FAQ’s about a Scent Free Workplace

Can scents cause health problems? The issue regarding the health effects of perfumes and other scented products in workplaces, hospitals, schools and other places is controversial. There are conflicting reports of the effects that they may or may not cause in certain individuals. More research is needed and some is being undertaken. When scented products have been blamed for adversely affecting a person's health, some or all of the following symptoms are reported: headaches dizziness, lightheadedness nausea fatigue weakness insomnia malaise confusion loss of appetite depression anxiety numbness shortness of breath upper respiratory symptoms skin irritation difficulty with concentration Allergic and asthmatic patients report that certain odours, even in the smallest amounts, can trigger an attack. In addition, those persons with “multiple chemical sensitivity” may also be affected. (Please note that several medical associations have not recognized multiple chemical sensitivity as a ‘legitimate organic disease’ at this time.) The severity of these symptoms can vary. Some people report mild irritation while others are “incapacitated” and/or must give up many 'normal' activities in order to avoid exposure (such as going to public places). What types of products contain scents? Scents are included in a very large range of products including: shampoo and conditioners hairsprays deodorants colognes & aftershaves fragrances & perfumes lotions & creams potpourri industrial and household chemicals soaps cosmetics air fresheners & deodorizers oils candles diapers some types of garbage bags It is very common for persons reporting reactions to any of the above scented products to also report reacting to many other substances such as: building materials that give off volatile organic compounds combustion exhausts (from cars, trucks, etc) cigarette smoke. It is important to remember some products which claim to be ‘scent free’ may have only masked the scent by use of an additional chemical. Be sure to research the product carefully if using scented products around those who are sensitive. I have read that there are carcinogens in fragrances. Is this true? While it depends on the formula, there can be chemicals in fragrances and related products that have been determined to cause cancer in occupational settings or in laboratory animals. While the use of a wide range of chemicals in one perfume or cologne is common, the amount used is often very small. To record carcinogenic effects, much higher amounts of the product are required than what is typically found in fragrances. What steps should I take when implementing a scent-free policy in the workplace? A situation may arise and create the need for a scent-free policy. As with most workplace policies, be sure to consider the following: Conduct an assessment or survey of all employees to determine the extent of the problem. Collect opinions and suggestions at the same time to help you develop a policy appropriate to your workplace. Designate one key person to oversee the project and its development. If you work at a large company, it may be better to create a committee with members representing all groups (employees, unions, management). Involve the health and safety committee and get management commitment from the beginning. Set and stick to deadlines for creating a draft policy, a review of the policy and for implementation. Be sure that all employees have been fully informed of the policy and that they know what they have to do before the policy becomes effective. Educate the employees. You may choose to include brochures or flyers in payroll envelopes, publish articles in the company newsletter or give presentations. In any case, the goal is to inform all employees of the health concerns related to scents and why the policy is needed. Address any concerns the employees raise openly and honestly. Reinforce the idea that this policy is being implemented as a result of medical concerns—not merely because of a dislike for a certain smell. Make it clear that the policy applies to everyone (including visitors, patients, etc). Search local legislation for any supporting documentation. Do not limit the scent-free policy to perfumes and colognes. As listed above, many cleaning and personal care products also have scents. Post a list of “approved” unscented products and where they are available locally. Review all MSDSs for the products currently used and for those you are considering using. Make sure that the ingredients are acceptable. Remember that some products which claim to be scent-free may be using additional chemicals to mask smells instead of truly being “unscented”. Conduct trials in limited areas before purchasing large quantities of a product. Post notices that waxing, shampooing, painting, or spraying (etc) will be conducted one week beforehand so that affected personnel can make arrangements or have their duties modified during that time. Put the policy statement notice on all appointment cards, stationery, room booking notices, employment postings, etc. Decide on wording for ‘Scent Free’ signs and where the signs will be posted. Let everyone know that the policy will be reviewed and can be changed because of experience or new knowledge. What should the posted notice say? Signs should be posted near the entrances to company building(s). In addition, statements on business cards, letter head or promotional materials may be helpful if you receive a lot of visitors. Here are some examples: Some people who work at ABC Company report sensitivities to various chemical-based or scented products. We ask for everyone's cooperation in our efforts to accommodate their health concerns. In response to health concerns, ABC Company has developed a Scent-Free Policy. Scented products such as hair spray, perfume, and deodorant can trigger reactions such as respiratory distress and headaches. Staff and visitors are asked to not use these products when reporting to this office. ABC Company is a Scent-free environment. Please do not use scented products while at work. What are sample questions for an employee survey? Sample questions include: Have you ever been affected by scented products? If so, in what way Do you feel our company should offer programs encouraging employees to reduce the use of scents?( (Yes, No) How should our company become scent-free? Change from heavily scented products to non-scented or low-scented products? Offer awareness sessions to employees about the health concerns related to scented products? Offer other incentives? If so, describe. Do you use any scented products such as shampoo, soap, hand lotions, perfumes, cologne, hair spray, or deodorant before arriving at work? (Yes, No, Not Sure) Would you accept a Scent-Free policy for ABC Company? (Yes, No) If you are not willing to accept a Scent-Free policy, please explain why: Do you have any additional comments? Are there alternatives to a scent-free policy? Yes there are. Try to identify the exact source of the problem, if possible. Reduce all emissions from building materials, cleaning products, etc. Maintain good indoor air quality. Ensure that air is being replaced with fresh air, and that scents are not simply being recycled throughout the building. If the source is an employee, try asking the person to wear a lighter scent, or less of it. A general guideline may to be ask that any scent should not be detectable at more than an arms length from the individual. Sample Scent-Free Policy Policy: Due to the health concerns arising from exposure to scented products, ABC Company Inc. has instituted this policy to provide a scent-free environment for all employees and visitors. Definitions: While we acknowledge that the medical community is uncertain if there is a cause-and-effect relationship between scents and disease, we respect the symptoms experienced by members of this company. The use of scented products will not be allowed within the building at any time. In addition, all materials used for cleaning will be scent-free (where ever possible). A list of locally available scent-free products is available from the health and safety office. Procedure: Employees will be informed of this policy through signs posted in buildings, the policy manual, promotional materials and will receive orientation and training. Visitors will be informed of this policy through signs and it will be explained to them by their host. Any violations of this policy will be handled through standard disciplinary procedures. (Copyright, Canadian Centre for Occupational Health and Safety; Reprinted by permission)

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