The following is a sample policy for you to use as a guide when creating a statement for your organization.  The policy is an important first step.  It sets the tone for communicating about HIV as a workplace and productivity issue.  Policy statements should be educational in tone and provide guidance for employees in terms of procedures and resources.  You can adapt this statement or use sections of it as you see fit. 

(Company) does not unlawfully discriminate against employees or applicants living with or affected by HIV (Human Immunodeficiency Virus) or AIDS (Acquired Immune Deficiency Syndrome).  The (Company) recognizes that HIV infection and AIDS, the most serious stage of disease progression resulting from HIV infection, pose significant and delicate issues for the workplace.  Accordingly, we have established the following guidelines and principles to serve as the basis for handling employee situations and concerns related to HIV infection and AIDS. 

The (Company) is committed to maintaining a safe and healthy work environment for all employees.  This commitment stands on the recognition that HIV, and therefore AIDS, is not transmitted through any casual contact.  

HIV is a bloodborne virus and is spread only through intimate contact with blood, semen, vaginal secretions, and breast milk.  For over ten years, scientists have made new discoveries about HIV infection and AIDS.  But one piece of information has never changed – how the disease spreads.  Scientists have recognized this fact since 1982.  The basic facts about HIV transmission and prevention are sound.   

In accordance with the law, the (Company) will provide reasonable accommodations for employees and applicants with disabilities who are qualified to perform the essential functions of their positions.  This applies to employees and applicants living with HIV infection and AIDS, and is especially relevant in light of new treatments for HIV infection that may allow people living with AIDS to return to work after periods of disability leave.  

Generally, disabled employees have the responsibility to request an accommodation.  It is the policy of (the Company) to respond to the changing health status of employees by making reasonable accommodations.  Employees may continue to work as long as they are able to perform their duties safely and in accordance with performance standards.  Supervisors and managers are encouraged to contact the Human Resources Department for assistance in making reasonable accommodations.  

Coworker concerns will be handled in an educational fashion.  The Human Resources Department can provide information and educational materials.  In addition, the names of community-based organizations in our operating areas are appended.  Consult one of these groups for support and information.  Supervisors and managers are encouraged to contact the Human Resources Department for assistance in providing employees with information and assistance.  

Recognizing the need for all employees to be accurately informed about HIV infection and AIDS, the (Company) will make information and educational materials and seminars available.  Employees who want to obtain information and materials should contact the Human Resources Department.  

Coworkers are expected to continue working relationships with any employee who has HIV infection or AIDS.  Co-workers who refuse to work with, withhold services from, harass or otherwise discriminate against an employee with HIV infection or AIDS will be subject to the same disciplinary procedures that apply to other policy violations.  

Information about an employee’s medical condition is private and must be treated in a confidential manner.  In most cases, only mangers directly involved in providing a reasonable accommodation or arranging benefits may need to know an employee’s diagnosis.  Others who may acquire such information, even if obtained personally from the individual, should respect the confidentiality of the medical information.  

(Company) maintains an “open-door” policy.  Employees living with or affected by HIV infection and AIDS, and those who have any related concerns, are encouraged to contact their supervisor, office administrator, their department director, the Employee Relations and Development Manager, or the Chief Administrative Officer to discuss their concerns and obtain information.  

If you have questions about this policy, its interpretation, or the information upon which it is based, please contact any of the individuals listed in item #7 above.  

Appendix: List of local HIV/AIDS information and service organizations (optional).