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Accessibility Progress Report 2024

© His Majesty the King in Right of Canada, as represented by the Minister of Innovation, Science and Industry of Canada, 2024

Cat. No. NS1-43E-PDF

ISSN 2817-8815

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Message from the Vice-President, Common Administrative Services Directorate

It is with great pleasure that I present the Social Sciences and Humanities Research Council’s (SSHRC) 2024 Accessibility Progress Report. This report describes the progress our agency has made in identifying and progressively removing barriers for staff and members of our research community who have disabilities.

As you read through this report, you will come across numerous activities completed over the past year. Just as I did in last year’s introduction to our first accessibility progress report, I wish to take this opportunity to highlight some accomplishments that will pave the way toward increased accessibility for our colleagues within SSHRC and our research communities:

  • In April, as part of the journey mapping exercise that focused on applicant experience, our agency developed a roadmap to identify barriers and outline solutions to improve the accessibility of our application platforms. Integration of these solutions is being discussed in the context of new funding allocation in Budget 2024 for a new, improved and harmonized tri-agency grants management solution.
  • In June, we released our updated People Strategy Action Plan for 2024-26. This Action Plan is a roadmap to achieving our vision for a diverse workforce that focuses on excellence in a modern, healthy and inclusive workplace, allowing it to anticipate change, adapt and evolve. Our commitment to accessibility is front and centre in one of its strategic pillars, which is to foster accessibility, diversity, bilingualism and inclusiveness at work. This pillar identifies concrete activities aimed at identifying and removing barriers to employees, supporting them to achieve their full potential and ensuring the workplace is as accessible as possible to all.
  • SSHRC’s web renewal, allowing it to become Web Content Accessibility Guidelines (WCAG) 2.0 compliant, is currently underway. Internally, in August, we also launched our new intranet page, which is now completely based on the Government of Canada guidelines in terms of accessibility (such as being easy to navigate, having accessible contents and limited use of images). Further updates to the content of the intranet page are being worked on, which will include a plain-language review.

I am confident that as we advance on these initiatives internally, the progress that we make will be mirrored in our programs and in the services that we deliver, which will positively impact our research communities. As stated in our inaugural Accessibility Plan, at SSHRC, we know that the Canadian research ecosystem will be even stronger when our agency, and the programs and services we deliver, continue to be made as accessible, inclusive, equitable and diverse as possible.

Looking back on progress over the past year, I am, as always, particularly proud of the high level of commitment and expertise during the engagement within and between SSHRC and the Natural Sciences and Engineering Research Council (NSERC). The responsiveness of members of our research communities as we sought to engage with them for feedback on the measures we are implementing is inspiring. Finally, I wish to highlight the dedication of our staff, particularly members of our Persons with Disabilities Network (PwDN) and of the Accessibility Steering Committee (ASC), who continually provide generous and expert advice, empowering us to progress as an increasingly accessible organization.

Sincerely,

Dominique Osterrath
Chief Financial Officer and Vice-President, Common Administrative Services Directorate
Social Sciences and Humanities Research Council

1. General

The purpose of this progress report is to share our advances in implementing our Accessibility Plan. As a research-funding agency and as an employer, we are committed to becoming an organization that builds accessibility into the way we do business. Over the past year, we have deepened our understanding of the barriers that persons with disabilities face, and humbly recognize how our past efforts have only started to scratch the surface when it comes to fulfilling this commitment.

As we advance on this journey, we take note of what we have achieved since publishing our last Accessibility Progress Report and what our engagement with staff and members of our research community who have a disability have taught us. These valuable lessons support us in integrating accessibility throughout the delivery of our mandate, which is to promote and support postsecondary based research and training in the social sciences and humanities and in research areas related to the administration of tri-agency programs.

As we envision the future, we are thankful that Budget 2024 provided new funding to the three federal research funding agencies (Canadian Institutes of Health Research [CIHR], NSERC and SSHRC) to establish an improved and harmonized grants management solution, which will help us make much needed headway in providing more accessible funding opportunities.

1.1 Executive summary

SSHRC’s Accessibility Progress Report describes achievements the agency has made in the second year of implementing its inaugural Accessibility Plan. More specifically, it highlights progress in the following priority areas: organizational culture; employment; built environment; information and communication technologies (ICT); communications, other than ICT; procurement of goods, services and facilities; design and delivery of programs and services; and transportation. It also highlights how persons with disabilities were consulted in preparing this progress report, and presents feedback received since publishing our 2023 Accessibility Progress Report.

1.2 A note on language

According to the Accessible Canada Act(ACA), “disability”:

“means any impairment, including a physical, mental, intellectual, cognitive, learning, communication or sensory impairment—or a functional limitation—whether permanent, temporary or episodic in nature, or evident or not, that, in interaction with a barrier, hinders a person’s full and equal participation in society.”

