Enabling Science: Accessible Infrastructure Through Knowledge Mobilization
Recommendations for Federal Laboratories
Summary of Recommendations
Submitted to Accessibility Standards Canada
October 31, 2025
Principal Investigator: Dr. Irena Creed, University of Toronto at Scarborough
Research Team: IDEA-STEM Consulting, Inc.
Table of Contents
A. Policy and systemic changes
B. Implementation, evaluation and continuous improvement
C. Workplace practices and tools (day-to-day and immediate actions)
The following recommendations aim to support ongoing efforts to enhance accessibility in federal infrastructure and practices.
A. Policy and systemic changes
Focus: Governance, accountability and cross-departmental alignment that shape how accessibility is embedded across federal science environments.
1. Implement Universal Design for new and renovated labs
By implementing Universal Design principles as a policy requirement across all aspects of new lab planning, we can prevent barriers from the outset. This approach goes beyond physical infrastructure to address instructional, social and technical barriers, thereby enhancing the overall laboratory experience for all users.
2. Adopt accessibility standards that exceed the minimum standards
Actively support ongoing efforts to develop and implement laboratory accessibility standards consistent with CSA and federal frameworks, including design templates and acceptance criteria.
Ensure standards exceed minimum legal standards and adopt the highest prevailing accessibility benchmarks.
Require participatory co-design, involving individuals with disabilities in the development of laboratory standards.
Work with other related departments and agencies to develop the standards, including Laboratories Canada, Public Services and Procurement Canada, and the Real Property and Materiel Policy Directorate of the Treasury Board Secretariat.
Review standards every three years, focusing on innovations and acknowledging the range of environments, such as fisheries and forestry, which require consideration of unique and changing requirements.
Create flexible spaces as modular spaces that allow for changes based on needs (e.g., lab benches on castors); adjustable hose connections for height-adjustable fume hoods.
Provide adjustable-height benches, sinks and workstations, as well as storage for mobility devices.
Install automatic door openers and levers instead of knobs for entrances and laboratory rooms.
Use high-contrast colour schemes for work surfaces, equipment edges and doorframes.
Avoid glare and provide both adjustable lighting and task lighting at workstations.
Equip signage, lab instruments and controls with tactile or Braille labels.
Use visual alarms in addition to audio for fume hoods and emergencies.
Integrate sound-masking systems and sound-absorbing materials.
Designate quiet collaboration or reflection spaces away from ambient noise.
Provide accessible alternatives such as touchless or lever-activated faucets and controls, flexible hose connections and alternate grips for lab tools.
3. Require co-design “Nothing about us”
Require co-design with persons with disabilities in the design of programs, policies and spaces from proposal through post-occupancy.
Acknowledge lived experience as expertise through compensation practices.
4. Accessible procurement practices
Integrate accessibility requirements into all procurement and design decisions, prioritizing features that allow for customized future upgrades. This will require federal agencies to work collaboratively with the agency responsible for procurement.
Include accessible standard requirements in RFPs that must be achieved as part of the rating process.
Create a centralized inventory record of existing accessible scientific equipment, including the date of purchase, such as talking or large-print balances, Braille or tactile rulers, talking calculators and timers, easy-grip glassware and electric stirrers.
Ensure that practices are aligned to the Accessible Standards Canada Act procurement guidelines.
5. Strategic funding and institutional alignment
Establish a centralized or cross-inter-agency capital fund to support accessibility upgrades, particularly for legacy buildings and specialized research facilities. The fund should be tied to broader national infrastructure planning. Prioritize funding based on impact assessments, safety risks and alignment with inclusive research goals.
6. Essential and bona fide requirements in laboratory accessibility
Require job descriptions to include clear tasks that are truly essential and focus on the results that need to be achieved, rather than how the work is done. Look for flexible and creative ways for people to meet job requirements before deciding that participation or accommodation is not possible.
7. Provide plain-language policies and supports
Ensure accessibility policies and procedures are written in plain language and included in all onboarding and training materials. Provide an annual reminder to all employees outlining the available accessibility supports and clear steps for requesting them.
