Annual Report 2005–06

Commonwealth Disability Strategy

• Performance as a service provider
• Performance as an employer

The Commonwealth Disability Strategy requires the department to develop and implement a Disability Action Plan which contains strategies to eliminate disability discrimination in the department’s operations and workplace.

The department reports against its desired outcomes under the Disability Action Plan in May each year, in line with its performance communication timeframe. The report for 2005–06 is provided in tables 7 and 8.

Table 7 Performance as a service provider under the Commonwealth Disability Strategy, 2005–06

Outcome 1: Staff are aware of the range of disabilities people may have, the types of assistance that can be provided, and where to obtain assistance; and can respond appropriately to requests for assistance from people with disabilities.

Performance indicator	Implementation report
Details are readily available to staff on how to provide assistance when specific access requests are received from people with disabilities.	An information sheet has been made available to staff, listing the types of services and equipment available to assist people with disabilities and contact details to arrange assistance. Staff have been made aware of the types of disabilities people may have and the assistance that could be provided. Staff were aware that the available aids to access included: the Parliament House TTY (teletypewriter) for people with hearing disabilities various types of information technology equipment for special needs for people attending lectures, suitable seating in a waiting area, lecture transcripts in hard copy, good sound levels and assistance for the elderly on the Senate homepage, Adobe tools to assist people who are vision impaired to access PDF documents the National Relay Service and its ability to provide information in a form suitable for converting to teletype.
Where appropriate, record the number and details of people with disabilities seeking assistance, and develop appropriate strategies to improve access to services.	Program areas recorded details of requests for assistance and, where appropriate, revised their strategies to improve access to services.
Raise awareness of the desired outcomes for people with disabilities; the types of disabilities people may have; and the content of this plan.	All program areas reported that awareness raising had taken place at staff meetings. Three articles on the content of the Disability Action Plan and aids available to people with disabilities were published in the departmental information bulletin during the year.

Outcome 2: Departmental publications and records of the Senate are accessible to people with disabilities.

Performance indicator	Implementation report
Information to be loaded onto the internet and intranet in a format users can manipulate or download.	All program areas reported that information was being loaded onto the internet and intranet in formats that facilitate user access and downloading. Committee documents (such as reports, submissions and Hansards of hearings) are available in hard copy, on the internet and on CD‑ROM. Larger documents on the internet are split into smaller files to aid downloading and printing.
Future and current documents conform with required standards, and the format and layout of documents are user friendly in terms of attributes such as font size, spacing and background colour.	Documents are produced in a layout and font size that would assist staff with eyesight difficulties. Most documents on the internet meet the WorldWide Web Consortium (W3C) Level AA guidelines.
Where appropriate, advertise email contact details, and/or use of the Parliament House TTY facility (via switchboard).	Email contact details and internet addresses were provided on literature and publicity material. Access to the Parliament House TTY facility was included in information for job applicants.

Outcome 3: People with disabilities are able to attend and participate in Senate hearings, seminars and lectures, and view exhibitions.

Performance indicator	Implementation report
Include advice, in advertising material, that special access arrangements may be made if prior notice is given.	Details of any special access arrangements were sought when making venue bookings for committee-related activities and when organising Parliamentary Education Office (PEO) programs.
Where practicable, take into account suitable access for people with physical disabilities (including wheelchair access) when organising venues for committee hearings, seminars and lectures, and designing exhibitions. Organise audio loop accessibility, where appropriate, and ensure that areas are well lit for lipreading purposes. Ensure that there are handouts of notes available for those who attend seminars.	Special arrangements made in 2005–06 included the following. The attendance of a blind witness and accompanying guide dog was facilitated and documents were adapted to ensure they were readable on the witness’s software. An audio loop was routinely arranged for Senate lectures. Seminar and forum participants were provided with hard‑copy notes. Speakers were encouraged to provide hard copies of overhead transparencies and computer-based presentations. Hearing-impaired participants were provided with seating close to presenters, and presenters were briefed about facing the audience when speaking to help participants with lip reading. The Education Centre, Main Committee Room and other committee rooms used for PEO programs were all wheelchair accessible. Written scripts, including instructions for students, were provided in the Education Centre to assist students with hearing difficulties. All PEO educators were able to provide information in a manner suitable for translation into sign language. PEO educators wore a microphone when hearing-impaired students attended seminars. Role-play techniques used in the Education Centre were adjusted to meet the needs of students with intellectual disabilities. The colour of paper used for handouts was adjusted to meet the needs of students with colour blindness.
Undertake a periodic review of signs leading from the Senate entrance to the committee rooms to ensure ease of access.	Signs leading from the Senate entrance to committee rooms were reviewed periodically, particularly in preparation for estimates hearings, and additional signs were prepared where necessary.

Outcome 4: Increase the ability of people with disabilities to participate in the committee inquiry process

Performance indicator	Implementation report
Committee website homepages to advise that committees can accept various communication formats.	Appropriate inquiry web pages have advice that committees can accept various communication formats.
Committee correspondence to all submitters and witnesses to include information about assistance available to those with disabilities.	Correspondence to potential witnesses includes advice that special arrangements can be provided for persons with disabilities, and that appropriate facilities can be made available, or that witnesses can find relevant information on the web page.
As appropriate, notify disability groups of inquiries that are relevant to their members.	As appropriate, disability groups were notified of inquiries that were directly relevant to their members.
Ensure a consistent approach across committees in the selection of hearing venues, which takes account of disability access issues.	The Committee Office’s database of hearing venues lists disability access options.

Outcome 5 Senators and/or their support staff with disabilities are able to work effectively in Parliament House.

