2024 Annual Progress Report – Accessibility Plan for the Military Grievances External Review Committee
Table of contents
- General
- Priority areas identified by the Accessible Canada Act
- Consultations
- Feedback
General
Alternate formats
To request alternate formats of this report:
- Call the Committee at 343-991-2035 or 877-276-4193 (toll free); or
- email the Director of Human Resources at mgerc.hr-rh.ceegm@mgerc-ceegm.gc.ca.
Feedback mechanism
Feedback on the accessibility plan, the feedback process and the progress report can be submitted in the following ways:
- Send an email to the Director of Human Resources at mgerc.hr-rh.ceegm@mgerc-ceegm.gc.ca;
- Call the Committee at 343-991-2035 or 877-276-4193 (toll free);
- Send your feedback by mail to 60 Queen Street, 9th Floor, Ottawa, ON, K1P 5Y7; or
- Submit anonymous feedback through our feedback form.
The Military Grievance External Review Committee (Committee) will acknowledge feedback using the same method by which it was received. While the Committee cannot acknowledge receipt of anonymous feedback, it will consider all feedback received.
Introduction
The Committee is pleased to share its 2024 Accessibility Progress Report, which details the organization’s commitment to removing barriers to accessibility for employees while it strives to achieve the goal of being an “accessible by default” workplace.
The Committee was created in 2000 to act as an independent administrative tribunal. Pursuant to section 29.2 of the National Defence Act, the Committee reviews military grievances referred to it and provides findings and recommendations to the Chief of the Defence Staff and the Canadian Armed Forces member who submitted the grievance.
While the Committee is a micro-organization of approximately 50 employees, employment equity and building a socially representative workplace continue to be key priorities. Currently, 20% of our workforce self-identifies as a person with a disability, more than double the average rate reported in the Public Service.
The Committee’s success is highlighted in quantitative measurements, such as above, as well as in the Committee’s vision, values and priorities, which promote a culture of accessibility and inclusiveness that is beneficial to all. Some of the actions taken to build accessibility awareness and confidence within the organization include promoting Public Service events that highlight important occasions; for example, International Week of the Deaf, National AccessAbility Week, and Public Service Neurodivergence Week. As well, an event was held where two Committee employees shared their lived experiences with invisible disabilities with their colleagues. This was a unique and personal learning experience for all. An internal survey following the awareness sessions received positive feedback and highlighted the benefits and appreciation fellow employees expressed from attending the event.
As well, the Committee makes a conscious effort to embody the principle of ‘nothing without us’ by consulting persons with disabilities – including our Champions of Accessibility, Future Workplace, Official Languages, and Mental Health, as well as the newly appointed Workplace Accessibility Working Group in all relevant projects.
The Accessible Canada Act aims to make Canada a barrier-free country by January 1, 2040. To attain that goal, all Government of Canada (GC) organizations were mandated to publish their first Accessibility Plan by the end of 2022. Each subsequent year, the organizations must measure and publish a progress report to address the implementation of these actions.
Organizations were required to proactively identify, remove and prevent barriers in the following priority areas:
- Employment
- The Built Environment
- Information and Communication Technologies
- Communication (other than Information and Communication Technologies)
- The Procurement of Goods, Services, and Facilities
- The Design and Delivery of Programs and Services
- Transportation
Priority Areas identified by the Accessible Canada Act
1. Employment
The Committee is dedicated to implementing government-wide initiatives and increasing representation of persons with disabilities across all occupational groups and levels. This will be achieved through removing and preventing barriers to recruitment and retention and promoting persons with disabilities.
Progress:
Ensure staffing and assessment tools are accessible and inclusive:
- Hiring managers evaluated their assessment tools at every step of the staffing process to identify, remove or mitigate any potential biases and barriers. Assessment tools were used for 100% of staffing actions. Human Resources provided guidance to hiring managers during this process.
Increase awareness on accommodation and how to manage requests properly:
- Accommodation measures continue to be offered to candidates at every step of the staffing process; and
- The Accessibility Passport was publicized for internal candidates.
Implement government-wide initiatives to ensure the Committee has an accurate portrait of its employees:
- Promoted GC Workplace Accessibility Passport:
- The Passport was promoted at an all-staff meeting by the Chairperson.
- Committee employees were invited to attend Passport information sessions organized by the Office of Public Service Accessibility.
- Numerous communiqués were published on the intranet page to promote the Accessibility Passport and its benefits.
- Promoted Self-Identification by explaining what is a disability and the importance of self-identifying:
- A blog post was shared to promote employees to encourage self-identification.
Facilitate discussions between managers and employees with respect to accommodation:
- Accessibility discussions were held with the management team to promote having open dialogues around what each employee needs to succeed and adopting a "yes by default" approach to accommodation.
Continue to encourage managers to hire employees with disabilities in support of the government-wide target of 7% (5,000 hires) by 2025:
- The Committee continues to encourage hiring managers to seek out existing recruitment programs for persons with disability.
- The Committee launched two successful targeted selection processes, and three candidates were hired from these processes.
