IDEA Toolkits — Step 3: Reviewing & Reflecting

Step 3: Reviewing & Reflecting

Collect race-based data to understand the demographics of the people you are currently serving and where the gaps are. Review your policies, procedures and practices to see how you can make them more inclusive for Indigenous, Black and racialized people with disabilities.

We need to:

Review policies, procedures and practices (Toolkit 4)

Toolkit 4: Review policies, procedures and practices

Assessing inclusivity in your policies

In this toolkit, we explain why inclusive workplace policies are important, how to review your organization’s policies through the lens of inclusion and provide actionable steps to address these gaps.

Context

We tend to think about policies as objective guidelines that don’t favour a particular person or group. However, policies are not neutral. The way policies are constructed inevitably reflects the dominant culture of the society they are constructed in. As the dominant culture in Canada is white Anglo-Saxon, policies by default will reflect this culture. Therefore, policies can be exclusionary to people outside of the dominant culture even if they were not intended to be, as they reflect the unconscious biases of those who create them.

We can see an example of this in workplace policies about clothing. What is considered a professional way of dressing is based on the dominant cultural ideas of appropriate workplace attire. In Canada, this is typically represented by the image of a person in a suit. Traditional dress that people may wear in the workplace in other cultures is not included in the norms of professionalism in the dominant white culture in Canada.

A job requirement that staff work in-person at the office is another example of a policy shaped by dominant cultural norms, in this case, ableism. Such policies, when applied without flexibility in roles that can be performed remotely, disproportionately impact people with disabilities and working parents by failing to accommodate their diverse needs.

Another example is holiday and vacation policies, particularly which days are designated as public holidays. These policies often exclude a number of religious observances that are not part of the dominant culture. For instance, while Christmas Day is a guaranteed day off for everyone in Canada, those who celebrate other religious holidays at different times of the Gregorian calendar often have to use vacation time or seek special accommodations to observe their cultural or religious days of celebration of observance.

Definition/s

Unconscious bias: the assumptions, beliefs, attitudes and stereotypes that we have about different groups of people without being aware of it.

Culture: Ideas, costumes, traditions, beliefs and practices shared by a group of people. Everyone has a culture. Culture is shared with others, it is based on symbols including language, art, stories and rituals. Culture is learned, integrated and reinforced across communities, organizations and institutions. It is also dynamic and evolves over time.

Ableism: “a belief system…that sees persons with disabilities as being less worthy of respect and consideration, less able to contribute and participate, or of less inherent value than others. Ableism may be conscious or unconscious and…[is]…embedded in institutions, systems…[and]…the broader culture of a society,” (Anderson, n.d.).

Accommodations: Individualized services, adaptations, or adjustments made on request by the person needing them, which will enable the person to perform required activities.

Accessibility: The degree to which persons, with and without disabilities, can access devices, goods, programs, services and environments that are barrier-free. Accessibility is a proactive process that places the responsibility on organizational leaders to identify, remove and prevent barriers that limit access.

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.” (from Accessible Canada Act)

Why this matters

Policies rooted in a dominant white Anglo-Saxon framework often create barriers for Indigenous, Black, and racialized people with disabilities, pushing them to conform to an organizational culture that doesn’t reflect their needs or values. This pressure to adapt to fit in has serious consequences, as it forces individuals to sacrifice their authenticity. The inability to be one’s true self at work has a profound impact on physical, mental, and emotional well-being, damaging not only the individual but also trust and connection within the organization. Over time, this erodes productivity and organizational cohesion.

People may decide to ask for accommodations to be able to meet their needs. Accommodations put the responsibility on the person affected rather than having the organization create accessibility through a focus on proactively designing and implementing inclusive policies. In this case, the person affected is given an additional burden, as they not only need to navigate their disability but need to take on the work of coming up with solutions to meet their needs.

We need to spend time reviewing our organizational policies and thinking about the ways they may be excluding Indigenous, Black and racialized people with disabilities. And from there, take steps to make them more inclusive.

Activity: Analyzing the Holidays and Vacation Times Policy

This activity is designed to encourage critical thinking about inclusivity in workplace policies and how to create a more equitable environment for all employees.

In small groups, review the following excerpt of workplace policy about holidays and vacation times and answer questions 1-3.

Excerpt of Policy:

“Most employees who qualify are entitled to take these days off work and be paid public holiday pay: New Year's Day, Family Day, Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving Day, Christmas Day, Boxing Day (December 26).”

Instructions for Discussion

Gather in small groups
Encourage participation by making sure everyone has a chance to share their thoughts and insights.
Take notes on the key points discussed, especially regarding any proposed adaptations to the policy.

Discussion Questions

Who does this policy favour?

Consider which groups of employees may benefit most from this policy. Think about factors such as cultural practices, religious observances, and family structures.

Who is excluded from this policy?

Reflect on any employees who may not be able to take these holidays off or who may not celebrate the holidays listed. Identify groups that may feel overlooked or disadvantaged by this policy.

How can you adapt this policy to be inclusive of the people working in your organization?

Think creatively about how to revise the policy to better accommodate the diverse needs of all employees. Consider options such as additional holidays, flexible scheduling, or recognition of various cultural or religious observances.

Put this into Practice

Practical steps you can take

Review the notes that were taken in the staff discussions above and see how you can apply them to make your holidays and vacation times policy more inclusive. Review your other policies systematically and apply the 3 questions above: Who does this policy favour? Who is excluded from this policy? How can you adapt this policy to be inclusive of the people working in your organization?
Think about the process you have around accommodations in your organization. How are you inviting people to provide feedback on your policies? How can you be flexible in adapting the policies you have to meet the diverse needs of your staff?
Undertake an external audit of your policies by a specialist in the intersection of race and disability.