2026 to 2028 Accessibility Plan
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Message from the Acting President and Chief Executive Officer
I am pleased to present Polar Knowledge Canada’s 2026 to 2028 Accessibility Plan which builds on the momentum of the 2023-2025 plan and reflects our continued commitment to creating a more inclusive, equitable and accessible workplace for everyone.
This plan reaffirms our dedication to identifying and removing barriers, while supporting an inclusive, diverse, equitable and accessible workplace. It also ensures that our programs are usable and welcoming for all who interact with us, including our Northern partners, Indigenous communities, collaborators, and all Canadians.
While I am proud of the progress we have made since the launch of the first Accessibility Plan, there is still much work to be done. Accessibility is a shared responsibility. It extends beyond standards and legal obligations and requires a meaningful cultural shift. It is an ongoing commitment to recognize and value the unique talents of each person, in all their diversity.
Our goal is to continue to enhance our practices, listen attentively, and take meaningful actions that reflect our commitment to inclusion, equity, and respect. We are committed to embedding accessibility into all our operations, our processes, and most importantly our culture.
As Acting President and Chief Executive Officer, I am committed to the ongoing journey to make Polar Knowledge Canada barrier-free by 2040.
Suzanne (Sue) Kerr
Acting, President and Chief Executive Officer
Polar Knowledge Canada at the Canadian High Arctic Research Station
General
This Plan is an evergreen document. Polar Knowledge Canada will actively monitor, measure and report annually on its progress. This Plan was published in December 2025 in accordance with the Accessible Canada Act, and is effective for the period January 1, 2026 to December 31, 2028.
Contact Us
For questions or feedback on Polar Knowledge Canada’s 2026-2028 Accessibility Plan, or to request a copy in English or French, or in an alternate format please contact Jennifer Hogel, Senior Human Resources Advisor, at HR_RH@polar-polaire.gc.ca, or 343-548-4982. You may also send your feedback by mail to 1 Uvajuq Road, P.O. Box 2150, Cambridge Bay, NU, X0B 0C0.
Background
The Accessible Canada Act requires all federally regulated entities prepare and publish Accessibility Plans every three years, examining their policies, programs, practices, and services to identify, remove, and prevent barriers in the following areas:
- Employment - Ensuring barrier-free recruitment, retention, and advancement.
- Built environment - Providing accessible buildings and public spaces.
- Information and communication technologies (ICT) - Ensuring accessible digital content, systems and technologies.
- Communication (non-ICT) - Ensuring barrier-free communication, outside of digital systems.
- Procurement of goods, services and facilities - Integrating accessibility considerations into purchasing decisions.
- Design and delivery of programs and services - Ensuring programs and services are accessible to all clients.
- Transportation - Supporting a barrier-free federal transportation network.
Consultations
In preparing the 2026-2028 Accessibility Plan, Polar Knowledge Canada conducted consultations through a variety of methods to ensure that a diverse range of perspectives and lived experiences informed the identification of barriers and the development of meaningful and practical solutions.
Consultation included hosting an organization-wide session open to all employees. This session provided an overview of the Accessible Canada Act, including Polar Knowledge Canada’s responsibilities, the purpose of the Accessibility Plan, the seven priority areas, and instructions for completing an employee questionnaire. This questionnaire was available online and in an email version to ensure flexibility and accessibility.
Consultations with functional-area managers were conducted through functional questionnaires aligned with each of the seven priority areas. These questionnaires assessed our existing policies, programs, practices, and services to identify barriers, highlight opportunities for their removal and determine areas requiring improvement. They also examined managers’ awareness of applicable standards developed by Accessibility Standards Canada as well as their awareness of the option to request interpretation or guidance from Accessibility Standards Canada when needed.
Areas described under section 5 of the Accessible Canada Act
Employment
Commitment Statement
Polar Knowledge Canada is committed to fostering a barrier-free employment experience across the entire employee lifecycle. The Agency ensures that all employees can participate fully, equitably, and with dignity, supported by accessible processes, tools and practices from recruitment through to offboarding.
Current State
Consultations with employees indicate that some staff have encountered employment-related barriers and have required workplace accommodations during their time at Polar Knowledge Canada. Feedback also revealed varying levels of awareness among employees and managers regarding the accessibility requirements across the full employment lifecycle, including recruitment, hiring, onboarding, retention, career development, performance management, and offboarding. This underscores the need for clearer processes, improved communication, and enhanced training to ensure a barrier-free employment experience for all employees.
