Information and communications

Overview

The Information and Communications Standard is part of the Integrated Accessibility Standards Regulation.

It establishes processes that businesses and organizations in Ontario must follow to create, provide, and receive information and communications in ways that are accessible to people with disabilities.

Requirements cover:

Public safety information and emergency procedures and plans

Overview

The University of Ottawa must prepare public safety information and emergency procedures and plans and make the information available to the public. The University must also, upon request, provide the information in an accessible format or with appropriate communication supports as soon as is practicable.

As of January 1, 2012, the University must, upon request, make accessible emergency and public safety information available to persons with disabilities.

  • Examples of emergency and public safety information
  • Emergency plans and procedures
  • Maps, warning signs and evacuation routes
  •  Information about alarms or other emergency alerts

Who is subject to this standard?

  • All uOttawa employees who provide information related to or containing emergency procedures, plans or public safety information

Requirements

Upon request, the University must provide students, staff and visitors with emergency procedures, plans and public safety information in an accessible format.

Where can I learn more?

To request a personalized uOttawa emergency plan

Website and web content

Overview

The University of Ottawa websites and content must meet the international Web Content Accessibility Guidelines (WCAG) 2.0 requirements as outlined in the AODA information and communications standards.

The content on University of Ottawa intranet and extranet must be provided in an accessible format upon request.

Requirements

Public websites and web content

Public websites and web content

Overview

New public websites and all content on those sites must meet WCAG 2.0 Level A requirements. All websites and content must initially meet Level A requirements and eventually Level AA. Ontario legislation states that unless it is not practicable, this requirement applies to all websites and content published on or after January 1, 2012. The requirement also applies to Web-based applications and to content controlled directly by uOttawa or through a contractual relationship that allows for changes to the content.

Who is subject to this standard?

  • All contributors, providers, designers and developers of content for uOttawa intranet and extranet websites

Requirements

Beginning on January 1, 2014:

All new uOttawa websites and all content on those sites must meet WCAG 2.0 Level A requirements. All uOttawa Web content providers are responsible for ensuring that content meets all accessibility requirements

  • The University of Ottawa’s Information Technology department is responsible for ensuring that the content management system commonly used by the University of Ottawa’s faculties and services allows the University to meet its legal requirements under Ontario’s laws for accessible websites

Beginning on January 1, 2021:

  • All uOttawa websites developed after January 1, 2012, and all content on those sites must meet WCAG 2.0 Level AA requirements

Not required

  • Archived pages posted before January 1, 2012, do not have to meet the accessibility requirements
  • Live captioning and pre-recorded audio descriptions are exempt from WCAG 2.0 Level AA requirements

Where can I learn more?

IT assistance

Internal websites content

Internal websites content

Overview

The content on University of Ottawa intranet and extranet must be provided in an accessible format upon request to persons with disabilities.

Who is subject to this standard?

  • All contributors, providers, designers and developers of content for uOttawa intranet and extranet websites

Requirements

Beginning in 2013:

  • All University content providers must provide internal website content in an accessible format upon request

Where can I learn more?

IT assistance

Online multimedia

Overview

Beginning on January 1, 2014, all new multimedia presentations (audio-only, video-only and audio-video) on uOttawa websites must meet WCAG 2.0 Level A requirements.

Who is subject to this standard?

All contributors, providers, designers and developers of online uOttawa multimedia content

Requirements

All University Content Contributors are responsible for ensuring that multimedia presentations posted on University of Ottawa websites comply with legal parameters as stipulated under Ontario law.

  • Audio only (Level A)
    • Text transcript required

The transcript does not have to be synchronized with the audio unless the person listening will need to interact with the Web page.

  • Video only (Level A)
    • Either a text or audio description of the scenes, actions, characters and any on-screen text must accompany video
  • Audio-video (Level A)
    • Audio description or a media alternative required (transcript for recordings of teleconferences also required)
    • A means to stop the audio required

By January 1, 2021, multimedia presentations (audio only, video only and audio-video) on uOttawa websites must meet WCAG 2.0 Level AA requirements:

  • Audio-video presentations (Level AA)
    • Audio portion must be accompanied by captions that accurately reproduce the words and describe important sound effects (clapping, laughter, etc.)
    • Audio portion must be well synchronized with the video

NOTE: Be sure that transcripts are linked to and from the same places as the media files, including other websites or pages and email addresses.

Not required

  • Captions for live multimedia presentations (audio only, video only and audio-video)
  • Audio descriptions for rerecorded (or live) multimedia presentations (audio-only, video-only and audio-video)

Can meeting minutes replace a transcription?

