HIV/AIDS policy development

About the policy

The HIV/AIDS is a basis or line of reasoning which management can follow to assist in more objective and consistent decision-making. It is thus a statement that guides intended action and provides an established base for confidently implementing an HIV/AIDS prevention and control program.
Policies can take various forms, such as written regulations, general statements or unwritten, but widely recognized practices. Ideally, the HIV/AIDS policy is formalized in writing and provides a clear and consistent standard of procedures to follow.

Steps to formulating an HIV/AIDS policy

The means of arriving at a policy might involve 4 steps, namely:
1. Reviewing sample policies from other companies.
2. Establish a working group.
3. Creating a checklist which notes all essential issues related to the policy.
4. Writing the policy.

1. Reviewing sample policies
Numerous companies have established HIV/AIDS policies and therefore it is not necessary to write your policy from scratch. It is not adviseable, however, to copy another company's policy and apply it directly as it may not be appropriate to your company's circumstances. At the bottom of this page you can download sample policies from companies such as Shell, Nike and Property Care Services (PCS).

2. Establish a working group
Developing an HIV/AIDS policy and creating a strong foundation for controlling and preventing HIV/AIDS requires cooperation and support from senior management from the initial stages. In addition, it is useful to have an HIV/AIDS working group within the organization which can be comprised of both management and staff. This working group should be headed by someone who understands the issues and is able to lead and participate in the team.

3. Creating a check list of policy issues
The check list must note all essential issues that should be considered or noted when formulating the policy. The HIV/AIDS policy should include the following 4 issues stated as objectives:

1. Non-discrimination of HIV+ staff.
2. Confidentiality of medical information.
3. Workplace accommodations and other support programs.
4. Educational efforts to increase staff knowledge on HIV/AIDS.

In order to accomplish these objectives, the policy should:

1. Guarantee continuation of employment of HIV employees (ad. 1).
2. NOT require pre-employment compulsory HIV testing its applicants (ad. 2).
3. NOT require compulsory HIV testing of its employees during or after employment (ad. 2).
4. Provide HIV/AIDS education for all its employees (ad. 4).

In addition to these fundamental issues, companies must be able to answer below questions. The answers to these questions give an overall outline of the policy framework, which must then be specified. These policy guidelines can also be downloaded at the bottom of this page.

1. Continuation of employment of an HIV+ employee until when?

 Until he/she cannot work anymore.
 Until he/she decides to resign.
 Let a doctor decide when he/she cannot work anymore.
 Until he/she cannot meet company requirements.

2. What is your company’s position towards maintaining confidentiality?

 The company will maintain complete confidentiality.
 The company will inform only the immediate supervisor of the employee.

3. Flexible working arrangements for HIV+ employees…

 Are not necessary.
 Are necessary.
 Will be discussed with the employee and his/her doctor.

4. What will the benefits and rights of HIV+ employees be?

 HIV+ employees will have increased rights and benefits to others, e.g. increased access to medical care, extra sick leave etc.
 HIV+ employees will have rights and benefits similar to others.

5. Will there be any financial, social (counseling) and/or medical assistance given when an HIV+ employee is eventually not able to work?

 Yes, assistance will be provided in terms of… [define]
 No

6. Which department will be responsible for upholding the HIV/AIDS policy?

 The personnel office
 The immediate supervisor of the HIV+ employee
 The company doctor/nurse
 Other arrangements will be made.

7. How will your company inform employees about the HIV/AIDS policy?

 Distribution of a copy of the written policy to all employees.
 Distribution of a copy of the written policy to supervisors only.
 Inform employees through verbal communication only.

4. Writing the policy
Your policy can either be written in an informal or formal tone and can a free standing policy or an addendum to an already existing policy. The policy document can be divided into 2 sections:

- A general statement that introduces the subject of the policy and the company's position in relation to HIV/AIDS.
- Specific guidelines and procedures that detail what is expected of both management and employees and how issues are to be addressed as discussed previously.

At last...

Once you have developed your policy it is important that it is communicated throughout the organization. Some companies have done this through memos or as part of an HIV/AIDS education program for their employees.

Download policy documents

You can download more information about HIV/AIDS policies, as well as sample policies below or visit our 'document library'.

Library: policy development guidelines

Library: ILO advocacy & policy key components

Library: sample HIV/AIDS policy

Library: policy Nike

Library: policy PCS

Library: policy Shell