8. Integrate accessibility into all hazard assessment policies and departmental directives
Embed accessibility checks into hazard assessments, job safety analyses and departmental directives; update templates and training accordingly.
B. Implementation, evaluation and continuous improvement
Focus: Applying accessibility in practice, monitoring outcomes and refining standards and infrastructure over time.
1. Incorporate knowledge sharing and the Community of Practice (CoP) on Accessibility in Federal Science Laboratories.
Require and support inter-agency collaboration, such as through the existing Community of Practice (CoP) on Accessibility in Federal Science Laboratories, to facilitate knowledge sharing and integration with federal accessibility and infrastructure frameworks.
Establish an interdepartmental knowledge-sharing platform, in collaboration with Natural Resources Canada, Laboratories Canada, and the Canadian Standards Association’s Accessible Design for the Built Environment (CAN/ASC B651), cobranded by CSA Group and Accessibility Standards Canada, to mobilize lessons learned, capture innovations and replicate effective solutions.
2. Audit labs
Conduct regular accessibility audits and encourage participatory co-design, involving individuals with disabilities and lab users in the process. Create a central repository of accessibility audits, ad hoc fixes, accessible design features, emphasizing innovations, recommendations and priorities to support knowledge sharing and accountability.
3. Prioritize of accessibility improvements for federal laboratories
Establish a system to assess accessibility priorities using consistent criteria (urgency, feasibility, alignment with goals). Where a full redesign is not feasible, pursue adaptive solutions that enable equitable outcomes.
Apply three practical tests when a space or equipment cannot be made fully accessible: a) outcome equivalence; b) low-cost adaptation; c) remote or hybrid participation.
Establish priority levels:
Level 1: Immediate and critical priorities, e.g., inaccessible emergency systems, barriers to essential tasks, unmet accommodation needs, noxious conditions.
Level 2: Functional and programmatic priorities, e.g., inaccessible layouts/equipment, sensory barriers, upgrades enabling essential tasks, inclusive shared spaces.
Level 3: Strategic and future-focused priorities, e.g., integrate accessible features into recapitalization, implement standards in digital systems, develop training/policies/templates.
4. Establish tiered retrofit strategy for older labs
Adopt a three-tier retrofit approach: Immediate (low-cost), medium (phased upgrades), long-term (capital renewal).
Make available a standard “quick-win” kit (e.g. portable ramps, adjustable furniture, signage, ergonomic tools).
Define medium-term upgrades (lighting, acoustic treatments, improved IT for remote access).
Link long-term upgrades to capital renewal cycles.
5. Aim for accessibility in high-containment or contamination-controlled laboratories
Integrate accessibility into the design, renovation, and operation of high containment and contamination-controlled laboratories to ensure safety, independence and inclusion for all personnel.
6. Develop sensory and environmental accessibility in laboratories
Incorporate sensory and environmental accessibility measures into the design, renovation and operation of laboratories to support equitable participation across a wide range of disabilities. This may include identifying or creating low stimulation zones for workers, using adjustable lighting and sound management, and implementing flexible scheduling to reduce sensory overload.
7. Control noxious conditions during renovations and workspace modifications
Integrate accessibility-focused environmental management into renovation projects, encompassing pre-renovation planning, ventilation and air-quality control, scheduling/occupancy management, alternative work arrangements, post-renovation verification and the procurement of low-emission materials.
8. Prioritize innovative approaches for laboratory infrastructure
Integrate and pilot innovative accessibility technologies that expand participation in laboratories where full physical access is limited. Implementation areas:
• Pilot remote-control or robotic interfaces for lab instruments and environmental monitoring.
• Develop 3D digital lab models and virtual walkthroughs for planning, training and remote collaboration.
• Explore drone or camera systems for field-based research to reduce physical risk or travel barriers.
• Align innovation pilots with departmental accessibility and digital transformation strategies.
