Accessibility Plan and Policy

Vena Accessibility Policy

Purpose: This policy outlines the policies and actions that Vena Solutions Inc. (“Vena) will put in place to improve opportunities for people with disabilities.

Scope: This plan and policy applies to all employees, contractors, temporary staff, or customers within Ontario of Vena and its subsidiaries.

Policy: Vena is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are committed to meeting the needs of people with disabilities in a timely manner, and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act, 2005 (“AODA).

Vena is committed to meetings its current and ongoing obligations under the Ontario Human Rights Code respecting non-discrimination. Vena understands that obligations under AODA and its accessibility standards do not substitute or limit its obligations under the Ontario Human Rights Code or obligations to people with disabilities under any law.

Accessible Emergency Information:

Vena is committed to providing customers and clients with publicly available emergency information in an accessible way upon request. We will also provide employees with disabilities with individualized emergency response information, as required.

Training:

Vena will provide training to employees, volunteers and other staff members on Ontario’s accessibility laws and on the Human Rights Code as it relates to people with disabilities. Training will be provided in a way that best suits the duties of employees, volunteers and other staff members. Vena has online training around providing customer service to individuals with disabilities and ensure all new and existing employees are provided with the training needed to meet Ontario’s AODA requirements. Vena maintains records of the training provided including the dates on which the training was completed.

Information and Communications

Vena has a process for receiving and responding to feedback and the process is accessible to persons with disabilities upon request. We communicate with people with disabilities in ways that takes into account their disability. When asked, we will provide information about our organization and its services in accessible formats or with communication supports in a timely manner, taking into account the person’s accessibility needs due to disability.

We will consult with the person making the request in determining the suitability of an accessible format or communication support. If Vena determines that information or communications are unconvertible, Vena shall provide the requestor with:

an explanation of why the information or communication are unconvertible; and
a summary of the unconvertible information on communications

Vena provides notification about the availability of accessible formats and communication supports through the Accessibility link on our company website.

Employment

Vena is committed to fair and accessible employment practices.

We will take the following steps to notify the public and staff that, when requested, Vena will accommodate people with disabilities during the recruitment, assessment, onboarding/hiring and ongoing employment processes.

Communicate clearly on our careers website and in job descriptions that Vena will make accommodations for those with disabilities during the recruitment, assessment and hiring/onboarding processes
Include the importance of accommodating those with disabilities during interview skills training
Reiterate, in all communications to candidates, that Vena will make accommodations for those with disabilities throughout the recruitment, assessment and hiring/onboarding processes

Vena will take the following steps to develop and put in place a process for developing individual accommodation plans and return-to-work policies for new employees and those employees that require accommodation due to disabilities:

Communicate in writing and in email to existing employees that Vena will provide accommodation to employees at any point during their employment with Vena
Communicate, during new hire orientation, to new employees that Vena will provide accommodation to employees at any point during their employment with Vena
Complete assessment forms for those employees with disabilities to ensure their specific requirements are addressed
Where needed, we will also provide customized emergency information to help an employee with a disability during an emergency. With the employee’s consent, we will provide workplace emergency information to a designated person who is providing assistance to that employee during an emergency. We will provide the information as soon as practicable after we become aware of the need for accommodation due to the employee’s disability.
We have a written process to develop individual accommodation plans for employees including those who have been absent from work due to disability and require disability-related accommodations in order to return to work.

Feedback Process:

Vena welcomes any feedback or questions regarding our Accessibility Policy & Plan and/or the methods we use to provide services to persons with disabilities. Individuals may provide their feedback by telephone, in writing or by e-mail to:

1-855-434-2814

People Team
Suite 101
2 Fraser Avenue
Toronto, ON
M6K 1Y6

or peopleteam@venacorp.com

Vena will review and assess all questions and feedback received with respect to Vena’s accessibility practices and policies.

All feedback, including complaints, will be addressed within a reasonable amount of time and will depend on the complexity of the issue raised. An acknowledgement of feedback receipt will be made within five business days.