Recruitment and Hiring
Employes involved in the recruitment and hiring process reported awareness of several resources to identify and remove potential barriers. Examples include:
- Federal Internship Program for Canadians with Disabilities
- Recruit persons with disabilities - Job Bank
- Canadian Center for Diversity and Inclusion
- Employment Opportunities for Students with Disabilities
- Ready, Willing and Able
- Additional resources available exclusively to Government of Canada employees
Onboarding, Retention, Promotion, Development, and Performance Management
Employees also noted awareness of supports such as the Government of Canada Workplace Accessibility Passport, and the Accessibility Learning Series from the Canada School of Public Service. These tools reflect a good understanding of existing and available tools to support accessibility.
Consultations further highlighted the importance of leadership modelling disability-inclusive behaviours and fostering psychologically safe environments. Such environments encourage employee to request accommodations without hesitation.
Barriers to Employment
Employees identified several opportunities to strengthen how the Agency supports workplace accommodations. Some noted that the accommodation process can be difficult to navigate without clear, centralized guidance on steps, timelines, and available supports. Others highlighted that access to adaptive tools or ergonomic equipment can be delayed, creating barriers to timely accommodation. Additionally, employees suggested that onboarding could more proactively introduce the resources and supports already available.
These insights indicate opportunities to enhance communication, streamline processes, and ensure employees feel equipped and supported when seeking accommodations.
Actions
- Mandatory Training: The Agency will provide mandatory training for managers and staff on the voluntary Employment Standard, the accommodation process, unconscious bias, and disability-inclusive practices. Training will be delivered in partnership with the Canada School of Public Service and other relevant providers such as Accessibility Standards Canada.
- Streamlined Accommodation Processes: The Agency will standardize and streamline internal accommodation processes by publishing or updating operating procedures, internal guides, and reference materials to provide clear, centralized guidance for employees and managers.
- Promotion of Existing Accessibility Resources: The Agency will continue to promote existing Government of Canada resources that support accessibility, including through the implementation of an orientation program for employees.
- Barrier-Free Recruitment Tools: The Agency will develop recruitment tools and resources for managers and Human Resources advisors, including guides and best practices for barrier-free hiring, and will actively promote the use of best practices during recruitment processes.
Built Environment
Commitment Statement
Polar Knowledge Canada is committed to providing safe, inclusive, and accessible physical environments for all employees and visitors, including Elders, researchers and community members. We recognize that accessibility is foundational to an equitable workspace and we are dedicated to identifying, removing, and preventing barriers in all our facilities.
Current State
Consultations with employees indicate that navigating the workplaces can present challenges. Employees noted barriers related to lighting, room layout, accessibility features, and overall space design can impede safe and effective use of workspaces. The Facilities Management team demonstrates strong awareness of federal accessibility requirements and the voluntary accessibility standards related to the built environment, including accessible housing. The team understands its ability to consult Accessibility Standards Canada for guidance when applying these standards, providing a solid foundation for continued improvement and for alignment with evolving best practices.
Barriers to the Built Environment
During the consultations, employees identified opportunities to make meeting rooms, common areas, and workspaces easier to navigate for individuals with varying mobility and sensory needs. They noted that improvements to features such as door openers, lighting, and sound systems could enhance comfort and safety. Staff also highlighted the value of additional quiet rooms, better hybrid-meeting setups, and more adaptive furnishings across both locations.
Actions
- The Agency will provide mandatory training to Facilities Management team, Occupational Health and Safety team, and operational teams on implementing voluntary accessibility standards for the built environment. Training will be offered in partnership with the Canada School of Public Service and Accessibility Standards Canada.
- The Agency will continue leveraging Public Service and Procurement Canada’s technical accessibility assessments to guide improvements in base building and tenant fit-up elements.
Information and Communication Technologies (ICT)
Commitment Statement
Polar Knowledge Canada is committed to ensuring that all digital tools, platforms, and electronic content are accessible to employees, visitors, and external clients. We recognize that accessible Information and Communication Technologies is essential for equitable participation, efficient work, and the delivery of barrier-free programs and services. We are dedicated to identifying and removing barriers in Information and Communication Technologies and to providing ongoing guidance, training, and adaptive tools to support an inclusive digital environment.
Current State
Consultations with employees revealed several challenges related to ICT accessibility. Several employees reported that digital tools are not always fully accessible and electronic documents can be difficult to access.