This progress report, like the agency’s Accessibility Plan, uses “person-first” language (for example, “persons with disabilities”) instead of “identity-first” language (such as “disabled people”); it also uses terms like “disability” and “barrier” to align with the ACA. However, SSHRC recognizes that individuals who self-identify as having a disability or as disabled may use different terminology, and that individuals who identify with certain communities—such as some people who are Deaf or neurodivergent—may not identify as having a disability. The agency acknowledges the absence of consensus on this use of language and will continue to seek advice from the disability community. Further, the Analysis of Barriers and Recommendations Developed in Consultation with the Advisory Committee on Accessibility and Systemic Ableism (ACASA), presented to SSHRC, provides considerable advice on language. These include a suggested definition of disability that is more focused on barriers that people face rather than limitations or impairments that are ascribed to them, information on more inclusive language in French, and recommendations regarding references to “productivity.” In 2023, the agency’s PwDN recommended to not only respect, but also reflect, the language a person with disabilities uses to speak about themselves when addressing them or speaking about them to another person. The agency recognizes this as a best practice.

1.3 Feedback process

Members of SSHRC’s research community and staff, as well as the public, can provide feedback at any time on barriers encountered when interacting with SSHRC, on the agency’s inaugural Accessibility Plan and its implementation, on this progress report and on other accessibility-related matters. They can do so through several different channels, including email, mail and telephone, as well as an online Accessibility Feedback Form. All feedback can be submitted anonymously.

When the agency receives feedback, it acknowledges receipt using the same communication method, except for anonymous submissions. For example, emails are answered by email, mail correspondence is answered by mail (when a return address is included), and online feedback submissions receive a message confirming their input has been received. All survey results are collected in an Excel spreadsheet for review. All feedback, including scanned versions of any mail received, is stored in a repository with limited access. Feedback is integrated into yearly reports and will be considered in developing subsequent versions of the accessibility plan.

1.4 Contact information

See below for contact information for asking questions and providing feedback through various means. You can also request a different format version of the Accessibility Plan, of the feedback process description and of progress reports:

2. Progress on SSHRC’s Accessibility Plan

Because of the production timelines required for producing SSHRC’s Accessibility Progress Reports, the progress described in this section covers activities completed between January and August 2024 (captured under “Progress in 2024”) and, where applicable, includes a brief overview of activities that the agency had committed to achieving between September and December 2023 (captured under “Progress in 2023”).

Whereas the agency’s inaugural Accessibility Plan provides a more comprehensive review of barriers and actions, only commitments (based on barriers and their associated actions) and most significant activities that SSHRC made progress on in 2024 are included below.

2.1 Inspection of SSHRC’s Accessibility Plan and feedback mechanisms by the Office of the Accessibility Commissioner

In May 2024, SSHRC was informed that an inspection of its Accessibility Plan and associated feedback mechanism had been conducted by the Office of the Accessibility Commissioner (OAC), aiming to assess compliance with the ACA and Accessible Canada Regulations (ACR). Given that the OAC had already contacted NSERC in March and minor changes required to meet compliance were subsequently made to both NSERC and SSHRC plans, no non-compliances were identified in the documents.

2.2 Organizational Culture

2.2.1 Progress in 2023

While not required by the ACA, in 2023, the agency added Organizational Culture as an additional priority area when developing its Accessibility Implementation Plan. In its 2023 Accessibility Progress Report, SSHRC indicated that it would:

  • Identify resources to support accessibility work beyond March 31, 2024. This was completed.
  • Develop progress indicators to support the accurate measurement of progress. This activity took more time to advance than initially anticipated. However, a draft version of the progress indicators was developed in 2023-24 and work is underway to refine and finalize them.
  • Build an easy-to-access intranet page covering accessibility and persons with disabilities, as well as an anonymous feedback mechanism for accessibility-related issues. This was delayed and is still pending.
  • Support general awareness and education among staff. As such, the agency:
    • Promoted the International Day of Persons with Disabilities through an intranet news item. This was completed. The day was also promoted through the human resources’ monthly “Learning and Development” email.
    • Promoted, through the intranet, an activity organized by Public Service and Procurement Canada for the International Day of Sign Languages.

2.2.2 Progress in 2024

Commitment: Optimizing shared services and distributed governance

  • In 2024, SSHRC’s Corporate Internal Audit Division finalized their “Assessment of Governance” report for the agency, which will inform the agency in clarifying governance for its accessibility-related initiatives. The approval process for the agency’s Accessibility Plan (for which many of the priority areas are shared with SSHRC/NSERC) was used as a case example demonstrating the opportunity to better use existing and higher management committees to simplify decision-making processes in a bi-agency context. The Common Administrative Services Directorate’s (CASD) vice-president’s office is further examining governance surrounding accessibility.