Continue to promote flexible work arrangements to accommodate the needs of all employees:
- The Committee continues to move towards its vision of a “accessible by default” workplace while also promoting the hybrid work model.
2. Built Environment
The Committee recognizes the importance of an accessible built environment. As such, the Committee is continuing to proactively encourage the mindset of “inclusive by design” and “accessible by default.”
Progress:
Promote the use of inclusive design checklists for accessibility considerations:
- A Champion of Accessibility was identified at the Committee and was included in the Workplace Modernization Working Group.
Review workspaces to ensure they meet accessibility requirements and employee needs:
- Offices in the on-site workplace continue to have the following standardized equipment: an ergonomic chair, a sit-stand work surface, two adjustable monitors with monitor arms, a footrest, a mobile phone charger, a lamp, and computer peripherals. Standardized IT equipment is provided to employees who work remotely.
- For employees with ergonomic assessments that require alternative chairs or equipment, a dedicated area was identified at the on-site workplace location to store and retrieve these items as needed.
- An awareness workshop was organized on Musculoskeletal Disorders and Office Ergonomics which provided tips on having a safe and ergonomic workplace that prevent injuries.
Ensure that employees are aware of the emergency and evacuation procedures to follow, including who to communicate with if they require additional support:
- New employees meet with the Security and Emergency Officer for a security briefing that includes going through the evacuation procedures and receiving a tour of the on-site office.
- During National Public Service Week (NPSW), a reminder message was sent that included emergency preparedness documents, and steps to take for persons requiring assistance in case of an evacuation, including whom to inform.
- A blog post was published during Fire Prevention Week regarding workplace safety and evacuation procedures.
3. Information and Communication Technologies
With the gradual return to office, as well as the Committee’s intended future as a hybrid workplace, it is the Committee’s priority to ensure that accessibility is always considered.
Progress:
Develop internally or procure hardware/software which meets modern accessibility standards when considering new systems:
- A clause to consider accessibility was added to all procurement processes.
Provide all employees with the training, resources and tools required to create accessible content and generate accessible documents:
- An “Accessibility in our workplace” webpage was developed and launched on the Committee’s intranet site and features both a training section and a resource section on making documents accessible.
- An information session on methods to consider and how to integrate accessibility in procurement was provided to the procurement team.
Update the "Request a Network Account or Transfer" form:
- A text box field was added to the form to ask if assistance and/or adaptive technology or service needs are required.
4. Communications other than Information and Communications Technologies
The Committee is dedicated to ensuring that all its communications, whether internal or external, are accessible. This includes ensuring that our communications are written in plain language, as per the GC’s Canada.ca Content Style Guide.
Progress:
Promote accessible and inclusive communications practices in compliance with the latest Web Content Accessibility Guide, the GC's Standard on Web Accessibility, the Standard on Web Interoperability and the Canada.ca Content Style Guide:
- The Communications team at the Committee are familiar with the content style guide and inclusive language guidelines and apply them regularly and consistently.
- A communiqué for employees on putting inclusive writing into action, including tips and tools, was published by the Committee in both official languages.
Review the Committee’s website and intranet to ensure that they meet all GC-related accessibility guidelines:
- The majority of the Committee’s Canada.ca webpages have now been updated to meet accessibility requirements and follow Canada.ca guidelines, with progress ongoing to address the gaps.
- A complete review of the Committee’s intranet has been underway. So far, numerous pages have been updated and align with accessibility guidelines.
5. The Procurement of Goods, Services, and Facilities
Procurement is a key element in achieving accessibility at the Committee. As such, the Committee will implement procurement principles, rules, and practices with the goal of advancing accessibility objectives.
Progress:
Support the scent-free environment policy:
- Signs were affixed in the workplace to promote and support the scent-free environment policy.
- Reminders were sent to employees during NPSW and Canada’s Healthy Workplace Month.
- Notice of the scent-free policy was added to the onboarding checklist that new employees are required to read.
Use the inclusive design checklist for accessibility considerations:
- The Committee continues to consider accessibility when doing project design. Accessibility considerations are now part of the design process by default, encouraging the mindset of “inclusive by design” and “accessible by default.”
Track accommodation requests to ensure timeliness:
- Emphasis has been placed on using and maintaining a Track-It system for internal requests, as opposed to the previous standard of generic inbox emails.
Ensure that employees have access to ergonomic equipment, whether working from home or at the on-site work location:
- Discussing an individual’s equipment needs and accessibility requirements is now addressed during the onboarding process with new employees.
- The Finance and Administrative Services unit regularly reviews furniture and equipment available at the office.
Assess offices to ensure they meet accessibility requirements and employee needs:
- Monthly inspections of the headquarters location are conducted by the Security and Emergency Officer.
6. The Design and Delivery of Programs and Services
The Corporate Services Directorate is responsible for the development and implementation of internal programs and services.
The Operations Directorate is responsible for the Committee’s core program: the independent review of military grievances.
Progress:
A. Corporate Services
Ensure that internal programs and services have applied accessibility considerations in their design:
- Accessibility protocols for the return to office are being followed.
