​Purpose: 

The purpose of this policy is to ensure that all companies within the MH3 Collective* are ensuring equal access and participation for people with disabilities. The MH3 Collective is committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We believe in integration, and we are committed to meeting the needs of people with disabilities in a timely manner. We do so by removing and preventing barriers to accessibility and meeting our accessibility requirements under the Accessibility for Ontarians with Disabilities Act and Ontario’s accessibility laws. 

  

Scope and Eligibility:  

This policy applies to all employees within the MH3 Collective.   

  

1. Training:  

 

All staff: We are committed to training all staff in this Accessibility Policy, along with AODA standards, which will be provided to all staff and will be part of the onboarding process for new hires.  This training includes our legal requirements to accommodate disabilities and the accommodations process. 

Staff that interact with the public (BAs).  Our activation staff are trained before every activation.  Training includes how to ensure that the activation is accessible and how to interact with people with disabilities participating in the activation. 

 

Delivery Methods: Online, In-Person Training Conducted by our P&C team. 

Definition of “As Soon as Practicable”. As soon as practicable - refers to providing training within a reasonable timeframe, ideally within the first 30 days of employment. For ongoing training, it means as soon as possible following the new policies or major changes to our existing policies. 

Policy Change Training 

• Notification: Employees are informed of policy changes through internal communication channels (e.g. Email, Microsoft Teams and Slack). 

• Training Sessions: Scheduled sessions, either in-person or online, are provided to ensure understanding and compliance. 

 

Monitoring and Compliance 

• Regular Audits: Periodic audits take place to ensure all employees have completed the requisite training. 

• Feedback Form: Employees can provide feedback on the training process, which is reviewed to make necessary improvements. 

• Continuous Improvement: Training materials are regularly updated to reflect changes in legislation and best practices. 

 

    2. Talent Acquisition: 

 

Here is a detailed explanation of each requirement based on the information provided: 

 

• Recruitment 

Notification and Communication of Accommodation: 

• The organization will notify job applicants about the availability of accommodation at the time of hiring. This includes ensuring that the materials or processes used for interviewing are accessible to all applicants. We ensure this is included in our Job Description – please see the example below: 

We value the diversity of the people we hire and are committed to ensuring that our workplace is one where everyone feels represented, safe and welcome. MH3 Collective welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.  

• Ensure that the talent acquisition process is accessible and provides accommodations for applicants with disabilities, including but not limited to accessible interviewing locations, alternative application methods, and customized communication. 

• Maintain that job postings, application forms, and other recruitment materials are accessible and compatible with screen readers, and all recruitment webpages meet WCAG 2.0 Level AA text requirements. 

• This practice will continue throughout the terms of employment, ensuring ongoing awareness of available accommodations. 

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• Notice to Successful Applicants 

Consultation on Accessible Workplace Information: 

• Upon request for accommodation, the organization will consult with the selected job applicants and employees. This consultation will consider the accessibility needs of the individual due to their disability. 

• The goal will be to ensure that any workplace information provided is accessible to all employees, including those with disabilities. 

 

• Accessible Formats and Communication Supports for Employees 

 Provision of Alternate Formats and Communication Supports: 

• The organization will provide or arrange for alternate formats and communication supports as necessary. Including 

• Information required for an employee to perform their job. 

• Information (processes, templates, communications, documents, files) that is generally available to all employees, ensuring it is accessible to everyone. 

 

By addressing these points, MH3 Collective demonstrates its commitment to accessibility and inclusivity, ensuring that all job applicants and employees, regardless of disability, can participate fully in the workplace.  

 

• Accountabilities 

• Employees are expected to: 

• Communicate their accessibility needs and advocate for necessary accommodations. 

• Adhere to training and established communication protocols. 

• Managers are expected to: 

• Support their team members with appropriate tools and accommodations. 

• Ensure their teams are trained and follow the communication protocols. 

