Communications Policy – Expert Panel

Public Communications Policy

January 22, 2018

Introduction

The Expert Panel for Fragrance Safety may receive inquiries from members of the public about Fragrance Ingredient Safety Assessments approved by the Expert Panel and other matters related to the Expert Panel’s work. A formal public communications policy is needed for several reasons. First, the Expert Panel for Fragrance Safety is comprised of independent academic scientists with different areas of expertise, including dermatology, toxicology, pathology, environmental science, pharmacology, biology and chemistry. Each Panel member brings a different perspective with respect to fragrance safety issues, and the input of each Panel member is needed to formulate the Expert Panel’s response to the public’s inquiries. Second, the Expert Panel needs to establish guidelines regarding regular updates to the Expert Panel’s website. Third, the Expert Panel needs to establish formal procedures for responding to inquiries that ensure timely responses that reflect the input of all Expert Panel members. Accordingly, the Expert Panel adopts the following public communications policy.

Public Communications via Expert Panel Website
The Expert Panel for Fragrance Safety has sought to communicate directly and transparently to the public so that interested parties are informed as to Panel activities. To that end, the Expert Panel formally launched its website (www.fragrancesafetypanel.com) in December 2016. The Expert Panel will take the following actions to ensure that the website is up-to-date.

The dates and locations of Expert Panel meetings over the next year will be updated after each meeting.
Agendas for past meetings will be archived on the website and the agenda for the next meeting will be posted on the website approximately 10 to 14 days prior to the meeting.
The list of fragrance materials to be discussed and assessed by the Panel at each meeting will be posted on the website approximately 10 to 14 days prior to the meeting.
The approved minutes of past Expert Panel meetings will be archived on the website and approved minutes of the prior meeting will be posted on the website before the next meeting.
Updates to Expert Panel member biographies will be incorporated as requested by Panel members.

Written Public Inquiries via Expert Panel Website or Other Written Communication
The Expert Panel website also allows members of the public to submit written questions to the Expert Panel. Additionally, the Panel may receive questions via electronic mail or other written communication. The following procedure will be followed with respect to all written inquiries from the public:

The Panel Chair will be notified within three (3) business days of receipt of any inquiry via the Panel website. Any Expert Panel member who directly receives a written inquiry should forward such inquiry to the Chair within three (3) business days. Expert Panel members should not respond to any written inquiries. Instead, such inquiries should be referred directly to the Panel Chair.
The Chair will thereupon determine if the inquiry (i) is time sensitive and requires an immediate response without full Panel approval, (ii) is time sensitive but requires input from the Expert Panel, or (iii) can wait until the next Expert Panel meeting.
If the Chair in his/her discretion determines that the inquiry is time sensitive and requires an immediate response without full Panel approval, the Chair will provide a short written response and, if appropriate, state that a more formal response approved by the full Panel will be forthcoming after the next Expert Panel meeting. The Chair will provide Panel members a copy of the inquiry and the Chair’s response. At the next meeting, the Panel, if appropriate, will draft and approve a final response to be transmitted by the Chair on behalf of the entire Expert Panel.
If the Chair in his/her discretion determines that an inquiry is time sensitive but requires input from the Expert Panel, the Chair will circulate to the Panel members the inquiry and a proposed short written response and request input from the members. Upon the Chair’s determination that the proposed written response is or is likely to be acceptable to the Panel, the Chair will transmit that response and, if appropriate, make clear that a more formal response, approved by the full Panel, will be forthcoming after the next Expert Panel meeting. At the next such meeting, the Panel, if appropriate, will draft and approve a final response to be transmitted by the Chair on behalf of the entire Expert Panel.
If the Chair determines that an inquiry is not time sensitive, the Chair, in writing, will notify the party making the inquiry when the next Expert Panel meeting will be held and state that a formal, approved response will be provided shortly after that meeting. At the next such meeting, the Panel will draft and approve a final response to be transmitted by the Chair on behalf of the entire Expert Panel.

Oral Public Inquiries

Expert Panel members may also receive oral inquiries regarding Panel activities. The following procedures will apply to anyone receiving an oral inquiry from the public.

Expert Panel members should not respond to any oral inquiries by the public or the media. Instead, such inquiries should be referred directly to the Panel Chair.
When the Chair receives an oral inquiry from a media representative or other member of the public, the Chair will obtain (i) the name, phone number, email address and, with respect to a media representative, the deadline for the media story, and (ii) the scope and nature of the inquiry or media story. To avoid any misunderstanding, all communications by the Chair should be in writing.
If the Chair in his/her discretion determines that the oral inquiry is time sensitive and requires an immediate response without full Panel approval, the Chair will provide a short written response and, if appropriate, state that a more formal response approved by the full Panel will be forthcoming after the next Expert Panel meeting. The Chair will provide the Panel members a summary (or copy) of the inquiry and a copy of the Chair’s response. At the next meeting, the Panel, if appropriate, will draft and approve a final response to be transmitted by the Chair on behalf of the entire Expert Panel.
If the Chair in his/her discretion determines that an inquiry is time sensitive but requires input from the Expert Panel, the Chair will circulate to the Panel members a summary (or copy) of the inquiry and a short written response. Upon the Chair’s determination that the proposed written response is or is likely to be acceptable to the Panel, the Chair will transmit that response and, if appropriate, make clear that a more formal response, approved by the full Panel, will be forthcoming after the next Expert Panel meeting. At the next such meeting, the Panel, if appropriate, will draft and approve a final response to be transmitted by the Chair on behalf of the entire Expert Panel.
If the Chair determines that an oral inquiry is not time sensitive, the Chair, in writing, will notify the party making the inquiry when the next Expert Panel meeting will be held and state that a formal, approved response will be provided shortly after that meeting. At the next such meeting, the Panel will draft and approve a final response to be transmitted by the Chair on behalf of the entire Expert Panel.