Commitment: Sustaining a welcoming and mentally healthy workplace

  • A news item was posted on the agency’s intranet page on May 6, promoting Mental Health Week. 
  • Several “Fostering a Mentally Healthy Workplace” sessions were offered to executives, managers and supervisors across NSERC and SSHRC. With an overall attendance of 88 individuals, these sessions were an opportunity to present sound management practices that support a mentally healthy workplace.
  • In August 2024, the Office of the Ombuds and Workplace Well-Being released its first report, covering the period between October 14, 2021 and March 31, 2023. The agency’s president shared this report with all staff in an email, inviting them to read the report, discuss with colleagues how to integrate its proposed best practices in the workplace and—particularly to those in leadership roles—reflect on whether their approaches are aligned with these best practices. In the section on “Observations and Opportunities for Growth,” the report captures the following:

    “The presence of stigma around mental health and disability can make it extremely difficult for employees, including managers at all levels, to talk openly with their supervisors about personal and professional issues. Some employees spoke of:

    • their struggles with the idea of disclosing a mental health condition or invisible disability to their supervisors, including a fear of judgment (e.g., considered unreliable, unproductive or untrustworthy) or reprisal (e.g., possible negative repercussions on career progression, particularly where accommodation measures are required);
    • the lack of support, openness and flexibility for team members living with mental health issues, functional limitations, and who require temporary accommodations to continue working (or successfully return to work), as well as the challenges they encountered, including supply delays, and the accommodation process itself.”

Commitment: Supporting the achievement of a fully accessible organization

  • In 2024, conversations were initiated on how to convert the Accessibility Plan intranet page into a more comprehensive Accessibility page, as the intranet was being revamped to adhere to the Government of Canada intranet template. Discussions are underway to design an “Accessibility Icon” that would be pushed on every agency desktop, providing one-click access to this intranet page.

Commitment: Increasing awareness around accessibility

  • Efforts began in March to organize a tri-agency panel discussion on the theme of "Everyone’s Business: Creating a Culture of Accessibility.” As the agency is only beginning to gain the experience needed to procure accessibility-related services and technology, projected timelines for hosting this event proved to be unrealistic during a period of lower resources and internal capacity. The PwDN co-chairs were engaged in this process and one had agreed to serve as moderator; efforts are expected to resume in fall 2024.
  • In spring 2024, members of SSHRC’s management received information about “Accessibility Updates” within the agency, which included highlights from the Chief Accessibility Officer’s report Everyone’s Business: Accessibility in Canada and information regarding the then-upcoming National AccessAbility Week.
  • Promotion of National AccessAbility Week to all staff through an intranet news item that highlighted the “Brave Conversations and Bold Actions when Building Accessible and Inclusive Workplaces” event organized by the Canada School of Public Service (CSPS). The Human Resources Bulletin also highlighted this event, reminding staff to complete the mandatory training on accessibility and inviting staff to provide feedback on the agency’s Accessibility Plan.
  • Promotion of Bell Let’s Talk Day (January 24), National Caregivers Day (April 2) and Speech and Hearing Awareness Month (May) to all staff through an intranet news item.
  • SSHRC considers accessibility-related themes for the research stories it publishes, such as a research story on Heather Aldersey, Canada’s Research Chair in Disability Inclusive Development, on the role of natural support in the lives of persons with disabilities.

2.3 Employment

2.3.1 Progress in 2023

In its 2023 Accessibility Progress Report, SSHRC indicated that it would:

  • Launch its pilot Mentorship Plus program. This was completed in October 2023. Of note, in April 2024, a progress survey was sent to program participants. Key results include: 97.4% of respondents would recommend the program to their colleagues; 91% of respondents feel like the program is helping them achieve the objectives identified.
  • Develop a tool that provides guidance to human resources and managers on how to identify biases and barriers in the staffing process. This tool was made available on the agency’s intranet page in October 2023.
  • Integrate regular reminders about self-identification (specifically, about the benefits of self-identification) through various internal communication channels. This was completed during fall 2023.

2.3.2 Progress in 2024

Commitment: Supporting the hiring, retention and promotion of persons with disabilities

  • Funding was secured until March 2025 to continue with the in-house language training program, in which priority is given to individuals identifying as one of the employment equity groups. In this program, a training plan is developed based on employees’ distinct needs, offering accommodations as needed.
  • Staffing and recruitment tools, such as the outreach inventory, have been updated based on new outreach options and tools that emerge. The inventory was presented to management in September 2024 to help achieve the organization’s representation goals.
  • The staffing poster templates and staffing correspondence were updated and launched with the VidCruiter applicant tracking system in March 2024. These updates are continuing in 2024.
  • The performance measures included in the standard performance management agreement (PMA) form for executives were updated for the 2024-25 cycle to capture agency-level, collective quantitative and qualitative representation and inclusion goals. For 2024-25, the focus will be to close the representation gap for persons with disabilities.

Commitment: Updating and improving accommodation policy and practices for SSHRC staff

  • As planned, and as announced in the 2023 Accessibility Progress Report, the agency developed and launched training for managers on the updated accommodation policy and process.

