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Accessibility Plan – Second Progress Report

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National Security and Intelligence Review Agency, Accessibility Plan – Second Progress Report, December 2024

Titre en Anglais : National Security and Intelligence Review Agency, Accessibility Plan – Second Progress Report, December 2024

Title in French: Office de surveillance des activités en matière de sécurité nationale et de renseignement, Plan sur l’accessibilité – Deuxième rapport d’étape, Décembre 2024

Also available online: https://nsira-ossnr.gc.ca/publications/secretariat-operations/accessibility-plan-second-progress-report/
ISSN 2818-5927
Key title: Accessibility Plan – Second Progress Report (National Security and Intelligence Review Agency (Canada))
© His Majesty the King in Right of Canada, 2024

Date of Publishing:

From the Executive Director

In accordance with the Accessible Canada Act, I am pleased to publish the National Security and Intelligence Review Agency Secretariat (NSIRA Secretariat)’s second progress report for its Accessibility Plan 2022 – 2025. This progress report describes the work that has been done to implement activities over the course of 2024.

Our commitment to creating an inclusive environment is reflected in our ongoing work to remove barriers and respond proactively to feedback. This dedication is also embedded in our institutional Vision, Mission, and Values statement adopted in 2024, which underscores inclusiveness as a core value.  This year, we have made a number of improvements towards integrating accessibility as a core component of our operations.

Key changes include the incorporation of accessibility principles into the Rules of Procedure, explicitly providing for participants in investigations to request accommodations and receive procedural support through the Registrar. We also updated our branding to meet accessibility standards, including our website, promotional materials and recruitment resources.

Ensuring that the organization is accessible by design requires continued attention. In 2025 we will not only continue our efforts, but also prepare for a new accessibility plan. The goal is to complete what we started in 2022 and seek opportunities to build on our success. I look forward to continuing our progress together.

Charles Fugère

Executive Director, NSIRA Secretariat

General

The Executive Director of the NSIRA Secretariat, who is the deputy head and employer, leads the Secretariat that supports the Review Agency in the fulfillment of its mandate under the National Security and Intelligence Review Agency Act. The Secretariat is responsible for monitoring feedback to evaluate progress and establishing its future accessibility plans.

In compliance with the requirements of the Accessible Canada Act (“ACA”) and the Accessible Canada Regulations, this progress report is available on NSIRA’s website, which is used to communicate with the public.

To request a copy of this or our previous progress report, the accessibility plan, or a description of the feedback process in an alternate format or to provide feedback about our progress report(s), the accessibility plan and any barriers encountered in dealing with NSIRA, please contact the NSIRA Secretariat by mail, telephone, or email at:

National Security and Intelligence Review Agency Secretariat
P.O. Box 2430, Station “B”
Ottawa, Ontario, K1P 5W5

Telephone: 1-833-890-0293
Email: info@nsira-ossnr.gc.ca

Introduction

The National Security and Intelligence Review Agency published its Accessibility Plan 2022 – 2025 in December 2022 and its first progress report in December 2023. This second progress report describes the work that has been done to implement activities between January 1 and December 31, 2024.

The Accessibility Plan 2022 – 2025 set out three priority areas to improve accessibility:

  1. Increasing staff awareness about accessibility and the barriers that limit access for Canadians with disabilities.
  2. Ensuring Canadians have access to NSIRA’s publications and services.
  3. Continuing to advance a culture of respect and inclusion by integrating accessibility in all aspects of the organization’s work.

Through the efforts of the Senior Advisor, Wellness Initiatives, the NSIRA Secretariat can monitor progress, identify areas for improvement, and ensure overall coherence across the activities outlined in the accessibility plan.

Progress with respect to the priority areas and the accessibility plan is set out on the following pages. It is organized according to the seven key areas outlined in the ACA namely: employment; built environment; information and communication technologies (ICT); communication other than ICT; procurement of goods, services, and facilities; design and delivery of programs and services; and transportation.

The NSIRA Secretariat does not have ultimate control over certain fundamental aspects related to the built environment, technology or security and must, therefore, adjust its pace to align with the direction given by the responsible policy centres. Despite these constraints, the NSIRA Secretariat was able to make advances on several fronts.

Progress vis-à-vis accessibility plan

Employment

While developing the accessibility plan in 2022, the NSIRA Secretariat identified gaps with respect to employment. There was no written accommodation process for persons with disabilities employed in the NSIRA Secretariat. Furthermore, there was limited material available about accessibility requirements, resources, and information.

Status: On track

The NSIRA Secretariat was able to make advances in relation to many of the priorities with respect to employment in the last year. The Director, Human Resources Services, and the Senior Advisor, Wellness Initiatives, worked together on 14 specific cases in 2024, to ensure that employees received accommodations to enable them to participate fully in all aspects of their work experience. Additionally, progress was made in the following areas;

Training and Capacity Building on Accessibility

Human resources (HR) employees responsible for accessibility attended training on the Government of Canada Workplace Accessibility Passport (the Passport); a tool that helps federal public service employees with disabilities access the supports they need to excel at work. This training improved their foundational skills in accessibility, enabling them to offer higher-quality advice and guidance to managers and employees. To further promote accessible and inclusive communication, all HR staff completed “Accessible Documents” training, enhancing their ability to communicate effectively with candidates and employees regarding staffing and other HR matters. Additionally, a training video on “Making Documents Accessible” was added to the new mandatory training guides.

Resources and Support Initiatives

An Accessibility Resource Centre was launched and published on the NSIRA Secretariat’s intranet. This centre offers “How to” guides, training, and information on the Passport, accessible communications and technology, making key resources easily accessible to all staff. To promote the Passport, all newly hired employees were introduced to it during their onboarding and orientation sessions, ensuring awareness of this important accessibility tool. Managers and employees were regularly encouraged to make use of the Passport.

Accessibility in Recruitment and Staffing

The NSIRA Secretariat continued to take steps to ensure accessibility in its recruitment process. All recruitment and staffing materials, including communications with candidates at all hiring stages, included information about accommodations and accessibility. For example, interview invitations and written exam notices clearly stated that accommodations are available upon request. A centralized accommodation process, managed by the Senior Advisor, Wellness Initiatives, was developed to protect the candidates’ privacy consistent with the “need to know” principle for handling personal information. Additionally, a “Fact Sheet on Inclusive Recruitment” was provided to managers to support bias-free hiring. A feedback questionnaire was also developed and distributed to candidates requesting accommodations during the selection processes, helping the HR team to assess the effectiveness of these measures.

Promoting Accessibility Awareness

The NSIRA Secretariat promoted accessibility awareness among staff and managers. Accessibility-related training, tools and events were regularly shared with subject-matter experts and staff as appropriate. For example, a session on “Understanding Digital Accessibility and Disability Inclusion” was shared with information technology experts, while a session on accessible procurement was shared with procurement specialists. A “Quick Guide on Accessible Documents” was also developed and shared with managers, and tailored sessions were made available to entire teams. National AccessAbility Week was promoted for the second consecutive year, highlighted by an internal session entitled “Accommodations at NSIRA”.

Collaboration and Consultation

To ensure accessible internal digital training, the NSIRA Secretariat consulted Shared Services Canada (SSC)’s Accessibility, Accommodation, and Adaptive Computer Technology (AAACT) program for feedback on accessible tools. This step supported the ongoing development of a fully accessible digital training program within the Secretariat.

Representation Data and Self-ID Initiatives

As noted in its previous progress report, the NSIRA Secretariat launched a new Self-ID Questionnaire in 2023, which is completed by all new hired term and indeterminate employees. Data for 2024 indicated that 17.5% of the NSIRA Secretariat’s workforce identified as persons with disabilities. Additionally, the data revealed that 16% of newly hired employees self-identified as having a disability. The NSIRA Secretariat continues to make progress in increasing the overall representation of persons with disabilities within the organization in keeping with the Vision, Mission and Values statement adopted during the reporting period, and in particular the Value of Inclusiveness.

Built Environment

The accessibility plan identified barriers in the built environment including heavy doors without automatic door openers; airlocks between doors; tripping hazards; narrow corridors; lack of accessible signage; restrictions with respect to assistive devices and job aids; an emergency alert system that flashes lights but does not emit an audible alarm; lack of control over lighting or temperature within the office space; and an outdated building emergency evacuation plan. Some of the barriers were tied to physical security requirements of the Treasury Board Policy on Government Security and other policies that apply to the NSIRA Secretariat.

Status: Ongoing

The NSIRA Secretariat made some progress incorporating accessibility requirements in the built environment. An ongoing challenge is that the NSIRA Secretariat’s built environment is subject to standards established by Public Services and Procurement Canada (PSPC) and the Communications Security Establishment (CSE). The following provides additional detail about progress in respect of the built environment:

Accessibility in Construction and Design

The NSIRA Secretariat engaged with CSE to gather information on accessibility considerations for the construction of the NSIRA Secretariat’s new office, ensuring that accessibility was a key component of infrastructure planning and design.

