HIV Prevention 

Community Planning:

An Orientation Guide

Academy for Educational Development’s

Center for Community-Based Health Strategies

funding provided by

The Centers for Disease Control and Prevention

HIV Prevention

Tools for 

Community Planning 

Group Members

HIV Prevention Community Planning [

HIV Prevention Community Planning | An Orientation Guide | January 1999 c/a-i

Contents/Acknowledgements

Introduction: How to Use this HIV Prevention Community Planning

Orientation Guide

CHAPTERS

1 A Brief History of HIV Prevention Community Planning

2 Roles and Responsibilities of CPG Members, Co-Chairs, and Staff 

3 The Nine Steps and 15 Principles of Community Planning

4 A Side-by-Side Companion to the Supplemental Guidance 

5 Technical Assistance for Community Planning Groups 

6 Technical Resources for Community Planning Groups 

Glossary of Terms Used

Answers to Chapter Review Exercises 

Contents
ACKNOWLEDGEMENTS

The material in this guide is based on the collective experiences and lessons

learned by many people working in and with HIV prevention community

planning groups around the country. We would like to thank the following

individuals who provided information and assistance to develop this

document: Patricia Young, Iowa Department of Public Health; Sharon

Renter, Nebraska Health and Human Services; Bob Bongiovanni, Colorado

Department of Public Health and Environment; and Kathleen Raupach,

Vermont Department of Health. In addition, we thank the participants of

the 1998 Prevention Summit who attended the Academy for Educational

Development’s (AED) Ready, Set, Go! Orienting New Members to Community

Planning session and provided valuable information on how to improve 

this document.

We would like to thank the following individuals for reviewing and

providing AED with excellent feedback on the guide: Jessica Gardom, CDC,

Division of HIV/AIDS Prevention: Intervention Research and Support,

Community Assistance, Partnerships, and National Programs (CAPNP);

Lynne Greabell, National Alliance of State and Territorial AIDS Directors;

Sharon Jordan-Shaver, Alabama Department of Public Health; Gloria

Jorgensen, Membership/Orientation Committee Chair for Iowa; Mary

Sánchez-Bane, U.S.-Mexico Border Health Association; and Sandy Sorell,

Tribal Health and Human Services.

We would also like to thank Kathy Stark and Mary Willingham, CDC,

Division of HIV/AIDS Prevention: Intervention Research and Support, for

their guidance in the development of this guide. In addition, thank you to

Michael Shriver and Elisa Luna of the National Association of People with

AIDS for allowing AED to modify the glossary from Positive Input for use in

this document.

This document was prepared by the Academy for Educational

Development’s (AED) Center for Community-Based Health Strategies, under

contract to the CDC (contract #200-97-0605/006) to provide national,

regional, and local technical assistance and support for HIV prevention

community planning. Frank Beadle de Palomo was the main author, Gabriel

Rendón provided both technical input to and coordination for the final

document, and Adora Iris Lee developed the chapter on roles and

responsibilities. Additional contributors included AED TA Liaisons Sharon

R. Novey and Jackson Peyton. Nancy Hardy provided editorial support and

quality control review. 

The guide was in initially designed by Sviatoslav A. Skalsky of Metadog

Design Group. The final document was designed, formatted, and prepared

by Richard Chartier (AED).

c/a-ii HIV Prevention Community Planning | An Orientation Guide | January 1999
What is the Purpose of this Guide?

This guidebook is meant to provide an orientation to the principal components of HIV

prevention community planning for new, as well as seasoned, members of community

planning groups (CPGs). Orienting CPG members to the community planning process

has been a continuing, labor-intensive endeavor because CPGs have lacked both a

standard set of information and tools for orientation processes. 

This guide presents standardized, user-friendly information on HIV prevention

community planning to prepare CPG members to be effective in carrying out their

community planning roles and responsibilities. It is not designed to provide in-depth

information on the specialized planning processes used in specific project areas and

CPGs (for example, how the community planning process works in a particular city or

state, how decision-making is carried out, or which priority-setting approach to use). 