Commitment: Creating inclusive policies and practices

  • In 2024, NSERC and SSHRC updated their joint People Strategy Action Plan for 2024-26.
    • First launched in 2022, the strategy addresses the agencies’ evolving organizational needs, reflects its commitment to fostering a people-centric workplace and reinforces the importance of creating an environment where everyone feels included and respected. As noted in the message from the vice-president, CASD, accessibility is a core component of this strategy as it supports the achievement of the other three pillars (building our workforce for future success; promoting a safe, respectful and healthy work environment for all; and modernizing our policies and our operations to support an agile, resilient and responsive workforce).
  • After including the CSPS “Addressing Disability Inclusion and Barriers to Accessibility” course as mandatory training for all staff in 2023-24 (completion rate of 68,9% as of March 31, 2024), the course was incorporated into the onboarding program for new staff as mandatory training.
  • An updated self-declaration process for the new human resources applicant tracking and staffing system (VidCruiter) was developed. This process includes an updated definition of persons with disabilities as well as two additional questions to enable self-declaration as Black persons and as members of the Two-Spirit, Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, Asexual, Plus (2SLGBTQIA+) community.

2.4 Built environment

2.4.1 Progress in 2023

In its 2023 Accessibility Progress Report, SSHRC indicated that further investments would be considered to enhance the accessibility of its offices. In 2023, the agency was able to:

  • Install touchless accessibility buttons in parking lot level 2 for doors leading to and from the lobby and to and from the showers, as well as to access the washrooms on all agency-occupied floors.
  • Replace the number touch pad to access the bike cage by a swiping card reader.

2.4.2 Progress in 2024

Commitment: Resolving issues with building access, navigation and individual workstations

  • SSHRC was able to decommission its Data Centre, which was in a physical space that did not fully comply with Government of Canada accessibility standards. This happened during summer 2024, ahead of the projected date of late 2025;
  • Shower caddies installed in all shower rooms;
  • Steps undertaken to obtain quotes on costs related to the replacement of heavy barn-type doors on agency occupied floors;

Commitment: Improving emergency procedures

  • In 2024, SSHRC improved the identification of on-site floor emergency wardens (FEW): they are now listed under a dedicated “Floor emergency wardens” MS Teams channel; are invited to place a flag at their workstation that identifies them as FEWs; and are asked to indicate their names on white boards located in all locker rooms as they arrive at the office to confirm their on-site presence.
  • Emergency and security tools were evaluated for accessibility and, where applicable, changes were made or are being revised. For example, a poster summarizing key points from the emergency procedures is currently under review by the agency’s communications team.

2.5 Information and communication technologies (ICT)

2.5.1 Progress in 2023

  • A product manager was hired in fall 2023, as announced in the 2023 Accessibility Progress Report. Their responsibilities include supporting NSERC/SSHRC’s compliance with the Standard on Web Accessibility.
  • To increase accessibility the application instructions for SSHRC’s Insight Development Grants (IDG) were published on the agency’s website (they were previously available only through the Research Portal application platform).

2.5.2 Progress in 2024

Commitment: Reviewing the agency’s digital tools, platforms and software from a WCAG 2.0AA perspective

  • In Budget 2024, the Government of Canada announced funding to the three federal research funding agencies (CIHR, NSERC and SSHRC) to establish an improved and harmonized grant management solution. This funding is needed to advance the new solution under development for managing grants, fellowships and associated CVs, the Tri-agency Grants Management Solution (TGMS), for which accessibility has been identified as a key design consideration.
    • As the agencies are working on TGMS, they included accessibility requirements as part of the requests for proposals and of the evaluation of vendor responses. For example, one of the user design principles included in the TGMS requests for proposals is to ensure that the design of the new solution is accessible and inclusive of the diverse needs of users.
    • WCAG 2.0AA requirements are included as elements for testing and, once implementation rolls out, persons with disabilities will be consulted to ensure that the new solution is accessible.
    • The TGMS team has been attending meetings of the Interdepartmental Accessibility Community of Practice and has reviewed the Accessibility Hub hosted by the Office of Public Service Accessibility to capture key lessons as the solution is being defined.
    • Work is underway to renew membership in the External Change Agent Network and External Advisory Board; efforts are made to ensure that expertise in accessibility and accommodations for persons with disabilities is well represented in these bodies.
  • The product manager’s work included a journey-mapping exercise that led to the development of an options analysis (identifying key opportunities to alleviate accessibility barriers in current application platforms, leading to a roadmap for implementing solutions). This was presented to the NSERC-SSHRC Accessibility Steering Committee (ASC) in May 2024 and problems were validated through external focus groups with members of the research community in June 2024.
    • As part of defining solutions to address barriers in current application platforms, the team reached out to other departments and agencies to learn more about measures they implemented in their own systems. This led to rich exchanges of ideas, best practices and resources; NSERC and SSHRC are looking forward to continued conversations.