Several adjustments were made to the new office location to enhance accessibility, despite the design being completed before the ACA came into force. These included ergonomic adjustments and adaptive equipment setup supported by the Senior Advisor, Wellness Initiatives, which was well-received by employees and will continue as an ongoing initiative.

Addressing Physical and Mobility Barriers

Heavy doors, identified as a barrier for persons with mobility challenges, were repaired to ensure the proper functioning of automatic door openers, significantly improving accessibility and ease of use.

Accessible Communication and Signage

As noted above, in some areas the NSIRA Secretariat does not operate on its own. Considerable work was undertaken to establish a process for ordering Braille signage before the Treasury Board of Canada Secretariat (TBS) advised that it would be providing guidance on the use of signage for the public service once Accessible Standards Canada finalizes its standards. It is anticipated that Accessible Standards Canada will finalize the standards on accessible signage and wayfinding sometime in 2025.

Enhanced Visual and Cognitive Accessibility

In response to barriers caused by the existing alarm lighting system for individuals with visual and cognitive impairments, the NSIRA Secretariat opted to replace continuous flashing lights with LED alternatives, providing a more inclusive and manageable alert system.

Supportive Security Processes for Assistive Devices

Recognizing the need to streamline security processes for assistive devices, the Security Team developed a list of pre-approved electronics, such as hearing aids and heart monitors, expediting their approval for workplace entry and enhancing employee support.

Information and Communication Technologies

The accessibility plan identified barriers with respect to information and communication technologies (ICT), notably that neither the intranet website, nor the internet website were fully accessible. Documents on both websites were not designed with accessibility in mind. Individuals bringing a complaint did not have the option to bring a complaint through any means other than by completing a templated form and persons with a hearing impairment had limited options for engaging with the Registrar.

Status: Ongoing

Much of the NSIRA Secretariat’s Information Management (IM) and Information Technology (IT) teams’ work in 2024 was focused on the launch of a new institutional electronic document and records management system. Despite operating with slightly reduced staff levels, progress was made in the following areas:

Document Accessibility and WCAG Compliance

The NSIRA Secretariat reviewed and modified previously published documents, including fillable forms, to ensure compliance with Web Content Accessibility Guidelines (WCAG) 2.1 standards. This served to enhance digital accessibility across all published materials.

IT Accessibility Partnerships and Interim Solutions

The NSIRA Secretariat leverages IT services provided by other government institutions, which operate under distinct service models managed through formal, non-binding agreements. While these service models present inherent challenges in adapting to specific accessibility needs due to their structure and limitations, the NSIRA Secretariat engaged both providers informally to address accessibility gaps. As a result, some interim accessibility solutions were successfully implemented (such as expediting equipment and technology requests for adaptive tools), while efforts continue to identify and implement further measures, reflecting a commitment to improving IT accessibility within the current constraints.

Accessibility Resource Centre

As previously mentioned, the NSIRA Secretariat launched an online Accessibility Resource Centre, creating a dedicated space for Accessible Technology. This centre provides employees with access to adaptive tools and programs available, promoting awareness and use of supportive technology to foster inclusivity in the workplace. 

Accessibility-Focused Training for IM and IT Teams

Training guides for IM and IT teams were reviewed and updated to include several accessibility-related courses. These additions, including sessions developed by Government of Canada programs specializing in digital accessibility (such as the AAACT program), reinforce the NSIRA Secretariat’s commitment to building digital accessibility expertise within its workforce.

Assessment of Digital Complaints Portal Feasibility

In the past year, a feasibility study was undertaken to evaluate the development of a web-based complaints portal aimed at digitizing the complaints process and enhancing accessibility. However, the study identified several significant constraints early on, including financial limitations, technical challenges associated with the organization’s current IT infrastructure, and privacy and security concerns. As a result, the initiative was postponed indefinitely. The NSIRA Secretariat remains committed to exploring alternative approaches to improve accessibility and enhance user experiences within the complaints process while addressing these challenges.

Communication other than ICT

The accessibility plan aimed to address several barriers with respect to communication for staff and members of the public, including the absence of a process to provide alternate formats and communication support upon request. Other barriers included technical or sector-specific language in public facing documents and reports, as well as the lack of guidance or established procedures for use of closed captioning, sign language interpretation or teletypewriters for persons with a hearing disability.

Status: Ongoing

The NSIRA Secretariat finalized its recruitment process to hire a Communications Writer/Editor and a Senior Communications Advisor in November 2024. Both employees are expected to be on board in early 2025. Their responsibilities will include implementing a communications strategy and continuing to implement the communications activities identified in the Accessibility Plan 2022-2025. In addition, progress was made in the following areas in 2024:

Accessible Review Reports

Review reports are a critical mechanism through which the Review Agency fulfills its mission to serve Canadians by independently reviewing national security or intelligence activities. Significant effort was undertaken to update the NSIRA Secretariat’s style guide and template for drafting review reports, to incorporate comprehensive accessibility guidelines and ensure all reports produced on behalf of the Review Agency meet high accessibility standards. These updates are expected to be available for internal consultation by the end of 2024, with final approval anticipated in 2025. In the interim, other internal review policies have been revised to reflect accessibility guidelines. These resources have been shared internally and are already in use.

Accessible Publication Formats and Online Presence

Reports published on behalf of the Review Agency by the NSIRA Secretariat in 2024 were made available in both HTML and PDF format, with alt text included for all graphics and images to improve accessibility. Alt text was also integrated into posts on X and LinkedIn, ensuring inclusive and accessible online engagement. Additionally, and as previously mentioned, the NSIRA Secretariat’s Webmaster worked to ensure all previously published materials, including publications and reports, met WCAG 2.1 compliance. To further accessibility, a statement was added to the Accessibility Notice on our public website, inviting users to contact us to report any barriers encountered while using our website or to request information in an alternative format.

Accessibility Guidelines for Events

Administrative staff received detailed guidelines for planning and hosting accessible events, both virtual and in-person. The guidelines emphasize making accessibility a default consideration and include a requirement for all event and meeting invitations to identify a dedicated Accessibility Contact for individuals to communicate specific needs, fostering a more inclusive experience.

Accessible Communications Support

The NSIRA Secretariat established processes to access accessible communications resources as needed. This includes, among other things, leveraging PSPC’s Translation Bureau for sign language interpretation and arranging for Braille printing, ensuring that both internal and external communications can be tailored to meet diverse accessibility needs.

Accessible Branding and Promotional Materials

Efforts to improve accessibility in branding have led to several changes, including a new color scheme for better readability and an updated standardized email signature that aligns with accessibility standards. Additionally, HR-related promotional materials used at job fairs – such as business cards, banners and other items – were redesigned to increase accessibility, demonstrating a commitment to engaging with a broad cross-section of individuals and recruiting a diverse workforce.

Procurement of Goods, Services and Facilities

Although no barriers were identified with respect to the procurement of goods, services and facilities, the accessibility plan nevertheless noted that improvements could be made to ensure “accessibility by design” in procurement practices.

Status: Ongoing

In July 2024, the NSIRA Secretariat’s Finance & Procurement team welcomed a new Procurement Team Leader, who introduced a structured approach with a dedicated focus on accessibility in procurement. Progress was made in the following areas:

Training and Capacity Building

Training resources were provided to cost centre managers to support the integration of accessibility considerations into procurement processes and practices. This training ensured that managers are equipped with the necessary knowledge to incorporate accessibility into all stages of procurement, promoting inclusivity in the acquisition of goods and services.

Enhanced Accessibility Training for Leadership

The procurement management team attended specialized training focused on accessibility in procurement. This training enhanced their understanding of accessible procurement requirements and strengthened their capacity to lead inclusive procurement practices within the NSIRA Secretariat.

Accessibility-Driven Procurement Practices

Accessibility remains a central focus in all ongoing procurement activities. Work began to review practices to ensure compliance with accessibility principles and incorporate standard accessibility requirements into procurement practices.

Design and Delivery of Programs and Services

An important part of the Review Agency’s mandate is to investigate complaints related to activities carried out by the Canadian Security Intelligence Service, the CSE, and the Royal Canadian Mounted Police (RCMP) if the complaint is closely related to national security, as well as complaints related to the denial or revocation of security clearances, and other matters under its purview. Ensuring that Canadians with disabilities can participate fully in these processes is integral to the investigations, however when the NSIRA Secretariat’s Accessibility Plan 2022 – 2025 was published, Rules of Procedure did not clarify accessibility options to accommodate the needs of persons with disabilities, while also complying with the necessary security requirements. 