• Evaluate outcomes and share successful models through the interdepartmental Community of Practice (CoP) on Accessibility in Federal Science Laboratories.
9. Create a renewal plan for accessible infrastructure
Integrate accessibility planning and upgrades into all laboratory renewal and recapitalization cycles to sustain progress and ensure consistent funding alignment.
Implementation areas:
• Require accessibility assessments and upgrade planning as part of every recapitalization proposal.
• Establish a tracking system to monitor completed and pending accessibility improvements across labs.
• Allocate recurring accessibility funds tied to the renewal cycle to prevent funding gaps.
• Ensure accessibility improvements are reported alongside energy efficiency and safety metrics.
• Prioritize older or high-impact laboratories for inclusion in early renewal cycles.
C. Workplace practices and tools (day-to-day and immediate actions)
Focus: Practical actions, tools and resources that improve accessibility in daily operations and laboratory work.
1. Implement centralized accommodation hub and Passport use
Centralize accommodation intake and operationalize the Accessibility Passport as a standard, portable record of needs.
Create a single intake form/process, maintain a central resource of common accommodations and quick-turn items, and require an Accessibility Passport review during onboarding or assignment changes.
2. Create a lending library for adaptive tools
Maintain a central catalogue of adaptive tools with a simple borrowing and return process across the department.
3. Provide flexible participation and remote options
Provide hybrid/remote options (e.g., remote instruments, virtual meetings) where feasible and approved. The use of technology can also support work in laboratories, for example the use of drones and 3D models, instead of “hiking in” to a field site.
4. Strengthen task prioritization and shared work management practices
Adopt lightweight shared task boards and streamlined templates for lab workflows and accommodation-related tasks.
5. Institute regular, structured check-ins
Normalize a 15-minute accessibility agenda item in one-on-ones between workers and managers, document actions and timelines.
D. Training, culture and participation
Focus: Building awareness, inclusive culture and authentic participation of persons with disabilities in accessibility design and decision-making.
1. Train only to solve real needs (no box-ticking)
Require a simple gap analysis before training; use micro-learning with practice and post-training competence checks for all supervisors. In particular, ensure that the training includes case-based learning for diverse laboratory settings and various types of disabilities.
2. Create accessibility working Groups with Real Influence
Establish terms of reference, meeting cadence, documentation standards, and decision rights; include lived-experience members.
3. Incorporate meaningful, early, iterative consultation and feedback practices
Consult teams at the concept stage and at key design milestones; use walkthroughs, prototypes and brief advisory panels.
Include people with disabilities and lived experience in committees, leadership, research teams and evaluation panels.
Solicit accessibility feedback and incorporate suggestions into the subsequent phases of continuous improvement.
4. Mandate employee awareness and simple onboarding for accessibility
Include a 15- to 30-minute accessibility overview in onboarding; maintain an accessible intranet hub of forms and FAQs.
5. Avoid tokenism - centre genuine participation
Require influence in decision processes; compensate contributions; always close the feedback loop.
E. Governance and accountability
Focus: Oversight, transparency and continuous reporting across departments.
1. Require accessibility impact statements in project planning
Mandate that all lab infrastructure projects include an accessibility impact statement at the approval stage. Require a brief public summary of planned accessibility actions to be included with project announcements.
2. Publicly report on accessibility progress
Require departments to publish annual updates on completed actions, progress measured against goals and future accessibility plans.
3. Develop departmental accessibility scorecards
Introduce scorecards to track compliance, performance and accessibility outcomes across departments.
4. Align reporting with central oversight processes
Integrate accessibility planning and reporting into existing oversight systems (e.g., Treasury Board, Public Services and Procurement Canada, Laboratories Canada).
5. Embed accessibility targets in results frameworks
Include clear accessibility indicators in departmental results and performance frameworks.
6. Conduct regular internal and external evaluations
Establish a cycle of internal reviews and external audits to assess accessibility performance.
7. Build continuous feedback loops
Collect and act on feedback from employees, users and stakeholders to update policies and practices.