Workplace Policies
It is important for workplace policies to be
established concerning sensitivities to fragrances and other chemicals. Having
clear policies helps prevent misunderstandings and tension between co-workers
and makes for a healthier work environment for all. Ideally this would be in
place as a general means of accommodating customers and improving air quality
before the need arose for it to be requested by an fragrance sensitive employee.
Requesting Workplace
Accommodations
Handling Request for Accommodation
Establis
Developing a "Fragrance Free" Policy
Implementing "Fragrance Free" Policies
Questions, Information, and Resources
Requesting Workplace Accommodation
Provide a letter from your doctor that states how fragrance impacts your health and what needs to be done to protect your health.
Put all requests in writing. This creates a paper trails and documents when
you filed the request and other details. Send CC copies to everyone who may have
anything to do with the decision, or be responsible for the results of the
decision.
Requests should be reasonable to be covered under ADA.
Be specific about your physical reactions. In order to be covered under ADA
major life functions must be impaired. (e.g., Instead of saying perfumes make
you sick, explain that exposure to perfumes and fragrances cause you to have
severe problems breathing.)
Be honest about reactions and about your own previous lack of knowledge.
(e.g., "I don't know why some perfumes trigger breathing problems and others do
not."
"I never knew that perfumes were irritating to the lungs until I developed
asthma")
If you know what specific exposure caused your sensitivity, tell them about
it.
Explain how accommodations will be cost effective for the company.
Handling Requests for Accommodations
Requests for a "fragrance free" workplace are becoming more and more common.
The rising incidence of asthma, migraines, and upper respiratory conditions
combined with the increased use of powerful long lasting fragranced products has
caused fragrances to become a workplace issue. The employer is often put in a
difficult position when such requests are made.
Disability rights and personal rights are often in direct conflict. The
employer is often unsure of the legal ramifications of action or inaction.
Generally there is little information specifically available on the impact of
fragranced products on health.
The following sites are good resources for an employer.
The Alexander Hamilton Institute
Establishing Workplace Policies
In order for a "fragrance free" policy to work it must have the cooperation
and support of both the employer and the employees. Though most changes cost
very little monetarily, they do often involve changes in personal habits of
employees. This is a great deal to expect unless it is shown there is a good
reason to make those changes. One of the first steps in establishing a
"fragrance free" policy is education.
It needs to be established that this is a
general health issue that effects everyone, though it does effect some more
directly than others. General indoor air quality is one of the things that
fragrances impact. Irritants in the air effect everyone. An environment with
less irritants is healthier for all. Several studies have established in the
presence of ozone and other factors in the air fragrance chemicals form highly
irritating compounds. Another study suggests exposure to some synthetic musk
compounds can increase susceptibility to liver cancer. Establishing "fragrance
free" policies are prudent steps in decreasing unnecessary exposures to
irritants and chemicals in the workplace.
Many people suffer from allergies, asthma, upper
respiratory problems such as rhinitis or sinusitis, and migraines. Even those
that do not generally suffer from the conditions may find on occasion exposure
to certain fragrances may trigger a headache or respiratory irritation. Relating
fragrance sensitivity to conditions that are well known helps others understand
better.
Businesses that serve the general public also need to realize the fragrance
used by their employees may be offensive or affect the health of their
customers. Things that negatively impact the customers will ultimately impact
all employees. Without customers they would not have a job. A customer would not
complain if an employee did not wear fragrance. "Fragrance free" policies would
not negatively impact customers, and can positively impact business by providing
a place for fragrance sensitive to shop. In health care setting "fragrance free"
policies are especially important.
Developing a "Fragrance Free" Policy
The next step is to come up with a workable policy. The expectations should
be reasonable. There should be clear guidelines to handle problems that might
arise. There needs to be open dialog between opposing viewpoints. Very often a
committee can be formed to discuss this issue and develop fragrance policies in
the workplace. Policies from other workplaces can be used as models and altered
to fit a business's particular needs.
The policy should include a means for mediating when problems arise. A
business is required to make reasonable accommodation for disabilities that
effect major life functions under the Americans With Disabilities Act. What is
reasonable is often a matter of perspective. A means of mediation helps solve
problems before the reach the level of lawsuits. Providing reasonable
accommodation and having policies in place are a prudent way of employers
protecting themselves again lawsuits.
"Fragrance Free" does not just mean not using perfumes and colognes. Often
personal care products cleaning products are just as or even more highly
fragranced than perfumes and colognes. Traditionally a high quality perfume was
formulated to last 6-8 hours. Laundry products are formulated for the scent to
last for days and are even detectable weeks after washing. Rest rooms frequently
have "air fresheners" that periodically spray out fragrance. Cleaners also have
high levels of fragrance often use to mask other odors. Even trash bags come in
scented versions. So an employer must also be aware of the maintenance products
used in the workplace.
Many of the chemicals found in fragrances are also found in many other
products. The fragrance sensitive person may also be made ill by solvent based
cleaners, pesticides, and other products. If use of these type products are
necessary they should be done when only the people doing the work is in the
building. After maintenance using these types products airing out the building
is important. Ventilation is an important consideration in air quality. It is
important to make sure filters, ducts, ventilation returns, etc are well
maintained. Many problems come from poor ventilation in the workplace.
Implementing "Fragrance Free" Policies
Once a policy has been determined, the next step is to implement it. Putting
the policy in place requires a transition time. Employees will have to adjust.
There needs to be reasonable alternatives to take the place of offending
products. A list of products that meets the criteria and sources to obtain them
may be helpful. While an employee may be very willing to not apply perfume or
cologne, they may not be as cooperative about changing the brand of their soap,
shampoo, or laundry detergent. While some products such as laundry detergents
are readily available in "fragrance free" versions others such as shampoos are
difficult to find and often expensive. This leaves the question is it reasonable
to expect an employee to pay more for a product to meet the "Fragrance Free"
policy.
This is why it is so important that other employees understand the reasons
for the need for "Fragrance Free" policies. It also needs to be understood by
the person requesting the policy that accommodation may not be possible in a
particular work setting. Reasonable accommodation is the mandate by ADA. For the
extremely sensitive person reasonable accommodations may not suffice. Then other
avenues must be explored.
Once policies are implemented, they need to be periodically reviewed to see
if they are effective. Putting a policy in place without follow up is not
sufficient. There needs to be in place a procedure for periodic review. It may
be found that there needs to be fine tuning of the policy.
Questions, Information, and Resources
What Can I Do About Co-Workers'
Perfume?
Other
Q&A on Perfumes & Odors at the WorkPlace Doctor
Job Accommodation Network
Brigham and Women's
Hospital Personnel Policy Manual
University of Dakota Safety & Environmental Health
Overpowering
fragrances at work
Federal Legal Corner: Tips
for Requesting Reasonable Accommodation
When You Suffer from Fragrance/Chemical Sensitivity
NO SCENTS
IS GOOD SENSE