Consultations with the Information Management/Information Technology (IM/IT) and Communications teams highlighted that the Agency leverages Shared Services Canada (SSC) for procurement of IT equipment and software, aligned with Accessibility requirements for ICT products and services. Accessibility requests are addressed in consultation with SSC’s Accessibility, Accommodation and Adaptive Computer Technology (AAACT) program. The Government of Canada has not yet procured Artificial Intelligence (AI) systems. The Communications team is currently drafting a Web publishing guide.
Barriers to Information and Communication Technologies
During consultations on Information and Communication Technologies, employees identified opportunities to enhance the accessibility and usability of digital tools and resources. Some noted that certain documents and platforms could be more compatible with adaptive software and easier to use in low-bandwidth environments. Participants also expressed interest in additional training on accessibility features within Government of Canada tools and observed that some content formats such as PDFs are not always consistently accessible. Ensuring reliable compatibility with text-to-speech tools and mobile platforms was also identified as an area for improvement to strengthen digital accessibility.
Actions
- The Agency will engage with Accessibility Standards Canada and the Canada School of Public Service to obtain updated guidance and training on implementing Accessibility requirements for ICT products and services. This training will be mandatory for all IM/IT team members and employees responsible for creating or publishing digital content.
- The Agency will clarify the steps required for employees to request access to specialized equipment.
Communication (non-ICT)
Commitment Statement
Polar Knowledge Canada is committed to ensuring that all non-digital communications are clear, inclusive, and accessible. This includes meetings, presentations, documents, signage, and other forms of communication so that all employees, stakeholders, and the public can fully participate and access information without barriers.
Current State
Consultations with employees identified several challenges with communication of non-Information and Communication Technologies. Several employees reported that meetings, presentations, and internal communications are not consistently accessible to all, and that barriers exist to receiving and sharing information.
The Communications team currently follows Polar Knowledge Canada - approved Standard Operating Procedures for Communications Field Activities, Social Media Guidelines, and is drafting updated Standard Operating Procedures and a Communications guide. They also reference the Treasury Board of Canada Secretariat’s Guidance for Public Servants on their Personal Use of Social Media.
Barriers to Communication (non-ICT)
During consultations on Communications, employees identified several barriers related to accessing and engaging with internal information. Some noted that the use of plain language and accessible formatting varies across documents, which can create challenges in understanding key messages. Others highlighted that connectivity limitations in certain regions can impede full participation in virtual meetings, and that captioning is not always enabled by default. These insights point to opportunities to strengthen inclusive communication practices by improving consistency in accessible formats, supporting equitable participation in virtual settings, and ensuring that accessibility considerations are applied more systematically across all internal communications.
Actions
- The Agency will work with Accessibility Standards Canada and the Canada School of Public Service to obtain up-to-date guidance and training. Training on accessible document creation and plain language will be mandatory for all Communications team members and employees responsible for creating or publishing documents.
Procurement of goods, services and facilities
Commitment Statement
Polar Knowledge Canada is committed to ensuring that accessibility is considered in all procurement activities, including the acquisition of goods, services, and facilities. This commitment ensures that employees, stakeholders, and clients have equitable access to equipment, services, and workspaces, and that accessibility requirements are integrated consistently and proactively in procurement processes across all locations, including remote and northern sites.
Current State
Consultations found that several employees felt that accessibility is not consistently considered when the Agency purchases equipment, software, or services.
The Procurement team integrates accessibility and inclusion into procurement activities in alignment with the Accessible Canada Act, the Directive on the Management of Procurement, and the Accessibility Strategy for the Public Service of Canada. Accessibility is included as a required field in the procurement requisition form, ensuring it is considered early in the process. Managers are encouraged to include accessibility requirements wherever feasible, and the Procurement team provides reference materials, including Accessible Procurement: Inclusive by Design, Accessible by Default to support these considerations. Guidance from the Public Service and Procurement Canada (PSPC) Accessible Procurement Resource Centre (APRC) and the Treasury Board of Canada Secretariat is also leveraged, with subject matter experts consulted as needed. Procurement team members complete accessibility training through the Canada School of Public Service, including Addressing Disability Inclusion and Barriers to Accessibility (INC115), and Making Documents Accessible (INC1-V46) and templates and communications are provided in accessible formats.