Performance indicator	Implementation report
Advise senators and their support staff of the availability of ergonomic and specialised furniture and equipment, and respond to requests for such resources, or for office modifications.	Senators and their support staff were advised of the availability of special furniture and equipment as follows. Information for senators and their support staff was provided in the senators’ handbook (A guide to services, entitlements and facilities for senators), available in hard copy and on the intranet. Senators and their staff are regularly reminded of the availability of ergonomic and specialised equipment. Requests for specialised equipment or furniture were referred to the OH&S adviser and, based on an OH&S assessment, Office Services provided the specified items. Items included specialised mouses, keyboards, flat‑screen monitors and wrist rests.
Respond to requests from senators to arrange modifications to the chamber.	The Black Rod’s Office responded to requests for modifications to the chamber as they arose.
Ensure that security staff are aware of their responsibility to provide assistance to senators, their staff, and others who may be experiencing difficulties with heavy doors.	Security staff were advised of their responsibility to assist senators, senators’ staff and others, as required, to open heavy doors.
Request the Department of Parliamentary Services (DPS) to regularly review disability access issues; for example, wheelchair access from car parks and doorway access to linkways and courtyard areas.	The department’s OH&S adviser raised the matter of a regular review of access issues at a parliament-wide OH&S committee meeting. The DPS advised that an access review had been carried out by a consultant and that, when any access issues were raised, DPS staff would refer to the standards set out in the access review report.
Senators and their staff are aware of the availability of specialised transport.	The availability of specialised transport within Parliament House was advertised in the senators’ handbook (A guide to services, entitlements and facilities for senators), available in hard copy and on the intranet.
Provide captions, via the teletext system, to assist occupants in Parliament House to monitor Senate proceedings.	A captioning service for the Senate chamber was maintained during the reporting period. The system was redeveloped to suit the new digital broadcasting format, to provide greater flexibility and to synchronise with the speaker identification captions broadcast by the DPS. The new system was made available from May 2005. It allows operators to change the font size, colour and style to enhance readability.

Table 8: Performance as an employer under the Commonwealth Disability Strategy, 2005–06

Outcome 1 People with hearing, visual or mobility disabilities have access to departmental recruitment information, and can participate fully in a selection process.

Performance indicator	Implementation report
Recruitment material includes information on the Parliament House TTY service.	An Information for Applicants brochure was made available to potential applicants, providing information on Parliament House’s TTY service.
Recruitment material is available in alternative formats, including hard copy, and via the internet.	When a position was advertised, recruitment material, such as selection documentation, the Information for Applicants brochure, and the Personal Particulars of Applicant form, was made available in hard copy and on the internet.
Applicants are advised to inform the selection advisory committee (SAC) chair if special arrangements are required during a selection process.	The personal particulars form asked applicants whether they would require any special arrangements, such as a special permit carparking space, if attending Parliament House for an interview. If applicants indicated any special requirements, necessary arrangements were made.
Selection panels take account of special needs, and are aware of and apply the principle of reasonable adjustment.	The chairs of all SACs were briefed on their responsibilities, and provided with the Policy on recruitment and selection. The policy statement reminds staff of the requirement to ensure that the principles of equity and fairness are applied, and that we provide a workplace that is free from discrimination and recognises the value of diversity.

Outcome 2 Staff with disabilities are not inhibited by inappropriate workplace design, access issues, or furniture or equipment.

Performance indicator	Implementation report
A workplace assessment is undertaken within one month for new employees.	A workstation assessment was conducted for all new employees within the first two weeks of their employment.
An annual OH&S audit is carried out in all work areas.	A workplace inspection was conducted in every work area at least once during the year.
Modifications to workstations are implemented, or alternative furniture or equipment is provided, where necessary.	The necessary ergonomic equipment was provided, or adjustments were made, as required. Any requirements stemming from workstation assessments were followed up to ensure that they had been implemented.
Information on available equipment and aids is advised to staff via the information bulletin, or when an individual request is made.	An information sheet on equipment and aids for people with disabilities was placed on the intranet for the information of staff, and its availability was advised to staff via the information bulletin.

Outcome 3 Staff with disabilities are able to participate fully in training programs.

Performance indicator	Implementation report
Ensure that there are handouts of notes available for those who attend seminars.	Presenters provided handouts of notes/overheads to attendees at seminars. All presenters were reminded to provide handouts when coordinating departmental training sessions.
Where identified, special needs will be attended to for staff with disabilities who want to participate in a training program.	No special needs were reported.

Outcome 4 Staff with disabilities have ready access to departmental information.

Performance indicator	Implementation report
Policies and guidelines are available on the intranet.	All departmental policies and documents were placed on the intranet.
Information bulletin is available in hard copy and electronically via the intranet.	The information bulletin was both printed in hard copy and converted to PDF and loaded onto the intranet. A bulletin index was also available on the intranet.

Outcome 5 Complaint and grievance mechanisms are in place to address issues and concerns raised by employees.

Performance indicator	Implementation report
Employee Assistance Program (EAP) is made available to all employees, and advertised regularly in the information bulletin.	Information on the EAP was made available on the intranet and in a hard‑copy brochure, and was advertised on the back of the information bulletin. Induction seminars provided all new staff with the EAP brochure and informed them of the program’s availability. Articles on the EAP were placed in the information bulletin.
Grievance mechanisms are contained in the certified agreement and periodically advised to staff.	Information on grievance mechanisms is contained in the current certified agreement and provided to staff on request. Staff were advised via the information bulletin about the availability of written guidelines on review of employment-related actions.

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