Status: Ongoing

As the work began to address the barriers identified with respect to the Review Agency’s investigation mandate, it became clear that accessibility is contingent primarily on the built environment. The accessibility plan reported barriers such as heavy doors without automatic door openers. This included the hearing room where investigative proceedings are held. Tripping hazards and restrictions with respect to assistive devices were also noted, among other concerns. 

Similarly, progress around programs and services is inextricably linked to the barriers with respect to ICT. For the complaint investigation process, this included the internet website, which was not fully accessible, and lack of clarity for persons with a hearing impairment to engage with the Registrar. 

The new internet website includes a more user-friendly interface that meets WCAG standards. Complainants can more easily navigate to the information and forms they need to bring a complaint. The complaint forms themselves have been redesigned to be more accessible. Additionally, the following activities were underway in 2024: 

Commitment to Accessibility in NSIRA’s Rules of Procedure 

A new section was drafted for the Rules of Procedure to reflect a commitment to ensuring accessibility. This progress aligns with continuing efforts to incorporate accessibility requirements within the built environment, demonstrating a comprehensive approach to creating an inclusive and accessible operational framework. 

Case-by-Case Accessibility Arrangements 

Amendments to the Rules of Procedure now clarify that investigation participants may request and access alternate arrangements tailored to their specific accessibility needs. This flexible approach ensures that participants can fully engage in investigative proceedings with the necessary accommodations, enhancing inclusivity and equitable participation. 

Notification of Accessibility Needs 

The revised Rules of Procedure specify that the Registrar must be notified of any barriers encountered by, or accessibility requirements of, participants. This provision ensures that accessibility needs are proactively addressed, fostering a supportive environment for all individuals engaging with the Review Agency and in turn promoting access to justice. 

Procedural Assistance for Complainants 

The revised Rules of Procedure now clarify that individuals wishing to bring forward a complaint are entitled to procedural assistance from the Registrar if they encounter barriers. This includes support for individuals with cognitive disabilities who may require assistance in articulating their complaints or allegations, promoting access for a diverse range of disabilities. 

Transportation

The NSIRA Secretariat did not identify any barriers or develop an action plan with respect to this element.

Although specific actions were not identified, it is worth noting that the NSIRA Secretariat’s offices are in Ottawa, where employees and members of the public may use various modes of transportation to reach the work sites. Accessible transportation services are provided by OC Transpo in Ottawa and by the Société de Transport de l’Outaouais in Gatineau. Individuals who use their personal vehicles may park in designated spots available at nearby lots. Information is provided to new hires about designated parking spaces.

Consultations

The ACA requires consultations with persons with disabilities in preparing progress reports. The activities outlined in the accessibility plan for completion or launch in the second year aimed to improve accessibility for the workforce and in the workplace.

Thanks to the introduction of a Self-Identification Questionnaire, employees who identified as a person with a disability were specifically invited to provide insight. Additionally, all staff were offered an opportunity to share their feedback on the implementation of the Accessibility Plan, regardless of self-identification. Members of the Equity, Diversity & Inclusion Committee were also invited to share their perspectives on progress, barriers and potential solutions. This approach enabled the NSIRA Secretariat to gather diverse insights and first-hand experiences, fostering a better understanding of the steps taken and actions still needed to create a more inclusive and accessible organization.

Feedback

General feedback from employees

A key highlight from the feedback was the significant reduction of accessibility barriers for employees with cognitive needs through improvements in IM and IT – a meaningful step forward in fostering an inclusive and accessible work environment.

The feedback also underscored a need to update existing PowerPoint templates, which were based on an outdated website and not fully accessible. The issue has since been resolved, as detailed in the “Communication other than ICT” section of this report, with the NSIRA Secretariat’s branding now fully aligned with accessibility standards. Additionally, concerns were raised regarding the lack of adequate sound equipment in collaborative spaces used for large informal gatherings, which previously made it difficult for some to hear speakers. This barrier has been addressed through the purchase of a portable microphone and speaker combination, enhancing the accessibility of these spaces and ensuring inclusive participation in future gatherings.

Feedback from employees and external applicants about accommodations

Feedback on the accommodations process and its integration into the staffing process indicated that employees feel their accommodations are provided within a reasonable timeframe and that the solutions effectively meet their needs. Notably, no recommendations for improvement were suggested.

Feedback from the public

No feedback was received from members of the public about the accessibility plan during the year under review.

The NSIRA Secretariat will continue to welcome feedback in the coming year. The NSIRA Secretariat will continue to welcome feedback in the coming year.

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Accessibility Plan – First Progress Report

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National Security and Intelligence Review Agency, Accessibility Plan – First Progress Report, December 2023
Title in French: Office de surveillance des activités en matière de sécurité nationale et de renseignement, Plan sur l’accessibilité – Premier rapport d’étape, Décembre 2023
Also available online: https://nsira-ossnr.gc.ca/publications/secretariat-operations/accessibility-plan-first-progress-report/
ISSN: 2818-5927
Key title: Accessibility Plan – First Progress Report (National Security and Intelligence Review Agency (Canada))
© His Majesty the King in Right of Canada, 2023

Date of Publishing:

From the Executive Director

In accordance with the Accessible Canada Act, I am pleased to table the National Security and Intelligence Review Agency’s (NSIRA) first progress report to its Accessibility Plan 2022 – 2025. This progress report describes the work that has been done to implement activities over the course of 2023.

As noted in our inaugural plan, accessibility is a work in progress. The Review Agency and the NSIRA Secretariat have made advances on several fronts, however there is more work to be done. Despite the best of intentions, it is apparent that some of the timelines were optimistic given the organization’s small size and the need to wait for work to be completed by other departments or agencies.

Most of the activities identified for completion in the first year were focused on increasing awareness and improving accessibility for the workforce and in the workplace. Consequently, for this first progress report consultations were limited to engaging with members of the NSIRA Secretariat’s workforce who offered their insights as persons with disabilities. The information provided by employees reinforced the importance of seeking input from persons with disabilities to identify and resolve barriers.

Through the combined efforts of growing internal capacity and new service level agreements with other public service organizations, NSIRA hopes to be better positioned to address areas that fell behind in 2023. We are optimistic that the coming year will provide an opportunity to double down on efforts to ensure that accessibility is integrated in an effective and sustainable manner in all aspects of the Review Agency’s and the NSIRA Secretariat’s work.

John Davies

Executive Director, NSIRA Secretariat

General

The Executive Director of the NSIRA Secretariat, who is the deputy head and employer, leads the Secretariat that supports the Review Agency in the fulfillment of its mandate under the National Security and Intelligence Review Agency Act. The Secretariat is responsible for monitoring feedback to evaluate progress and to determine its future accessibility plans.

In compliance with the requirements of the Accessible Canada Act (“ACA”) and the Accessible Canada Regulations, this progress report is available on NSIRA’s website, which is used to communicate with the public.

To request a copy of this report, the accessibility plan, or a description of the feedback process in an alternate format or to provide feedback about NSIRA’s progress report, the accessibility plan and any barriers encountered in dealing with NSIRA, please contact the undersigned by mail, telephone, or email.

Chief of Staff, Executive Director’s Office
National Security and Intelligence Review Agency Secretariat
P.O. Box 2430, Station “B”
Ottawa, Ontario, K1P 5W5


Telephone: 1-833-890-0293
Email: info@nsira-ossnr.gc.ca

Introduction

The National Security and Intelligence Review Agency published its Accessibility Plan 2022 – 2025 in December 2022. This first progress report describes the work that has been done to implement activities between January 1 and December 31, 2023.

The Accessibility Plan 2022 – 2025 set out three priority areas to improve accessibility:

  1. Increasing staff awareness about accessibility and the barriers that limit access for Canadians with disabilities.
  2. Ensuring Canadians have access to NSIRA’s publications and services.
  3. Continuing to advance a culture of respect and inclusion by integrating accessibility in all aspects of the organization’s work.

Through the efforts of the Senior Advisor, Wellness Initiatives, the NSIRA Secretariat can monitor progress, identify areas for improvement, and ensure overall coherence across the activities outlined in the accessibility plan.

Progress with respect to the priority areas and the accessibility plan is set out on the following pages. It is organized according to the seven key areas outlined in the Accessible Canada Act namely: employment; built environment; information and communication technologies (ICT); communication other than ICT; procurement of goods, services, and facilities; design and delivery of programs and services; and transportation.

The Review Agency and the NSIRA Secretariat were able to make advances on several fronts, however delays in staffing, stringent security requirements, and the organization’s small size meant activities did not progress as quickly as initially anticipated. The NSIRA Secretariat does not have ultimate control over certain fundamental aspects related to the built environment, technology, or security and must, therefore, adjust its pace to align with the direction given by the responsible policy centres.

Progress vis-à-vis accessibility plan

Employment

While developing the accessibility plan, the NSIRA Secretariat identified gaps with respect to employment. There was no written accommodation process for persons with disabilities employed in the NSIRA Secretariat. Furthermore, there was limited information available about accessibility requirements, resources, and information.

