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Scent Policy



Policy Statement
Application
Definitions
Responsibilities
General Conditions
Duty to Accomodate
Exceptions


Policy Statement

The use of scented products in government workplaces is to be avoided to provide employees, clients and visitors with a healthy and safe environment.
 

Application

This policy applies to all employees. Bargaining unit employees should also consult their respective collective agreement and the provisions of the collective agreement shall prevail.


Definitions

Scented Products: Products that have, or may have, a detrimental effect upon the health of other persons and may include, but are not limited to, cosmetic products (for example: perfumes, aftershaves, colognes, shampoos and conditioners, soaps, body lotions and deodorants) and other products (for example: air fresheners and deodorizers, candles, potpourri, essential oils, some laundry detergents, fabric softeners and cleaning products).
Fragrance-free or Unscented products: Products that contain no fragrances or masking agents that hide the scents of other ingredients.


Responsibilities

Departments

It is the responsibility of departments to communicate and implement this Policy to provide a healthy and safe environment for employees, clients and visitors.

Employees

It is the responsibility of employees to support a healthy and safe work environment as outlined by this policy.

General Conditions

Scented products are to be avoided in government workplaces. This policy is in effect at all times, even when the workplace is closed for business.

Where a department shares a building with other employers or individuals who are not subject to this Policy, the department must still apply the Policy to its own workplaces and take all reasonable and practical measures to minimize the effects of scents on its own employees who must work in these locations.

Wherever possible, workplaces will be required to find and use environmentally friendly and fragrance-free or unscented products. Employees are to avoid wearing scented products in the workplace.

Wherever possible, workplaces will be required to schedule major cleaning, renovation and construction jobs for when the least number of individuals are present.

Departments will take appropriate action to inform clients and visitors of this policy and to ensure that the conditions of this Policy are implemented and enforced.

Duty to Accommodate

Employees who suffer from medically diagnosed sensitivities to scented products may seek accommodation in accordance with the Disability Accommodation Policy, which could include but may not be limited to the posting of signs indicating a scent-free zone in the immediate work area of the affected employee.

Exceptions

Exceptions can be made for work sites that require the use of specialized industrial products, such as solvents, fuels, lubricants, and asphalt mixes. In those types of work environments, substances such as chemical vapours, volatile organic compounds, infectious agents and other hazardous materials should be addressed through the application of engineering controls, administrative controls, infection control policies and relevant legislation and regulations.

Requests for individual exceptions (i.e., for employees, clients or visitors) to this policy may be approved in extenuating circumstances, subject to the review and approval of the Deputy Minister.

Last Policy Update: July 25, 2014

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