December 31 has a way of sneaking up quickly, especially when your AODA reporting requirements involve more than just filling out a form.
Ontario organizations required to file an Accessibility Compliance Report have until December 31, 2026 to submit their next report as part of the Accessibility for Ontarians with Disabilities Act (AODA). But preparing for that deadline isn’t just about completing the submission. You’re reporting on your organization’s compliance with applicable accessibility requirements, so the policies, training and practices behind those answers need to be in order too.
A lot can change between reporting cycles. People join your team, policies evolve, processes change and accessibility practices that worked well three years ago may need another look.
Here are six areas worth reviewing before you report.
1. Accessibility policies and plans
Start with your accessibility policies. Organizations are required to develop accessibility policies and keep them up to date, while organizations with 50 or more employees have additional requirements, including documenting those policies and maintaining a multi-year accessibility plan.
Review what you currently have in place and when it was last updated. If your people practices, services or approach to accessibility have changed since your last reporting cycle, your policies may need to catch up.
2. Accessibility training
Accessibility training isn’t necessarily something you can check off once and forget about.
Organizations have AODA training obligations, including accessible customer service, the Ontario Human Rights Code as it relates to people with disabilities, and accessibility requirements relevant to employees’ roles.
If you’ve welcomed new employees or volunteers, updated policies or changed responsibilities since your last reporting cycle, take another look at your training. The people responsible for recruitment, accommodations, customer service and people management should understand what accessibility looks like in practice.
If training needs attention, explore Envol’s Workplace Accessibility Training.
3. Recruitment and hiring practices
Accessibility starts before someone joins your team. Employers have obligations throughout recruitment, including notifying candidates that accommodations are available and providing suitable accommodations during the recruitment and selection process when requested.
Review your job postings, candidate communications and hiring processes to make sure accessibility is built into how your organization recruits today, not how it recruited three years ago.
4. Accommodation and return-to-work processes
Employers also have requirements related to accessibility supports, accessible workplace information and individualized workplace emergency response information. Organizations with 50 or more employees have additional requirements around documented individual accommodation plans and return-to-work processes.
Look beyond whether a policy exists and consider how the process actually works. Do employees know how to request an accommodation? Do managers know what to do next?
A policy only gets you so far if no one knows how to use it.
5. Accessible information, communications and digital spaces
Organizations need to be prepared to provide accessible formats and communication supports when required, and feedback processes need to be accessible.
For organizations with 50 or more employees, public websites and web content are also subject to specific WCAG accessibility requirements. If your website or digital content has changed since your last reporting cycle, accessibility should be part of your review.
Requirements vary based on organization size and type, so make sure you’re reviewing what applies specifically to you.
6. Your overall AODA compliance readiness
Finally, take a step back. Before submitting your Accessibility Compliance Report, you should understand which requirements apply, what’s already in place and whether anything still needs attention.
Not sure where your organization stands? Envol’s AODA Compliance Readiness Assessments & Gap Analysis can help you evaluate your current state, identify potential gaps and prioritize what to tackle before December 31.
What happens if you’re not AODA compliant?
Missing a required reporting deadline or failing to meet applicable AODA standards can result in more than an unfinished compliance task. Ontario can conduct inspections and audits, issue orders and impose financial penalties for non-compliance.
There can also be a broader impact. Your accessibility practices shape how employees, candidates, customers and clients experience your organization. Barriers in recruitment, accommodation, communications or services can affect both your employer brand and your broader organizational reputation.
AODA compliance may be a legal requirement, but accessible practices also demonstrate how your organization supports the people who work with, work for and interact with you.
Found an AODA compliance gap? Here’s what to do.
Whether you need to update a policy, strengthen training, improve an accommodation process or get support with the reporting requirements themselves, Envol can help.
Our HR consultants can provide guidance where you need it or more hands-on support getting the work done, from assessing and closing compliance gaps to preparing your Accessibility Compliance Report. Learn more about Envol’s Accessibility Services to get ready for December 31.