Vena Multi-Year Accessibility Plan

Purpose: Vena’s multi-year accessibility plan outline the policies and actions that Vena Solutions Inc. (“Vena) will put in place to improve opportunities for people with disabilities.

Scope: This plan applies to all employees and customers within Ontario of Vena and its subsidiaries.

Plan Summary: Vena is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are committed to meeting the needs of people with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act, 2005 (“AODA).

This accessibility plan outlines the steps we are taking and have taken to meet these requirements and to improve opportunities for people with disabilities. Our plan outlines how we will play our role in making Ontario an accessible province for Ontarians.

We train every person as soon as practical after being hired and provide training in respect of any changes to the policies. We maintain a record of the training provided including the dates on which the training was provided.

Past Achievements and Ongoing Focus Areas to Remove and Prevent Barriers

Assistive Devices: Assistive devices are supports made available to improve access for all with disabilities. We will ensure that our staff are trained and familiar with various assistive devices we have on site or that we provide that may be used by employees or customers with disabilities accessing our services.

Communication: We will communicate with people with disabilities in ways that takes into account their disability and ensure that we facilitate effective communication. We will work with the person with disabilities to determine what method of communications works for them.

Service Animals: We welcome people with disabilities and their service animals. Service animals are welcome into employee areas and any parts of our premises that are open to the public, third parties and employees.

Support Persons: A person with a disability who is accompanied by a support person will be allowed to have that person accompany them on our premises.

Notice of Temporary Disruption: In the event of a planned or unexpected disruption to services or facilities, Vena will notify employees, visitors and customers promptly, as required This clearly posted notice will include information about the reason for the disruption, its anticipated length of time, and a description of alternative, if available.

The notice of temporary disruption will be placed in the respective office location and/or on our website depending on the type of temporary disruption.

Employment: Our recruitment and selection practices are transparent and inclusive, and adhere to the relevant legislation including the Accessibility for Ontarians with Disabilities Act (AODA) and Human Rights Code. This means that we will provide accommodations to applicants with disabilities throughout the full-cycle recruitment process based on their needs.

Emergency Planning: Any emergency or evacuation plan will take into consideration any employee or visitor who may need assistance in the event of an emergency such as an evacuation of the premises.

Training: Vena will provide training to employees, and others who deal with the public or other third parties on our behalf. Training will also be provided to people involved in the development of policies, plans, practices and procedures related to the provision of our goods and services.

Training will include:

An overview of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the Customer Service Standards
Vena’s policies and plan related to the Customer Service Standard
How to interact and communicate with people with various types of disabilities
How to interact with people with disabilities who use an assistive device or require the assistance of a service animal or a support person
What to do if a person with a disability is having difficulty in accessing Vena’ goods and services

Employees will also be trained when changes are made to our accessible customer service plan.

Feedback Process: As outlined in our Accessibility Policy Vena welcomes any feedback or questions regarding our Accessibility Policy & Plan and/or the methods we use to provide services to persons with disabilities. Individuals may provide their feedback by telephone, in writing or by e-mail to:

1-855-434-2814

People Team
Suite 101
2 Fraser Avenue
Toronto, ON
M6K 1Y6

or peopleteam@venacorp.com

Vena will review and assess all questions and feedback received with respect to Vena’s accessibility practices and policies.

Notice of Availability of Documents: Vena will notify the public that our policies are available upon request by posting them on our corporate website under Accessibility link.

Vena will provide these documents in an accessible format or with communication support, on request. We will consult with the person making the request to determine the suitability of the format or communication support. We will provide the accessible format in a timely manner and, at no additional cost.

Modifications to This or Other Policies: Any policies of Vena that does not respect and promote the dignity, independence, integration and equal opportunity for people with disabilities will be modified or removed.

This document is publicly available. Accessible formats are available upon request.

Verification of Effectiveness: This policy and plan will be assessed by the Policy Review Committee on an annual basis.

Notice to Reader: All current policies are stored and managed virtually on Vena’s intranet. In its hardcopy format this document may not be the most up-to-date and can only be considered as a reference at the time it was printed.

Vena Accessibility Plan and Policy