Guidelines for Dealing with Scented Products in the Work Place

Resources

For questions with respect to the application of these guidelines please contact Occupational Health and Safety at 8971.

For some employees adverse reactions to a scented product are a significant health and disability issue, and one that can cause a severe physical reaction that may require medical intervention. In these circumstances consultation with the Accommodation and Return to Work Program (Human Resources @ 8) is recommended to ensure the employer's response fits the medical circumstances of the individual.

What are scented products?

• Personal products: Hygiene (e.g. perfumes, colognes, after-shave and scented shaving creams, deodorant, shampoo/conditioners, hair spray)
• Non-personal products (e.g. scented household and industrial cleaning products, air fresheners, marker pens, or other products with a distinct scent or fragrance).

Responding to Employee Concerns:

Although the majority of scented products are not prohibited or controlled by regulation, it is important for the employer to listen to, and respond to workers concerns and adhere to their condition as it may be necessary due to an employee's medical condition arising from an adverse allergic reaction or illness from a scented product(s).

Common sense is often the best guide when a concern about a scent in the workplace is raised.

The following approaches should address most situations, keeping in mind that the primary objective is to identify, as best as possible, the nature and extent of the concern and seek a solution (as necessary) that best fits the situation.

Remember that the 'perfect solution' may not be possible or even practical. Also remember that, for workers who are experiencing serious adverse reactions due to a medical condition or disability, a more specific response and accommodation may be required.

Problem resolution steps common to most situations

• Listen to the employee and make sure the nature of the concern is understood.
• Whether the concern about an apparent 'scented product' relates to a discomfort ,annoyance issue or a more severe physical reaction, try to assess the nature and extent of the concern. How often does the discomfort arise? A particular time of day or at a particular location in the workplace? Does the discomfort arise only at the workplace or elsewhere as well? This information can assist you or others in isolating a possible cause and assist in determining if it is a personal or non-personal product.
• In many circumstances scented products may not be the sole cause, or the primary cause, of the employee's signs and symptoms, although that may be the initial perception. Other factors could be poor indoor air quality (IAQ) or the time of year, such as during flu or hay fever season.

Air Quality Indicators

Positive answers to any of the following questions are an indicator that air quality in the workplace may be the cause of the worker concern:

• Do any other employees in the area have similar signs and symptoms?
• Are there any water stains in the ceiling or on the walls close to where the employee works?
• Are there any signs of mould build up on the floor, walls or ceiling?
• Has there been any recent cleaning of the work area with chemical products?
• Has the area been recently renovated with new paint, carpet or other flooring?
• Is there adequate outside air flow from any air vent into the employee work area and/or does the vent(s) show signs of dirt or mould?
• Are there outside influences e.g. exhaust (fumes) from machinery or other pollutant

If any of the above factors are present, the Occupational Health and Safety department should be contacted. OHS with Facilities Management can determine if an indoor air quality problem exists and, if so, the necessary steps to review and resolve it.

Where it has been identified that a source of discomfort may be associated with a non-personal product(s) (e.g. scented cleaning or other office products used in the work place), the University may have to decrease or eliminate the use of these products. One approach may be to co-ordinate the time of product usage to coincide with workers' off schedule (e.g. evening or weekends). Cleaning of the building is normally the responsibility of Facilities Management (FMGT). Therefore, control of cleaning products should be co-ordinated with FMGT.

If the concerns persist and employee co-operation is not obtained regarding use of the personal scented product, then the manager needs to determine the impact on the workplace and the extent to which further efforts at intervention are required. In order to maintain good employee relations when responding to a concern, it is also important to acknowledge and support the person(s) impacted, and not single out the individuals with the concern. Often a general staff meeting discussion about workplace disruptions (whether it be a scent issue, noise, traffic flow, etc.) is helpful. If employees are involved in seeking a solution, the solution identified is often accepted by all. Addressing the issue as an education and awareness process is generally appreciated by all employees.

Sometimes the best solution may be a relatively minor change to a workplace layout or improvement to air circulation, which may be beneficial for other reasons as well.

In some cases the solution may be a restriction on the use of personal scented products at that workplace. If that is the case, determine the extent of a restriction and how best to communicate this to other employees (email, bulletin board notice, etc.) and, if appropriate, to the public if it is an office accessed by the public.

Additional Considerations for Response to an Employee with a Medical Condition or Disability.

If reported worker reactions are severe, and local interventions are not showing any impact, request that the employee involve their doctor and contact Occupational Health and Safety (8971)