TCS Canada Process Note –

Accommodation Plan for Employees with

Disabilities
VERSION 1.0

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  2023

This is a controlled document. Unauthorized access, copying and replication are

prohibited.

This document must not be copied in whole or in parts by any means, without
the written authorization of the Global Head – HR, TCS.

Document Release Notice

This Process Note on Accommodation Plan for Employees with Disabilities for TCS Canada, Version 1.0,
is published for use in TATA Consultancy Services (TCS) with effect from 01 November 2023.

This document is subject to TCS Document Control Procedure.

This document was last reviewed on 06 December 2023.

Approved By: Sindhu John (Head HR – Canada)

Authorised By: Sathya Narayana Mehta (Head – Global Policies and Talent Transformation)

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Introduction

Accessibility for Ontarians with Disabilities Act (AODA) requires individuals and organizations to follow
accessibility standards as set out in the act. Similarly, under the Canadian Human Rights Act, employers
must accommodate individuals and groups of individuals to the point of undue hardship considering
issues of health, safety and cost. Also, the Employment Equity Act requires the reasonable
accommodation of persons with disabilities and others within the federal workplace. The Act also requires
employers to identify and remove barriers to the employment of persons in designated groups.

A reasonable accommodation is any modification or adjustment to the job or work environment that allows
a person with a disability to perform the essential functions of the job and enjoy equal employment
opportunities.

Applicability
This process note is applicable to all employees of TCS Canada and its subsidiaries including, Contract
Consultants and Academic Interns and who may require employment accommodation owing to a
disability.

Purpose
This Process Note aims to develop an accommodation plan that is suitable for employees who have a
disability to help them perform the essential functions of the job and enjoy equal employment
opportunities.

Procedure
Request for an Accommodation Plan

1. Employees are requested to connect with their Human Resources Business Partner (HRBP) to inform
them of their disability and request for an accommodation plan.
2. HRBPs will then share an accommodation plan form with the employees to get the required details.
(Refer to Section – Accommodation Plan Form)

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3. Once employees submit the form, the accommodation request will be reviewed by the employees’
immediate manager and HRBP.
4. HRBPs will discuss the accommodation plan outcome and implementation deadlines with the
managers.

Reasonable Accommodation Checklist

1. This checklist is designed for injured employees that require "reasonable accommodation" as per
the Occupational Health & Safety Act (OHSA), Workplace Safety & Insurance Board (WSIB) and
the Canadian Centre for Occupational Health and Safety (CCOHS) for a Return to Work (RTW),
where they are physically incapable of handling their previous position.
2. Accessibility standards for reasonable accommodation will be followed as set out in Accessibility
for Ontarians with Disabilities Act (AODA).
3. AODA requires individuals and organizations to follow accessibility standards categorized into
five major areas of doing business: Information and communications, Customer service,
Transportation, Employment, and Design of public spaces.
4. In case of request to return to work, the HRBPs will do the necessary due diligence to support
accommodation queries received from employees. and determine if there is any way that the
organization can provide assistance to them in the performance of their job tasks, a.

Accommodation Plan Form

1. This accommodation plan form can be used for existing employees who acquire disability or for
new joiners. This form will be used to create an accommodation plan which will outline specific
workplace accommodations.
2. Employees who have a disability that requires accommodation are encouraged to come forward
to develop an accommodation plan.
3. All information contained in this form will be confidential and will only be disclosed to those people
who are assisting in the accommodation process.
4. This form will be reviewed (every 6 months), and the required changes will be made after seeking
concurrence of the concerned stakeholders. If an employee wishes to have the accommodation
plan form reviewed prior to this date, they can request for this by contacting their HRBP.
5. A copy of this form will be provided to the employee for their personal records.

Note: This form will be provided in alternative formats upon request.

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A. Part One: To be completed by the employee

The first part of this form will be filled out by the employee. TCS Management and HR will then review this
form and schedule a meeting with the employee to determine possible accommodations. In the event a
request for accommodation is denied, HRBPs will connect with the employee along with the immediate
manager providing the reason for the denial of the request. Employees who are aggrieved of the decision
can appeal the decision by following the regular grievance redressal process.

Instructions for employees: Please fill out the section below listing any accommodation requests.
Where information is not relevant, please insert N/A. If an assessment has been conducted, please attach
a copy to this form and fill out the pertinent sections.

Employee Section

Employee Number

Employee Name

Role

Account

TCS Immediate Manager

Emp No.

TCS Immediate Manager

Name

Assessment Date by
medical practitioner

Assessment Completed By
(name of medical

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 practitioner)

Additional Documentation
(ICE: Medical
documentation).

Please list specific types of accommodations required

Please list accessible formats needed as required

I have read and understood the company's policy on reasonable accommodation. I understand that the
accommodation requested above may not be granted but that the company will attempt to provide a
reasonable accommodation that does not create an undue hardship on the employer's business.

Employee Signature: _____________________________________________________

Date: _________________________________

B. Part Two: To be completed by the Immediate Manager (and additional managers, if applicable)

TCS Management and HRBP will review the accommodation request, with the necessary stakeholders
and determine the feasibility of the request.
Employer Section

TCS Immediate Manager

Name

Other review participants

(HR)

Signature(s)

Date of Review

Evaluation of impact of accommodation (if any)

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 Accepted: Not accepted:

If not accepted, outline alternative accommodations available

C. Part Three: Form review and agreement

Once Part one and two of the form have been completed, the employee and their manager must meet to
review the accommodation request and, if need be, come to a resolution on accommodation details. If
any of the portions of the accommodation request have been denied, TCS Canada will provide a detailed
explanation for the denial based on the evaluation of impact.

The below form will outline the accommodation(s) agreed upon; Where there is no agreement, this shall
be documented for future reference.

Accommodation Plan

Employee name

TCS Canada Management

Participants (including HR)

Date

Accommodation agreed upon

Alternative formats required

Additional information

Date of next review:

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 If no agreement on an accommodation, an explanation must be provided below

Workplace Emergency Response Information Plan Required? Yes: No:

Employee Signature: __________________________________________________________

Date: ____________________________

Manager of Immediate Supervisor: _______________________________________________

Date: ____________________________

Human Resources: ____________________________________________________

Date: ____________________________

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 Revision List

Revision Document Change

Policy Revision Section Rationale for type Policy
Version /Document Release/ revision/
Description No. change
No. Effective Revision Date Document
date revision

01
06 December
1.0 November First Release NA NA NA NA
2023
2023

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