- The Committee is working with Public Services and Procurement Canada to prepare to move its office location in 2028, and accessibility is at the forefront of its considerations.
Review internal policies, practices and rules with the goal of eliminating barriers and supporting disability inclusion, including improving processes for accommodation and procurement:
- A simplified process to request ergonomic equipment was put in place, including the removal of the necessity to supply a medical note to substantiate a request.
Continuous improvement:
- The Committee routinely participates in GC workshops and consults with other departments on accessibility practices. Additionally, the Committee regularly consults with the Champions and makes recommendations to senior management on innovative and inclusive solutions to remove barriers.
Work openly while being cognisant of security and privacy risks:
- The Committee is incorporating an “access by default” approach to GCDocs, when the content allows it.
B. Operations
Modify the initial contact letter template to allow the grievor to disclose any accessibility requirements:
- The initial contact letter template has been modified to offer the grievor an opportunity to inform the Committee of any accommodation or accessibility requirements.
Provide grievors with options to receive alternate formats of the findings and recommendations report:
- Upon request, alternative solutions are sought out.
7. Transportation
This priority area under the Accessible Canada Act does not apply to the Committee.
Consultations
“Nothing Without Us” is a foundational principle of the Accessible Canada Act (2019). This principle of disability rights stipulates that the process of developing laws, policies, and programs that impact persons with disabilities should not be implemented without consulting persons with disabilities. The Committee’s 2022-2025 Accessibility Plan is a direct reflection of the input, views and suggestions provided by employees across our organization, who were all requested to participate in an internal survey conducted before constructing the plan and presenting actions. After its initial draft, the Committee then consulted with a working group of employees who self-identified as persons with a disability to draft the Committee's first plan. Consultations with persons with disabilities were vital to the development of the accessibility plan, and their input continues to inform the plan’s implementation and future iterations.
Champions
The Committee has four distinct Champions, including a Champion of Accessibility, Equity, Diversity and Inclusion. The role of this employee representative position is to promote all aspects of inclusion, diversity and equality in the workplace by sharing views and GC-wide events that seek to support the adoption of inclusive approaches.
Human Resources held monthly consultation meetings with the Champions to discuss GC priorities and to highlight activities in all areas of the organization. The Champions were also involved in meetings for specific Committee initiatives and projects that came up. This included assisting in drafting an accessibility survey that was launched internally. As well, Employment Equity data was shared with the Champion of Accessibility to assure their presence and input in any actions taken by the Committee to advance diversity and inclusion. The Champion of Accessibility is now a member of the Workplace Modernization Group, assuring accessibility and inclusion are constant priorities while building a modern workplace. Finally, the Champions shared perspectives with management by attending semi-annual meetings with the Committee’s Chairperson to confer about priorities.
Workplace Accessibility Working Group
In 2024, the Committee was able to officially launch an internal Workplace Accessibility Working Group. The presence of this working group reflects the Accessible Canada Act’s guiding idea of “Nothing Without Us,” as this voluntary group consists entirely of employees at the Committee who self-identity as a person with a disability.
This working group was established to promote open dialogue with persons with a disability and create another method of consultations. Recently, the members of the Workplace Accessibility Working Group were consulted by Human Resources following the analysis of qualitative and quantitative data gathered in the Committee’s survey to seek feedback on the 2022-2025 Accessibility Plan. The input proved to be extremely valuable in implementing change.
Feedback
The feedback process developed as part of the Committee’s 2022-2025 Accessibility Plan invited respondents to reach out via telephone, mail, email, or an online anonymous feedback form.
As of the date of publishing of this report, no formal feedback had been received from the public.
Nevertheless, the Committee remains open to feedback and dedicated to pursuing its goal of removing or correcting any barriers still present that prevent the full participation of persons with disability in the workplace. If we receive feedback, we can continue to respond and take action. Any feedback we receive is essential to continuous improvement.
Departmental Survey
In July 2024, the Committee launched an internal survey to all employees to gather additional feedback on the 2022-2025 Accessibility Plan, in preparation of the 2024 Accessibility Progress Report and the iteration of the next 3-year accessibility plan.
The Committee requested the participation of all employees, including those who identified as a person with a disability, to obtain further perspectives, views and experiences as to the organization’s current state of accessibility.
The survey to seek feedback on the 2022-2025 Accessibility Plan was conducted as an online questionnaire, and alternative formats (phone, email) were available to employees upon contacting Human Resources. It composed of 28 questions that included multiple-choice and open-ended answers. The survey had seven sections: general questions; employment; information and communications technology; built environment; culture change, education and awareness; feedback mechanism; and self-identification. The survey was anonymous, and participation was optional.
The Committee was able to collect significant feedback and suggestions on how to identify, prevent, and eliminate barriers. This progress report, prepared in consultation with the Committee’s Workplace Accessibility Working Group, a network of employees who self-identified as persons with a disability, is based directly on findings ascertained from these survey results. Much like the creation of the 2022-2025 Accessibility Plan, the Committee wanted to ensure that our 2024 Accessibility Progress Report reflected the voices of persons with disabilities.