Accessible Formats and Communication Supports

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Purpose

This procedure applies to the Ottawa Police Service employees, volunteers and other persons or organizations that provide goods, services or facilities to the public or other third parties on behalf of the Service, in accordance with the Integrated Accessibility Regulation developed under the Accessibility for Ontarians with Disabilities Act (AODA), 2005, S.O. 2005, c.11 and in support of the Ottawa Police Service Accessibility Policy.

Each publication should be produced in such a way as to reduce barriers in the orginial document. Adaptation to another format can be accommodated easily and quickly when accessibility is considered during the development.

Scope

The procedures apply to all materials and communications produced by the Ottawa Police Service for release to the public whether produced in house or on behalf of the Ottawa Police Service (i.e. consultant reports). It does not apply to unconvertible information and information that the Police Service does not control directly or indirectly through a contractual agreement.

Notification

  1. The Ottawa Police Service will advise the public of the availability of accessible formats and communication supports.
  2. The Ottawa Police Service will include:
    • A link to the Accessible Formats and Communication Supports Request form;
    • Signage at every public service counter advising of the availability of Accessible formats and Communication Supports; and,
    • The line "Accessible formats and communication supports are available, upon request" is placed at the bottom front page of all Police Services Board reports; large-scale documents for city-wide public consultation (such as the Budget Overview); and all documentation available for city-wide consultation.

Timeframe

The timeframe for the conversion process of a document into an accessible format, or the provision of a communication support, can vary depending on the media chosen, the size, complexity, quality of source documents, and the number of documents to be converted.

Documents shall be returned in a timely manner depending on the factors previously noted.

Cost of Conversion

When a member of the public requests an Ottawa Police Service document in an accessible format or information with a communication support, the section of origin (Responsible Section) is responsible for the cost of conversion, materials and distribution of information.

Once the appropriate format or support is determined with the requestor, staff shall provide or arrange for the provision of the accessible formats and/or communication support for persons with disabilities.

Accessible formats and communication supports shall be provided in a timely manner, taking into account the person's accessibility needs and at a cost that is no more than the regular cost charged to other persons.

Monitoring/Contraventions

Section Managers shall monitor current practices to ensure compliance.

Failure to comply with the AODA regulations can result in Provincial administrative penalties and failure to comply with this procedure may result in disciplinary action, up to and including dismissal.

Processing Requests

Requests for an accessible format or communication supports can be received by staff in the following manner:

  1. Mail:

    • Ottawa Police Service
      Attention: Accessibility Coordinator
      P.O. Box 9634, Station T
      Ottawa, ON
      K1G 6H5

  1. Telephone: 613-236-1222, extension 5561
  2. Fax: 613-236-9630
  3. Email
  4. In person
  5. Electronically using the Accessibility for Ontarians with Disabilities Act (AODA) Feedback Form

Upon receipt of a request, and in consultation with the person making the request, OPS members shall endeavour to provide accessible formats and communication supports for persons with disabilities. The OPS member is still required to complete the Accessible Formats and Communication Supports Request form where it is submitted to the Accessibility Coordinator for logging, tracking and follow-up action.

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