Disabled Person, Person with a Disability(s) or Person Living with a Disability(s) Data Standard

Intended Audience and Contact Information

Contact	Chief Data Officer, Office of the CIO
UDM Domain	Person
Intended Audience	Internal UBC
Data Standard ID	DG0062

Purpose

This standard aims to achieve consistency around the data collected for a Person with Disability or Chronic Health Condition, and the format in which it is collected and stored in across the University.

UBC adopts both a broader definition aligned with the current Disability Community language for the UBC Census, as well as the UBC Disability Accommodation Policy LR7. Refer to the sections below for the specifics of collecting related data. Both the UBC Census and the Policy-related self-identification questions are aligned with the legal definition of disability in the Accessible Canada and Accessible BC Acts.

This standard applies to all UBC applications collecting First-generation University Student data. Exceptions are listed in the Dispensation section.

Standard

Standard (UBC Disability Accommodation Policy LR7)

According to the Disability Accommodation Policy LR7, section 2.4: Person(s) with a "Disability" or "Disabilities" means persons who:

have a significant and persistent mobility, sensory, learning, or other physical or mental health impairment;
experience functional restrictions or limitations of their ability to perform the range of life's activities; and
may experience attitudinal and/or environmental barriers that hamper their full and self-directed participation in University activities.

The purpose of UBC's Disability Accommodation Policy is to create an accessible learning environment that enables all students to meet the essential requirements of UBC's courses, programs and activities.

The following are the accepted values for identifying as a Disabled Person under the UBC Disability Accommodation Policy LR7:

Accepted Data Value	University Glossary Term	Definition
Yes	Yes [Disabled Person under the UBC Disability Accommodation Policy LR7]	A person who identifies as a person with a disability or disabilities, i.e., a person who: have a significant and persistent mobility, sensory, learning, or other physical or mental health impairment; experience functional restrictions or limitations of their ability to perform the range of life's activities; and may experience attitudinal and/or environmental barriers that hamper their full and self-directed participation in University activities.
No	No [Disabled Person under the UBC Disability Accommodation Policy LR7]	A person who does not identify as a person with a disability or disabilities
Choose not to disclose		Response for someone who chooses not to disclose.

Accepted Data Value

University Glossary Term

Definition

Yes

Yes [Disabled Person under the UBC Disability Accommodation Policy LR7]

A person who identifies as a person with a disability or disabilities, i.e., a person who:

have a significant and persistent mobility, sensory, learning, or other physical or mental health impairment;
experience functional restrictions or limitations of their ability to perform the range of life's activities; and
may experience attitudinal and/or environmental barriers that hamper their full and self-directed participation in University activities.

No [Disabled Person under the UBC Disability Accommodation Policy LR7]

A person who does not identify as a person with a disability or disabilities

Choose not to disclose

Response for someone who chooses not to disclose.

Standard (UBC's Broader Disability Community Census)

A person's environment has a significant influence on the experience and extent of disability. Inaccessible environments, systems and processes create barriers that often hinder the full and effective participation in society of persons with disabilities, chronic health issues, or mental health conditions, as well as neurodiverse people. Attitudinal barriers, such as prejudice, discrimination on the basis of disability, and ableism may also hamper the full and self-determined participation of a person in university activities.

The UBC Disability community considers that a person who identifies as a Disabled Person, a person with a disability or disabilities, or a person living with a disability is a person who is experiencing attitudinal, systemic and/or environmental barriers as result of a long-term (expected to last six months or more) persistent or recurring mobility, sensory, learning, or other physical or mental health condition, including neurodiversity, and/or a chronic health condition.

The purpose of the following is to collect information about the prevalence of disability among workers and students at UBC, their experiences with receiving a formal diagnosis, and the extent to which they encounter barriers to accessibility that may hinder full participation at UBC.

Accepted Values for Identifying as a Disabled Person, a Person with a Disability(s), or a Person Living with a Disability(s)

The following are the accepted values for an individual to identify as a Disabled Person, person with a disability or disabilities, a neurodivergent person, a person with a chronic physical health condition(s), or a person with a mental health condition(s).

A person can identify with only one of the above values.