Commitment: Reviewing the agency’s external websites and intranet from a WCAG 2.0 AA perspective

  • The agency’s intranet page was moved to the Government of Canada intranet template, providing more accessible and user-friendly contents. The agency has also decided to stop using E-news flash and images unless they include alternative text.
  • SSHRC’s web renewal is underway, which will enable SSHRC to meet Government of Canada Accessibility Standards. The Tri-Agency Institutional Secretariat (TIPS)’s webpages, operated under SSHRC, are tentatively scheduled to be updated once SSHRC’s renewal has been completed.
  • As of July 2024, monthly meetings are being held between representatives of SSHRC’s programs, policy and web teams to help in the creation of a secure electronic form to request adaptive measures.

Commitment: Reviewing the agency’s direct communications—email, telephone and videoconference systems—from a WCAG 2.0AA perspective

  • Increasingly, internal reports are made available to staff in both Word and PDF formats (such as the Ombuds’ report) to increase accessibility.
  • SSHRC’s Communications team is in the process of updating the “SSHRC 101” PowerPoint presentation deck, which is used by staff as a template for developing presentations to the research community, to ensure its accessibility.
  • SSHRC’s Communications team has started to successfully include captioning for internal live events, such as all-staff meetings. Based on lessons learned, this feature is gradually being added to other live events. Further, invitations sent for live events invite guests to contact the Communications team directly to discuss adaptive measures.
  • All agency-hosted virtual events now account for accessibility considerations, including the provision of information on whom to contact for additional accessibility services.

2.6 Communications, other than ICT

2.6.1 Progress in 2024

Commitment: Increased transparency on adaptive measures, including extensions to deadlines, committee members’ workload and committee meetings

  • SSHRC updated the post-meeting evaluation survey sent to committee and council members to include accessibility-related questions, to allow the agency to improve member experience.

Commitment: Reviewing the agency’s direct communications—documentation sent directly to members of the research community—to ensure their accessibility to recipients

  • SSHRC offers accessibility-related services for its communications-led virtual and hybrid events, such as its “SSHRC Talks” open to tri-agency staff and its “In Conversation With” public talks series. The approach for SSHRC’s Impact Awards is being updated to include additional accessibility-related services.
  • Both NSERC’s and SSHRC’s event registration forms, used for events led by the communications team, now include a question inviting attendees to indicate any accessibility-related requirements. The communications’ team best practices guide for teams hosting agency events is also being updated to include this question.
  • In early 2024, American Sign Language (ASL) and Langue des signes québécoise (LSQ) interpretations were produced for the executive summaries of NSERC’s and SSHRC’s 2023 Accessibility Progress Reports. This was a first for the agencies and provided a valuable experience to inform the timely provision of similar accessible formats in future, as needed.

Commitment: Develop training sessions for staff on creating accessible communication documents

  • Microsoft Office (Word, PowerPoint and Excel) and Kofax Power PDF accessibility training continues to be offered to all staff, until the end of March 2025.

Commitment: Stay informed about any communication guidelines as they relate to accessibility and include in staff training as they become available

  • The Human Resources Accessibility Learning Resource includes various links to resources and training (internal and offered by other Government of Canada organizations) to support staff’s awareness and implementation of accessible communications.
  • The Language Services team now systematically applies inclusive writing principles in the organization’s internal and external communications, particularly in program documents.

Other progress not provided for in the Accessibility Implementation Plan:

  • The 2024 report from SSHRC’s Ombuds was produced on an accessible report template designed by the agency’s communications’ team, which includes a new accessible visual identity and was made available on Word and PDF formats for increased accessibility. This approach was also taken when developing the agency’s Equity, Diversity, Inclusion, Accessibility and Official Languages placemat.

2.7 Procurement of goods, services and facilities

2.7.1 Progress in 2023

  • The Statement of Work (SoW) template was updated by December 2023, as planned. The new template includes a section to indicate whether accessibility was considered in defining requirements.

2.7.2 Progress in 2024

  • SSHRC continued to monitor policies, guidelines, tools and directives released by Public Services and Procurement Canada to support its accessibility efforts in procurement. In 2024, the procurement team modified documents as external policies were updated.

2.8 Design and delivery of programs and services

2.8.1 Progress in 2023

  • The Accessibility in Programs and Services webpage developed in 2023 went live on SSHRC’s website in October 2023.
  • Fall 2023 updates to the SSHRC Manual for Merit Review Committee Members, announced in the 2023 Accessibility Progress Report, were postponed, allowing more time for a thorough revision.
  • As part of the annual SSHRC Leaders meeting in November 2023, participants took part in a World Café Session and discussed their own institutional accessibility policies, sharing their thoughts on ways to improve both SSHRC’s processes and collaboration between SSHRC and institutions to increase accessibility. One key takeaway from the session was how institutions tend to have unequal accessibility processes (easier for students to access than faculty) and how larger institutions seemed to present more accessibility barriers.

