Accessibility Policy

Policy Purpose

The purpose of this policy is to ensure that the Hamilton Public Library provides library services, resources and facilities in ways that are accessible to persons with disabilities. It provides a framework for compliance with the requirements of the Ontarians with Disabilities Act (ODA) and the Accessibility for Ontarians with Disabilities Act (AODA) and addresses specific areas required by the Integrated Accessibility Standards regulation associated with the AODA. This Policy applies to all persons who provide library services including employees, volunteers and all other persons that provide goods, services or facilities on behalf of the Library. 

Key Points Summary

  • The Hamilton Public Library is committed to providing Library services that are accessible to all persons who wish to obtain, use, and benefit from Library services. Library Services will be relevant, inclusive, and responsive to community needs. Each member of the community, including persons with disabilities, has an equal opportunity to use and/or to be employed by the Hamilton Public Library.
  • The Library will provide accessible customer service that respects the dignity and independence of persons with disabilities. The Library will strive to provide library services that meet the specific needs of persons with disabilities, and services that are convenient and accessible. 
  • The Hamilton Public Library will provide communication supports and accessible formats and it will incorporate accessibility design, criteria and features when procuring or acquiring goods, services or facilities, except where it is not practicable to do so. 
  • The Hamilton Public Library is committed to providing employment accommodation processes for library employees and job applicants. The Library will notify its employees and the public about the availability of accommodation for job applicants and for employees with disabilities. 
  • ​​​​​​​The Library will meet the accessibility needs of persons with disabilities in a timely manner. When communicating with a person with a disability, the Library will do so in a way that takes into account the person’s disability, as directed by that individual. 

Definitions

  • “Accessible formats” may include, but are not limited to, large print, recorded audio and electronic formats, braille and other formats usable by persons with disabilities. 
  • “Assistive devices” are any products, instruments, equipment or technological aids used by persons with disabilities to help prevent, compensate, relieve or neutralize a disability. They may include Braille recorders, recording devices, Bliss symbolics boards or devices, and more. 
  • A “barrier” is anything that prevents a person with a disability from fully participating in all aspects of society because of their disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice. 
  • “Communication supports” may include, but are not limited to, captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications. 
  • "Disability" means:
    • any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device,
      • a condition of mental impairment or a developmental disability, 
      • ​​​​​​​a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, 
      • a mental disorder, or 
      • an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997. 
  • “Service animal” refers to an animal used by a person for reason relating to their disability. An animal is a service animal for a person with a disability if,
    • The animal can be readily identified as one that is being used by the person for reasons relating to the person’s disability, as a result of visual indicators such as the vest or harness worn by the animal; or 
    • ​​​​​​​The person provides documentation from one of the following regulated health professionals confirming that the person requires the animal for reasons relating to the disability:
      • A member of the College of Audiologists and Speech-Language Pathologists of Ontario; 
      • A member of the College of Chiropractors of Ontario; 
      • A member of the College of Nurses of Ontario; 
      • A member of the College of Occupational Therapists of Ontario; 
      • A member of the College of Optometrists of Ontario; 
      • A member of the College of Physicians and Surgeons of Ontario; 
      • A member of the College of Physiotherapists of Ontario; 
      • A member of the College of Psychologists of Ontario; or 
      • A member of the College of Registered Psychotherapists and Registered Mental Health Therapists of Ontario. O. Reg. 165/16, s. 16 
  • A “support person” is another person who accompanies a person with a disability to help with communication, mobility, personal care or medical needs or with access to goods, services or facilities.

Policy Details

Accessibility Plan and Report

The Hamilton Public Library endeavours to work with the City of Hamilton to complete and submit a Multi-Year Accessibility Plan Report. As of 2021, Hamilton Public Library has completed its Multi-Year Accessibility Plan Report independently from the City of Hamilton. The Multi-Year Accessibility Report details strategies, initiatives and activities to reach the organization’s goals of creating an accessible organization and delivering exceptional and accessible services. The document also reports on progress made during the year including measures the Library has taken to identify, remove and prevent physical and attitudinal obstacles and promote free movement of persons with disabilities in a manner that is consistent with regulations, standards or codes of practice. The report sets out measures and deliverables proposed for the year ahead. As the library reviews policies, practices and services accessibility for persons with disabilities will be considered.  

Consultation and Feedback

The Hamilton Public Library will consult with members of the public and community stakeholders when considering or reviewing customer service practices, service delivery channels, types of services and new buildings or renovations to current buildings. Public meetings for the purpose of consultation will be advertised in advance, will be held in accessible locations and accessibility services will be provided when a request is received in advance of the meeting. HPL welcomes feedback about how it provides library services to persons with disabilities. This can be shared in person, in writing, by telephone or through our website. 