This guide is a companion to the HIV Prevention Community Planning: Partners in

Prevention, Community Planning Overview video, developed by the Centers for Disease

Control and Prevention (CDC) and CDC’s National TA Providers’ Network. The video

offers a basic overview of HIV prevention community planning as well as inspirational

and educational information for CPG members.

The objectives of this guide are to achieve the following:

[ Furnish useful information on HIV prevention community planning that is needed by

all CPG members and CPG co-chairs. 

[ Provide “stand-alone” materials for continuing orientation needs, independent of

outside technical assistance (TA) providers.

[ Promote enthusiasm about participating in the community planning process. 

HIV Prevention Community Planning | An Orientation Guide | January 1999 i.1

i Introduction: How to Use this HIV

Prevention Community Planning

Orientation Guide

iIntroduction
The Contents

This guide is divided into several parts, as follows:

• An overview to HIV prevention community planning roles and responsibilities of CPG

members, co-chairs, and health department staff

• Necessary steps and principles involved in HIV prevention community planning

• The new Guidance and a side-by-side abridged version

• Technical assistance 

• Resources for community planning groups 

• A glossary.

A Final Note

This guide presents core information regarding HIV prevention community planning. In

addition to this guidebook, however, you should become familiar with the most recent

version of CDC’s Guidance for HIV Prevention Community Planning (the “Guidance”). It

will also be important to review materials specific to your CPG, such as bylaws,

decision-making processes, and organizational structures. Above all else, the community

planning experience should be rewarding. You are an important member of a group of

people across the United States committed to reducing the spread of HIV/AIDS. 

i.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
What is HIV Prevention Community Planning?

HIV prevention community planning is a collaborative process through

which health departments work in partnership with community planning

group(s) (CPGs) to design local prevention plans that best represent the

needs of the various communities at risk for, or infected with, HIV.

The major goals of HIV prevention community planning are to improve the

effectiveness of HIV prevention programs through:

• Participation by individuals infected with and affected by HIV

• Application of sound scientific methods that will halt the spread of 

HIV disease.

When Did HIV Prevention Community 

Planning Begin?

In December 1993, the Centers for Disease Control and Prevention (CDC)

initiated HIV prevention community planning by issuing the Supplemental

Guidance on HIV Prevention Community Planning for Noncompeting

Continuation of Cooperative Agreements for HIV Prevention Projects. This

Guidance is the blueprint for HIV prevention community planning and

provides flexible direction to grantees (65 state, local, and territorial health

departments, or project areas) receiving federal HIV prevention funds to

design and implement a participatory community planning process. The

Guidance requires health departments to work in collaboration with CPGs

to design local prevention plans that best represent the needs of the various

communities at risk for, or infected with, HIV. 

KEY POINTS

[ The CDC is the federal agency

responsible for HIV prevention in

the United States.

[ Most community planning

groups are called “CPGs”. 

[ Grantees or project areas

are the state, local, and

territorial health departments

awarded HIV prevention

Cooperative Agreement funds

from CDC.

[ The following project areas

receive CDC HIV prevention

funding:

• 50 states

• Washington, D.C.

• 6 cities—Chicago, Houston, 

Los Angeles, New York City,

Philadelphia, San Francisco

• 8 territories—American

Samoa, Guam, Marshall

Islands, Federated States of

Micronesia, Northern

Mariana Islands, Palau,

Puerto Rico, and the U.S.

Virgin Islands.

[ In December 1993, CDC

initiated HIV prevention

community planning.

HIV Prevention Community Planning | An Orientation Guide | January 1999 1.1

1A Brief History of HIV Prevention

Community Planning

1Brief History
HIV prevention community planning is an ongoing,

comprehensive planning process that is intended to improve the

effectiveness of state, local, and territorial health departments

HIV prevention programs by strengthening the scientific basis,

community relevance, and population- or risk-based focus of

prevention interventions. HIV prevention community planning is:

(1) evidence-based (i.e., based on HIV/AIDS and other

epidemiological data, including STD and behavioral surveillance

data; qualitative data; ongoing program experience; program

evaluation; a comprehensive needs assessment and resource

inventory process, and other local data), and (2) incorporates the

views and perspectives of groups at risk for HIV infection for

whom the programs are intended, as well as providers of HIV

prevention services. 

