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For all of us, respect is a priority.
WORKPLACE ACCOMODATION POLICY
Last update of this policy: DECEMBER 10, 2025
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Policy Statement
Couture Expressway is committed to creating an inclusive workplace where all employees are treated with respect and dignity. Couture Expressway will act in a manner that meets its obligations under the Canadian Human Rights Act and the Employment Equity Act. Couture Expressway will provide a work environment that ensures equal opportunity, free from discrimination based on race, national or ethnic origin, colour, religion, age, sex (including pregnancy and childbirth), sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability (including mental or physical disability, disfigurement, and dependence on alcohol or drugs), or pardoned conviction (i.e., a conviction for which a pardon or record suspension has been granted).
Couture Expressway will provide workplace accommodations unless doing so would cause undue hardship. The purpose of accommodation is to ensure that individuals who are able to work despite their differences are not unfairly excluded when working conditions can be adapted without causing undue hardship for the employer.
Application
This policy applies to all individuals applying for employment at Couture Expressway and to all current staff members, whether full-time or part-time, casual, contractual, permanent, or temporary. It also applies to employees on approved leave, including short- or long-term disability leave.
The policy applies to all aspects of employment, including recruitment, selection, training, promotion, transfers, working conditions, compensation, benefits, and termination of employment.
Definitions
An inclusive workplace is one in which all employees have the opportunity to contribute and participate without barriers. Effective accommodation policies ensure this participation.
Accommodation refers to measures taken to modify rules, policies, practices, or situations that adversely affect individuals or groups protected by the Canadian Human Rights Act.
Undue hardship exists when the measures required to accommodate an employee would be excessively costly or would present a health or safety risk. Each situation is considered unique and evaluated on a case-by-case basis. Any claim of undue hardship must be supported by evidence and a detailed analysis of possible solutions. Mere assumptions or opinions are not sufficient.
Examples of situations that may constitute undue hardship include:
• No accommodation is possible without significantly affecting the organization’s operations;
• The employee will be unable to return to work in the foreseeable future, or is absent so frequently that further accommodation would impose severe financial strain on the employer;
• The employee’s position is safety-sensitive and accommodation would pose risks to the employee, coworkers, clients, or the public.
Responsibilities and Expectations
Accommodation responsibilities are shared among employees, supervisors, and Couture Expressway as the employer.
Couture Expressway must:
• Remove barriers that prevent individuals from accessing or participating fully in the workplace;
• Minimize the need for accommodation by periodically reviewing rules, policies, regulations, and practices to eliminate discriminatory elements;
• Ensure that all staff members and job applicants are informed of their right to request accommodation;
• Handle accommodation requests promptly, sensitively, and confidentially;
• Provide accommodation to individuals who require it, unless doing so would constitute undue hardship;
• Ensure this policy is effectively implemented.
Supervisors must:
• Promote an inclusive workplace by treating all staff members and applicants with respect and dignity;
• Identify and eliminate barriers that prevent individuals from participating fully in the workplace;
• Handle accommodation requests promptly, sensitively, and confidentially;
• Inform individuals requesting accommodation about the information they must provide;
• Propose possible solutions based on the information provided regarding the employee’s needs;
• Include the individual requiring accommodation in the process of identifying solutions;
• Begin discussing possible accommodations as soon as they become aware that an employee or applicant may require them, even if the individual has not formally requested accommodation.
Employees and job applicants must:
• Communicate their need for accommodation. They do not need to disclose the precise cause of their needs—only the effects that require accommodation;
• Assist decision-makers in identifying possible solutions;
• Provide documentation supporting their accommodation request, including information about any restrictions or limitations;
• Accept the accommodation offered if it meets their needs, even if it is not their preferred option.
Employees and applicants can expect:
• To be treated with respect and dignity;
• To receive accommodation that meets their needs unless it constitutes undue hardship;
• To be informed of the reasons if their request for accommodation is denied.
Accomodation Request Process
Job Applicants
When a job applicant is invited for an interview, they are informed that Couture Expressway has an accommodation policy and are asked whether they require accommodation to participate in the hiring process.
Lyne Gilbert assesses the applicant’s accommodation request and may request additional information to expedite the process.
If the request is denied, the applicant receives a clear explanation of the reasons for the decision.
Employees
An employee may request accommodation from their supervisor. However, an accommodation request may also arise through a collaborative discussion between the employee and the supervisor based on concerns raised by the supervisor.
The supervisor documents the request, including the employee’s name, position, date of the request, relevant details provided, and any solutions proposed by either party.
The supervisor may ask the employee for additional documentation to support the request and help identify possible solutions (such as detailed information about restrictions or limitations).
To process an accommodation request based on disability, the supervisor should consult Appendix A, which explains how to request medical information to support an accommodation request.
The supervisor evaluates potential solutions, such as modifying the workstation, redistributing tasks, adjusting schedules, granting leave, or temporarily or permanently reassigning the employee.
The supervisor discusses possible solutions with the employee. The employee’s preferences are considered; however, the supervisor may choose a less costly or easier option, provided it meets the employee’s needs. The supervisor clearly communicates the reasons for their decision.
The supervisor periodically checks with the employee to ensure the accommodation remains necessary and effective.
If potential accommodations may cause undue hardship, the supervisor forwards the case to Vincent Couture, who is responsible for making the final decision.
Vincent Couture verifies that all possible solutions have been considered before denying the accommodation request. If the request is denied, he provides the employee with a clear explanation of the reasons.
Recourse
If an employee or job applicant has their request denied, is dissatisfied with the accommodation offered, or believes their request was not handled in accordance with this policy, they may seek a second opinion from Sylvain Couture.
An employee or applicant may also file a discrimination complaint with the Canadian Human Rights Commission.
Confidentiality and protection of personal Information
All records related to accommodation requests are stored securely and separately from personnel files. Only individuals who need to know the information have access to it.
Couture Expressway and all individuals involved in the accommodation process comply with applicable privacy legislation to protect personal information.
Review
Lyne Gilbert reviews the policy and procedures annually, or as needed, and updates them to ensure they meet the needs of all employees.
Inquiries
Any inquiries regarding this policy and its procedures may be directed to Vincent Couture.