Minutes do not meet the requirements for providing a transcript of an audio or video recording of a meeting. A transcript must be provided.

Where can I learn more?

IT assistance

uOttawa Information Technology help desk request

Social media

Overview

The information posted on a social media platform must be as accessible as possible. Posting information on a social media site that does not support accessibility is authorized, but the post must include a link to an accessible version (inserted in the description at a minimum but preferably within the video or audio content).

Who is subject to this standard?

  • All contributors and providers of online uOttawa social media content

Requirements

All University content providers must provide and publish accessible content to the University of Ottawa’s official social media platforms, in as much as those external social media platforms allow. 

Tips

  • Use features provided by the social media platform to make the content as accessible as possible.
  • When possible, provide a link to another online source that presents equivalent, highly accessible content.
  • Any multimedia embedded in a page must also include a player (including the controls and outputs) that meets the same accessibility compliance level that you claim for your overall page.

What if the social media platform is not accessible?

You are not prohibited from posting content on a social media site that does not support accessibility, but the post must include a link to an accessible version (inserted in the description at a minimum but preferably within the video or audio content).

Where can I learn more?

IT assistance

Educational Training Resources and Material

Requirements

Accessible formats

Overview

The University of Ottawa must provide students with disabilities with an accessible format of:

  • Educational or training materials and resources
  • Their student records
  • Course and program information

Who is subject to this standard?

  • All uOttawa professors and other educators providing education or training to students, Strategic Enrollment Management (SEM)

Requirements

As of January 1, 2013:

  • When a student notifies the University of a need due to a disability, the University must provide educational or training materials and resources in an accessible format that takes into account the accessibility needs of the student by:
    • Purchasing or obtaining by other means an accessible or conversion-ready electronic format of the requested material or
    • Arranging for the provision of a resource in an accessible or conversion-ready electronic format that is comparable to material that cannot be provided in an accessible format
  • The University must provide student records and program information in an accessible format that takes into account the accessibility needs of the student

Where can I learn more?

Training to educators

Overview

The University must provide accessibility awareness training to its professors and other educators so they can create inclusive learning environments and contribute to increasing learning opportunities for students and other persons with disabilities.

Who is subject to this standard?

  • All uOttawa professors and other educators providing education or training to students, employees or visitors

Requirements

The University of Ottawa must provide training to its professors and educators on how to make their teaching and learning environment accessible through education and training resources and material in an accessible format.

Since January 1, 2013, the University must:

  • Provide professors and educators with accessibility awareness training related to accessible program or course delivery and instruction
  • Keep a record of training provided, including the dates and number of participants

Where can I learn more?

 

Libraries

Overview

The University will provide students who have disabilities with the following in an accessible format:

  • Educational and training materials or resources
  • Student records
  • Course and program information

The University’s libraries will provide, procure or acquire by other means an accessible or conversion-ready format of print, digital and multimedia resources or materials for a person with a disability, upon request.

Who is subject to this standard?

  • All University employees who provide educational and training materials or resources, student records and course or program information on behalf of uOttawa

Requirements

Since January 1, 2013:

  • uOttawa libraries will provide, procure or acquire by other means an accessible or conversion-ready format of print resources or materials for a person with a disability, upon request

Since January 2015:

  • uOttawa libraries will produce educational or training material textbooks in a conversion-ready format
  • uOttawa libraries will provide accessible formats of print-based resources or materials, upon request

By January 1, 2020:

  • uOttawa libraries will provide accessible formats of digital and multimedia resources or materials, upon request

Not required

Special collections, archival materials, rare books and donations are exempt from this requirement.

Where can I learn more?

Producers of educational or training material

Overview

Organizations that provide the University with educational or training textbooks or print-based supplementary educational or training resources must provide an accessible or conversion-ready format upon request.

Who is subject to this standard?

  • Employees of the University, including publishing units, who produce educational or training material as well as private publishing and other companies that provide the University with such material

Requirements

Beginning on January 1, 2015:

  • All producers of textbooks must provide conversion-ready formats upon request

Beginning on January 1, 2020:

  • All producers of print-based supplementary educational or training resources must provide the University with an accessible or conversion-ready format of printed materials upon request

What about information that cannot be converted?

Sometimes, for technical reasons, producers may be unable to convert some information in a textbook or supplementary learning resource to an accessible or conversion-ready format. If this happens, the producer must provide an explanation of why and provide a summary of the information that cannot be converted.

Where can I learn more?

Social links

 

Facebook Link
Accessibility Hub on Facebook

 

Twitter Link
Accessibility Hub on Twitter
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