Antonio Mcgowan
Implementing a no-fragrance policy at work is a growing trend, with an estimated 55 million Americans affected by chemical sensitivity. While a 100% fragrance-free environment may be challenging to enforce, employers can take steps to reduce exposure to known irritants and accommodate employees with fragrance sensitivities. This includes maintaining good indoor air quality, discontinuing the use of scented products, and making accommodations for employees with disabilities related to chemical sensitivities. Fragrance-free policies discourage the use of scented personal care products, such as perfumes, colognes, and lotions, as well as scented items like candles and air fresheners. Implementing such a policy involves developing, enforcing, and communicating it clearly to employees, similar to any other workplace policy.
| Characteristics | Values |
|---|---|
| Recognise employees' sensitivity and/or allergic reactions to fragrant products | Employers should be aware that employees may have sensitivity or allergic reactions to various fragrant products, and take steps to address this. |
| Prohibit fragrant products in the workplace | Employees should be prohibited from bringing fragrant products such as perfumes, colognes, lotions, powders, scented candles, and potpourri into the workplace. |
| Accommodate employees with fragrance sensitivities | Employers should work with employees to identify and implement alternative solutions, such as modifying schedules, providing unscented products, or allowing remote work. |
| Maintain good indoor air quality | Employers should ensure good indoor air quality, such as through the use of air purification systems. |
| Communicate the policy to employees | Employers should ensure that employees are aware of the policy and know how to request accommodations if needed. |
| Allow for reasonable accommodations | Employers should allow for reasonable accommodations, such as permitting employees to use products with odours for medical necessity. |
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What You'll Learn
- Outline the health effects of fragrance chemicals and indoor air quality
- Understand legal requirements and rights of employees
- Implement fragrance-free alternatives for products used in the workplace
- Communicate the policy to employees and visitors
- Provide guidance on how to request reasonable accommodations
Outline the health effects of fragrance chemicals and indoor air quality
The health effects of fragrance chemicals and their impact on indoor air quality are well-documented. Fragrances and formula constituents of personal and household products (PCHPs) are volatile organic compounds (VOCs), which can have adverse effects on indoor air quality and human health.
Vulnerable individuals may experience a range of health issues due to exposure to fragrance chemicals. These include cutaneous, respiratory, and systemic effects, such as headaches, asthma attacks, breathing difficulties, cardiovascular and neurological problems, and other allergic reactions. Fragrance molecules can trigger various acute and chronic pathological conditions due to repetitive exposure in indoor environments.
The use of fragrances, especially synthetic fragrances, can negatively impact indoor air quality by emitting secondary pollutants. For example, terpenes, a common constituent of fragranced products, react with ozone indoors to generate pollutants such as formaldehyde and ultrafine particles, which can persist in indoor air for extended periods. These secondary pollutants can have potential long-term health effects, especially for individuals with fragrance sensitivities or respiratory issues.
Additionally, the widespread use of fragranced cleaning and disinfection products during the SARS-CoV-2 pandemic has further highlighted the impact of fragrance chemicals on indoor air quality. These products emit hundreds of different VOCs, exposing individuals to potentially harmful chemicals and compromising indoor air quality.
Implementing a fragrance-free policy in the workplace can help improve indoor air quality and reduce potential health risks for employees. This includes prohibiting the use of scented personal care products, such as fragrances, colognes, and lotions, as well as scented items like candles and potpourri. Employers can also encourage the use of fragrance-free cleaning and laundry products to reduce emissions and improve overall indoor air quality in the workplace.
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Understand legal requirements and rights of employees
It is important to understand the legal requirements and rights of employees when implementing a no-fragrance policy at work. While a 100% fragrance-free environment may not be considered reasonable under the Americans with Disabilities Act (ADA) due to enforcement challenges, employers are not prevented from putting fragrance policies in place.