Barriers to Procurement
During consultations on Procurement, employees identified barriers related to the consistency and clarity of accessibility considerations within procurement processes. Some noted that accessibility requirements are not always fully integrated into procurement requests which can make it harder to ensure that products and services meet diverse needs. Others highlighted that the process for procuring adaptive or ergonomic equipment can be difficult to navigate, particularly when managers and employees are unsure how to identify or communicate their specific requirements.
Actions
- The Agency will work with Accessibility Standards Canada and the Canada School of Public Service to obtain up-to-date guidance and training on implementing the approved voluntary Technical Guide: Procurement of Accessible Goods, and Technical Guide: Procurement of Accessible Services.
Design and delivery of programs and services
Commitment Statement
Polar Knowledge Canada is committed to ensuring that all programs and services are designed and delivered with accessibility as a foundational principle. This includes creating inclusive experiences for employees, applicants, participants, and external clients, providing alternate formats and adaptive tools, and proactively removing barriers to participation.
Current State
Consultations showed that teams across the Agency are committed to offering inclusive programs and services and are aware of several tools and standards that support accessibility. Some teams make use of accommodations like ergonomic assessments and adaptive software. Others, reported familiarity with the Accessible Canada Act, relevant regulations, and draft accessibility standards, and understand that guidance can be sought from Accessibility Standards Canada when needed. Overall, staff expressed a strong interest in continuing to build awareness and ensure program materials and processes are easy to navigate for all users.
Barriers to Programs and Services
During consultations on the design and delivery of programs and services, employees identified barriers that can affect how easily users access information and navigate materials. Participants noted that forms, online content, and program information could be made more user-friendly through clearer language and the availability of alternate formats when needed. Employees also highlighted opportunities to improve website accessibility and strengthen captioning for video content.
As part of the solutions, some teams expressed interest in having clearer processes for collecting accessibility needs and ensuring that accommodations are considered early in the design of programs or services.
Actions
- The Agency will accommodate regional constraints, such as connectivity issues, limited bandwidth, and seasonal challenges in the North. Advance notice for calls for proposals and adequate lead time for applicants to prepare materials will be provided. The Agency will ensure that all materials are written in plain, accessible language and made available in alternate formats upon request.
- The Agency will review and update its website to ensure accessibility standards are fully met.
- The Agency will work with Accessibility Standards Canada and the Canada School of Public Service to obtain up-to-date guidance and training for implementing the Draft Voluntary Standard Design and Delivery of Accessible Programs and Services: Accessible Service Delivery. Once available, this training will be mandatory for all relevant team members.
Transportation
Commitment Statement
Polar Knowledge Canada is committed to ensuring that all transportation arrangements are accessible, safe, and inclusive for employees, visitors, and community members. The Agency will actively remove barriers, provide advance information, and implement appropriate accommodations to ensure barrier-free mobility between all facilities and work locations.
Current State
Further input from the Facilities Management and administrative support teams confirmed that transportation accessibility requirements will be included in the Accessibility standards described in the Built Environment section. Facilities Management is aware of the voluntary Technical Guide Accessible Travel Journey and understands that it may contact Accessibility Standards Canada for guidance.
The administrative support team has processes to arrange accommodations as needed but is not aware of the Technical Guide or the option to seek interpretation from Accessibility Standards Canada.
Barriers to Transportation
During consultations on Transportation, employees identified several barriers that can affect safety, mobility, and ease of access. Participants noted that winter conditions such as slippery parking lots, icy or uneven walkways, and snow-covered or inadequate signage can create challenges for individuals with varying mobility needs.
At the Canadian High Arctic Research Station, employees highlighted that there is already one accessible triplex residence, which provides an important option for staff with mobility needs. They also noted opportunities to enhance communication within triplexes, for example by improving access to phones in all units.
Actions
- The Agency will contact Accessibility Standards Canada and the Canada School of Public Service to obtain most up-to-date information on available training will be mandatory for all Facilities Management and Administrative Support team members.
Next Steps
Polar Knowledge Canada will begin implementing all identified action items across the seven priority areas, ensuring clear guidance, enhanced training, and proactive barrier-removal efforts. The Agency will continue engaging with employees, Accessibility Standards Canada, and the Canada School of Public Service to ensure that accessibility considerations remain integrated into daily operations, procurement, program delivery, and workplace culture. Progress will be reported annually in accordance with the Accessible Canada Act, and all action items outlined in this Accessibility Plan will be completed by December 31, 2028.