Guidelines & approaches

Handling scent issues in UFV surroundings

Below are guidelines for responding to a scent reaction in a UFV office, classroom, or public space:

See: employees | supervisors | faculty | students

Employees

Direct approach

If you know the person wearing or using the scent well and feel you could approach the person directly:

1. Explain what the problem by telling them what you think you are reacting to and explain the kind of reaction(s) the scent triggers.
2. Ask them to contact Safety & Security if they would like more information.
3. Ask them to consider switching to wearing unscented products and using unscented items.

Indirect approach

If direct contact with the scent would worsen your reaction or if you don't feel comfortable approaching the person wearing or using the scent:

1. Tell your supervisor (and coworkers) what you are experiencing.
2. If you are not comfortable, have your supervisor tell your co-workers what you are experiencing.
3. Explain what causes your reactions and what kind of problems you are experiencing.
4. Offer more information by directing your supervisor (and coworkers) to the OHS.
5. If appropriate, ask your supervisor to alert Facilities Management to be notified of work being done in your building that might affect you.
6. Your supervisor can then warn you when activities such as painting, varnishing, fumigating or carpet cleaning are scheduled.

Supervisors

If you have an employee in your area who suffers from health problems triggered by scents, be proactive. Talk to the employee so he or she knows that you are approachable about the subject.

If the employee reports a problem to you, respond as quickly as possible:

1. Discreetly approach the individual who is wearing the scent or using the scent item and politely discuss the problem.
2. Point out that UFV has a scent awareness program and encourage the employee to contact the OHS for more information.
3. Get back to the employee who is experiencing a reaction with an account of what has been done on her/his behalf.
4. Continue to monitor the situation.
5. If the problem persists, contact OHS for advice.
6. Direct the employee to the Scent awareness web content so they can learn more.

Faculty

If you suffer a reaction from a scent in your classroom/office, follow these steps:

1. Inform students that UFV has a scent awareness program. (Reminding students first day of class of each term is best practise.)
2. Direct students to the Scent awareness web content to learn more.
3. Explain the impact that scented products have on you personally.
4. Ask the class to become part of the solution by not wearing scented products to your class or on campus.
5. If the situation persists, discreetly approach the student(s) who are wearing the scent.
6. Explain what the problem is and what kind of reaction(s) the fragrance triggers.
7. Again direct them to the Scent awareness web content and ask them to switch to wearing unscented products.
8. Contact the OHS for support and assistance or support.

Students

If you're having a reaction to the scented products worn by your classmate (such as a fragrance):

Direct approach

If you know the person wearing or using the scent well and feel you could approach the person directly:

1. Explain what the problem by telling them what you think you are reacting to and explain the kind of reaction(s) the fragrance triggers.
2. Ask them to contact Safety & Security if they would like more information.
3. Ask them to consider switching to wearing unscented products and using unscented items.

Indirect approach

If you feel that direct contact with the scent would worsen your reaction or if you don't feel comfortable approaching the person wearing the scent:

1. Approach your professor or the teaching assistant and ask that they speak to your classmates about the matter.

If you are a student who is wearing a scented product(s) and you are approached by another student or your professor:

1. Do not take the request to refrain from using scented products as a personal affront — this is about the impact of chemicals on people, not about you.
2. Work with others to find out what product(s) are causing the reaction.
3. Become part of the solution and consider switching to fragrance-free products.