Accessibility Policy

It is the policy of Vinyl Window Designs Ltd.;

1. That our locations are committed to providing accessibility and excellent customer service to each and every one of our customers and employees.
2. To ensure that all employees uphold and support this policy and comply with the Accessibility for Ontarians with Disabilities Act (AODA).
3. That our workplace is committed to diversity, inclusion and accessibility for all employees and customers
4. Use of Service Animals, Support Persons and Assistive Devices
    Service Animals – While Vinyl Window Designs Ltd. does not permit pets to enter the facilities, the exception is allowed for service animals, which are typically dogs that have been individually trained to do work or perform tasks for an individual with a disability. While visiting Vinyl Window Designs Ltd., it is the responsibility of the person with a service animal to keep the animal with them and control them at all times. In the event an employee or customer is allergic to animals, alternate arrangements will be made to accommodate all parties.
   Support Persons – Persons with disabilities may enter Vinyl Window Designs Ltd. accompanied by a support person and may have access to that support person at all times. A support person does not have to be a paid support worker. He or she can be a family member or friend to the employee or customer.
   Vinyl Window Designs Ltd. may require a person with a disability to be accompanied by a support person while on VWD property in situations where it is necessary to protect the Health and Safety of the person with a disability, or the Health and Safety of others on the premises.
   Assistive Devices – Persons with disabilities may enter any Vinyl Window Designs Ltd. with personal assistive devices to use our services (for example: a walker or a personal oxygen tank).
5. Training for Employees
    Vinyl Window Designs Ltd. will ensure that all employees to whom this policy applies receive training as required by the Accessibility Standards for Customer Service. In addition, training will provided on a continuous basis to all new employees.
6. Feedback
    We welcome your feedback! Vinyl Window Designs Ltd. is committed to providing a safe and harmonious environment for its employees and customers.

Customers who wish to provide feedback on the way Vinyl Window Designs Ltd. provides goods and services to people with disabilities can provide feedback by contacting Human Resources by telephone at 416-741-7820.

Statement of Commitment to Accessibility

Vinyl Window Designs Ltd. (hereon referred to as “VWD”) is committed to providing a barrier-free environment for our customers, employees, job applicants, suppliers, visitors, and other stakeholders who enter our premises, or access our information. As an organization, we respect and uphold the requirements set forth under the Accessibility for Ontarians with Disabilities Act (2005), Customer Service Standard, and the Integrated Accessibility Standards Regulation.

Our organization has made a commitment to accessibility for everyone who uses our services. Vinyl Window Designs has an important responsibility for ensuring a safe, dignified, and welcoming environment for everyone. We are committed to ensuring our organization’s compliance with accessibility legislation by incorporating policies, procedures, equipment requirements, training for employees, and best practices. We will review these policies and practices on a regular basis. Our commitment to making our organization accessible to everyone includes the integration of accessibility legislation with our policies, procedures, programs, and training.

AODA – Integrated Accessibility Standards Regulations (IASR) Employment Policy

The following policy has been established by Vinyl Window Designs Ltd. to govern the provision of services with Regulation 191/11, “Integrated Accessibility Standards” (“Regulation”) under the Accessibility for Ontarians with Disabilities Act, 2005.

These standards are developed to break down barriers and increase accessibility for persons with disabilities in the areas of information, communications and employment.

VWD is governed by this policy as well as the Accessibility Standards for Customer Service Policy and the Accessibility for Ontarians with Disabilities Act, 2005 in meeting the accessibility needs of persons with disabilities.

Establishment of Accessibility Policies and Plans

Vinyl Window Designs Ltd. is committed to meeting the accessibility needs of persons with disabilities in a timely manner in its policies. These documents will be made publicly available in an accessible format, upon request.

VWD Ltd. will establish, document and maintain a multi-year accessibility plan which outlines its strategy to prevent and remove barriers and meet its requirements under the IASR. In accordance with the regulations the multi-year accessibility plan will be reviewed and updated once every five (5) years, and will be posted on the company's website. The accessibility plan will be made available in an accessible format upon request.

Training Requirements

Vinyl Window Designs Ltd. will ensure that training is provided to all Ontario employees on the requirements of the accessibility standards referred to in the IASR and continue to provide training when changes are made to the accessibility policy.

Recruitment, Assessment and Selection

Vinyl Window Designs Ltd. will notify employees and the public about the availability of accommodation for job applicants who have disabilities. Upon request, applicants will be informed that these accommodations are available for the interview process and for other candidate selection methods. Where an accommodation is requested, Vinyl Window Designs Ltd. will consult with the applicant and provide or arrange for suitable accommodation.

Successful applicants will be made aware of Vinyl Window Designs Ltd. policies for accommodating people with disabilities.

 Accessible Formats and Communication Supports for Employees

When requested, Vinyl Window Designs Ltd. will provide, or will make the arrangements for the provision of accessible formats for persons with disabilities. The format required will take into account the individual’s accessibility needs based on the type of disability. Vinyl Window Designs Ltd. will consult with the person making the request to understand the nature of the accessible format or communication support that is required.

 Workplace Emergency Response Information

Where required, Vinyl Window Designs Ltd. will create individual workplace emergency response information for employees with disabilities. This information will be created in consultation with the employee and take into account the unique challenges created by the individual’s disability and the physical nature of the workplace. The information will be reviewed when the employee moves to a different physical location in the organization and/or when the employee’s overall accommodation needs or plans are reviewed.