Source: The Guidance

What is the Task that the Community Planning

Group is Expected to Accomplish?

The primary task of the CPG is to develop a comprehensive HIV

prevention plan that is based on scientific evidence and community

values. To develop such a plan, the CPG must accomplish several necessary

steps in community planning. For example, the CPGs are tasked to learn

more about the:

• Impact of the epidemic in their localities (epi profile). 

• The prevention needs of the populations at risk for HIV infection, and the

programs established and interventions conducted to address these needs

(needs assessment, community resources inventory, and gap analysis). 

Together, representatives of affected populations,

epidemiologists, behavioral and social scientists, HIV/AIDS

prevention service providers, health department staff, and others

(e.g., representatives of organized healthcare delivery systems

that serve persons with or at risk for HIV infection) analyze the

course of the epidemic in their jurisdiction, assess and prioritize

HIV prevention needs, identify HIV prevention interventions to

meet those needs, and develop comprehensive HIV prevention

plans that are directly responsive to the epidemics in 

their jurisdictions.

Source: The Guidance

Using this knowledge, CPGs establish priorities for addressing the epidemic

in their areas (priority setting) and develop a comprehensive HIV

prevention plan. The plan is designed to be the driving force in the health

departments’ allocation of federal HIV prevention resources throughout the

communities they serve.

[ Health departments in all 

65 project areas have 

established CPGs.

[ A Cooperative Agreement

is a funding mechanism used to

distribute federal funds. 

[ Community planning is the

process created by

implementing the Guidance.

[ The Guidance is the 

blueprint for HIV prevention

community planning.

[ The Guidance was 

developed by the CDC and

community advocates.

[ The comprehensive HIV

prevention plan is a document

developed by the CPG.

[ The state/local health

department is expected to

respond to the CPG’s

comprehensive HIV prevention

plan in its application to the 

CDC for federal funds for 

HIV prevention.

[ The CPG is charged with

considering all aspects of a

comprehensive HIV prevention

program, including:

epidemiology and surveillance;

counseling, testing, referral, and

partner counseling and referral

services; health education and

risk reduction activities; 

school-based education efforts;

public information programs;

capacity building; evaluation;

technical assistance; etc.

1.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
What is the Guidance? 

It is critical that CPG members read and understand the Guidance. It is

sometimes referred to as the “bible” of community planning and outlines

the: 

• Essential components of a comprehensive HIV prevention program and

plan

• Definition of HIV prevention community planning and core objectives

• Principles of HIV prevention community planning

• Necessary steps in the HIV prevention community planning process

• The roles and responsibilities of health departments, CPGs, and the CDC

in the community planning process

• Letters of concurrence/nonconcurrence

• Accountability. 

Why Was HIV Prevention Community Planning

Initiated?

Prior to 1994, communities were involved in carrying out HIV prevention

services but were not involved in the planning of comprehensive state/local

prevention programs. Decisions regarding HIV prevention were either

mandated by Congress or administered by the CDC through its Cooperative

Agreement with health department grantees. Community planning was

developed to reflect the belief that determining how best to respond to 

local HIV prevention priorities and needs is best carried out by local

decision-making.

[ The Guidance comprises

the following sections:

• Essential Components of 

A Comprehensive HIV

Prevention Program

• Financial Support of 

HIV Prevention 

Community Planning

• Definition of HIV Prevention

Community Planning and

Core Objectives

• Principles of HIV Prevention

Community Planning

• Steps in the HIV 

Prevention Community

Planning Process

• Essential Elements of a

Comprehensive HIV

Prevention Plan

• Letters of Concurrence/

Nonconcurrence

• Roles and Responsibilities

(health departments, HIV

prevention community

planning group(s), shared

responsibilities, and CDC)

• Accountability

[ The HIV/AIDS epidemic varies

across the country what’s best

for Newark 

may not be best for 

San Francisco.

[ Local control in planning 

HIV prevention equals 

community planning.