Inquiries

Any inquiries related to this Policy or requests for documents related to this Policy may be directed to library employees at any public service point. Employees will respond as they are able and may refer the inquiry within the organization, including to the Chief Librarian.   

Availability of Documents

This Policy and related procedures and forms and the Multi-Year Accessibility Plan Report will be available on the Library’s website. Additionally, a copy of this Policy and related procedures and forms will be provided in an accessible format upon request.  No fees will be charged for the provision of documents required by this Policy.  

Assistive Devices

Persons with a disability may provide their own assistive device for the purpose of obtaining or using library services and may have free access to assistive devices available in the Library designed to help a person with a disability to carry out activities or to gain access to library services. 

Exceptions may occur in situations where the Library has determined that the assistive device may pose a risk to the health and safety of the person with a disability or to the health and safety of others on Library premises. In these situations, the Library may offer a person with a disability other reasonable measures to assist them in obtaining and using library services, where the Library has such other measures available. It is the responsibility of the person with a disability to ensure that their assistive device is operated in a safe and controlled manner at all times.  

Service Animals

Persons entering Library facilities may be accompanied by a service animal. If it is not readily apparent that the animal is a service animal, Library employees may ask if an animal is a service animal and whether documentation of the animal’s status is available. If documentation is not immediately available, the person and the animal, normally, will be allowed access to the Library for the current visit and asked to bring documentation for future visits.   

Service animals are generally dogs but do include other animals. It is the responsibility of the person with a disability to ensure that their service animal is always kept under control.   

A person with a disability, who uses a service animal, cannot be denied access or refused service because others have allergies or express a fear of the service animal. All efforts must be made to respectfully accommodate both individuals. Options could include creating a distance between the two individuals, eliminating in-person contact, changing the time the two receive service, using air purifiers, or any other measures that would allow the person to use their service animal on the premises

Emotional Support Animals 

Emotional Support Animals provide comfort and security. However, they generally do not have training for specific tasks. Therefore, emotional support animals do not qualify as service animals under the AODA. Service providers are not required to allow emotional support animals on their premises. However, if the support animal remains within the person's control and does not pose a health and safety risk, the person and their support animal may be allowed access to the Library.  

Currently, no law in Canada requires an individual to register or obtain certification for their emotional support animal. However, in some cases, a person may have a letter that is completed by a licensed mental health professional.  

Support Persons

Persons with a disability may enter Library premises with a support person to assist with communication, mobility or medical needs or with access to Library Services and may have access to the support person while on the premises.  

A support person, when assisting a person with a disability to obtain or use Library services, will be permitted to attend at no charge where an admission fee is applicable. Persons with disabilities may provide their library card or its duplicate fob to a support person for use by the support person on their behalf.  

The Library may require a person with a disability to be accompanied by a support person when on the premises. Before making a decision to require a support person, the Library will consult with the person with a disability to understand their needs, consider health or safety reasons based on available evidence and determine if there is any other reasonable way to protect the health or safety of the person or others on the premises.  

Information and Communication

The Library will provide access to or arrange for access to accessible materials where they exist and will provide library publicity and reports in alternate formats upon request. The Library complies with the Clear, Accessible and Large Print Guidelines developed by the City of Hamilton in conjunction with the City of Hamilton Advisory Committee for Persons with Disabilities. The Library will work to ensure the website and web content is accessible according to the appropriate Web Content Accessibility Guidelines (WCAG) 2.0.  

Design of Public Spaces

The Hamilton Public Library is committed to creating accessible, inclusive, and welcoming environments for all individuals, including persons with disabilities. All new construction, retrofits, renovations, and redevelopments of HPL facilities will adhere to the following standards working with the City of Hamilton: 

Compliance with Accessibility Standards: 
All library construction projects, alterations, and facility enhancements will comply with the Ontario Building Code, the Hamilton Barrier-Free Design Guidelines, and the Accessibility for Ontarians with Disabilities Act (AODA) Design of Public Spaces Standards.

Barrier-Free Design: 
HPL will prioritize the identification, reduction, and elimination of barriers within its facilities to ensure equitable access. This includes but is not limited to: 

  • Accessible entrances, walkways, and pathways free from obstacles. 
  • Clear and visible signage with high-contrast lettering and Braille where applicable. 
  • Designated accessible parking close to building entrances. 
  • Accessible and inclusive washrooms equipped with appropriate assistive features. 
  • Emergency exits and evacuation routes that accommodate individuals with disabilities. 
  • Service counters, circulation desks, and help areas designed to accommodate all patrons, including those using mobility devices. 

