HIV/AIDS workplace policy

1. Objectives

The Alliance HIV/AIDS Workplace Policy is intended:

  • to minimise the possibility of HIV infection for Alliance staff and their partners and dependents
  • to ensure a supportive work environment for staff infected and affected by HIV/AIDS
  • to manage and mitigate the impact of HIV/AIDS on the work of the Alliance
  • to eliminate stigma and discrimination in the workplace on the basis of real or perceived HIV status, or vulnerability to HIV infection.

2. Definitions

Adult dependent

‘Adult’ is defined as a person aged 18 years or older, and an adult dependent is a person who is either:

  • a person in a legally recognised relationship (married or de facto) with a staff person, or
  • a person who has co-habited with a staff member for not less than one year and where there is a continuing relationship of emotional and financial interdependency.
Child dependent

‘Child’ is defined as a person under 18 years of age, and a child dependent is either:

  • the biological or legally recognised child of a staff member, or
  • a child who lives in the same house as the staff member.
HIV-related information

‘HIV-related information’ includes information that someone:

  • may have HIV
  • has been asked to have an HIV test or has been counselled about having a test for HIV
  • is receiving or has received treatment or counselling which suggests he or she may have HIV
  • may have had experiences which put him or her at risk of contracting HIV
  • has a close association or relationship with someone with HIV/AIDS.
HIV screening

‘HIV screening’ means any measurement of potential or actual HIV infection, whether direct (HIV testing), indirect (assessment of risk-taking behaviour) or asking questions about tests already taken or about medication.

Reasonable accommodation

‘Reasonable accommodation’ means any modification or adjustment to a job or to the workplace which is reasonably practicable and which will enable a person living with HIV or AIDS to have access to, or participate or advance in, employment.

3. Responsibility for implementation

  • The Human Resources Team has responsibility for the implementation of this policy at the Alliance secretariat.
  • In Alliance field offices, overall responsibility for implementation of this policy rests with the head of the respective office.

4. HIV screening, recruitment and employment

  • The only medical criterion for recruitment is fitness to work. HIV infection does not, in itself, constitute a lack of fitness to work.
  • There is no obligation on applicants or staff to inform the Alliance of their HIV status.
  • HIV screening will not be required either as a condition of recruitment or for continuation of employment, unless required by law (e.g. for duty travel).

5. Confidentiality

  • The Alliance encourages a supportive work environment in which staff can discuss HIV/AIDS openly, including their own experience living with HIV/AIDS. Where staff disclose that they or their dependents are living with HIV/AIDS, the confidence will be respected with regard to the circumstances in which the information was shared. If there is any doubt, the person living with HIV/AIDS should be consulted before further disclosure takes place.
  • HIV-related information relating to applicants for employment, staff or dependents will be kept strictly confidential, and be kept only on medical files.
  • Staff, associate consultants, interns and volunteers working for the Alliance shall sign a confidentiality agreement, and shall be informed that the unauthorised disclosure of HIV-related information is a disciplinary offence. It may also lead to legal proceedings against the person who disclosed the information, and the Alliance.
  • With the voluntary and informed consent of the person concerned, HIV-related information may be disclosed strictly as necessary for the purposes of recruitment or assignment of staff living with HIV where the job description or task identifies this qualification.

6. Travel, assignment and vaccination

  • When arranging short-term travel to other countries for Alliance staff or regular Alliance consultants, the Alliance administration team will notify the relevant individual of any legal restrictions on entry for people with HIV, and any recommended or required vaccines. Individuals living with HIV must make personal choices as to whether or not they wish to attempt to travel to countries with legal restrictions. Individuals living with HIV should seek medical advice on the advisability of vaccination according to their particular health status. If a staff member cannot undertake short-term travel for these reasons, reasonable accommodation will be made to identify other ways of accomplishing necessary tasks.
  • When arranging long-term travel or reassignment for existing staff, or recruitment of new staff to positions outside the United Kingdom, the Alliance administration team will notify applicants of any legal requirements for HIV screening, as well as recommended or required health precautions and vaccinations in the country in question. When HIV screening is required, the Alliance will ensure referral to pre- and post-test counselling to relevant staff or short-listed applicants, and will reimburse the cost for such counselling if it is not otherwise available free of charge.
  • If an existing staff member is unable to take an assignment in a particular country because of that country’s HIV-related requirements, the Alliance will take reasonable steps to find an alternative post.

