How to be an Employer of

Choice for All

1) Have a conversation

The first step to providing workplace accommodations is to have a conversation with the candidate or employee. Typically, it’s their responsibility to start this conversation. You should have a clear, readily available procedure that explains how to request an accommodation. This should be part of your workplace accommodation policy and be reviewed during the onboarding/orientation process.

Remember: candidates aren’t requesting special treatment. They’re communicating what they need to work more effectively. After all, they’re the experts in their own productivity.

Sometimes it’s up to you to start the conversation. You may have a duty to inquire if you notice extended or dramatic changes in 

• attendance
• performance
• behaviour 

These conversations can be challenging, but they’re an important part of building a safe and inclusive workplace. Remember

• don’t make assumptions
• ask questions. 
• be respectful, supportive and non-judgmental.

Make sure the employee knows that they can talk to you, human resources (HR) (if applicable) or to another supervisor/manager. You want to create a safe space for your employees. 

Here are some example questions that you can ask a candidate or employee.

• How would you perform this task?
• Are you able to perform the duties of this position?
• Can you work the hours required for the job?
• How can we better support you on the job? 
• Is there anything we can do to improve communication?
• Do you need an accommodation to do this task?

2) Assess the accommodation 

A formal accommodation request isn’t always needed. For example, an employee with a chronic migraine disorder might request dimmer lighting or non-fluorescent lights around the office. This is a quick and easy fix that wouldn’t require a formal request.   

Most of the time, medical information is not required for an accommodation. However, it may be needed in certain situations, or if the request poses a significant risk to the employee or other staff. Here are some ways you can approach this in a sensitive manner that respects the employee’s privacy and dignity.

• use the least intrusive means possible 
• only ask for information that is completely necessary
• don’t force the employee to answer questions they’re uncomfortable with
• be sensitive to the employee’s beliefs and values 
• whenever possible, avoid asking for supporting medical information from a doctor 
• as of April 2024, employers in Ontario can no longer ask for a doctor’s note, or “sick note”, for employees who have not used their allotted sick days (minimum 3 days)
• ask specific questions that are related to the employee’s duties 

3) Accommodate 

After steps 1 and 2 you can move forward with the accommodation. Accommodations should be addressed on a case-by-case basis. Your employee should actively participate in this process. 

The Employment Standard under the Accessibility for Ontarians with Disabilities Act (AODA) states that employers must have an accommodation policy and process for employees. This includes an Individual Accommodation Plan. This is a written document that lists the accommodations that an employee might need on the job. The plan should include

• what accommodations will be provided 
• the accommodation start and end date (if applicable)
• if/how the employer will provide accessible-format information and communication supports (if needed)
• if/how the employer will provide accessible emergency information (if applicable)
• when the plan will be reviewed and updated

The plan should also include information about the employee’s duties and responsibilities related to the accommodation. 

An Individual Accommodation Plan should also 

• be in writing 
• be signed by the employee and employer
• outline the accommodations and/or solutions you’ve agreed on
• include any required training (if applicable) 
• specify who the employee should talk to if they have questions or concerns about the plan
• be flexible based on the worker’s needs 



4) Review 

This step is ongoing. Check in with your employee regularly to make sure the accommodation is working. If their needs have changed, or if the accommodation isn’t working, you may need to update the plan.

Apprentices are in high demand in Ontario. As skilled tradespeople retire, employers are seeking talented and capable apprentices to maintain their workforce. However, studies show that less than half of apprentices complete their training. Apprentices face a wide range of challenges and barriers that impact their success and retention in the workplace. By addressing these barriers, you can show your workforce that you value them and want them to succeed. Plus, you can save money through retention of employees. So, what are some common challenges and barriers faced by apprentices?

• finances 

1. limited or no income during in school learning 
2. high cost of supplies, tools, transportation, childcare, etc. 

• transportation

1. unreliable public transit
2. long commute times
3. transportation costs (bus fare, gas)

• literacy and numeracy

1. skills gaps in reading, writing and math 
2. few accommodations for diverse needs or those with learning disabilities/challenges 

• workplace culture

1. discrimination
2. limited mentorship opportunities

• challenges with final exams 

1. limited time to complete exams 
2. gap between booking and writing an exam
3. lack of incentive to pass
4. limited resources to prepare
5. exam anxiety
   

1) Identify skills gaps at the beginning of training and provide ongoing support. 

• Complete a skills assessment at the beginning of training to identify gaps.
• If skills gaps are identified in reading, writing, math or other soft skills for work, refer the apprentice to your local adult upgrading program in Level 1 to increase success moving into level 2.

2) Accommodate apprentices based on their actual schedules. 

• During technical training, check in with your apprentice to see if they’re facing any challenges or need additional support.
• Offer flexible hours for meetings with your apprentice so they can get the support they need.
• Provide scheduling accommodations as needed.

