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Member Accommodation Procedure

Approved August 2020

Introduction

Everyone should be able to participate in Scouting. Scouts Canada is committed to ensuring that its programs are inclusive, free from discrimination, meaningful, and safe and healthy for every participant. Where accommodation is required, we will cooperate by accommodating participants’ needs as required by law.

This Procedure explains how Scouts Canada responds to requests for accommodation — financial or otherwise — for a person with disabilities, and the responsibilities of each of the parties in connection with the process.

The goal of accommodation is to provide equal access and inclusivity, with a view to reinforcing respect for human dignity, individualization, integration and full participation. A request for accommodation aims to provide access or remove barriers that prevent individuals from participating based on legally protected grounds. Scouts Canada is committed to providing accommodation in accordance with applicable provincial/territorial human rights and accessibility legislation (jointly referred to as “Applicable Legislation”) that does not interfere with the health and safety of other participants.

It is intended that all aspects of this Procedure shall comply with Applicable Legislation.   The Applicable Legislation, as it may from time to time be amended, is incorporated herein and will prevail if greater than the terms of this Procedure. 

 

Our Procedure

1.   Accommodation Requests

  1. An accommodation request must be submitted by a member or member’s parent, by completing the Scouts Canada Accommodation Request and Assessment Form.

    The requesting party must:
     
    1. Provide the reason accommodation is required, including enough information to confirm the existence of a need for accommodation.
       
    2. Describe in sufficient detail the specific needs related to the requested accommodation.
       
    3. Submit the request to accessibility@scouts.ca.

  2. We will acknowledge the accommodation request in writing via email. All accommodation requests will be taken seriously, handled in a timely manner, and no person will be subjected to any form of reprisal for making a request.
     

2.   Providing Information

Scouts Canada may require more information related to the accommodation request, in the following circumstances:

  1. Where the accommodation request does not clearly indicate a need related to a protected human rights ground, under the Applicable Legislation. 

  2. Where more information on the requesting person’s limitations or restrictions is needed to determine an appropriate accommodation.

  3. Where there is a demonstrable objective reason to question the legitimacy of the person’s request for accommodation.

  4. Where otherwise permitted by Applicable Legislation.


Failure to respond to such requests for information may delay the provision of accommodation.

3.   Privacy and Confidentiality
 

Scouts Canada will maintain the confidentiality of information related to an accommodation request and will only disclose this information with the consent of the requesting party or where otherwise permitted by law.

4.   Assessing the Accommodation Request
 

Where necessary, interim accommodation will be provided while long-term solutions are developed.

Scouts Canada will consider all of the following questions when assessing whether the requested accommodation is reasonable:

  1. Need: Has the requesting party demonstrated the existence of a need for accommodation?
     
  2. Effectiveness: Will the requested accommodation eliminate or reduce barriers to enable the requesting party to participate and achieve the goals of the program?
     
  3. Health and Safety: Will the requested accommodation create any safety risks for the requesting party or anyone else?

  4. Undue Hardship: Can the requested accommodation be reasonably implemented by Scouts Canada or would implementation create an undue hardship? 
     
  5. Alternatives: Is there a less expensive, safer, or more effective means of accommodating the individual than the measure requested?

5.   Accommodation Plan

The Accommodation Plan will be put in writing, and signed by the individual requesting accommodation, as well as Scouts Canada, and may include:

  • A statement of the requesting party’s relevant limitations, restrictions, and needs;
     
  • Identification of the most appropriate accommodation short of undue hardship;
     
  • Timelines for providing the accommodation; and
     
  • A process for reviewing and re-assessing the accommodation plan as needed.

6.   Limitations

Accommodation will be provided in accordance with Applicable Legislation. A decision on undue hardship will be made by the Executive Director of Business Services, based on an assessment of costs, outside sources of funding, and health and safety. It will be based on objective evidence.

 

Where an accommodation is assessed to create undue hardship, the person requesting accommodation will be given written notice, including the reasons for the decisions, the objective evidence relied upon.

 

Where a decision has been made that an accommodation would cause undue hardship, Scouts Canada will attempt to implement the next best accommodation short of undue hardship.

 

7.   Decision-Making

  1. Decisions under this Procedure shall be made by the Executive Director of Business Services.
     

8.  Notification

  1. Business Services will notify the member and the Group Commissioner of the decision made pursuant to this Procedure.

Uncontrolled When Printed: When printed, document cannot be guaranteed to have the current information and should be used with caution. This document is marked “uncontrolled” and the user is responsible for determining if the current version is active. To find the most updated version, please refer to Scouts Canada BP&P on Scouts.ca.