Status: On track

The NSIRA Secretariat was able to make advances in relation to many of the priorities with respect to employment. The Manager, Human Resources Services was joined by the Senior Advisor, Wellness Initiatives, midway through the year. Together they worked on 14 specific cases in 2023 to ensure that employees received the accommodations they requested to enable them to participate fully in all aspects of their work experience. Additionally, the following progress was made:

  • Duty to accommodate training was developed and delivered to all human resources staff and managers in February 2023.
  • Work is underway to make available a series of “how to” guides and a calendar of events for HR advisors, managers, and employees early in 2024.
  • The NSIRA Secretariat launched a new SelfID questionnaire in 2023, which was completed by all term and indeterminate employees. The data shows that the representation of persons with disabilities currently stands at 19.5%.
  • Performance measures and indicators relative to employment are under development, which will enable the NSIRA Secretariat to review selection practices to identify and prevent or mitigate barriers.
  • All recruitment and staffing material and communications with candidates at all stages of hiring processes include information about accommodations and accessibility. For example, invitations to interviews or to written exams clearly indicate that accommodations are available upon request.
  • A new feedback questionnaire was developed and launched in November 2023, to systematically seek feedback from candidates about the effectiveness of accommodation measures in selection processes.
  • A second feedback questionnaire was developed and launched in October 2023 to seek feedback from NSIRA Secretariat employees about barriers, gaps, appropriateness, and timeliness of workplace accommodations. (See the section entitled “Feedback” for more information.)
  • Employees and managers received training on the Government of Canada Workplace Accessibility Passport (GCWAP) in February and May 2023. Managers and employees are routinely encouraged to use GCWAP.
  • The Senior Advisor, Wellness Initiatives, introduced a standard operating practice to consult with other organizations to increase awareness of accessibility and to develop accommodation strategies for NSIRA Secretariat employees. Additionally, the Senior Advisor coordinates with the Communication Security Establishment (CSE), Privy Council Office (PCO), RCMP, and ergonomic firms as needed to develop individualized approaches.
  • Electronics must undergo specialized screening before they can be brought into the workplace. This type of security screening falls outside the control of the NSIRA Secretariat, which has requested expedited screening of electronics intended as an accommodation measure. The NSIRA Secretariat has set up a small inventory of screened equipment to further accelerate the process.
  • A new workshop entitled Accommodations at NSIRA was developed and delivered in May 2023. It will continue to be offered at least annually during National Accessibility Week. Accessibility awareness is routinely discussed at various occupational health and safety committee meetings.
  • Accessibility awareness and accommodation measures are now featured in training offered to HR staff and managers, as well as new employee orientation and on-boarding. Every letter of offer includes a point of contact with whom employees may confidentially discuss their accommodation needs.

Built Environment

The accessibility plan reported barriers in the built environment including heavy doors without automatic door openers; airlocks between doors; tripping hazards; narrow corridors; lack of accessible signage; restrictions with respect to assistive devices and job aids; an emergency alert system that flashes lights but does not emit an audible alarm; lack of control over lighting or temperature within the office space; and an outdated building emergency evacuation plan. Some of the barriers were tied to requirements of the Treasury Board Policy on Government Security and other policies that apply to the NSIRA Secretariat, but for which it is not the author.

Status: Ongoing

The NSIRA Secretariat made some inroads incorporating accessibility requirements into the built environment, but progress was slow. Delays can be attributed to two main reasons. First, NSIRA’s built environment is subject to standards established by Public Services and Procurement Canada (PSPC) and the CSE. Second, there was a lot of staff movement, which was compounded by delays in staffing. The following provides additional detail about progress in respect of the built environment:

  • The NSIRA Secretariat identified the need for updated standards to PSPC and CSE and will continue to emphasize the importance of accessibility assessments in the built environment in its ongoing discussions with PSPC and CSE.
  • Efforts to develop an action plan to remove and/or mitigate barriers, such as text to voice platforms, audible and visual alerts, signage, etc., have advanced slowly because of delays staffing.
  • In partnership with CSE and PCO, work is underway to develop and document a process to procure and enable the use of medical/assistive devices and adaptive technology in the workplace. This work is being done in consultation with the Senior Advisor, Wellness Initiatives.
  • Alternate arrangements were established on a case-by-case basis to address accessibility issues prior to individuals attending a site or office. This involved working in partnership with managers and corporate services. Delays in staffing may affect the extent to which alternative arrangements are delivered on a consistent and timely basis.
  • The NSIRA Secretariat created a process to identify employees who need assistance in a building emergency and evacuation, which was deployed for a drill in the fall 2023. The NSIRA Secretariat is continuing to work with the building senior managers of the Courts Administration Service and the Department of Natural Resources Canada, who are responsible for establishing the Building Emergency Procedures at NSIRA’s two worksites.
  • The security component of new employee on-boarding has been reviewed to identify barriers or gaps for persons with disabilities. Revisions are underway and the updated content will be launched early in 2024.

Information and Communication Technologies

The accessibility plan identified barriers with respect to information and communication technologies (ICT), notably that neither the intranet website, nor the internet website were fully accessible. Documents on both websites were not designed with accessibility in mind. Individuals bringing a complaint did not have the option to bring a complaint through any means other than by completing a templated form and persons with a hearing impairment had limited options for engaging with the Registrar.

Status: Ongoing

The NSIRA Secretariat’s Information Management (IM) and Information Technology (IT) team had several important priorities to tackle in 2023, one of which was a well-functioning internet website that adheres to accessibility standards and is compliant to Web Content Accessibility Guidelines (WCAG). This was accomplished in November 2023. The IM and IT team is understaffed and therefore has not been able to undertake all the activities identified in the accessibility plan. The team has still made some small progress in the following areas:

  • Work planning to review and modify accessibility of previously published documents, including fillable forms to ensure they are WCAG 2.0 compliant has been initiated and will continue.
  • Preliminary and informal discussions have been initiated drawing on the experiences of NSIRA’s existing workforce to better understand the types of barriers encountered as persons with disabilities and the challenges associated with accommodating their needs.
  • The NSIRA IT providers are the PCO and the CSE and both deliver their IT services with their own service model. There is a Memorandum of Understanding (MOU) between the CSE and the NSIRA as well as a MOU between the PCO and the NSIRA for the respective IT services. The NSIRA relies on these two different IT providers, which own their respective IT network and which the NSIRA Secretariat uses to communicate and collaborate; these IT providers control, monitor, manage and maintain the IT equipment on their respective networks. The NSIRA has no control over the hardware or the software that can be used on any of the networks to which it has access. Both service models are perceived not to be designed to be flexible and adaptable to meet the specific accessibility requirements of the NSIRA. In this context, the NSIRA Secretariat has already informally engaged these two partners to address accessibility in the interim. The NSIRA Secretariat will formally engage both partners to discuss tangible and sustainable solutions or means regarding accessibility in IT service delivery going forward.
  • Training for all staff about creating accessible documents and using other accessibility features available through ICT has been delayed due to a lack of resources. The Corporate Services team will inform NSIRA Secretariat employees early in the new year about training, information sessions, and online tools offered by other Government of Canada departments.
  • The NSIRA Secretariat’s Webmaster completed some training in which some concepts of WCAG 2.1 were taught. Training for other employees who draft reports, publications, and other publicly available material will begin in the second year of the Accessibility Plan 2022–2025. In the interim, the Webmaster will continue to ensure that material posted online is WCAG 2.0 compliant.
  • The work to incorporate digital tools to enhance accessibility with respect to the complaints process is delayed. As opposed to simply adapting existing forms, the NSIRA Secretariat has determined that a new complaints portal must be developed. Accessibility will be incorporated into the design and development of the new portal.

Communication other than ICT

The accessibility plan aimed to address several barriers with respect to communication for staff and members of the public including the absence of a process to provide alternate formats and communication support upon request. Other barriers included technical or sector-specific language in public facing documents and reports, as well as lack of guidance or established procedures for use of closed captioning, sign language interpretation, or TTY for persons with a hearing disability.

Status: Ongoing

In 2023 the NSIRA Secretariat engaged the services of a communications expert, a partner of the Five Eyes Intelligence Oversight and Review Council (FIORC), to develop a new communication strategy, which reviewed internal and external communications, as well as stakeholder engagement practices. The strategy identified key priorities for improving NSIRA’s output, engagement, and reputation, including recommendations for a new public-facing website. The NSIRA Secretariat is in the process of recruiting a Communications Manager, whose responsibilities will include implementing the communication strategy and leading on the communications activities identified in the Accessibility Plan 2022 – 2025. Progress was achieved on the following in 2023:

  • The NSIRA Secretariat’s Review Report Style Guide ensures that all review reports are written in accordance with accessibility guidelines published by Employment and Social Development Canada.
  • The Review Report Style Guide is an evergreen document. Additional changes are underway, which will be more explicit about what to include/consider from an accessibility perspective.
  • The NSIRA reports published in 2023 were available in HTML and PDF and included alt text for all graphics and images. Alt text was also included for posts on X (formerly known as Twitter).