The ADA requires employers to consider the needs of all employees and make reasonable accommodations. This includes accommodating employees with fragrance sensitivities, as chemical allergies and multiple chemical sensitivities (MCS) can qualify as disabilities under the ADA. Employers can reduce employees' exposure to fragrances by using unscented cleaning products and avoiding automatic scent dispensers. Fragrance-free policies are intended to protect employees from the effects of perfume, but it is important to note that they may not always have the desired effect.
Employees with fragrance sensitivities have the right to request reasonable accommodations from their employers. This may include requesting a change of work schedule or a fragrance-free policy. They should also be encouraged to share their feelings and preferences with their supervisors and to educate themselves about fragrances and other substances that can trigger allergic reactions.
It is important to note that reasonable accommodations cannot violate the rights of other employees. Employers should be mindful of this and determine what is reasonable regarding the type of accommodation to implement. For example, while employees can be prohibited from wearing scented personal products that are perceptible to others, it may not be feasible to ban all fragrances in the workplace.
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Implement fragrance-free alternatives for products used in the workplace
Implementing fragrance-free alternatives for products used in the workplace is a crucial step towards creating a safe and inclusive environment for all employees. Here are some detailed suggestions to achieve this:
Firstly, it is essential to identify the products commonly used in the workplace that may contain fragrances. These can include personal care items such as perfumes, colognes, aftershaves, scented lotions, deodorants, hair products, and essential oils. Additionally, cleaning and sanitation supplies like soaps, detergents, hand sanitizers, and even "deodorizing" trash bags can be a source of fragrance. It is also worth noting that scented candles, air fresheners, and potpourri can contribute to fragrance exposure.
Once these fragranced products have been identified, it is important to find suitable fragrance-free alternatives. For personal care products, employees should be encouraged to use unscented or fragrance-free versions of their usual items. This may include fragrance-free deodorants, hair care products, lotions, and soaps. It is important to communicate that this does not extend to products used exclusively at home, as this may be considered an unreasonable request.
For cleaning and sanitation, there are effective natural alternatives to scented products. For example, vinegar, baking soda, or castile soap can be used as disinfectants and detergents, providing a safer and fragrance-free option.
In some cases, employees may have cultural or religious reasons for using fragrances, or they may rely on specific fragranced products for personal reasons, such as managing skin conditions. It is important to be mindful of these situations and encourage open communication. Employers should work with employees to find solutions, such as offering accommodations or allowing for exceptions to the fragrance-free policy in certain circumstances.
By providing guidance and resources on fragrance-free alternatives, employers can empower employees to make informed choices and create a healthier work environment for all.
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Communicate the policy to employees and visitors
Communicating a no-fragrance policy to employees and visitors is an important step in implementing such a policy. Here are some detailed steps to achieve effective communication:
Communicate Early and Clearly:
Inform employees about the upcoming changes and the potential health impacts of fragrance chemicals on individuals and the workplace as a whole. Share information about the policy well in advance of its implementation to give employees time to adjust and ask questions.
Provide Written Communication:
Distribute a written copy of the new policy to all employees, either electronically or physically. This document should outline the specifics of the policy, including prohibited items and the consequences of non-compliance. Ensure the tone of the policy is respectful and considerate of employees' health and privacy.
Offer Alternative Solutions:
In the policy document and through other channels, suggest alternative solutions or products that employees can use as replacements for their usual fragranced items. Provide a list of unscented alternatives, such as deodorants, soaps, and lotions, to show that there are viable options available.
Encourage Two-Way Communication:
Create an open and safe environment for employees to ask questions, raise concerns, or provide feedback about the new policy. They may have specific circumstances or needs that should be addressed individually. Ensure employees know whom to contact with such inquiries, typically their supervisor or the HR department.
Inform Visitors:
Inform visitors about the no-fragrance policy through signage at entrances and reception areas. Include a brief explanation of the policy and its purpose to increase awareness and encourage compliance. It is important that all visitors, including clients, customers, and other stakeholders, are aware of and respect the policy.
Regular Reminders:
Implement a system of regular reminders about the policy to ensure it remains at the forefront of employees' minds. This can be done through periodic emails, notices on the company intranet, or even gentle face-to-face reminders. Ensure these reminders are respectful and considerate, acknowledging the employees' cooperation.