7. HIV prevention

  • The Alliance will provide staff with sensitive, accurate and up-to-date information to enable them to protect themselves from HIV and other sexually transmitted or blood borne infections.
  • In countries where the blood supply is not secure, the Alliance will provide information to staff as to where safe blood can be obtained.
  • The Alliance will also provide information on where sterile needles and syringes can be obtained.
  • The Alliance may provide disposable syringes and needles to staff on duty travel to areas where there is no guarantee of the proper sterilisation of such materials. A letter explaining why it is being carried will accompany this equipment.
  • The Alliance will ensure all Alliance vehicles are fully fitted with seat belts. Where available, seat belts must be worn by all staff when travelling on duty. The Alliance will also ensure that all vehicles are regularly and properly serviced and maintained.
  • Alliance staff must wear helmets when travelling on duty by motorcycle.
  • The Alliance will provide staff and their dependants with condoms where there is not a reliable and consistent supply of high-quality condoms from the private sector. Access should be free, simple and discreet.
  • Access to free, voluntary and confidential HIV testing and counselling shall be made available as provided in the Alliance Medical Benefits Policy.

8. Ocupational or other exposure

  • In the case of accidents involving the risk of exposure to human blood, universal precautions shall be used to ensure there is no risk of transmission of HIV or other blood borne infections.
  • The Alliance shall develop procedures for the immediate referral for counselling, assessment and medical treatment (with post-exposure prophylactics, where appropriate) staff or dependants exposed to the risk of HIV infection (e.g. through accident or sexual assault), whether in the work place or elsewhere.
  • Reasonable paid time off will be provided for counselling following occupational or other exposure.

9. Information and training

  • The Alliance will provide information and training on the workplace issues raised by the epidemic, on appropriate responses, and on the general needs of people living with HIV/AIDS and their carers.
  • Such information and training will be gender sensitive, as well as sensitive to race, disability, and sexual orientation.
  • Information will include the availability of local support organisations for people living with HIV/AIDS, and other affected communities.
  • As far as practicable, such information and training will be integrated into existing education and human resources policies and programmes as well as occupational safety and anti-discrimination strategies.
  • Staff training on HIV/AIDS will take place during paid working hours and attendance by all staff including senior staff shall be considered as part of work obligations.
  • Managers and supervisors will be trained on the implementation of this policy.

10. Stigma and discrimination

  • The Alliance will not discriminate on the basis of actual or perceived HIV status, or membership of a group at increased risk of HIV infection, in the conditions of work, including opportunities for transfer and advancement.
  • Staff living with HIV/AIDS will be treated no less favourably than staff with other serious illnesses.
  • The Alliance will undertake activities to address HIV and related stigma in the workplace, including through staff training and the promotion of an open, accepting and supportive work environment for staff who chose to disclose their HIV status.

11. Reasonable accommodation

  • The Alliance may reasonably accommodate the special needs of staff living with, or directly affected by, HIV/AIDS on a case-by-case basis, subject to the overall requirements of the organisation.
  • Reasonable accommodation may include flexible working hours and time off for counselling and medical appointments, extended sick leave, transfer to lighter duties, part-time work, and return-to-work arrangements.

12. Termination of employment

  • HIV infection is not a cause for termination of employment. Staff with HIV-related illness will continue in employment as long as they are medically fit for available, appropriate work.
  • In the case of termination of employment due to extended illness, staff with HIV/AIDS will be accorded the same benefits and conditions as apply to termination due to other serious illnesses.

13. Gender dimensions

  • The Alliance acknowledges that HIV/AIDS impacts on male and female staff differently. This includes the recognition that women normally undertake the major part of caring for those with AIDS-related illnesses, and that pregnant women with HIV have additional special needs.
  • Any staff and family assistance programmes will be designed to accommodate these differing impacts, and as appropriate to redress gender inequalities, for example by encouraging and supporting men as carers.

14. Counselling, grievance and disciplinary procedures

  • The Alliance will provide information to all staff on where HIV-related advice, counselling and referral can be found outside the work environment. The Alliance will also identify a staff member in its UK secretariat from whom staff can seek confidential advice, counselling and referral on HIV-related matters.
  • The Alliance will provide procedures that can be used by staff for work-related grievances, including failure by the Alliance to implement any aspect of this policy.
  • Disciplinary proceedings may be commenced against any staff member who violates this policy.

15. Revision

  • The Head of Human Resources at the Alliance secretariat shall review this policy annually, and revise it as necessary in consultation with staff and management.