An Employee Accommodation Agreement is essential when implementing workplace accommodations in Canadian organizations. This document is utilized when an employee requires modifications to their work environment, duties, or schedule due to protected grounds under human rights legislation. The agreement ensures compliance with federal and provincial human rights laws, occupational health and safety regulations, and privacy legislation. It should be implemented when there is a need to formally document the accommodation process, outlining specific measures agreed upon, implementation timelines, review procedures, and responsibilities of all parties involved. The document serves as evidence of the employer's commitment to providing reasonable accommodation and protects both parties by clearly defining expectations and obligations.
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1. Parties: Identifies the employer and employee entering into the accommodation agreement
2. Background: Establishes the context for the accommodation, including reference to relevant legislation and the employer's duty to accommodate
3. Definitions: Defines key terms used throughout the agreement
4. Purpose of Agreement: States the objective of providing reasonable accommodation and maintaining employment relationship
5. Nature of Accommodation: Detailed description of the specific accommodation(s) being provided
6. Implementation Timeline: Specifies when and how the accommodation measures will be implemented
7. Roles and Responsibilities: Outlines the obligations of both employer and employee in implementing and maintaining the accommodation
8. Review and Modification: Establishes process for periodic review and adjustment of accommodation measures
9. Confidentiality: Addresses the handling and protection of personal information related to the accommodation
10. Duration: Specifies the term of the agreement and conditions for renewal or termination
11. Signatures: Space for parties to execute the agreement
1. Medical Requirements: Include when accommodation involves medical conditions requiring specific protocols or restrictions
2. Training Provisions: Include when accommodation requires additional training for the employee or coworkers
3. Equipment and Resources: Include when specific equipment or resources are being provided as part of the accommodation
4. Workplace Modifications: Include when physical changes to the workplace are required
5. Remote Work Arrangements: Include when accommodation involves working from home or alternate locations
6. Emergency Procedures: Include when accommodation requires special emergency evacuation or response procedures
7. Union Involvement: Include when employee is unionized and accommodation affects collective agreement terms
1. Schedule A - Detailed Accommodation Plan: Comprehensive description of specific accommodation measures and implementation details
2. Schedule B - Medical Documentation: Relevant medical information supporting the need for accommodation (with appropriate privacy protections)
3. Schedule C - Equipment Specifications: Detailed list and specifications of any equipment or modifications required
4. Schedule D - Contact Information: List of key contacts involved in implementing and maintaining the accommodation
5. Appendix 1 - Workplace Assessment: Results of any ergonomic or workplace assessments conducted
6. Appendix 2 - Progress Review Form: Template for documenting periodic reviews of the accommodation effectiveness
7. Appendix 3 - Related Policies: Copies of relevant workplace policies referenced in the agreement
Authors
Relevant legal definitions
Clauses
Relevant Industries
Healthcare
Education
Financial Services
Manufacturing
Retail
Technology
Government
Professional Services
Transportation
Construction
Hospitality
Mining
Telecommunications
Non-Profit
Energy
Relevant Teams
Human Resources
Occupational Health and Safety
Legal
Employee Relations
Diversity and Inclusion
Risk Management
Labor Relations
Benefits Administration
Workplace Wellness
Facilities Management
Relevant Roles
Human Resources Manager
Disability Management Specialist
Occupational Health Nurse
Health and Safety Coordinator
Employee Relations Manager
HR Business Partner
Diversity and Inclusion Manager
Return to Work Coordinator
HR Director
Workplace Accommodation Specialist
Labor Relations Manager
HR Compliance Officer
Benefits Administrator
Risk Management Officer
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