2.8.2 Progress in 2024

Commitment: Contribute to the inclusion of accessibility-related considerations in discussions surrounding social sciences and humanities (SSH) research excellence and culture

Commitment: Work toward including accessibility and disability-related considerations as part of eligibility and application-stage requirements

  • The Canadian Research and Development Classification (CRDC), developed conjointly by SSHRC, NSERC, the Canada Foundation for Innovation (CFI), CIHR and Statistics Canada (as its custodian) was updated in spring 2024. It now includes disabilities studies (comprising “research and experimental development in disability and accessibility studies, including critical disability studies”).
  • Budget 2024 announced the streamlining of the current suite of federally funded scholarships and fellowship programs into one Talent program. As part of this process, discussions are being held on the window of eligibility as one of the application-stage requirements under review.

Commitment: Increased transparency on adaptive measures, including extensions to deadlines

  • There is agreement, in principle, to implement common guidelines across SSHRC, including for tri-agency programs. This will ensure consistency when responding to accessibility requests from applicants and reviewers, in light of the 2023 launch of SSHRC’s new landing page on Accessibility in programs and services.
  • SSHRC has included a link to its new landing page on Accessibility in programs and services in programs’ instructions, to increase applicants’ awareness of this resource.

Commitment: Review the agency’s evaluation criteria to implement more equitable processes

  • SSHRC committed to undertaking a holistic review of evaluation criteria and reviewer guidelines, applying an accessibility lens among other perspectives.

Commitment: Maximize the accessibility and inclusiveness of peer review processes

  • The Human Resources’ Accessibility Learning Resource includes various awareness activities that support program staff in understanding bias in research and improving the accessibility and inclusiveness of peer review processes.
  • The draft revised “Bias in Peer Review” training module includes an interactive element on ableist bias and better addresses the realities of researchers with disabilities. The training module was developed using insights from persons with disabilities and Accessibility requirements for ICT products and services (EN 301 549). Its content is currently being revised before formal launch.
  • SSHRC’s Annual report on competitions provides insight into merit review results, feedback from agency staff, merit reviewers and observers. The SSHRC’s performance in 2022-23: Report on Competitions summarizes data on applicants and awardees with disabilities, as well as feedback on “accessibility improvements,” particularly in relation to the format of merit review meetings.

2.9 Transportation

2.9.1 Progress in 2023

  • The agency made progress in the development of an EDI guidance document, which is meant to be published on NSERC’s website, on behalf of the three federal research funding agencies. The document will provide case examples for appropriate use of grant funds for expenditures. This activity was delayed (currently no planned date for publication).

2.9.2 Progress in 2024

  • In 2023, SSHRC, announced that it would develop guiding principles within the context of the Financial Administration Act and National Joint Council (NJC) Travel directive, using accessibility best practices to remove barriers affecting persons with disabilities. While not completed, work on these guiding principles is underway.

3. Consultations

As mandated by the Accessible Canada Act, SSHRC consulted with the PwDN in preparing this progress report. These consultations focused mostly on internal facing activities and touched on the organizational culture; employment; built environment; ICT; communications other than ICT; procurement of goods, facilities and services; and transportation priority areas of the Accessibility Plan. Consultations with members of the agency’s research community focused on activities listed under the “design and delivery of programs and services” priority area, as well as some included under “ICT” and “communications, other than ICT.”

3.1 Persons with Disabilities Network (PwDN)

Over the past year, the joint NSERC and SSHRC PwDN had between 15 and 20 active members and was looking to replace one of its co-chairs who left NSERC earlier in the year. The PwDN co-chairs also sit on the bi-agency Employment Equity and Diversity Advisory Committee (EEDAC), which was created to support broader equity, diversity, inclusion and accessibility (EDIA) internal initiatives, policies and programs.

In 2024, the agencies held two meetings with PwDN members. These meetings took place online, using the MS Teams platform due to its accessibility features, and were led by the network co-chairs. Members received material in advance of the meetings, in both official languages, and were encouraged to contribute using the official language of their choice. They were asked to indicate when they would be switching from one language to another, so that participants using closed captioning could make the required change on their respective devices.