Procurement of Goods, Services and Facilities

Although no barriers were identified with respect to the procurement of goods, services and facilities, the accessibility plan nevertheless noted that improvements could be made to ensure “accessibility by design” in procurement practices.

Status: Delayed

Due to a lack of staff, the NSIRA Secretariat was unable to carry out its planned activities for incorporating accessibility by design in its procurement practices. The NSIRA Secretariat recently negotiated a service level agreement with another public service organization and will explore integrating accessibility into the services offered in the new year.

Design and Delivery of Programs and Services

An important part of NSIRA’s mandate is to investigate complaints related to activities carried out by the Canadian Security Intelligence Service and the CSE, as well as complaints related to the denial or revocation of security clearances, and other matters under its purview. Ensuring that Canadians with disabilities can participate in these processes is integral to the investigations, however the Rules of Procedure do not provide accessibility options to accommodate the needs of persons with disabilities, while also complying with the necessary security requirements.

Status: Ongoing

As the work began to address the barriers identified with respect to NSIRA’s investigative function, it became clear that accessibility is contingent primarily on the built environment. The accessibility plan reported barriers such as heavy doors without automatic door openers. This includes the hearing room where investigative proceedings are held. Tripping hazards and restrictions with respect to assistive devices were also noted, among other concerns.

Similarly, progress around programs and services is inextricably linked to the barriers with respect to information and communication technologies. For the complaint investigation process, this included the internet website, which was not fully accessible, and limited options for persons with a hearing impairment to engage with the Registrar.

The new internet website includes a more user-friendly interface that meets WCAG standards. Complainants can more easily navigate to the information and forms they need to bring a complaint. The complaint forms themselves have been redesigned to be more accessible. Additionally, the following activities are underway:

  • A new section of the Rules of Procedure is being drafted to reflect the Review Agency’s commitment to ensuring accessibility. Progress is significantly dependent on the NSIRA Secretariat’s progress in incorporating accessibility requirements into the built environment.
  • In addition, the amendments to the Rules of Procedure will reflect an investigation participant’s ability to access alternate arrangements on a case-by-case basis to address their accessibility needs prior to their attendance on the premises for investigative proceedings.
  • The Rules of Procedure will also provide that the Registrar is to be notified of barriers and/or accessibility requirements for the Review Agency to accommodate those needs.
  • Finally, the Rules will provide that an individual wishing to bring a complaint must be provided procedural assistance by the Registrar in the event assistance is needed to address any barriers. This will enable access to persons with a variety of disabilities, including an individual with a cognitive disability who may require assistance articulating their complaint or allegations.

Transportation

The NSIRA Secretariat did not identify any barriers or develop an action plan with respect to this element.

Status: On track

Although specific actions were not identified, it is worth noting that NSIRA’s offices are in Ottawa, where employees and members of the public may use various modes of transportation to reach the work sites. Accessible transportation services are provided by OC Transpo in Ottawa and by the Société de Transport de l’Outaouais in Gatineau. Individuals who use their personal vehicles may park in designated spots available at nearby lots. Information is provided to new hires about designated parking spaces.

Consultations

The Accessible Canada Act requires consultations with persons with disabilities in preparing progress reports. The activities outlined in the accessibility plan for completion or launch in the first year aimed to improve accessibility for the workforce and in the workplace. This, combined with NSIRA’s specific mandate, greatly influenced the focus of consultations for this first progress report.

Thanks to the introduction of a self-identification (SelfID) questionnaire, employees who identified as a person with a disability were specifically invited to provide insight into barriers in the workplace and how to resolve, remove or mitigate them. Additionally, all staff were offered an opportunity to participate in the consultation process whether they had self-identified as a person with a disability or not. In this manner the NSIRA Secretariat benefited from a range of perspectives and first-hand experiences about barriers and the actions needed to become a more inclusive and accessible organization.

Feedback

Feedback from the NSIRA Secretariat’s employees included suggestions to improve security scanning of assistive devices and other required technology. Suggestions were also made with respect to knowledge transfer among staff responsible for facilities (i.e., the built environment) to ensure a smooth transition and avoid potential delays for employees who await assistive or adaptive devices or equipment.

Other employees identified barriers with respect to wheelchair accessibility at one location, which had not been previously noted. Concerns also included the height of some equipment, which was out of reach for a person using a wheelchair.

Since the pandemic, meetings often include employees working on-site and from home. The feedback from employees revealed that the sound system does not pick up voices consistently from all areas of the boardrooms. Consequently, parts of presentations or discussions in the boardroom are not being captured and employees participating from home cannot hear what is being said. It was therefore recommended that this be addressed in the context of the built environment.

No feedback was received from members of the public about the accessibility plan during the year under review. The NSIRA Secretariat will continue to welcome feedback in the coming year.

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Date Modified:

Accessibility Feedback Process

Accessibility Feedback Process

Accessibility Feedback Form

Commitment

The National Security and Intelligence Review Agency (NSIRA) is committed to ensuring it is accessible to Canadians. Our objective is to identify and remove, as well as prevent, barriers to accessibility to the greatest extent possible.

Feedback, whether positive or critical, is an important means for informing NSIRA about barriers and potentially for identifying strategies to address them.

Feedback that may be submitted

In accordance with the Accessible Canada Act and the Accessible Canada Regulations, feedback may be submitted about:

  • the manner in which NSIRA is implementing its accessibility plan;
  • the barriers that NSIRA Secretariat employees encounter; and
  • the barriers encountered by other people who deal with NSIRA.

To request a description of the feedback process in an alternate format, or to provide feedback about NSIRA’s accessibility plan and any barriers encountered in dealing with NSIRA, please contact the designated recipient by mail, telephone, or e-mail.

Chief of Staff, Executive Director’s Office
National Security and Intelligence Review Agency Secretariat
P.O. Box 2430, Station “B”
Ottawa, Ontario, K1P 5W5

Telephone: 1-833-890-0293
Email: info@nsira-ossnr.gc.ca

NSIRA thanks everyone for taking the time to provide feedback aimed at improving accessibility for Canadians.

Feedback Process

  1. The Chief of Staff, Executive Director’s Office, is responsible for receiving feedback about the National Security and Intelligence Review Agency’s Accessibility Plan 2022-2025.
  2. Feedback may be submitted anonymously or otherwise by using the Accessibility Feedback Form, which can be found on NSIRA’s website. Feedback may also be submitted by mail, telephone, or e-mail to:

Chief of Staff, Executive Director’s Office
National Security and Intelligence Review Agency Secretariat
P.O. Box 2430, Station “B”
Ottawa, Ontario, K1P 5W5

Telephone: 1-833-890-0293
Email: info@nsira-ossnr.gc.ca

  1. Feedback may be submitted in either or both of Canada’s official languages (i.e., English and French).
  2. Feedback (other than anonymous submissions) will be acknowledged within ten (10) business days from the date of receipt. Acknowledgements and other exchanges (where applicable) will use the same means of communication as the originator.
  3. Feedback may be general or specific. It should be sufficiently detailed to enable the NSIRA Secretariat to determine whether it pertains to the accessibility plan or to any barriers or gaps that may have been experienced. In some instances, a contributor may be asked for more information to assist in clarifying the issue(s).
  4. The NSIRA Secretariat will track feedback, requests for information, and responses about the feedback process, including the date received and the way it was submitted. All information will be retained on file for a period of seven (7) years.
  5. When a request is received to provide the description of the feedback process in an alternate format, the NSIRA Secretariat will respond within the following deadlines.
    • For print, large print, and electronic formats – 15 clear days
    • For Braille or audio formats – 45 clear days
  1. All feedback will be reviewed to assist in improving accessibility at NSIRA. Depending on the nature of the feedback, it may be shared within NSIRA or with other organizations, such as central agencies or policy centers with whom NSIRA collaborates, for appropriate follow-up.
  2. The NSIRA Secretariat adheres to the requirements of the Privacy Act. Personal or identifying information about the feedback contributor will only be shared for a use consistent with identifying, removing, preventing barriers to accessibility.
  3. The NSIRA Secretariat will report on the feedback received and the action taken in its Accessibility Progress Report.

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Accessibility Plan 2022-2025

Meta data information

National Security and Intelligence Review Agency, Accessibility Plan 2022 – 2025
Title in French: Office de surveillance des activités en matière de sécurité nationale et de renseignement, Plan sur l’accessibilité 2022 – 2025
Also available online: www.nsira-ossnr.gc.ca/accessibility-plan-2022-2025/
ISSN: 2817-1160, PS106-13E-PDF
Key title: Accessibility plan (National Security and Intelligence Review Agency (Canada)‏)
© His Majesty the King in Right of Canada, 2022

Date of Publishing:

From the executive director

I am pleased to share the National Security and Intelligence Review Agency Accessibility Plan 2022 – 2025. This plan outlines the activities that are necessary to address barriers in priority areas identified in accordance with the Accessible Canada Act.

