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University of Minnesota Guideline on Chemical Sensitivity
Responsible offices:
Disability Services, Environmental Health and Safety
Guideline:
Recognizing that chemical sensitivity is an issue that is not well understood, the University of Minnesota will evaluate each reported incidence of chemical sensitivity on an individual basis. Supervisors of reporting employees should seek evaluation help promptly from Disability Services and the Department of Environmental Health and Safety.
Reason for Guideline:
A statement providing guidance on chemical sensitivity to supervisors and managers will:
- Reduce managerial uncertainty in dealing with this issue
- Facilitate a consistent response to affected individuals
- Result in quicker, more satisfactory resolution of problems
Who Should Know About This Guideline?
| President | Director/Department Head/Chair |
| Provost/Chancellor | Principal Investigator |
| Vice President/Vice Chancellor | Faculty |
| Dean | All Employees, All Students |
Related Documents:
- ACOEM statements.
- Disability Services departmental guideline.
- Workers' Compensation policies.
Disability Services
Sue Kroeger, Director
12 Johnston Hall
624-4120 (voice), 624-8281 (TTY)
kroeger@dsmail.stu.umn.edu
Environmental Health and Safety
Neil Carlson, Industrial Hygienist
W-159 Boynton Health Service
626-5714
carls001@umn.edu
Workers' Compensation
Terry Teachout
Suite 122, 1313 5th St. SE
627-1858
teach001@unm.edu
Occupational Health and Safety Comntittee
Ian Greaves, M.D., Chair
1260-3 Mayo
626-4855
igreaves@mail.eoh.umn.edu
Definitions:
Occupational Health and Safety Committee:
Occupational Health and The University of Minnesota Safety Committee was created by President Hasselmo in 1992 to address how the working environment at the University may be maintained as safe as possible for faculty, staff, students, and the general public. The committee reviews health and safety practices and policies and makes recommendations to various bodies and individuals at the university concerning health and safety matters. Membership of the committee reflects a broad range of interested parties from throughout the university, and the committee serves as a joint labor-management health and safety body. The committee reports to the office of the President.
Chemical Sensitivity:
A physiological or neurobehavioral response that occurs in an individual following exposure to a chemical at levels that would not affect the vast majority of people. Multiple Chemical This is one of many names (including environmental Sensitivity illness, chemical AIDS, etc.) that have been given to a poorly defined condition, or set of conditions, that are broadly characterized by multi-system symptoms, often without observable physical findings or laboratory abnormalities, believed to be associated with repeated if exposure to specific biological, chemical, or physical agents. The scientific basis for managing people with this syndrome has yet to be established by investigative activities that withstand critical peer review. Scientific and clincial evidence for a particular pathophysiologic mechanism is lacking for these disorders.
Indoor Air Quality/Indoor Environmental Quality:
Indoor air quality is a general term describing the condition of air inside buildings. Such air quality is influenced by the temperature and humidity of the air, and the level of carbon dioxide that is produced by occupants. Air quality may be influenced adversely by the presence of toxic air contaminants (particles, gases, vapors, and fumes) in concentrations sufficient to cause health problems, and by agents that have specific odors that can be offensive or irritating.
While air quality is often the major concern for a comfortable indoor environment, that environment may also be influenced adversely by heating or cooling problems, as well as issues of noise, lighting, and other factors.
Sick Building Syndrome:
This syndrome is diagnosed when many building occupants complain of nonspecific problems such as headache, fatigue, dry skin, and eye, nose and throat irritation that they relate to being in the building. These symptoms typically disappear after leaving the building.
Building Related Illness:
This condition is diagnosed when a physical response can be directly associated with a specific contaminant. For example, the onset of eye irritation may correlate with installation of new, odorous carpeting in a building.
