Section #12: Accessible Formats and Communication Supports
What the standard says
(1) Except as otherwise provided, every obligated organization shall upon request provide or arrange for the provision of accessible formats and communication supports for persons with disabilities,
- in a timely manner that takes into account the person’s accessibility needs due to disability; and
- at a cost that is no more than the regular cost charged to other persons. O. Reg. 191/11, s. 12 (1).
(2) The obligated organization shall consult with the person making the request in determining the suitability of an accessible format or communication support. O. Reg. 191/11, s. 12 (2).
(3) Every obligated organization shall notify the public about the availability of accessible formats and communication supports. O. Reg. 191/11, s. 12 (3).
(4) Every obligated organization that is required to provide accessible formats or accessible formats and communication supports by section 3, 4, 11, 13, 19, 26, 28, 34, 37, 44 or 64 shall meet the requirements of subsections (1) and (2) but shall do so in accordance with the schedule set out in the referenced section and shall do so only to the extent that the requirements in subsections (1) and (2) are applicable to the requirements set out in the referenced section. O. Reg. 191/11, s. 12 (4).
Suggested approach
All Ontario universities have policies and procedures in place to meet their obligations under the Ontario Human Rights Code. These policies and practices should form the basis for meeting obligations under this section of the Accessibility for Ontarians with Disabilities Act (AODA).
Materials should be available in accessible electronic format whenever possible. This allows users to obtain the materials and use assistive devices such as screen readers at their convenience. When purchasing materials, institutions should consider accessibility-related procurement language, as outlined below to meet requests in a timely manner.
On print materials and websites, institutions may consider stating that electronic formats are available upon request and at no additional cost to the individual. For example, COU says on the Accessibility Commitment page of its website: “In fulfilling our mission, the Council of Ontario Universities (COU) strives to provide its services in a way that respects the dignity and independence of people with disabilities. As such, COU will provide an alternative communications format upon request.” Then institutions would provide the name of the current contact person.
Suggested best practices
Requesting alternative formats:
Procurement policies:
- George Brown College: Captioned Media and E-Text Policy – Procurement
- Innisfil Public Library Board: Procurement Policy
- American Library Association: Think Accessible Before You Buy
Accessibility plans:
Evaluating accessibility resources:
- American Library Association: Electronic Database and Computer Software Evaluation
- American Library Association: Computer Software Accessibility Checklist
- Information Technology Industry Council: Voluntary Product Accessibility Template (VPAT)
Guidelines on accessible documents:
- CNIB: Clear Print Guidelines
- Adobe: Accessibility Guidelines
- Guides to creating accessible digital documents and websites can be found in the Reference Library.
Compliance schedule for Section #12, as stated in the IASR
- For large designated public sector organizations, January 1, 2015.
- For large organizations, January 1, 2016.
Definitions related to Section #12, as defined in the IASR
- “Large designated public sector organization” means a designated public sector organization with 50 or more employees.
- “Large organization” means an obligated organization with 50 or more employees in Ontario, other than the Government of Ontario, the Legislative Assembly or a designated public sector organization.
How does the IASR relate to the Ontario Human Rights Code?
In Section 1 (2), the IASR states that, “the requirements in the standards set out in this Regulation are not a replacement or a substitution for the requirements established under the Human Rights Code nor do the standards limit any obligations owed to persons with disabilities under any other legislation.”