The National Security and Intelligence Review Agency (NSIRA) is committed to ensuring it is accessible to Canadians. Our objective is to identify and remove, as well as prevent, barriers to accessibility to the greatest extent possible. Accessibility is a work in progress and where barriers cannot be removed, we will take action to mitigate them. This inaugural accessibility plan outlines the steps that will be taken to increase accessibility, both within the organization and for Canadians more generally, over the next three years.

This plan was developed in consultation with NSIRA Secretariat managers, subject matter experts, and employees who volunteered to share their experience as persons with a disability. Consultations also included an external panel of resources whose lived experience as persons with a disability provided an invaluable insight into barriers, potential gaps, and important considerations with respect to mitigation strategies.

It is slightly more than three years since NSIRA came into existence. Much has been accomplished in that time, however, there is still much to do to ensure accessibility in all aspects of the Agency’s work. This plan is an essential first step towards achieving this objective.

John Davies
Executive Director

General

The Executive Director of the NSIRA Secretariat, who is the deputy head and employer, leads the Secretariat that supports the Review Agency in the fulfillment of its mandate under the National Security and Intelligence Review Agency Act. The Secretariat will monitor feedback to evaluate progress and to determine its future accessibility plans.

In compliance with the requirements of the Accessible Canada Act (“ACA”) and the Accessible Canada Regulations, this plan is available on NSIRA’s website, which is used to communicate with the public.  

To request a copy of the accessibility plan or a description of the feedback process in an alternate format, or to provide feedback about NSIRA’s accessibility plan and any barriers encountered in dealing with NSIRA, please contact the undersigned by mail, telephone, or e-mail. 

Chief of Staff, Executive Director’s Office
National Security and Intelligence Review Agency Secretariat
P.O. Box 2430, Station “B”
Ottawa, Ontario, K1P 5W5


Telephone: 1-833-890-0293
Email: info@nsira-ossnr.gc.ca

Executive Summary

The National Security and Intelligence Review Agency (NSIRA) is committed to ensuring it is accessible to Canadians. Our objective is to identify and remove, as well as prevent, barriers to accessibility to the greatest extent possible. Accessibility is a work in progress and where barriers cannot be removed, we will take action to mitigate them. This inaugural accessibility plan outlines the steps that will be taken to increase accessibility, both within the organization and for Canadians more generally, over the next three years.

As a micro-organization of fewer than 100 full-time equivalents and not having in-house expertise, the NSIRA Secretariat engaged the services of an external consultant to conduct an accessibility assessment. The consultant was charged with examining NSIRA’s policies, programs, practices and services in relation to the identification and removal of barriers, and the prevention of new barriers in the areas described in section 5 of the ACA, i.e., employment; the built environment; information and communication technologies (ICT); communication other than ICT; the procurement of goods, services and facilities; the design and delivery of programs and services; and transportation.

The consultant gathered relevant information by reviewing documents, examining NSIRA’s public-facing website, and engaging with a variety of stakeholders by means of interviews and focus group discussions. Consultations also included an external panel of resources whose lived experience as persons with a disability provided an invaluable insight into barriers, potential gaps, and important considerations with respect to mitigation strategies.

Several issues surfaced through the consultant’s research and consultations. The issues included the need to: 

  • improve education and awareness about accessibility among NSIRA’s workforce;
  • integrate accessibility in respect of information, communication, employment, the built environment, and programs and services; and
  • work collectively to become “inclusive by design and accessible by default”.

The following pages provide some insight into NSIRA’s context and describe the actions that NSIRA will take with respect to the seven areas identified in the ACA.

Context

The National Security and Intelligence Review Agency (NSIRA) is an independent and external review body that reports to Parliament. NSIRA reviews Government of Canada national security or intelligence activities to assess whether they are lawful, reasonable, and necessary and reports accordingly. NSIRA investigates complaints from members of the public regarding activities of the Canadian Security Intelligence Service and the Communications Security Establishment, as well as the national security activities of the Royal Canadian Mounted Police and decisions by deputy heads to deny or revoke a security clearance. In addition, NSIRA investigates complaints that are closely related to national security referred by the Civilian Review and Complaints Commission for the Royal Canadian Mounted Police (CRCC), matters referred by the Canadian Human Rights Commission (CHRC) and certain reports made to NSIRA under the Citizenship Act. This independent scrutiny contributes to strengthening the framework of accountability for national security or intelligence activities undertaken by Government of Canada institutions and supports public confidence in this regard.

The National Security and Intelligence Review Agency Secretariat is a separate agency identified in Schedule V of the Financial Administration Act (FAA) and is not a part of the core public administration. Treasury Board of Canada policies with respect to financial management, procurement, communications, information management and technology, amongst others, apply to the NSIRA Secretariat. With respect to human resources, the Executive Director is the employer, whose authorities are derived from the National Security and Intelligence Review Agency Act (sections 42 through 47) and subsection 12(2) of the FAA. 

Under the ACA and the Accessible Canada Regulations, federally regulated entities must report to the public on their policies and practices in relation to the identification and removal of barriers by publishing their accessibility plans, feedback processes and progress reports. Each department, agency and federally regulated employer is also required to develop an accessibility plan and report on progress made against this plan annually starting in December 2023.

Priority areas and action plan

The following describes NSIRA’s plan to improve accessibility by acting on three fronts:

  1. Increasing staff awareness about accessibility and the barriers that limit access for Canadians with disabilities.
  2. Ensuring Canadians have access to NSIRA’s publications and services.
  3. Continuing to advance a culture of respect and inclusion by integrating accessibility in all aspects of the organization’s work.

A table summarizing the priority areas and action plan can be found at Appendix A.

1. Employment

The National Security and Intelligence Review Agency comprises up to seven members appointed by Order-in-Council. The Executive Director, who is the deputy head and employer, leads the Secretariat that supports the Review Agency in the fulfillment of its mandate. The NSIRA Secretariat is identified in Schedule V, Separate Agencies, of the Financial Administration Act.  It is not subject to the Public Service Employment Act, with the exception of Part 7 dealing with political activities. It has fewer than 100 employees who work primarily out of two locations in the National Capital Region. At the present time, staff work on-site and/or telework.

NSIRA is committed to removing and preventing barriers to recruitment, retention, and the promotion of persons with disabilities.  Accessibility accommodations are established in accordance with the duty to accommodate under the Canadian Human Rights Act (CHRA). Additionally, they are fulfilled in accordance with Treasury Board policies on financial management, government security, procurement, etc. 

Through the accessibility assessment, gaps were identified with respect to employment, notably that there is no written accommodation process for employees with disabilities, and that staff at all levels have limited access to and familiarity with accessibility requirements, resources and information.

Actions

  1. Ensure that recruitment and selection processes are accessible.
    1. Provide Human Resources (HR) staff and hiring managers with training in accessibility best practices.
    2. Review past recruitment and selection practices to identify and prevent future barriers.
    3. Ensure that all recruitment and staffing material, and communications with candidates clearly identify accessibility/accommodation options.
    4. Seek feedback from candidates about the effectiveness of accommodation measures in selection processes.
  2. Formalize and communicate an accommodation process for employees with disabilities.
    1. Consult employees to identify barriers and gaps in workplace accommodations.
    2. Inform employees about the Government of Canada Workplace Accessibility Passport and implement on a voluntary basis.
    3. Consult other organizations to increase awareness of accessibility and to seek individualized accommodation strategies for employees.
    4. Identify mechanisms to reduce wait times for workplace accommodations.
  3. Increase awareness for staff at all levels on accessibility issues.
    1. Provide all staff with training on accessibility awareness and sensitivity.
    2. Provide enhanced training to executives, managers, and subject matter experts relative to their role, e.g., training on Web Content Accessibility Guidelines (WCAG) for IT staff.
    3. Incorporate accessibility awareness generally and information about accommodation measures specifically in new employee orientation and on-boarding.
  4. Review the NSIRA Secretariat’s Human Rights, Accessibility, Employment Equity, Diversity, and Inclusion Plan, Human Resources Management Policy, and Terms and Conditions of Employment Policy and revise as necessary to ensure overall coherence.

2. Built Environment 

The National Security and Intelligence Review Agency occupies several locations in the National Capital Region. At the present time, staff work on-site and/or telework. Hearings/investigative interviews and inter-organizational meetings are held on-site.

NSIRA recognizes the importance of an accessible built environment. As such, NSIRA will continue to work with employees, building owners, and key partners to achieve the highest level of accessibility within the current location(s).