By following these steps, organisations can effectively communicate a no-fragrance policy, ensuring that both employees and visitors are aware of and understand the reasons behind the policy.
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Provide guidance on how to request reasonable accommodations
Implementing a fragrance-free policy in the workplace is a valid request for employees with fragrance sensitivities. Fragrances can cause a range of symptoms, including headaches, nausea, congestion, and difficulty breathing. In the case of McBride v. City of Detroit, the court ruled that a fragrance allergy could be considered a disability under the Americans with Disabilities Act Amendments Act (ADAAA). As such, employers are required to provide reasonable accommodations under Title I of the ADA.
Educate and Inform
Firstly, it is important to educate both employers and employees about fragrance sensitivities and the potential health impacts of fragrance chemicals. This includes raising awareness about the range of symptoms that can be experienced due to exposure to fragrances, as well as the similarities between the effects of second-hand smoke and fragrance chemicals. Increasing awareness will help foster an understanding of why a no-fragrance policy is necessary and encourage voluntary compliance.
Identify Potential Accommodations
There are several accommodations that can be considered to reduce exposure to fragrances in the workplace. These include:
- Maintaining good indoor air quality with an air purification system.
- Relocating the employee's workstation or modifying their schedule to minimize their exposure to fragrances.
- Encouraging remote work options, as this can provide a fragrance-free environment for employees with sensitivities.
- Allowing the employee to communicate with coworkers via Skype, telephone, or email to reduce face-to-face exposure to fragrances.
- Creating a list of fragrance-free alternatives to scented products, such as those with Safer Choice's fragrance-free labels verified by the Environmental Protection Agency (EPA).
Implement Policy Changes
Making changes that are within the employer's control, such as shutting off automatic scent dispensers, is an effective way to start implementing a no-fragrance policy. It is also important to communicate with coworkers to find a solution that is feasible and acceptable to everyone. This may include requesting that employees refrain from using scented products, such as perfume, cologne, aftershave, scented soaps, deodorants, and laundry soap.
Tailor Accommodations to Individual Needs
Reasonable accommodations should be tailored to the specific needs of the employee(s) with fragrance sensitivities. This may involve working directly with the affected employee(s) to understand their needs and find solutions that effectively reduce their exposure to fragrances.
Consult with Experts
Employers can seek guidance from organizations such as the Job Accommodation Network (JAN) and AskJAN.org, which provide resources and expertise on accommodating employees with disabilities, including fragrance sensitivities.
By following these steps and guidelines, employees can effectively request reasonable accommodations for a no-fragrance policy in the workplace, ensuring a safe and comfortable environment for all.
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Frequently asked questions
A fragrance policy is a set of rules discouraging or prohibiting employees from wearing scented products to work. This is to accommodate employees with fragrance sensitivities, as well as to maintain a pleasant environment for all.
It is estimated that 55 million Americans suffer from chemical sensitivity. Fragrances can trigger a range of issues, from seasonal allergies to migraines and asthma attacks. By implementing a no-fragrance policy, employers can reduce the risk of triggering fragrance sensitivities in their employees and the subsequent costs of lost productivity, decreased performance, and absences.
First, check federal, state, and provincial laws to understand your obligations as an employer. Communicate the policy clearly to your employees and ask them to be considerate of their colleagues. You can also provide information on the impact of fragrance chemicals on health. Ensure that any products used or provided in the workplace are fragrance-free, and ask employees not to bring their own scented products into the workplace.
As an alternative, you could implement a 'low-fragrance' policy, where employees are asked to refrain from wearing strong fragrances, such as perfume or cologne. You could also consider seating employees with fragrance sensitivities away from others or modifying their schedules.
If employees continue to wear fragrances to work, it is important to have a conversation with them and ask them to be considerate of their colleagues. You can also suggest alternative solutions, such as allowing the employee to work remotely or from a more private space. If necessary, you may need to involve the Human Resources department to enforce the policy.
