include the following within the department,where applicable: a. regular duties or routines with restrictions; b. modification of work schedule; c. modification of tasks and/or duties within the current job classification; d. short-term approved projects; e. changing the environment in which the tasks are performed in. 8.18 Assigning tasks that belong to the regular job classification is preferable, facilitating a smoother transition from modified to regular duties. 8.19 As noted in Section 8.17, assigning tasks that belong to the regular job classification is preferable; however the temporary modified work plan may include tasks that do not belong to the employee's regular job classification. 8.20 The employee's salary placement will reflect the job classification and shall be referred to the Job Evaluation process where applicable. If the accommodation arises from a workplace injury, salary supplement or"top up" may be possible through WSIB. 8.21 Additional hours that exceed the assigned number of hours in a particular shift are not considered rehabilitative and are not acceptable during a temporary modified work plan, unless medical documentations provided stating that working extra hours will not impact on the period of modified work, or recovery, in accordance with operational needs. 8.22 This policy applies to all Municipality of Bayham Employees and job applicants. Where the employee is part of a Union, the Collective Agreement may take precedence.