  • The February meeting focused on remaining barriers in the built environment (in 2023, staff living in the National Capital Region only just began their re-entry to the workplace in the agencies’ new headquarters). Discussions also included proposed investments for the built environment for the 2024-26 period. While some of the investments are longer-term than the immediate calendar year, some of the suggested improvements were made, as presented under “Built environment,” above.
  • The September meeting focused on consulting PwDN members to produce the 2024 Accessibility Progress Report. NSERC and SSHRC adapted the questions that the department of Innovation, Science and Economic Development (ISED) used in 2023 to engage with its PwDN, as these allowed members to elaborate on various topics, including their vision for a fully accessible organization; the agencies’ achievements and noticeable accessibility progress; remaining and emerging accessibility barriers; their perspectives about their individual roles in removing and preventing barriers to accessibility; and their preferences about information sharing.
    • Eleven members of the PwDN, including the three co-chairs, attended this meeting.
    • PwDN members generously shared lived experiences of barriers encountered, mostly touching on:
      • Meetings: Non-inclusive team-building activities and hybrid meetings that tend to favour in-person attendees result in excluding employees with disabilities.
      • Workplace culture: Ableist bias and an excessive reliance on policies negatively impact workplace culture and persons with disabilities.
      • Accommodations policy: Some requests for accommodation result in long wait-times and require staff to provide medical notes to secure and implement seemingly straight-forward solutions, which causes stress to persons with disabilities.
      • Technology: Outdated technology and lack of access to specific tools compromise the ability of staff to accomplish their work and lead to concerns about job performance and security; for some tools (MS Teams, VidCruiter) closed captioning enhancements are needed.
      • Training: Because of lack of understanding and awareness, employees with invisible disabilities often feel like their needs are misunderstood and overlooked; disappointment at the fact that not all staff have completed the 2023-24 mandatory training on accessibility.
    • Recommendations stemming from the discussion include:
      • Providing hybrid options for all team-building activities should be the default to ensure all staff are included.
      • Leaders need to be reminded that onsite presence is not possible for some staff who work remotely full-time because of accommodations.
      • Ensuring that Gender-based Analysis Plus (GBA Plus), particularly focusing on applying an accessibility lens, is conducted from the development stage of all systems, programs and initiatives.
      • Ongoing learning opportunities are provided to upper management to ensure leadership is informed and sensitive to accessibility issues.
      • Inviting the PwDN chairs to provide feedback on the internal accommodation training to ensure it addresses common issues faced by staff.
    • Among the positive feedback shared: Some members noted that their managers are supportive and had a good experience when securing workplace accommodations.
    • Members expressed a desire for a follow-up meeting to be organized as many wanted more time to permit a thorough discussion of the questions. At the time of writing this report, discussions were underway to schedule this follow-up meeting.

3.2 SSHRC’s research community

For the first two years of identifying barriers and proposing activities for its inaugural Accessibility Plan and providing input on its first Accessibility Progress Report, SSHRC worked closely with its Advisory Committee on Accessibility and Systemic Ableism (ACASA). A celebratory virtual meeting was held in January 2024 to recognize the time, dedication and expertise shared by ACASA’s chair, co-chair and other members through the 15 engagement meetings and in the production of their final report, Analysis of Barriers and Recommendations Developed in Consultation with ACASA.

In June 2024, to supplement guidance previously provided by ACASA, SSHRC worked with external facilitators to engage with researchers with disabilities. The agency convened five focus groups (four in English and one in French), attended by 34 participants in total. Participants included ACASA members, individuals who had been consulted in the previous accessibility focus groups, or randomly selected from the 2023 SSHRC competition year (student or faculty applicants, as well as committee members).

One of the main discussion items presented to focus group attendees was SSHRC’s work in identifying barriers in its applications platforms. Participants largely validated the accuracy of the barriers identified. SSHRC also presented its progress on adaptive measures (accommodations), eligibility and application requirements, research assessment (evaluation criteria), and career interruptions and special circumstances. Participants encouraged the agency to be both more proactive in providing information regarding its programs and more detailed in the information it provides.

4. Feedback

SSHRC welcomes feedback from its research community and staff and the public, through several channels: email, post, telephone and an online form that lets users provide feedback anonymously. Meetings with the PwDN are additional opportunities to gather feedback on the Accessibility Plan and accessibility barriers experienced. All accessibility-related feedback received is saved in the agency’s corporate systems for seven years. Because of production timelines required for creating this report and the previous one, feedback presented in this section covers what the agency received between August 15, 2023 and August 29, 2024. Any feedback received after this period will be included in the next accessibility progress report.

The online feedback form first asks if the individuals providing input identify as a person with disabilities or as a disabled person. It then invites feedback on the feedback process itself, the seven priority areas listed in the inaugural Accessibility Plan, the agency’s approach to accessibility consultation, monitoring and governance, and progress reports. It then asks for any general comments. The form also provides people with an opportunity to share their contact information and indicate if they work for NSERC or SSHRC. Finally, it includes the following questions:

  • How could we make this feedback process more accessible to you in future?
  • How could we make the Accessibility Plan more accessible to you in the future?
  • Do you have any additional thoughts or concerns about the Accessibility Plan?
  • Do you have any additional thoughts or concerns about the Progress Report?

4.1 Feedback received

Between August 2023 and August 2024, SSHRC’s feedback form was not used to provide input or share thoughts regarding accessibility at the agency. While some members of SSHRC’s research community used the dedicated phone number and email address to contact the accessibility coordinator, in most cases issues raised were unrelated to the Accessibility Plan. These individuals were redirected to the proper team or service (for example, support with navigating the website or application platform; delays in submitting a proposal; and use of grant funds).

However, SSHRC’s accessibility coordinator was contacted by one of the PwDN co-chairs about an accessibility barrier raised by a colleague. With the increased building occupancy at the agency’s headquarters and related reduction of parking availability, this colleague is experiencing accessibility barriers when no parking space is available. As the agency’s headquarters are located on a relatively small parcel of land with limited parking spaces, those who drive to work are sometimes required to park further from the office: walking back and forth presents a barrier to some.