Accepted Data Value	University Glossary Term	Definition
Yes	Yes [UBC’s Broader Disability Community Census]	A person who identifies as a Disabled Person, a person with a disability, or person living with a disability, i.e., person who is experiencing long-term (expected to last six months or more) persistent or recurring mobility, sensory, learning, or other physical or mental health condition, including neurodiverse conditions, and/or experiencing a chronic health condition, which may result in a person encountering environmental and/or attitudinal barriers that they may navigate to mitigate or prevent any functional restriction to their ability to perform the range of life’s activities.
No	No [UBC’s Broader Disability Community Census]	A person who does not identify as a Disabled Person, person with a disability or disabilities, a neurodivergent person, a person with a chronic physical health condition(s), or a person with a mental health condition(s)
Choose not to disclose		Response for someone who chooses not to disclose.

Accepted Values for Diagnosis Type

A formal diagnosis of a disability or chronic health condition is a precise determination made by a registered health professional based on a thorough examination.

The following are the accepted values for an individual to indicate if they have had a formal diagnosis for their condition.

Accepted Data Value	Definition
No, I do not have a formal diagnosis at this time	A person who identifies as not having a formal diagnosis of their disability.
Yes, I currently have a formal diagnosis	A person who identifies as having a formal diagnosis of their disability.
Some of my conditions are currently formally diagnosed	A person who identifies as having a formal diagnosis for some of their disabilities, but not for all.
I am seeking a formal diagnosis	A person who identifies as pursuing a formal diagnosis but has not been formally diagnosed for their disability.
I previously had a formal diagnosis, but it is no longer recognized	A person who identifies as previously having a formal diagnosis for their disability, but that diagnosis is no longer recognized.
I am experiencing barriers to seeking a formal diagnosis	A person who identifies as pursuing a formal diagnosis for their disability but has not yet received one due to barriers.
I choose not to disclose	Response for someone who chooses not to disclose.

Accepted Values for Barrier Type

A barrier is a systemic, attitudinal, and/or environmental obstacle on participation as a result of a disability or disabilities encountered by a disabled person.

Barrier Type	Definition
Cognitive processing barrier	An obstacle that hinders the learning, understanding, and processing of information for an individual. e.g., unclear instructions, inaccessible presentation of information, lack of examples and reminders, inadequate time and flexibility
Communication barrier	An obstacle that hinders effective communication between individuals. e.g., lack of ASL interpretation, Braille, or large print, neurotypical communication expectations
Energy-related barrier	An obstacle that a person may face in their environment, is associated with their energy levels or stamina. e.g., excessive walking distances, inadequate space and/or time to restore mental and physical energy, time and effort needed to navigate exclusionary systems
Financial barrier	Economic challenges that a disabled person may encounter and that restrict their ability to access necessary resources, services, and opportunities. e.g., costs associated with accessing accommodations or creating functional environments
Physical barrier	An obstacle in the physical environment that hinders the accessibility and participation of a disabled person and can prevent them from fully engaging in various activities and accessing essential services. e.g., lack of accessible infrastructure such as ramps, elevators, or handrails, inadequate signage and wayfinding systems, lack of accessible housing
Sensory barrier	An obstacle that a person with differences in sensory systems may encounter, which can hinder their ability to access information, communicate, and fully participate in their environment. e.g., small or illegible print, environments with excessive background noise or with strong odours
Social barrier	An obstacle that a person may face in their interactions and participation within society, created by societal attitudes, norms, and practices that limit the inclusion and full participation of people with disabilities. e.g., stigma, stereotypes, misconceptions and negative attitudes towards disability, mental health, and neurodiversity, tendency to dismiss invisible disabilities, discrimination, patronizing behaviours, disregard and devaluation of knowledge and experiences of disabled people, lack of empathy and flexibility, social exclusion
Systemic barrier	A structural or systemic obstacle, at an institutional and/or societal level, that limits the access, opportunities, rights, and well-being of people with disabilities. e.g., discriminatory policies, inaccessible or non-existent services, inadequate accessibility standards, inadequate access to pain management for individuals experiencing chronic pain, lack of accommodations and support services, inadequate mental health services, lack of access to trauma-informed approaches, absence or limited availability of assistive technology or devices such as screen readers or magnification software, hearing assistive devices, adapted keyboards
Transportation barrier	An obstacle that a disabled person may encounter when moving from one location to another, including the experience of accessing transportation services. These barriers can limit their mobility, independence, and ability to participate fully in various activities. e.g., inaccessible vehicles, inaccessible transportation infrastructure, cost or timing of accessible transportation options
Other: (please specify)	Other barrier(s) not listed above.