HIV Prevention Community Planning | An Orientation Guide | January 1999 1.3

1Brief History
Chapter Review Exercise

1. HIV prevention community planning is a collaborative process through

which health departments work in partnership with

_______________________. 

2. The ___________ is the blueprint for HIV prevention 

community planning. 

3. Community planning groups use ___________ as a process for

addressing the epidemic in their areas and to develop a comprehensive

HIV prevention plan. 

4. Community planning was initiated in the year ____ to reflect the belief

that determining how best to respond to local HIV prevention priorities

and needs is best carried out by local decision-making. 

5. The __________ _______ __________ is expected to respond to the

CPG’s plan its application to the CDC for federal HIV prevention funds. 

6. The CPG is charged with considering _____ aspects of a comprehensive

HIV prevention program, including: epidemiology and surveillance;

counseling, testing, referral, and partner counseling and referral services;

health education and risk reduction activities; school-based education

efforts for youth; public information programs; capacity building;

evaluation; technical assistance; etc. 

[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[

Questions to ask Yourself 

Do I have a basic understanding of HIV prevention community planning? 

Do I understand the following terms: Guidance, community planning group, 

grantee, project area, cooperative agreement, and comprehensive plan?

Have I completed the Chapter Review Exercise? 

1.4 HIV Prevention Community Planning | An Orientation Guide | January 1999
Why Is a Clear Understanding of My Role and

Responsibilities Necessary?

Each member of the CPG has a specific role to play whether representing a

defined population, co-chairing, or staffing the community planning

process. Because the community planning process is often intensive and

demands significant volunteer hours, it is critical that each member

understand his or her role.

What Does the Guidance Say about Roles and

Responsibilities?

The Guidance mentions “Roles and Responsibilities” in several

areas, including:

• All members of the HIV prevention community planning group(s) are

offered a thorough orientation, as soon as possible after appointment. The

orientation includes: understanding the roles and responsibilities outlined

in the Guidance.

• “Roles and Responsibilities” section.

This chapter presents information on the basic roles and responsibilities

expected of CPG members, co-chairs, and health department staff.

KEY POINTS

[ Ensure that you have a copy of

your CPG’s specific roles and

responsibilities (often found in

the bylaws).

[ An orientation is an excellent

opportunity for you to learn

about your specific roles 

and responsibilities in

community planning.

[ Be sure you can 

identify and explain who 

you represent. 

[ Keep a Community 

Planning folder or binder 

for key community planning

information such as 

roles and responsibilities,

bylaws, etc.

HIV Prevention Community Planning | An Orientation Guide | January 1999 2.1

2Roles and Responsibilities of CPG

Members, Co-chairs, and Staff

2Roles and Responsibilities
What are the Basic Roles and Responsibilities 

of CPG Members?

Several CPGs across the country have developed job descriptions.

Following is a basic set of roles and responsibilities for CPG members.

EXPECTED ROLE

As a member of the CPG, it may be your role to:

• Make a commitment to the process and its results.

• Participate in all decision-making and problem-solving. 

• Serve on committees or work groups and complete identified tasks.

• Gather data and information, as required.

PERIOD OF COMMITMENT

• The length of commitment should be determined by the CPG and noted

in its bylaws. It is usually expected that CPG members attend regularly

scheduled meetings and devote a specific number of hours per month to

CPG-related activities.

MAJOR RESPONSIBILITIES

• Review available epidemiologic, evaluation, and behavioral and needs

assessment data to define populations at greatest risk for HIV infection.

• Set priorities among HIV prevention needs and prevention interventions.

• Contribute to the development of a comprehensive HIV prevention plan.

• Evaluate the HIV community planning process.

• Assess the responsiveness of the health department’s application in

addressing CPG priorities identified in the comprehensive HIV prevention

plan.

• Determine technical assistance needs for effective participation in the

community planning process. 

What are the Basic Roles and Responsibilities of CPG

Co-chairs?

EXPECTED ROLE

As a co-chair of the CPG, it may be your role to:

• Develop an agenda based on input from the CPG.

• Serve as a facilitator for CPG meetings and share responsibilities with 

your co-chair(s).

• Participate in briefings before and after each meeting.

• Ensure that CPG members are properly oriented regarding their role in

the planning group.

