Table of Contents
Overview
Ontario’s universities aim to provide spaces, events and experiences that are barrier-free and accessible to all.
In an effort to streamline these practices for joint events hosted by Ontario universities, the Ontario Universities’ Application Centre (OUAC) follows this procedure to make these events more accessible to all participants.
This procedure is applicable to the Ontario Universities’ Fair, Ontario Universities’ Information Sessions, Ontario Universities’ Guidance Dialogues and Ontario Universities’ Regional Fairs.
Types of Accessibility Requests
- Alternative document formats – large font, braille, high contrast, etc.
- High contrast presentations (or printed versions)
- Accommodations for persons who are deaf, deafened or hard of hearing (e.g., ASL interpretation, seat reservations, spaces that accommodate assistive listening devices)
- Real-time captioning
- Wheelchair access
- Accommodations for sensory needs (e.g., quiet space)
- Accommodations for persons with mobility issues (e.g., skip the line)
- Use of a service animal
Procedure
Step 1: Ask the Individual to Complete the OUEvents Accessibility Request Form (or Consult With Them)
We recommend that individuals complete the OUEvents Accessibility Request Form to submit their accommodation request (1 request for each event they are interested in).
Alternatively, you can ask the individual for the following information:
- The universities, programs and other specific information they are interested in
- Name
- Contact information
- Preferred method of communication (if applicable)
- Who (and how many people) will require accessibility support
- The nature of support that is required
- The days/times and locations the support will be required
Step 2: Determine a Suitable Accommodation
- Based on the information provided during consultation and the accommodations (services, alternatives, etc.) available, the OUAC will work with the universities, as needed, to determine a reasonable solution that is suitable to all parties and that takes into account the person’s accessibility needs due to disability. The solution must:
- respect the dignity and independence of the persons with disabilities.
- be integrated with the provision of goods, services or facilities to others, unless an alternative is necessary.
- give the persons with disabilities equal opportunity to obtain, use and benefit from the goods, services or facilities.
- Present the request and proposed accommodation to the OUAC Manager/Assistant Manager, Communications and Events and the OUAC Senior Communications Specialist: Recruitment and Events for review and approval.
- Confirm the solution with the person making the request.
Step 3: Implement the Accommodation
- Book a service provider (if applicable).
- Advise the external parties (i.e., the universities) who are involved of the request and details.
- They may need to provide accessible seating space, alternative format materials, presentation notes in advance, etc.
- Contact the person making the request close to the date requested to confirm they still require support.
- Contact the service provider to confirm days and locations (if applicable).
- Contact any external parties involved to confirm their course of action.
- Provide any requested materials to the service provider and/or the person making the request (i.e., large-font publication formats).
- Share contact details among the involved parties so they can coordinate before the event, if necessary.
- Connect the person making the request with the service provider on-site (if applicable).
- Follow up with the person making the request to ensure we responded to their request sufficiently.
Step 4: Gather Feedback
- Gather feedback from all parties involved to find ways to make the process smoother for future requests.
- Record the process (type of service requested, support provided, etc.), including successes and recommendations for future events. The OUAC maintains an Excel spreadsheet to document accessibility requests.
Step 5: Improve Accessibility for Future Events
- Review the current event set-up/details to see if there is a way to make it more accessible for future events and incorporate improvements where possible.