Guideline for Data Collection

Data Trustee

For Student Data: Registrar, Associate VP, Equity and Inclusion Office

For Employee (Staff and Faculty) Data: Managing Director HR - Total Compensation, Health & Wellbeing; Associate VP, Equity and Inclusion Office

Data Steward

Vancouver Student Data: Deputy Registrar, UBCV; Associate VP, Equity and Inclusion Office

Okanagan Student Data: Deputy Registrar, UBCO; Associate VP, Equity and Inclusion Office

Faculty and Staff Data: Managing Director HR - Total Compensation, Health & Wellbeing; Associate VP, Equity and Inclusion Office

Purpose for Collection

In alignment with UBC's commitments to inclusive excellence and anti-racism and in support of numerous strategic initiatives aiming to advance equity, diversity, and inclusion at UBC, data will be used to enable the university to better understand a person’s experience at UBC, support inclusion and success, and assess progress of equity, diversity, and inclusion.

Equity: Collected data can support the institution to improve its understanding of a person’s accessibility to the resources they need to succeed, to improve their UBC journey and to positively enhance their overall experience. Collected information may also signal systemic barriers and inequities where they exist including observation of patterns or trends with respect to recruitment, retention, participation, engagement, learning, performance, success, and support for individuals.
Diversity: Collected data will improve understanding of the nuance and complexity of UBC’s diverse community including how it compares with other institutions or communities, and how it changes or needs to change over time. Understanding the different diverse groups will enhance UBC’s allocation of resources to ensure equitable treatment and opportunities for all individuals regardless of their identity or background.
Inclusion: Collected data will inform the understanding of the extent to which experiences may differ for people of different identities and backgrounds. This includes the extent to which a person feels welcome, respected, and that they belong.

Process for Collection

This data must be self-declared, and not derived or collected from a third party. An individual can update their response at any time.

Pre-Approved Data Access in the System of Record (pending CDO review)

Specify who and why, on a day-to-day basis, can access the data without further approvals required e.g.

PAIR
Centre for Accessibility (Vancouver)
Disability Resource Centre (Okanagan)
EIO
Enrolment Services

Data Access Request Process for All Others

If your department is not listed in the Pre-Approved Data Access section above, a Data Access Request (DAR) is needed. Visit ACCESS UBC DATA for more information and to access a Data Access Request form.

Data can only be shared at an aggregated level. If case-level data is needed, approval must come from the Data Access Committee.

Compliance

Compliance to this standard is required at every stage of the data lifecycle with the exception of dispensations listed on the Dispensation section.

Applications where Citizenship information is collected, must collect this information as recommended in this standard.
Enterprise Data Integration must adopt this standard.

Reference Data Compliance for Data Integration

The use of accepted reference data values in this standard for data integration among applications must comply with the enterprise integration pattern of leveraging the reference data common service API (Application Programming Interface) published in UBC MuleSoft Exchange.

Any application that intends to access real-time, case-level reference data should have the application owner or manager complete and submit a Request API Access form.

Mapping Of Invalid Values From System(S) Of Record (Sor) To Common Services

A common service can only accommodate standard reference data enumerations that are available in the SoR as approved by the Data Governance Steering Committee or Data Trustee.

A reference data value that does not match any of the standard reference data value enumerations is considered ‘invalid’. Any records from a SoR containing an invalid reference data value for a given data element or attribute must be mapped as an ‘empty’ value in common service(s). Where a reference data value may potentially have the same meaning as a standard enumeration but named differently in the system of record can be corrected to match the appropriate standard enumeration. Please consult with the EDG team in such cases.

Additional Reference Data values in a SoR that are not part of the standard reference data enumerations are to be omitted in the common service.

Dispensation

Legacy systems are exempt from this data standard. Examples of legacy systems are:

Student Information System (SIS)

As systems are replaced, adoption of this standard is required.

As existing systems change to adopt this standard, the Enterprise Data Governance team needs to be informed.

For any compliance questions or requests for a temporary dispensation, please contact the Enterprise Data Governance Team.