To address inquiries regarding accessibility that are beyond the Accessibility Plan itself, SSHRC has a dedicated email address as well as a new “single point of access” webpage (Accessibility in Programs and Services at SSHRC), which was launched in October 2023. Requests sent through these resources are also monitored as they may inform the agency on remaining accessibility barriers.

Internally, ongoing conversations and meetings with the agencies’ PwDN, as described above, is another opportunity to receive feedback on SSHRC’s Accessibility Plan and barriers that people may encounter.

4.2 How this feedback is helping SSHRC become a barrier-free organization

The agency’s accessibility coordinator is responsible for receiving, acknowledging, tracking and following up on feedback received through the various channels. Upon receipt, feedback is shared with relevant offices of primary interest for their awareness and response or action, as required. The agencies’ ASC is also kept informed of feedback received during meetings, and its members are invited to follow up with their respective teams, as relevant.

Barriers and recommendations provided to the agency are captured in an Excel spreadsheet, and the agency is developing a mechanism for tracking responses. This tool will be applied as the agency advances its work on activities included in its internal accessibility implementation plan. Any barrier or recommendation the agency is not in a position to act upon currently, will be included as part of updates to the Accessibility Plan in 2025.

5. Conclusion

Over the past twelve months, SSHRC has made progress in addressing accessibility barriers that may lead to the exclusion of persons with disabilities within the agency or that impact members of its research community. This progress is incremental, and SSHRC is aware that, in some respects, individuals may have wanted the agency to move faster on some items. However, SSHRC is working diligently on setting the foundation needed for sustained progress. SSHRC is especially pleased with the launch of its new accessibility webpage, a single point of access for members of the community looking for information on the Accessibility Plan (including feedback mechanisms and progress reports), as well as on accessibility in programs and services (including submitting requests for adaptive measures). This latter component was a recommendation included the Analysis of barriers and recommendations developed in consultation with ACASA report that SSHRC received in 2024.

Overall, this progress report has been an opportunity for SSHRC to measure accessibility progress to date, including small and larger accomplishments; to identify areas where progress has not advanced as much as hoped and where additional efforts and/or resources are required. Through the production of this report and as the agency releases it, it has and will further engage with staff and members of the research communities on setting priorities and thinking critically and creatively about accessibility.

As the agency moves toward the final year of implementing its inaugural Accessibility Plan, and toward developing its Accessibility Plan for 2025-28, SSHRC is thankful for the sustained efforts of its staff, and for the expertise, experiences and insights that persons with disabilities are generously contributing. This collective work is helping our organization achieve its objective of being barrier-free by 2040.

6. Appendix A: Abbreviations and definitions

6.1 Abbreviations

2SLGBTQIA+:
Two-Spirit, Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, Asexual, Plus
ACASA:
Advisory Committee on Accessibility and Systemic Ableism
ASC:
Accessibility Steering Committee
CASD:
Common Administrative Services Directorate
CIHR:
Canadian Institutes of Health Research
CRDC:
Canadian Research and Development Classification
CSPS:
Canada School of Public Service
EDI:
Equity, diversity and inclusion
EDIA:
Equity, diversity, inclusion and accessibility
EEDAC:
Employment Equity and Diversity Advisory Committee
FEW:
Floor emergency wardens
GBA Plus:
Gender-based Analysis Plus
ICT:
Information and communication technologies
ISED:
Innovation, Science and Economic Development
NJC:
National Joint Council
NSERC:
Natural Sciences and Engineering Research Council
OAC:
Office of the Accessibility Commissioner
PMA:
Performance Management Agreement
PDF:
Portable document format
PwDN:
Persons with Disabilities Network
SoW:
Statement of Work
SSH:
Social sciences and humanities
SSHRC:
Social Sciences and Humanities Research Council
TAGFA:
Tri-agency Guide on Financial Administration
TGMS:
Tri-agency Grants Management Solution

6.2 Definitions

Accessibility:
The quality that enables full participation, without barriers, of all.
Accommodation:
The removal of barriers on an individual basis.
Applicant:
For the purpose of this document, includes all persons contributing to the development and submission of an application, including principal investigators/project directors, co-applicants/investigators/directors, collaborators, referees, team members or partners.
Barrier:
Anything—including anything physical, architectural, technological or attitudinal, anything that is based on information or communications or anything that is the result of a policy or a practice—that hinders the full and equal participation in society of persons with an impairment, including a physical, mental, intellectual, cognitive, learning, communication or sensory impairment or a functional limitation.
Disability:
Any impairment, including a physical, mental, intellectual, cognitive, learning, communication, or sensory impairment—or a functional limitation—whether permanent, temporary or episodic in nature, or evident or not, that, in interaction with a barrier, hinders a person’s full and equal participation in society.
Tri-agencies (or tri-agency):
An adjective used to refer to programs or initiatives that include all three federal research funding agencies—CIHR, NSERC and SSHRC.

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