Through the accessibility assessment barriers were identified in the built environment including heavy doors without automatic door openers; air-locks between doors; tripping hazards; narrow corridors that limit access; lack of accessible signage; restrictions with respect to assistive devices and job aids; an emergency alert system that flashes lights for various safety and security reasons, but does not emit an audible alarm; no control over lighting or temperature within the office space; and an outdated building emergency evacuation plan. Some of the barriers are tied to the requirements of the Treasury Board Policy on Government Security and other policies, which apply to the NSIRA Secretariat, but for which it is not the author.

Actions

  1. Identify, remove, prevent and/or mitigate barriers in the built environment.
    1. Conduct a full assessment of accessibility barriers in the built environment(s) in conjunction with Public Services and Procurement Canada (PSPC), the Communications Security Establishment (CSE), and persons with disabilities.
    2. Develop an action plan to remove and/or mitigate barriers, e.g., text to voice platforms, audible and visual alerts, signage, etc.
    3. Establish in consultation with partners an accessibility/duty to accommodate process for medical/assistive devices within the on-site workspace.
    4. Ensure alternative arrangements are available to anyone needing accessibility accommodations prior to attending a site or office. 
    5. Review, revise and document building emergency evacuation procedures and training with an accessibility lens, in collaboration with the building senior officer’s security team.
  2. Contribute to making security program information and facilities accessible by default.
    1. Review forms, tools and services to identify barriers for persons with disabilities.
    2. Collaborate with policy centers (including CSE, TBS, DND) to develop and implement accessible alternatives.
    3. Establish an inclusive and nimble on-boarding and off-boarding process, including in-person training for operating within the on-site workspace.
    4. Revise training and awareness to ensure accessibility.

3. Information and Communication Technologies (ICT) 

The NSIRA websites, both intranet and internet, are the main vehicles for sharing information internally and with the public. The internet is also the main option for members of the public to access the complaints process, including information about the process and the required forms to file complaints.

Staff use a variety of software and tools to carry out their daily responsibilities, both while working on-site and while teleworking.

Several barriers were identified with respect to information and communication technologies (ICT). First and foremost is that neither the intranet, nor the internet are fully accessible. None of the documents shared via the intranet or the internet were designed with accessibility in mind, although features exist within the available software. There is no option for a person to bring a complaint through any means other than by completing a templated form and there is no TTY or similar alternative for a person with a hearing impairment to engage with the Registrar.

Actions

  1. Ensure NSIRA’s public-facing website and internal ICT platforms (e.g., Sharepoint libraries) adhere to all accessibility standards and are compliant to WCAG 2.0 AA at a minimum.
    1. Review and revise current publications.
    2. Develop a lifecycle review plan to modify accessibility of document previously published by NSIRA.
  2. Ensure major corporate ICT inventory (i.e., systems, hardware and software) is accessible.
    1. Review existing inventory to identify accessibility barriers and gaps.
    2. Develop plans to resolve, mitigate and prevent accessibility barriers in consultation with key partners, including increasing awareness of accessibility requirements.
    3. Ensure that future ICT systems, hardware and software meet the leading accessibility standards and function with adaptive technologies.
  3. Build awareness among all NSIRA staff about accessibility requirements, tools and options.
    1. Provide training for staff at all levels about creating accessible documents and using other accessibility features available through ICT (e.g., text to voice options, tools for virtual meetings, etc.)
    2. Provide enhanced accessibility training to those responsible for publications, reports and web content.
  4. Ensure that persons with disabilities can participate fully in the complaints process.
    1. Recommend to the Review Agency appropriate amendments to NSIRA’s Rules of Procedure.
    2. Incorporate digital tools to enhance accessibility.

4. Communications other than ICT 

The purpose of NSIRA’s review function is to ascertain facts after careful examination to develop findings and recommendations that inform accountability.  NSIRA’s findings and recommendations are communicated to the implicated departments and agencies, as well as the responsible minister. NSIRA’s Annual Report, summarizing and contextualizing its review work from the previous year is provided to the Prime Minister and tabled in Parliament. Unclassified versions of each review report and the Annual Report are published on NSIRA’s website. In this way, review by NSIRA informs the broader deliberation – fundamental in a free and democratic society – about the means, lengths and laws by which national security or intelligence activities are carried out.

Several barriers were noted with respect to communication for staff and members of the public including no existing process to provide alternate formats and communication supports upon request; technical or sector-specific language in public-facing documents and reports; lack of guidance or established procedures for use of closed captioning, sign language interpretation, or TTY for persons with a hearing disability.

Actions

  1. Ensure that all communications are accessible for staff, stakeholders and members of the public.
    1. Review existing practices, tools, and systems to remove, resolve, mitigate and prevent barriers.
    2. Recommend to the Review Agency appropriate amendments to NSIRA’s Rules of Procedure.
    3. Put in place arrangements for services to support communications such as sign language interpretation, Braille printing, etc.
  2. Build awareness among all NSIRA staff about accessible communication requirements, tools and options.
    1. Provide training for staff at all levels about accessible communication and using accessibility features such as closed captioning for meetings and events, alternate formats such as large print, Braille, audio or electronic formats.
    2. Provide enhanced accessibility training to those responsible for publications, reports, meetings and events.

5. Procurement of Goods, Services and Facilities 

The NSIRA Secretariat procures goods, services and facilities in accordance with the policies and processes established by Public Services and Procurement Canada, Treasury Board of Canada, and other key partners.

No barriers were identified with respect to the procurement of goods, services and facilities. Nonetheless the NSIRA Secretariat has noted that improvements are needed to ensure “accessibility by design” in procurement practices.

Actions

  1. Ensure that procurement practices, processes and outcomes support an accessible workplace and accessible programs, and services.
    1. Provide training for cost centre managers and staff about integrating accessibility considerations into procurement processes and practices.
    2. Provide enhanced accessibility training to those responsible for procurement.
    3. Review practices and processes and revise as appropriate to ensure compliance with Accessible Procurement principles, e.g., accessibility requirements incorporated in contracts, documentation, etc.
    4. Assess the feasibility of incorporating standard requirements for procurement practices and processes, e.g., templates for scope-of-work documentations, evaluation criteria, contracts etc.

6. Design and Delivery of Programs and Services

An important part of NSIRA’s mandate is to investigate public complaints related to any activity carried out by the Canadian Security Intelligence Service (CSIS) and the Communication Security Establishment (CSE), as well as complaints relating to the denial or revocation of security clearances.  In addition, NSIRA investigates complaints that are closely related to national security referred by the Civilian Review and Complaints Commission for the Royal Canadian Mounted Police (CRCC), matters referred by the Canadian Human Rights Commission (CHRC) and certain reports made to NSIRA under the Citizenship Act.  By law, every investigation is conducted in private.

Ensuring that Canadians with disabilities can participate in these processes fully is integral to NSIRA’s investigations. NSIRA’s Rules of Procedure do not provide accessibility options to accommodate the needs of persons with disabilities at all stages of the complaint process, while also complying with the necessary security requirements.

Actions

  1. Ensure that NSIRA’s programs and services are inclusive and accessible, while protecting privacy, meeting necessary security requirements and safeguarding sensitive information.
    1. Recommend to the Review Agency appropriate amendments to NSIRA’s Rules of Procedure.
    2. Ensure that accessibility is integrated in the approval process for new programs, activities or services.

7. Transportation 

This priority area does not apply to the National Security and Intelligence Review Agency.  As such no barriers or actions were identified.

Consultations

One of the guiding principles of the Government of Canada’s accessibility strategy is the statement “Nothing without us” which affirms that persons with disabilities must be involved in the design and implementation of this plan. Persons with disabilities offer a unique and valuable perspective and our goal is to ensure that we do not have any barriers that prevent their full participation in the workplace and that of those whom we serve.

All staff were invited to participate in the consultation process with a focus on engaging persons with a disability, regardless of whether they had previously identified as such. Subject matter experts, managers and employees with a disability were consulted in facilitated focus groups or individual interviews, which were conducted in either or both official languages.

Internal stakeholders with knowledge of employment practices, procurement, facilities, digital resources, communications, and the design and delivery of goods and services, were consulted. Questions regarding accessibility barriers, current accommodation practices, and priorities for remediation were discussed and responses have been used to inform this plan.

The input provided by subject matter experts, managers and employees was essential to identifying the barriers and gaps described in this plan and to developing actions to enable NSIRA to become a more inclusive and accessible organization.

In addition, the draft accessibility plan was reviewed by the consultant’s standing Accessible Canada Act Review Committee.  Review Committee members are individuals with a variety of lived experience with disabilities, and knowledge of a range of accessibility issues. The five-member committee consists of members who self-identify with a disability including mobility, vision, learning disability, mental health disability, and hearing loss.  

