Creating an accessible workplace

There are many misconceptions around hiring people with disabilities. As we've seen, the benefits often outweigh the costs of creating an inclusive and accessible workplace for all employees. Here are some frequently asked questions about hiring and accommodating people with disabilities. 

If you have any questions we haven't answered, please contact us.

How can I create an accessible and welcoming environment for students with disabilities?

How do I talk to students about their accessibility needs?

It’s important to understand that disclosing a disability is a personal choice and there are different reasons that a student may choose to disclose. Reasons may include, but are not limited to, presenting a disability in a specific way, providing context for colleagues or requesting accommodations needed for the role.

People with disabilities are protected from discrimination and barriers in accessing services and employment by the Canadian Charter of Rights and Freedoms, the Canadian Human Rights Act and provincial and territorial human rights codes. It is important to create environments where staff feel comfortable disclosing and consider what can be done to reduce the need for disclosure in the first place (i.e., designing with inclusivity in mind).

To help make staff feel more comfortable, consider the language you're using before, during and after staff interactions. You want to effectively communicate your willingness and commitment to support accessibility and disclosure requirements.

  • Before – Knowledge is power. Provide sufficient details about job duties, environmental demands, accessibility features of the workplace, how to request accommodation and the organization’s commitment to inclusion. Proactively providing details helps staff understand what they can expect and how their disability may intersect with the workplace. Communicate this information as part of an inclusive recruitment approach (job descriptions, interview details) and in introductory emails.
  • During – Provide overall staff support. Consider disclosure and accommodations as part of the overall staff support plan. Determine how these topics can be addressed to all staff in a way that connects to performance and success in the role in a dignified manner. For example, asking all staff what they need to thrive in the workplace can be a great way of inviting further discussion on strategies, supports or accommodations that they may need to be successful. When done properly, employers show that accommodations are not separate or “add-ons” for staff, they are integrated into all aspects of work.
  • After – Keep the door open. Acknowledge that staff may need time to process the information and determine their intention or rationale to disclose or ask for accommodation – and that’s okay. Consider how your delivering the information so staff are informed of all resources and supports available and how they can continue these discussions. This may include pre-scheduled check-ins or opportunities to respond to follow-up emails with staff.

Making the workplace more accessible helps limit the need for disclosure as needs are already being met through strong organizational values, practices and built-in flexibility.

How do I accommodate an individual with disabilities? Is it difficult or expensive?

The majority of people with disabilities do not require special workplace accommodations, and most accommodations are inexpensive and easy to implement - from flexible work modes or hours to assistive technologies.

Under the Ontario Human Rights Code, every employer and employee has responsibilities to accomodate disabilities, to the point of undue hardship.

Approximately one-third of employees require a one-time accommodation, with a typical cost of around $500, which often pays for itself through productivity and morale.

Work with your co-op student to create an accommodation plan that you both agree on. Co-op students registered with the AccessAbility Services can meet with a consultant to discuss what might need to go into their individual accommodation plan.

What types of jobs can students with disabilities do?

All Waterloo co-op students, including those with disabilities, have the skills, intelligence and academic background you need for your co-op positions. It is how a co-op student gets that job done that may need consideration.

Like all people, some people with disabilities have strengths that make them better suited to some positions and industries. University of Waterloo students with disabilities provide the same benefits and potential as any other candidate. The availability of workplace accommodations, where required, and the willingness of organizations to remove barriers and create an inclusive environment are the only things most people with disabilities require.

Can people with disabilities work in positions requiring physical labour?

Less than 1 in 10 people with disabilities have mobility-related disabilities. Even if a person has a mobility-related disability it does not necessarily mean that they cannot work in a physical labour position.

When developing a job description and posting, ensure that job requirements are reasonable and assess what accomodations might enable an individual to fulfill those requirements.

For more information on your rights and responsibilities, read the Ontario Human Rights Commission's policy on abelism and discrimination based on disability.

Are people with disabilities reliable employees?

Yes. Studies show that people with disabilities have lower absenteeism and stay with employers longer than their non-disabled counterparts. Waterloo's co-op students are exceptional employees - regardless of disability.

Will hiring people with disabilities increase safety incidents at my workplace?

No. In fact, people with disabilities have lower rates of safety incidents and lower overall costs associated with workplace accidents.

What is undue hardship?

Under the Ontario Human Rights Code, there are only three considerations when determining whether an accomodation creates undue hardship:

  • Quantifiable and substantial costs that would affect the organization’s viability.

  • Expenses that exceed available resources after both the organization and individual seeking accommodation have applied for any available government or other funding opportunities.

  • Creates significant health and safety risks to any individual within the organization.

Is it true that people with disabilities cannot be terminated once they are hired?

You cannot terminate an employee for reasons related to a disability, and you have a duty to provide necessary and adequate accommodations when requested. When adequate accommodations are in place, employees with disabilities should be held to the same performance standards as other employees.

If any employee is not meeting performance expectations, follow your usual performance management procedures, such as: discuss any issues with the employee, look for solutions together, document and, if necessary, terminate employment.

When working with a co-op student for four months, be sure to determine what the essential requirements of the job are before posting, and consider what accommodations can be made to help individuals meet those requirements - with the appropriate supports in place, chances are they can.