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- The Canadian Employer's Guide to Workplace Accessibility in 2025
The Canadian Employer's Guide to Workplace Accessibility in 2025
- Employer advice
Kiljon Shukullari, HR Advisory Manager
(Last updated )
Kiljon Shukullari, HR Advisory Manager
(Last updated )
As we approach National Disability Employment Awareness Month (DEAM) in October, Canadian employers have a timely opportunity to reflect on and enhance workplace accessibility.
This blog provides practical insights into evolving accessibility requirements, helping employers foster inclusive environments that comply with laws and support diverse talent.
Workplace accessibility extends beyond physical features like ramps and elevators. It encompasses all aspects of employment, from hiring and onboarding to technology, policies, and culture. In Canada, federal and provincial regulations are driving systemic changes to eliminate barriers, ensuring equitable opportunities for employees with disabilities.
What the new accessibility laws mean for employers
The
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Accessible Canada Act
(ACA), enacted in 2019, is federal legislation applicable to federally regulated organizations such as banks, telecommunications, airlines, railways, and broadcasters. It aims to achieve a barrier-free Canada by 2040 through seven priority areas, including employment. The ACA complements provincial human rights codes and accessibility laws, which govern most other employers and prohibit discrimination based on disability.
A key development is the
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CAN/ASC-1.1:2024 (REV-2025) Employment Standard
, published by Accessibility Standards Canada in May 2025 as a revision to the original December 2024 version. This standard promotes systemic change for accessible, inclusive, and discrimination-free workplaces. It covers federally regulated organizations that fall under the scope of ACA. Core requirements include:
Individualized support systems:
Delivering personalized accommodations tailored to employees' needs, including assistive technologies and flexible work arrangements.
Culture building:
Fostering environments that prioritize accessibility, anti-ableism, and intersectional inclusion (e.g., considering overlaps with 2SLGBTQI+ identities).
Employee consultation:
Involving people with disabilities in decision-making, embodying the principle of "nothing about us without us."
Compliance timelines vary by organization size and jurisdiction. Federally regulated employers must develop multi-year accessibility plans, with reporting deadlines phased in (e.g., initial plans by June 2023 for larger entities, with ongoing updates).
Provincially, requirements differ:
Ontario's
Accessibility for Ontarians with Disabilities Act (AODA)
mandates accessibility plans for organizations with 50+ employees, with a goal of full provincial accessibility by 2025. Though this remains an ongoing process requiring collaboration across sectors.
Other provinces like British Columbia (
Accessible British Columbia Act, 2021
) and Manitoba have similar frameworks, while Quebec's
Charter of Human Rights and Freedom
s provides broad protections.
Non-compliance can lead to administrative penalties under the ACA, ranging from warnings to fines up to $250,000 for very serious violations, plus public naming of non-compliant entities. Provincial human rights tribunals may also impose remedies for discrimination, including compensation.
What businesses does the Employment Standard apply to?
Federally regulated sectors (e.g., interprovincial transport, finance) fall under the ACA and the Employment Standard. Most businesses—such as retail, restaurants, construction, manufacturing, and private schools—are provincially regulated and must adhere to local human rights codes and accessibility acts.
A common misconception is that these obligations only apply to large employers. Human rights codes impose duties on all employers regardless of size, with no minimum employee threshold for basic requirements like non-discrimination and accommodation. This extends to third-party contractors, temporary, and gig workers.
What are the core principles of an accessible workplace?
These foundational principles, drawn from the ACA and human rights frameworks, guide barrier removal and inclusive practices:
Dignity and independence:
Respecting all workers by enabling participation suited to their abilities, without assumptions based on disability.
Barrier prevention:
Adopting universal design from the outset to avoid barriers, rather than retrofitting reactively.
Consultation with people with disabilities:
Incorporating lived experiences into planning to ensure relevant, effective policies.
Step-by-step guide to an accessible employee lifecycle
Accessible recruitment and job postings
Start with inclusive job ads that include accessibility statements and affirm that reasonable accommodations are available. Use neutral language avoiding ability-based exclusions, and offer applications in formats like large print, audio, or screen-reader compatible files.
Barrier-free interviews and selection
Provide requested accommodations, such as sign language interpreters, extended assessment time, or virtual options. Ensure interview sites are physically accessible (e.g., ramps, elevators) and flexible in scheduling.
Onboarding and orientation support
Deliver materials in accessible formats (e.g., Braille, audio, simplified text) and cover workplace accessibility features. Implement buddy systems or mentors for new hires with disabilities.
Individualized accommodation process
Collaborate with employees to identify needs via open discussions. Respond promptly, typically within a few weeks, as delays may be deemed discriminatory. Document processes while safeguarding medical privacy. No fixed federal timeline exists, but human rights codes emphasize timeliness to avoid undue hardship.
Practical fixes for the built environment
Enhance facilities with features like lever door handles, automatic openers, 920mm-wide clear pathways (aligning with common Canadian building codes for wheelchair access), and uniform lighting.
For emergencies, develop personalized evacuation plans, dual audible/visual alarms, and designated refuge areas.
Small and medium-sized businesses can implement cost-effective upgrades:
Improvement:
Lever door handles
Estimated cost:
$50–$100 each
Benefit:
Easier for those with limited grip strength
Improvement:
Portable ramps
Estimated cost:
$100–$300
Benefit:
Overcomes minor steps for wheelchair user
Improvement:
Improved lighting
Estimated cost:
$100–$500 per area
Benefit:
Enhances visibility and navigation
Improvement:
Grab bars
Estimated cost:
$40–$100 each
Benefit:
Improves safety in washrooms
Making information and technology accessible
Align digital content with Web Content Accessibility Guidelines (WCAG) 2.1 AA, the standard referenced in the ACA and provincial laws like AODA. Ensure websites feature alt text for images, keyboard navigation, sufficient color contrast, and captions for videos.
Document accessibility checklist:
PDFs with selectable text and screen-reader tags.
Videos with captions and transcripts.
Images with descriptive alt text.
Descriptive hyperlink text (e.g., avoid “click here”).
Testing via built-in accessibility checkers.
Integrate assistive technologies, ensuring software compatibility with screen readers, voice recognition, and alternative inputs.
Training staff and building an inclusive culture
Conduct training on disability awareness, unconscious bias, inclusive language, and visible/invisible disabilities. Tailor manager coaching for accommodation dialogues, emphasizing confidentiality, preference inquiries, and follow-up effectiveness checks. Track completion via HR systems and refresh every one to two years, using surveys to gauge cultural impact.
Creating and updating your accessibility plan
Use SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) following baseline audits. Gather feedback through employee surveys, suggestion systems, barrier audits, and exit interviews. Report annually on progress, actions, and unresolved issues, sharing via newsletters or meetings. Federally, plans must address the seven ACA priority areas.
Need expert help to stay compliant?
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Peninsula offers 24/7 HR support
from experts well versed in Canadian accessibility laws, assisting with compliance queries, employee issues, policy creation, and training. Our
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smart software
can help track accommodations, deadlines, and documentation.
To learn more about how our services can help your business, call us today at
(1) 833 247-3652
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