Internal Guidelines regarding Multiple Chemical Sensitivity/Environmental Illness (MCS/EI)

Statement About Guidelines

Disability Services requests that all offices and spaces used by Disability Services staff and by their visitors remain free of chemical-based scented products. Specific points to this request include:

• Use non-scented body products (e.g., lotion, hair spray).


• Refrain from the use of optional items in office areas that give off chemical-based scents (e.g., air-fresheners, potpurri).


• Air-out recently dry-cleaned clothing before wearing.


• Use least toxic cleaning products, disinfectants, and paints that are commercially available. Store these products in tightly closed areas away from "traffic" areas.

These guidelines are not a "ban" on scented products, but a request to voluntarily refrain from chemical-based scented products so that chemical barriers will not prevent access to Disability Services for people reporting chemical sensitivities. These guidelines are voluntary, so its enforcement relies on the good will of DS staff, customers, and visitors. However, it is hoped that people will come to understand that scented products are, by their very nature, shared, hence not "personal". For people who report MCS/EI, their very ability to function depends on having air free of chemicals.

Reason for Guidelines

Clear, well-understood MCS/EI guidelines will:

• Help Disability Services accomplish its mission of barrier-free environments.


• Increase awareness about chemical/environmental barriers.

Special Situations

In situations where MCS/EI access needs require actions beyond the general guidelines outlined in this document, individual accommodations will be determined by the person reporting MCS/EI, relevant university personnel (i.e., employee's supervisor, course instructor, facilities management) and the individual's DS Specialist.

DS Responsibilities

Director

• Ensure that signage informing DS staff, clients, and visitors of MCS guidelines are posted in all DS offices and areas (See Procedures section for suggested wording).


• Inform DS staff of guidelines periodically at all-staff meetings and/or communiques as needed.


• Director also has responsibilities indicated for DS Staff,.

DS Staff

• In addition to refraining from the use of chemical-based scented products, DS staff are asked that, whenever they schedule an appointment with anyone not on the staff of DS (including for any large group or all-staff meetings), they request the visitor/client to refrain from the use of scented products on the day of the visit (See Procedures section for suggested form of request.).


• If a visitor/client arrives wearing scented body products, staff are asked to indicate that the product may prevent people with chemical sensitivities from being in the same area. So, the meeting will have to be in an office with a closed door. Staff should air the room completely after the meeting.


• When planning meetings where someone has requested an accommodation for MCS/EI, DS staff should keep the following in mind:
  
  
  • Choose a meeting place that has windows that open, has furniture with minimal or no upholstery, and where no painting or remodeling has recently been done.
  
  
  • The meeting place should be either uncarpeted, or should have carpeting that is not new or recently cleaned. New or freshly-cleaned carpeting "gas off" chemicals that often trigger symptoms in people reporting MCS/EI.
  
  
  • The meeting place should not be near fumes from loading docks, parking areas, delivery areas, cooking facilities laundries, or heating equipment.
  
  
  
• DS staff (or student employees) who are responsible for ordering and/or using cleaning products are advised to order the least toxic products available.


• The DS accessibility specialist will be designated to serve as a contact between the Office of Facilities Management and DS, in order to receive information about pesticide use, painting, waxing floors, and comparable activities in zones that affect one or more DS office areas. This person will then take steps to notify staff in the affected area.


• DS staff in areas where painting and/or other maintenance activities are taking place are requested to inform any visitors known to have MCS/EI who have scheduled meetings in that area about the maintenance, and to arrange an alternative location or time for the meeting.


• DS staff reporting MCS/EI are encouraged to inform their supervisor(s) and their DS Employee Specialist to discuss and determine various accommodations and to develop options in the event that exposure to chemical triggers are otherwise unavoidable.

Visitors to DS offices

Visitors who either have an appointment or are dropping by DS offices are requested to refrain from the use of chemical-based or scented products on the day that they visit.

Visitors who report MCS/EI and who need accommodations are asked to notify DS in advance of their visit.

Procedures

Language informing DS staff, clients, and visitors of the guidelines will be posted in all DS reception areas and stated on communication materials regarding meetings, activities, etc.

Required wording for signage and communication materials