Documented Individual Accommodation Plans

Vinyl Window Designs Ltd. will also develop and have in place documented individual accommodation plans for employees with disabilities. If requested, information regarding accessible formats and communication supports provided will also be included in individual accommodation plans. In addition, the plans will include individualized workplace emergency response information (where required) and will identify any other accommodation that is to be provided.

 Performance Management, Career Development, Advancement and Redeployment

Vinyl Window Designs Ltd. takes into account the accessibility needs of employees with disabilities, as well as individual accommodation plans, when conducting performance management, providing career development and advancement to employees, or when redeploying employees

 Return to Work

Vinyl Window Designs Ltd. will develop and implement return to work processes for employees who are absent from work due to a disability and require disability-related accommodation(s) in order to return to work.

The return to work process will outline the steps Vinyl Window Designs Ltd. will take to facilitate the employee’s return to work and shall use documented individual accommodation plans

 Review

This policy will be reviewed regularly to ensure that it is reflective of VWD’s current practices as well as legislative requirements.

Contact Us:

Accessible formats of this document are available free of charge upon request. For more information on Vinyl Window Designs Ltd.’s accessibility policies and multi-year plan please contact us. Should we need to contact you to provide further information please include:

• Your name
• Your affiliation (e.g. Customer, visitor, etc.)
• Your contact information (address, telephone and/or email)
• A brief summary of your feedback

By Email: hr@vinylwindowdesigns.com

By Telephone: 416-741-7820

Multi-Year Accessibility Plan

In accordance with the Integrated Accessibility Standards Regulations under the AODA, Vinyl Window Designs Ltd. will:

• Review and update this plan at least once every five years thereafter
• Post this plan on the Vinyl Window Designs Ltd. website (www.vinylwindowdesigns.com)
• Provide this plan in an accessible format, upon request
• Report as required on its public website on the progress of implementation.
• The multi-year accessibility plan will be reviewed and updated at least once every five years, will be posted on our website, and will be provided in an accessible format upon request.

AODA Initiative	Action	Compliance Date	Status
Part I – General
Accessibility Policies	Develop and implement Integrated Accessibility Standards Policy. Make the Policy publicly available and provide in an accessible format, upon request. Review & update as required	January 1, 2014	Complete
Accessibility Plan	Develop a Multi-Year Accessibility Plan Post Multi-Year Accessibility Plan on Vinyl Window Designs Ltd. website and provide in an accessible format, upon request. HR to review Plan January 1 every five (5) years.	January 1, 2014	Complete
Training	Launch training program based on AODA requirements Incorporate on-going training into new employee onboarding. Keep record of employees who have completed training.	January 1, 2015 and ongoing	Complete and ongoing
Part II – Information and Communications Standards
Feedback Processes Ensure that processes for receiving and responding to feedback are accessible and meet the requirements of the IASR.	Ensure that processes for receiving and responding to feedback are accessible. Provide accessible formats and communication supports upon request.	January 1, 2015	Complete
Accessible Formats and Communication Supports	To the extent practicable, provide accessible formats and communication supports for persons with disabilities upon request, within a timely manner Consult with person making the request to determine suitability of accessible format or communication support. The provision of accessible formats and communication supports for persons with disabilities will be provided at a cost no more than regular cost charged to other persons.	January 1, 2016	Complete
Emergency Procedures, Plans or Public Safety Information	Emergency procedures, plans or public safety information, that is publicly available, shall be provided in an accessible format or with appropriate communication supports, upon request as soon as practicable.	January 1, 2012	Complete
Accessible Websites and Web Content All internet websites and web content must conform with WCAG 2.0 Level AA, other than, success criteria 1.2.4 Captions (Live) success criteria 1.2.5 Audio Descriptions (Pre-recorded).	Contact IT department and send them information pertaining to this requirement for revision to Vinyl Window Designs Ltd. website.	Ongoing	In Progress
Part III – Employment Standards
Recruitment, Assessment, Selection	Review and, as necessary, modify existing recruitment procedures and practices specifying that accommodation is available for applicants with disabilities on our website and on job postings. Include a statement on applicable Job Postings: "We are committed to an inclusive, barrier-free work environment and recruitment and selection processes. Accommodations are available upon request for candidates taking part in all aspects of the recruitment process." Ensure hiring managers provide accommodations as requested by applicants.	January 1, 2016	Complete
Informing Employees of Supports	Post all AODA Policies on Health and Safety Boards	January 1, 2016	Complete
Accessible Formats and Communication Supports for Employees	Upon request by an employee with a disability, the employee’s Manager and/or HR shall consult with the employee and provide or arrange for the provision of suitable accessible formats and communication supports needed to perform the employee's job	January 1, 2016	Complete
Workplace Emergency Response Information	An Individualized Emergency Response Information form will be completed for those employees whom have disclosed a disability and require an accommodation. This will be done as soon as VWD becomes aware of any such persons with disabilities requiring such a plan. The Plans will be reviewed as required.	January 1, 2012	Complete
Documented Individual Accommodation Plans / Return to Work Process	Individual Accommodation Plans will be created for employees requiring accommodation due to a disability by the employee’s Manager in partnership with HR Individualized accommodation plans will be kept in an employee’s personnel file and kept private and secure. The plan shall be updated when the employee requiring accommodation informs their manager of any changes to their disability and/or accommodation required. Employees returning to work after a disability related leave of absence shall be assisted by their Manager and HR on a return to work plan and temporary accommodation where required.	January 1, 2016	Complete
Performance Management, Career Development, Advancement and Redeployment	Any performance management documentation is available in print and online formats. Career development and advancement opportunities will be provided in formats that are consistent with an employee’s individual accommodation plan where applicable.	January 1, 2016	Complete