Accommodation Policy

ACCOMMODATION POLICY

The Business is committed to its duty to accommodate an employee and to actively engage in the accommodation process with employees, their physicians, and, where applicable, their representatives.

This policy covers all employees of the Business requiring short or long-term accommodation because of any injuries, disabilities, or illness originating on or off the job, or any other protected need or rights under applicable human rights legislation.

The process described in this policy applies when accommodation is requested and documented by an employee, by a qualified medical care provider or physician on behalf of an employee, or objectively determined and documented by management.

If accommodations do not enable an employee to perform their job duties effectively despite reasonable efforts, the Business will explore options for short-term or long-term disability leave, depending on the employee’s medical condition and prognosis. This will be done in compliance with applicable employment laws and company policies regarding disability leave.

Accommodation is a shared responsibility between employees requesting accommodation and
the Business.

TELECOMMUTING
If an employee’s healthcare provider recommends changes to an employee’s work hours or routines for medical reasons, the Business will make reasonable efforts to accommodate their needs. This may include adjusting work schedules, providing alternative duties, or implementing other appropriate accommodations, as feasible and in accordance with company policies and legal requirements.

Telecommuting arrangements may be temporary or ongoing, depending on the employee’s medical condition and the nature of their role.

FLEXIBLE WORKING HOUR
Employees who experience challenges with severe medical challenges may request modified work hours to accommodate their needs.

The Business will consider requests for flexible start times or adjusted work schedules, where feasible, to support the employee’s well-being and productivity.

INTERACTIVE PROCESS
The Business will engage in an interactive process with the employee and their healthcare provider to assess the nature of the accommodation request, explore potential solutions, and implement appropriate adjustments.

The interactive process may involve discussions regarding the employee’s medical condition, functional limitations, job responsibilities, and available accommodations.

CHANGES IN WORK DUTIES
For employees whose job duties cannot be performed remotely, i.e. TOPP KIDS Out of School Clubs, will explore alternative accommodations, such as changes in work duties or assignments, to support their needs.

Changes in work duties may include modifications to teaching methodologies, classroom arrangements, or additional support from colleagues or assistants.

CONFIDENTIALITY AND PRIVACY
All information related to an employee’s medical condition will be treated with the utmost confidentiality and privacy. Only individuals involved in the accommodation process on a need-to-know basis will have access to this information. REVIEW AND REASSESSMENT

Accommodation arrangements will be periodically reviewed and reassessed to ensure they continue to meet the employee’s needs and the operational requirements of the organization. Employees are encouraged to communicate any changes in their medical condition or accommodation needs promptly to facilitate ongoing adjustments.

ACCOMMODATIONS PROCEDURES

Request for Accommodation

• Employees seeking workplace accommodations due to their medical condition which causes some work limitations should submit a formal request to the Human Resources department. Hr@toppkids.com
• The request should include relevant medical documentation supporting the need for accommodation, such as a doctor’s note or medical certificate (If necessary).
• Acceptable documentation will clearly include the employee’s specific functional limitations, the prognosis for recovery and the anticipated length of time.
• Vague or generic statements in documents are not acceptable. Examples of unacceptable statement include: “light duty”, “cannot work full time”, or “can only be assigned to [particular piece of equipment or task]”. If an employee refuses to provide this supporting documentation, the employee may not be entitled to reasonable accommodation.
• The Business has the right to retain and use a medical professional of its choice to review
  and advise it on accommodation matters and to review relevant documentation and the
  employee has the obligation to cooperate with this process.

Interactive Process

• Upon receiving a request for accommodation, the Business will initiate a systematic, in-depth and interactive review of the job requirements and the limitations or performance problems the accommodation needs create. It involved discussion with the employee, supervisor, HR representative, and other relevant stakeholders to discuss their needs and explore potential accommodations.
• The purpose of this review is to identify changes or modifications that may allow the employee to perform the essential job duties free from workplace obstacles. Other factors, including the employee’s ability to perform the essential functions of his or her role with the accommodation and the reasonableness of the accommodation, will be considered.
• Depending on the circumstances, the Business may also mandate a third party to help with the assessment of the available positions and determining the possible accommodations.
• If the Business determines that it cannot reasonably accommodate the employee’s request, the employee’s continued employment with the Business will be assessed based on applicable employment laws and regulations, the Business’s policies and procedures, and any collective bargaining agreements. During continued employment, the Business will continue the interactive process towards identifying accommodation(s) that meets the needs of the employee and does not create an undue hardship on the Business.

Accommodation Implementation

• Once appropriate accommodations are identified and agreed upon, the Business will implement the necessary adjustments in a timely manner.
• This may include modifying work arrangements, providing necessary equipment or resources for telecommuting, and communicating any changes to relevant parties.

Monitoring and Support

• The Business will monitor the effectiveness of accommodations and provide ongoing support to the employee as needed.
• Supervisors and Human Resources representatives will remain available to address any concerns or issues that arise during the accommodation process.
• Compliance: This policy complies with the Alberta Human Rights Act and other relevant legislation governing accommodations for employees with disabilities, including mental health conditions.
• Review and Revision: This policy will be reviewed periodically to ensure its continued effectiveness and compliance with legal requirements. Any revisions or updates will be communicated to employees accordingly.
• Acknowledgment: By signing below, employees acknowledge that they have read and understand TOPP KIDS Foundation / TOPP KIDS Out of School Clubs Accommodation Policy and agree to comply with its provisions.

OUR RESPONSIBILITIES

The Business is responsible for:

• Providing information to employees about accommodation and return-to-work assistance;
• Identifying and eliminating barriers that may prevent an employee from performing his or
  her job;
• Managing employee requests for accommodation in a timely, confidential and
  sensitive manner;
• Ensuring that appropriate the individuals are involved in the accommodation process;
• Informing individuals as to what information and documentation they need to provide to
  facilitate the accommodation process; and,
• Initiating discussions about accommodations with employees where appropriate.

EMPLOYEE RESPONSIBILITIES

Employees are responsible for:

• Making their accommodation needs known to management;
• Helping to identify potential accommodation options;
• Providing information and documentation in support of their request for accommodation;
• Accepting the accommodation solution that meets their needs, even if it is not their
  preferred accommodation option; and,
• Informing the Business of any changes to their needs to allow it to properly assess and
  revise any accommodation, if required.
• All employees are required to report any workplace injury, regardless of severity, to their
  immediate supervisor as soon as possible following the incident and no later than within 24
  hours from the incident occurring. Failure to report workplace injuries or comply with the
  requirements outlined within this policy may result in disciplinary action.