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Assessing AODA Compliance in Information and Communications

Under the AODA, private or non-profit businesses with twenty to forty-nine (20-49) workers, or fifty (50) or more workers, must complete accessibility reports every three years. The next accessibility reports for private or non-profit businesses were due on December 31st, 2020. However, the Ontario government has extended this deadline. This extended deadline for accessibility reports for private or non-profit businesses is June 30th, 2021. Nonetheless, businesses should use this extra time to assess how compliant they are with AODA standards. Moreover, businesses should also improve their compliance by changing the services they offer so that their companies are more accessible. In this article, we will outline ways to assess AODA compliance in information and communications.

Assessing AODA Compliance in Information and Communications

Businesses with fifty (50) or more workers need to report on how they provide information in ways that people with disabilities can access. However, both small and large businesses need to comply with AODA requirements governing information and communications. For instance, they need to have:

Furthermore, businesses with fifty (50) or more workers need to have accessible web content.

The extended deadline for AODA compliance reports gives staff of businesses more time to assess how well their companies are fulfilling all these requirements.

How to Assess AODA Compliance in Information and Communications

Companies can start to assess their AODA compliance by requesting anonymous feedback from customers or workers who have needed accessible information. For instance, customers or workers can explain whether a company has information available in accessible formats, such as:

  • Websites that are accessible using assistive technology, including:
    • Online shopping
    • Forms
    • Alternative text (alt-text) descriptions for images
    • Files in Word or HTML formats, rather than PDF
  • Hard-copy Braille and large print versions of standard-print information, such as:
    • Menus
    • Brochures
    • Event programs

Likewise, customers and workers can also explain whether communication supports are available, including:

  • Sign language interpretation, captioning, and assistive listening devices for live events, including:
    • Concerts
    • Presentations
    • Public meetings
    • Plays
  • Movies or other video content with accessible features, including:
    • Closed captioning
    • Described video
    • Transcripts

Requesting Accessible Formats or Communication Supports

In contrast, if accessible formats and communication supports are not available ahead of time, customers and workers can give feedback about the process of requesting these formats or supports. For example, customers and workers can explain whether staff:

  • Knew what a requested format or support was, and how they could arrange it
  • Worked with the requester to determine which format or support would best meet their needs
  • Provided information or communications in a timely manner

If customers have the option to describe their positive or negative encounters with staff, these stories can help staff recognize what they should or should not do when providing accessible service. For example, a restaurant diner could report that servers seemed confused when they requested a Braille menu. However, this diner could also explain that servers helped them find the accessible online menu. Alternatively, a diner could explain that a server continued to offer a large-print or online menu that the customer could not access.

If much of the feedback a business receives is negative, it is likely that the business is not compliant with the AODA. As a result, the business will need to make changes, which could include:

  • Making their websites accessible
  • Improving their AODA training on providing accessible information

Accessibility Consulting

In addition, businesses could enter short-term or on-going contracts to consult with people who have disabilities. Alternatively, companies could request the services of professional organizations that specialize in assessing accessibility. In either case, an accessibility assessor with lived experience of disability could:

  • Observe and give feedback on the quality of AODA training
  • Assess how prepared staff are for customers requesting formats or supports
  • Assess the accessibility of a company’s website, including:
    • links, buttons, edit fields, and other elements
    • Videos

If any of these processes do not comply with AODA requirements, consultants could offer suggestions or assistance. Moreover, consultants could also help companies find resources to support them in strengthening their policies and services.

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