• Human Resources and Accessibility Coordinator will: 

• Facilitate an accessible recruitment process and handle accommodation requests. 

• Monitor policy compliance and serve as points of contact for any accessibility issues or concerns. 

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   3. Workplace emergency response information 

 

As Soon as Practicable Defined: 

Scenario Application: In a real-world setting, this means acting promptly to ensure that emergency response information is available and actionable without delay, balancing thoroughness with urgency. 

 

We request our new hires to fill our welcome survey on their first day as a part of our onboarding process, that consists of a question where we take their emergency contact information. This helps us to reach out their point of contact in case of an emergency. We also review this list on an annually basis and remind the team members to update their information in case of any changes. We will be building a process where in the member of the P&C team can have full access to this information and assist the person with disability in dire need. We will also be checking with them every quarter to make sure that the information is updated in case any changes is reviewed by the P&C team.  

 

• Employee Documentation: When an employee with a disability is hired or identifies a need. 

• Emergency Response Plan Development: Collaborate with the employee to create a personalized emergency response plan. 

• Consent: Obtain written consent to share this plan with designated emergency responders. Ensure that the employee knows they can revoke consent at any time. 

• Timeliness: Make sure the plan is shared and accessible as soon as it is developed, typically within a few days. 

• Regular Review: Set automatic reminders for reviews upon job location changes, annual accommodation reviews, and updates to emergency response policies. 

 

    4. Service animals and supports persons  

 

We welcome people with disabilities and their service animals. Service animals are allowed on the parts of our premises that are open to the public and third parties. When we cannot easily identify that an animal is a service animal, our staff may ask for documentation (template, letter or form)from a regulated health professional that confirms the person needs the service animal for reasons relating to their disability. A service animal can be easily identified through visual indicators, such as when it wears a harness or a vest, or when it helps the person perform certain tasks. 

 

• Allowed and/or prohibited a service animal: We at MH3 Collective are very flexible and our Humans are our priority. We will be supporting our Team member with their requests to an extent of undue hardship.  

• Welcomed and/or required a support person:  P&C team will try to fully understand and assess the need and make an informed decision. Our aim is to make sure that the team member feels fully supported.  

• Had a temporary disruption: understand the reason for disruption, the duration and an alternative services available.  

• Handled feedback from a person with a disability: MH3 Collective exercises an open-door policy. We are fully aware that we can make mistakes and are always looking to improve and learn. Hence, honest feedback from a person with a disability will only help us to understand and improvise our processes.  

 

If service animals are prohibited by another law, we will do the following to ensure people with disabilities can access our goods, services or facilities: 

• explain why the animal is excluded. 

• discuss with the customer another way of providing goods, services or facilities. 

 

Support Persons: 

In certain cases, this organization might require a person with a disability to be accompanied by a support person for the health or safety reasons of: 

• The person with a disability. 

• Others on the premises. 

 

Before deciding,  MH3 Collective will: 

• Consult with the person with a disability to understand their needs. 

• Consider health or safety reasons based on available evidence. 

• Determine if there is no other reasonable way to protect the health or safety of the  person or others on the premises. 

 

If this organization determines that a support person is required, we will waive the admission fee or fare (if applicable) for the support person. 

 

Feedback Process:  

MH3 Collective welcomes feedback on how we provide accessible customer service. Customer feedback will help us identify barriers and respond to concerns. 

 

All feedback, including complaints, will be handled in the following manner: 

• Feedback will be directed to the General Manager 

• Customers can expect to hear back in 5 Business Days 

• MH3 Collective ensures our feedback process is accessible to people with disabilities by providing or arranging for accessible format  and communication supports, on request. 

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Contact Information: 

For questions, accommodation requests, or feedback regarding accessibility, please contact: 

Karen Stern 

Karen.stern@mh3collective.com  

 

*MH3 Collective: 

• Black Talent Initiative 

• Humanity 

• Park Street Education 

• Sidekick 

• T1