Committee members were provided an overview of the functions at NSIRA and an advance copy of the draft accessibility plan. Members provided comments on the plan format and readability, accessibility actions as outlined in the plan, suggested timelines for actions, and specific barriers that could be encountered.  Committee feedback has been incorporated into this approved plan.

Implementation, monitoring and reporting

To ensure that accessibility remains a priority, the Accessible Canada Act and the Accessible Canada Regulations require that regulated entities prepare and publish annual progress reports on the implementation of their accessibility plans. Like the accessibility plan, progress reports must be prepared in consultation with persons with disabilities and describe the manner of the consultations. The progress reports must also include any feedback that NSIRA receives and describe how that feedback was taken into consideration. NSIRA’s first progress report will be published 12 months after the publication of this first accessibility plan, in December 2023. It will include updates with respect to the actions that NSIRA has taken.

In accordance with the regulations, NSIRA will publish an updated plan every three (3) years, starting in December 2025.

Glossary

Barrier: means 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: 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.

Information and Communication Technology (ICT): is an extensional term for information technology (IT) that stresses the role of unified communications and the integration of telecommunications (telephone lines and wireless signals) and computers, as well as necessary enterprise software, middleware, storage and audiovisual, that enable users to access, store, transmit, understand and manipulate information.

Web Content Accessibility Guideline (WCAG): the Web Content Accessibility Guidelines (WCAG) are part of a series of web accessibility guidelines published by the Web Accessibility Initiative (WAI) of the World Wide Web Consortium (W3C), the main international standards organization for the Internet. They are a set of recommendations for making Web content more accessible, primarily for people with disabilities.

References and resources

Accessible Canada Act (justice.gc.ca)

Accessible Canada Regulations (justice.gc.ca)

Accessibility Strategy for the Public Service of Canada – Canada.ca (also referred to as “Nothing Without Us”)

Canadian Human Rights Act (justice.gc.ca)

Canadian Human Rights Commission

National Security and Intelligence Review Agency Act (justice.gc.ca)

Policy on Government Security- Canada.ca

Web Content Accessibility Guidelines (WCAG)

APPENDIX A – SUMMARY OF PRIORITY AREAS AND ACTION PLAN

PRIORITY AREAS AND ACTIONS LEAD BRANCH TARGET FOR COMPLETION

1. EMPLOYMENT

    

a) Ensure that recruitment and selection processes are accessible.

  1. Provide Human Resources (HR) staff and hiring managers with training in accessibility best practices.
  2. Review past recruitment and selection practices to identify and prevent future barriers.
  3. Ensure that all recruitment and staffing material and communications with candidates clearly identify accessibility/accommodation options.
  4. Seek feedback from candidates about the effectiveness of accommodation measures in selection processes

Corporate Services Branch

2023-24 and ongoing

b) Formalize and communicate an accommodation process for employees with disabilities.

  1. Consult employees to identify barriers and gaps in workplace accommodations.
  2. Inform employees about the Government of Canada Workplace Accessibility Passport and implement on a voluntary basis.
  3. Consult other organizations to increase awareness of accessibility and to seek individualized accommodation strategies for employees.
  4. Identify mechanisms to reduce wait times for workplace accommodations.

Corporate Services Branch

2023-24 and ongoing

c) Increase awareness for staff at all levels on accessibility issues.

  1. Provide all staff with training on accessibility awareness and sensitivity.
  2. Provide enhanced training to executives, managers, and subject matter experts relative to their role, e.g., training on Web Content Accessibility Guidelines for IT staff.
  3. Incorporate accessibility awareness generally and information about accommodation measures specifically in new employee orientation and on-boarding.

Corporate Services Branch

2023-24 and ongoing

d) Review the NSIRA Secretariat’s Human Rights, Accessibility, Employment Equity, Diversity, and Inclusion Plan, Human Resources Management Policy, and Terms and Conditions of Employment Policy and revise as necessary to ensure overall coherence.

Corporate Services Branch

2023-24 and ongoing

2. BUILT ENVIRONMENT

    

a) Identify, remove, prevent and/or mitigate barriers in the built environment.

  1. Conduct a full assessment of accessibility barriers in the built environment(s) in conjunction with Public Services and Procurement Canada (PSPC), the Communications Security Establishment (CSE), and persons with disabilities.
  2. Develop an action plan to remove and/or mitigate barriers, e.g., text to voice platforms, audible and visual alerts, signage, etc.
  3. Establish in consultation with partners an accessibility/duty to accommodate process for medical/assistive devices within the on-site workspace.
  4. Ensure alternative arrangements are available to anyone needing accessibility accommodations prior to attending a site or office.
  5. Review, revise and document building emergency evacuation procedures and training with an accessibility lens, in collaboration with the building senior officer’s security team.

Corporate Services Branch

2023-24

2023-24

2024-25

2023-24

2023-24

b) Contribute to making security program information and facilities accessible by default.

  1. Review forms, tools and services to identify barriers for persons with disabilities.
  2. Collaborate with policy centers (including CSE, TBS, DND) to develop and implement accessible alternatives.
  3. Establish an inclusive and nimble on-boarding and off-boarding process, including in-person training for operating within the on-site workspace.
  4. Revise training and awareness to ensure accessibility.

Corporate Services Branch

2025-26

2025-26

2023-24

2023-24

3. INFORMATION AND COMMUNICATION TECHNOLOGIES (ICT)

    

a) Ensure NSIRA’s public-facing website and internal ICT platforms (e.g., Sharepoint libraries) adhere to all accessibility standards and are compliant to WCAG 2.0 AA at a minimum.

  1. Review and revise current publications.
  2. Develop a lifecycle review plan to modify accessibility of previously published NSIRA documents.

Corporate Services Branch

2023-24 and ongoing

b) Ensure major corporate ICT inventory (i.e., systems, hardware and software) is accessible.

  1. Review existing inventory to identify accessibility barriers and gaps.
  2. Develop plans to resolve, mitigate and prevent accessibility barriers in consultation with key partners, including increasing awareness of accessibility requirements.
  3. Ensure that future ICT systems, hardware and software meet the leading accessibility standards and function with adaptive technologies.

Corporate Services Branch

2023-24 and ongoing

c) Build awareness among all NSIRA staff about accessibility requirements, tools and options.

  1. Provide training for staff at all levels about creating accessible documents and using other accessibility features available through ICT (e.g., text to voice options, tools for virtual meetings, etc.)
  2. Provide enhanced accessibility training to those responsible for publications, reports and web content.

Corporate Services Branch

2023-24 and ongoing

d) Ensure that persons with disabilities can participate fully in the complaints process.

  1. Recommend to the Review Agency appropriate amendments to NSIRA’s Rules of Procedure.
  2. Incorporate digital tools to enhance accessibility.

Investigations

Corporate Services Branch

2023-24 and ongoing

4. COMMUNICATIONS OTHER THAN ICT

    

a) Ensure that all communications are accessible for staff, stakeholders and members of the public.

  1. Review existing practices, tools, and systems to remove, resolve, mitigate and prevent barriers.
  2. Recommend to the Review Agency appropriate amendments to NSIRA’s Rules of Procedure.
  3. Put in place arrangements for services to support communications such as sign language interpretation, Braille printing, etc.

Executive Director’s Office

Investigations

Corporate Services Branch

2022-23 and ongoing

2023-24 and ongoing

b) Build awareness among all NSIRA staff about accessible communication requirements, tools and options.

  1. Provide training for staff at all levels about accessible communication and using accessibility features such as closed captioning for meetings and events, alternate formats such as large print, Braille, audio or electronic formats.
  2. Provide enhanced accessibility training to those responsible for publications, reports, meetings and events.

Corporate Services Branch

2023-24 and ongoing

5. PROCUREMENT OF GOODS, SERVICES AND FACILITIES

    

a) Ensure that procurement practices, processes and outcomes support an accessible workplace and accessible programs, and services.

  1. Provide training for cost centre managers and staff about integrating accessibility considerations into procurement processes and practices.
  2. Provide enhanced accessibility training to those responsible for procurement.
  3. Review practices and processes and revise as appropriate to ensure compliance with Accessible Procurement principles, e.g., accessibility requirements incorporated in contracts, documentation, etc.
  4. Assess the feasibility of incorporating standard requirements for procurement practices and processes, e.g., templates for scope-of-work documentations, evaluation criteria, contracts etc.

Corporate Services Branch

2022-23 and ongoing

6. DESIGN AND DELIVERY OF PROGRAMS AND SERVICES

    

a) Ensure that NSIRA’s programs and services are inclusive and accessible, while protecting privacy, meeting security requirements and safeguarding sensitive information.

  1. Recommend to the Review Agency appropriate amendments to NSIRA’s Rules of Procedure.
  2. Ensure that accessibility is integrated in the approval process for new programs, activities or services.

Investigations

Executive Director’s Office

2023-24

2022-23 and ongoing

7. TRANSPORTATION

    

N/A

    

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