Responsibilities:
Disability Services
- Serve staff, students, faculty and visitors with disabilities
- Certify eligibility for services
- Evaluate and determine reasonable accommodations
- Develop plans for the provision of accommodations
- Provide training regarding hidden disabilities including CS
Environmental Health and Safety
- Evaluate indoor environment for possible air quality concerns, including environmental testing where appropriate
- Recommend cleaning and maintenance protocol to assure indoor air quality
- Work with Facilities Management and Purchasing to reduce use of vapor producing materials
- Train Facilities Management Zones on maintenance procedures
- Recommend product substitutions to reduce vapor production
- Follow up on complaints
Occupational Health and Safety Committee
- Periodically review Chemical Sensitivity Guidelines and prepare modifications
- Receive reports of activities involving chemical sensitivity from Disability Services and Environmental Health and Safety
Workers' Compensation
- Receive Incident Reports regarding workplace exposures
- Evaluate work-related nature of report
Department Heads/Supervisors
- Listen to employee concerns
- Request assistance from Disability Services and Environmental Health and Safety
- Participate in evaluation of work site
- Facilitate recommended accommodation if necessary
Instructors
- Listen to student concerns
- Contact Disability Services for assistance in determining appropriate response
Individuals
- Employees: Report concerns to supervisor, or to Disability Services and Environmental Health and Safety
- Students: Report concerns to instructor, or to Disability Services
Procedures:
In support of this guideline, the following procedures are included:
| Name | Number |
| Locating Assisstance | CS.1 |
| Filing an Incident report | CS.2 |
| Procedures | CS.3 |
| Practices to be Considered | CS.4 |
| Guideline Maintentance | CS.5 |
Guideline on Chemical Sensitivity
PROCEDURE CS.1 Responsible Offices Disability Services Environmental Health and Safety
Locating Assistance
Contacting Disability Services
University faculty and staff should contact:
Margaret Klein
Faculty and Staff Services
211 Eddy Hall
626-8795 (V)
Students should contact:
Susan Aase
Student Services
30 Nicholson Hall
626-1333 (V and TTY)
Others should contact:
Sue Kroeger, Director
Disability Services
12 Johnston Hall
624-4120 (V), 624-8281 (TTY)
Contacting Environmental Health and Safety
Students, staff and faculty may contact:
Department of Environmental Health and Safety
W-140 Boynton Health Service
626-6002
Neil Carlson
Department of Environmental Health and Safety
W-159 Boynton Health Service
626-5714
Contacting the General Counsel's Office
Contact: Julie Sweitzer
Associate General Counsel
325 Morrill Hall
624-4100
Guideline on Chemical Sensitivity
PROCEDURE CS.2 Responsible Offices Disability Services Environmental Health and Safety
Filing an Incident Report
The Incident Report is a Workers' Compensation form and is to be used only by University employees in relation to work-related injuries or illnesses.
- Obtain Incident Report form from supervisor or Workers' Compensation. Fill in required information and return to supervisor for signature.
- Supervisor forwards signed Incident Report form to Workers' Compensation Office, Suite 122, 1313 5th St. SE, or faxes it to 627-1855.
Guideline on Chemical Sensitivity
PROCEDURE CS.3 Responsible Offices Disability Services Environmental Health and Safety
Procedures
In some instances, evaluation of chemical sensitivity concerns could result in a determination that certain reasonable actions may be appropriate. The following is a list of examples of procedures that may be considered, and the parties who usually participate in their development and implementation.
| Procedures | Participants |
| Relocation of Employee | Supervisor, Disability Services, Human Resources |
| Rescheduling of Classroom | Instructor, Disability Services, Classroom Scheduling |
| Facility Modification | Supervisor, Disability Services, Environmental Health and Safety, Facilities Management |
| Change in Maintenance | Procedure Supervisor, Disability Services, Environmental Health and Safety, Facilities Management |
| Change in Work Assignment | Supervisor, Disability Services, Human Resources |
| Change in Work Place Practices | Supervisor, Disability Services, Human Resources |
| Change in Student Housing | Housing Director, Resident Advisor, Disability Services |
Guideline on Chemical Sensitivity
PROCEDURE CS.4 Responsible Offices Disability Services Environmental Health and Safety
Practices to be Considered
- Choose a meeting place with good ventilation, remote from construction activities.
- Use low odor cleaning products.
- Use low odor pens, markers, other products.
- Encourage consideration of colleagues with known sensitivities.
- Provide notification of painting, remodeling, cleaning, pesticide spraying.
- Educate students, staff, faculty and the public.
- Increase ventilation system maintenance.
- Specify low volatile organic chemical (VOC) materials for construction and remodeling.
- Remove air fresheners and keep toilet rooms unscented.
- When necessary, establish departmental or office-based Guideline relevant to local needs, after consulting with DEHS, Disability Services or the General Counsel's Office.
Guideline on Chemical Sensitivity
PROCEDURE CS.5 Responsible Offices Disability Services Environmental Health and Safety
Guideline Maintenance
- The Committee on Occupational Health and Safety is responsible for annual review and update of this guideline.
- Disability Services and Environmental Health and Safety should prepare annual reports on chemical sensitivity issues and outcomes.