Temporary Service Disruptions

The Library will make reasonable effort to provide the public with notice of planned or unplanned disruption of library services to the public, including information about the reason for the disruption, its anticipated duration, and a description of any alternative facilities or services that may be available. In the case of unplanned disruption, advance notice will not be possible.  

Notice will be given to the public by posting the information at a conspicuous place on affected premises and by posting notice on the Library website, and by such other method as is reasonable in the circumstances. The Library will have a procedure document that sets out the steps to be taken in connection with a temporary disruption and, upon request, will give a copy of the document in an accessible format to any member of the public. 

Procurement of Goods, Services, Facilities and Equipment

The Library will incorporate accessibility criteria and features when procuring or acquiring goods, services or facilities, including self-service kiosks. Working with the City of Hamilton, accessibility considerations are outlined in the purchasing documents. If it is not possible or practical to incorporate accessibility criteria and features, an explanation will be provided upon request.   

Employment

The Hamilton Public Library will notify its employees, the public and applicants selected to participate in an assessment or selection process of the availability of accommodation for disability. The Library will provide information about the availability of accommodation for applicants with disabilities in its recruitment processes. Additionally, if a selected applicant requests an accommodation, the Library will consult with the applicant and provide or arrange for the provision of a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.    

When making offers of employment, the Hamilton Public Library will notify the successful applicant of its policies for accommodating employees with disabilities. The Library will ensure that its employees are aware of its support for employees with disabilities including the provision of job accommodations. The Library will consult with its employees and will provide accessible formats and communication supports for information that is needed in order to perform the employee’s job and information that is generally available to employees in the workplace. 

The Library will take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans, when providing career development and advancement to its employees with disabilities.   

The Hamilton Public Library has a return-to-work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work. The Library works with employees with disabilities to develop individual accommodation plans. The Library documents its process for the development of such plans. The Library’s Performance Management process takes into account the accessibility needs of employees with disabilities, as well as individual accommodation plans, when using its performance management process in respect of employees with disabilities.  

When redeploying employees, the Library will take into account the accessibility needs of its employees with disabilities and individual accommodation plans. 

The Hamilton Public Library will provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation due to the employee’s disability. If an employee who receives individualized workplace emergency response information requires assistance in case of evacuation or other emergency, with the employee’s consent, the Library will designate an employee to provide assistance and will provide the workplace emergency response information to the designated person. Workplace emergency response plans will be reviewed annually.   

The Library will inform employees of their policies on supporting employees with disabilities, including policies on the provision of job accommodation, both when they begin their employment and whenever the policies change. Reminders of this information are included in the Library’s regular program of AODA training. 

Note: The Employment section of the Policy applies to the Library’s recruitment activities and to Library employees and does not apply to volunteers and other non-paid individuals.  

Training

The Library will ensure that training is provided on the requirements of the AODA and its applicable regulations, and on the Human Rights Code (HRC) as it pertains to persons with disabilities. Training will be provided to all employees and volunteers, to all persons who participate in developing the organization’s policies and to all other persons providing goods, services or facilities on behalf of the organization. Training will be provided as part of orientation for new employees, volunteers and persons providing goods, services or facilities on behalf of the organization and will be refreshed on a continuing basis, as required.  

All employees will receive accessibility training. The training on the requirements of the Integrated Accessibility Standards and on the Human Rights Code will be appropriate to the duties of the employees, volunteers and other persons including employee role relating to policy development. The Human Resources Department will maintain a record of the training.  

The training will include a review of the purpose of the AODA and the requirements of the Integrated Accessibility Standards. Training will include information about how to interact and communicate with persons with various types of disabilities and what to do if a person with a disability is having difficulty gaining access to Library services or employment. The training will help trainees develop understanding of how to interact with persons with disabilities including those who use assistive devices or who require the assistance of a support person or service animal. The training will provide orientation to this Policy, related procedures and guidelines and to the use of equipment and devices available on Library premises or through the website that may help with the provision of Library Services to persons with disabilities. The training will also provide orientation to the Library’s employment accommodation policies and procedures and to the Human Rights Code (HRC) as it pertains to persons with disabilities. Members of the Library’s Management and any other persons that participate in the development of the Library’s public and internal policies and procedures or in procurement processes will, additionally, receive training regarding their AODA and HRC related responsibilities. 

Publish Date

May 2025

 
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