Share the Air Procedure

1. Purpose

The following procedure provides guidelines and measures to ensure a safe and healthy workplace environment, free from the hazards of scented products and vehicle exhaust.

2. Application

This procedure is applicable to all members of the college community, including college employees, students, contractors and visitors, at all college locations. These requirements extend to residence buildings and to college community members engaging in off-site activities, such as athletic events and field trips.

3. Roles and Responsibilities

• College Community Members
  • Understand the effects that scented products may have on some individuals and be considerate through the reduction or avoidance of wearing and using scented products.
  • Notify others in the immediate work area of any scent sensitive persons.
  • Turn off vehicle engines, if stopped on campus for more than 60 seconds, and encourage others to do the same.
• Supervisors and Managers
  • Ensure employees are aware of, and understand, this policy and procedure.
  • Discuss the benefits of a scent-smart work environment and request the cooperation of all employees and students.
  • Investigate and respond to any issues related to scents within their respective departments, using good judgement to provide a fair, uniform and timely resolution.
  • Wherever possible, ensure their respective departments are “scent-smart” when purchasing or using products that contribute to the environment.

4. Scent-Smart Practices

• If you are a person who suffers a physical reaction to scented products and there is a scent in your surroundings that is causing you to have a reaction, consider the following measures:
  • If the scent is being worn by someone in your work area, approach them directly. Explain what the problem is – what you think you may be reacting to and the kinds of reactions the scent can trigger. Ask for their assistance in determining the trigger and discuss possible solutions.
  • Post Appendix A Scent Sensitive Area Poster near the entrance to your work area to alert others.
  • If the above suggestions do not resolve the issue, contact your supervisor for assistance.
  • If you think you are reacting to an environmental condition, contact your supervisor and work with them to determine possible solutions.
  • Consider having a medical assessment completed that can help identify specific sensitivities and triggers.
• If you are a supervisor or manager with an employee in your department who indicates that they suffer from health problems triggered by scent:
  • Talk to your employee about the situation to communicate that you are approachable about the subject.
  • If a scent issue is reported to you, work with the individual to identify triggers and solutions.
  • Ensure that a copy of Appendix A Scent Sensitive Area Poster is displayed near the entrance of the area to alert others that there is a person who is scent-sensitive in the area.
  • Consider temporarily relocating the individual.
  • Encourage your other employees to be part of the solution by being courteous and respectful in their use of fragrance.
• Depending on the severity of the circumstance, if a student suffers from health problems triggered by scent:
  • The student should meet with their faculty member and discuss the scent sensitivity, what they think they are reacting to (in the instance of a reaction) and explain the kind of reactions the scent triggers.
  • If appropriate, the faculty member may refer the individual to Health and Equitable Learning, where additional assistance or resources may be available.
  • The faculty member will direct the class to refrain from using scents.
• If you are approached by another employee or student who indicates that they may be suffering from health problems triggered by a scent you are wearing:
  • Work with the scent-sensitive individual to find out what product is triggering a reaction.
  • Avoid wearing or using scented products.

5. Idle-Free Practices

• Support Loyalist College in becoming an idle-free campus by:
  • Turning off the engine if the vehicle is going to be parked for more than 60 seconds.
  • Encouraging any driver to follow the one-minute guideline.
  • Working with vendors to ensure that commercial vehicle drivers delivering goods and services to the college are aware of the idle-free campus policy and consider adding anti-idling requirements into vendor contracts.
• Exceptions to idle-free practices will be made in the following instances:
  • Motors used to run refrigeration units to permit uninterrupted refrigeration.
  • A fleet vehicle, if necessary, in the repair of that vehicle.
  • Fleet or third-party vehicles that must be kept idling to operate, install, maintain or repair equipment or infrastructure.
  • Any situation in which the health or safety of a driver, passenger, or animal requires the idling of a vehicle.

6. Related Documents

• OHS 010 Share the Air Policy
• Appendix A: Scent Sensitive Area Poster
• Appendix B: Scent Smart Frequently Asked Questions

7. References

• Natural Resources Canada’s Idle-Free Zone
• Canada Safety Council: Perfume in the Workplace
• Canadian Centre for Occupational Health & Safety: Scent-Free Policy for the Workplace