3) Encourage apprentices to share any concerns they might have about their learning challenges in an informal setting. 

• Building positive relationships with your apprentices can also help them feel more comfortable expressing a need for support or accommodations.
• If an apprentice discloses significant challenges, contact the Adult Basic Education Association (ABEA) for a free Learning Challenges Assessment to identify specific challenge areas and strategies to support them in the classroom and at work. 

4) Develop individualized learning plans for one-on-one support so each apprentice has a plan based on their specific needs.

• Review the plan regularly to identify challenge areas and ensure the apprentice is on track. 
• Make sure the plans are practical, targeted and manageable.

5) Ensure apprentices have access to online resources, tutoring and practice courses to gain the foundational skills they need. 

• Focus on reading, problem solving and math.

6) Connect theoretical learning to real-life situations. 

• This will help apprentices make connections to prepare for their certifying exams. 
• Apprentices may have the technical knowledge and practical experience but might need help with making connections or building foundational skills for work.

7) Introduce the Red Seal standards at the beginning of training and refer to them throughout training. 

• Apprentices need to be familiar with these standards to be successful in their certifying exams.

8) Review the Certificate of Qualification (C of Q) exam with apprentices.

• Make sure they understand the breakdown of the exam and what topics will be covered so they know what topics to study. 
• Practice, practice, practice!  Give apprentices practice tests to help them overcome test anxiety and prepare for a multiple-choice format. 

9) Encourage apprentices to take care of their mental and physical health.

• Provide information and techniques on reducing test anxiety such as mindfulness exercises, self care and sleep hygiene. 
• Contact ConnexOntario. They provide free and confidential information and referrals for people experiencing problems with mental health, substance use or gambling. 
• Connect your apprentice with BounceBack Ontario. BounceBack is a free cognitive behavioural therapy (CBT) program for adults and youth 15+.
• Refer your apprentice to the 16 Mental Health Apps guide. This guide includes information about 16 applications recommended by counsellors to support a range of mental health concerns.

10) Offer peer-to-peer sharing. 

• People often learn better when in groups of people who share similar goals. 
• Create a Facebook group for apprentices to connect and support one another.
• Schedule in-person drop-in hours for peer sharing, supervised by a trainer or mentor who can offer support and answer questions. 

11) Encourage apprentices to build connections with their co-workers.

• By talking to and engaging with their co-workers, apprentices can increase their sense of belonging which will lead to better retention.
• When apprentices communicate and collaborate with their peers, these bonds can lead to better problem solving and an increase in productivity.
• Relationship building can often help apprentices solve problems outside of the workplace as well. For example, if an apprentice has transportation issues, having stronger relationships with co-workers could encourage ride sharing.

12) Connect your apprentice to information about financial incentives.

• Make your apprentice aware of the Government of Canada website for information about the Canada Apprentice Loan and other financial incentives for apprentices.
• Connect your apprentice to the Government of Ontario website for information about financial supports for apprentices such as the Tools Grant.

Additional resources to support your apprentices. 

• Red Seal Exam preparation guide
• Red Seal sample exam questions 
• Red Seal exam breakdowns
• Red Seal self-assessment questions 
• Skilled Trade Ontario exam preparation guide (non-Red Seal) 
• Exam preparation resources for Certificate of Qualification writers 
• Merit Ontario – Apprenticeship C of Q Prep Series (Scroll down to see 3 modules)
• Relieving exam anxiety: Techniques for apprentices 
• Build Your Skills online learning hub 
• SkillPlan online tutoring supports
• The Learning Portal online learning modules and resources from Ontario college libraries
  

Being competitive outside of wages doesn’t need to break the bank. Many small to medium employers use other employee incentives to recruit and retain top talent within a modest budget. We spoke with employers who shared some great examples, including

• making lunch for employees once a month 
• investing in charitable work in the communities their employees live in
• providing group benefits and pension plans for employees 
• employers shared that this is actually cost effective because they save money by avoiding the revolving door of reposting jobs, rehiring and retraining 

Here are some other great ways you can be competitive outside of wages. 



• company vehicle or vehicle allowance (taxable benefit to employee)
• company gas card 
• company credit card 
• reimburse mileage to job sites (or a portion of mileage)
• bonuses or staff recognition of hard work (i.e., gift card)
• day off each year on their birthday
• free professional development training 
• connect your apprentice with a mentor or organization that offers mentorship for apprentices 
• mentorship nights/events for apprentices or inform them of networking opportunities to meet professionals in their field 
• skills upgrading and English as a Second Language training on site 
• bi-annual/annual staff dinners or events 
• on-site child minding for employees with children 
• use the Supplemental Unemployment Benefit (SUB) Plan to increase employee’s weekly earnings during periods of technical training