QUESTIONS TO ASK

[ How did I become a 

CPG member?

[ Do I have to sign a letter 

of commitment?

[ Is it mandatory that I 

serve on a committee or work

group?

[ How much time per 

month will community planning

take?

[ How long is my term?

[ Is it possible to be re-elected?

If so, for how long?

[ How do I obtain a copy of the

epi profile?

[ Is there a specific orientation

to all of the data sets that the

CPG uses?

[ When did the CPG set

priorities? When will they be

set again?

[ How do I evaluate the

community planning process?

[ How do I determine whether

the health department’s

application agrees with the

CPG’s plan?

[ Are CPG members able to

request technical assistance?

QUESTIONS TO ASK

[ Who appoints the health

department co-chair?

[ If the co-chairs are

uncomfortable with facilitating

CPG meetings, 

are funds available to retain 

a facilitator?

2.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
PERIOD OF COMMITMENT

The term of service for co-chairs should be determined by the CPG and

noted in its bylaws. The Guidance requires that one co-chair represent the

grantee or health department and that the other represent the community.

MAJOR RESPONSIBILITIES

In addition to the responsibilities outlined for CPG members, co-chairs may

also perform the following duties:

• Determine how to jointly share co-chair responsibilities.

• Seek input from CPG in determining an agenda for each meeting.

• Review the minutes from each meeting and ensure that they accurately

depict the deliberations.

• Manage conflicts which may arise among members of the CPG.

• Represent the sentiments of CPG members when preparing a letter of

concurrence or nonconcurrence to accompany the health department’s

application for federal HIV prevention funds.

What are the Basic Roles and Responsibilities of

Health Department Staff who Support the CPG?

State and local health departments fulfill an important role in supporting

HIV prevention community planning. In general, health departments offer

three types of support to the community planning process: (1) leadership,

(2) technical, and (3) logistical.

The specific responsibilities of the health department should be addressed

so that members are introduced to the community planning process.

MAJOR ROLES AND RESPONSIBILITIES

Leadership responsibilities may include:

• Involving different units of the health department in supporting the

planning process.

• Promoting community participation from diverse groups.

• Ensuring that the CPG fully understands its roles and responsibilities.

• Providing guidance and support to the CPG co-chairs and members.

Technical responsibilities may include:

• Furnishing epidemiologic data and information on defined populations or

interventions.

• Compiling a profile of existing community resources.

• Assisting in conducting needs assessments and analyzing data.

• Providing information concerning effective strategies for HIV prevention.

• Allocating funds based on priorities set forth in the prevention plan.

[ How often do the 

co-chairs meet?

[ What is the co-chair’s term

of appointment?

[ How many co-chairs has the

CPG had? Who were they?

[ Who develops the agenda and

disseminates it?

[ What process does the CPG

use to make decisions?

[ Does our CPG have a conflict

of interest statement that CPG

members sign?

[ Is the concurrence/

nonconcurrence process clear?

[ Did we discuss the health

department’s application 

to the CDC, including 

the budget?

QUESTIONS TO ASK

[ Who are the health

department staff involved in

community planning?

[ What can we expect from

health department staff?

[ What should we not ask 

of them?

[ Do health department 

staff participate in 

decision-making?

[ Are health department 

staff accessible?

HIV Prevention Community Planning | An Orientation Guide | January 1999 2.3

2Roles and Responsibilities
2.4 HIV Prevention Community Planning | An Orientation Guide | January 1999

Logistical responsibilities may include:

• Developing a comprehensive work plan with targeted completion dates.

• Managing the logistics of committee meetings.

• Disseminating materials to CPG members.

Chapter Review Exercise

1. The Guidance states that an orientation for new members should include

an understanding of __________ ____ _________ of CPG members. 

2. CPGs across the country have developed ______ ______ to explain the

roles and responsibilities of CPG members.

3. The length of commitment should be determined by the CPG and noted 

in its _________.

4. The Guidance requires that one __________ represent the grantee or

health department and that the other represent the community.

5. Health departments offer three distinct types of support to the

community planning process: _____________, _____________, and

_____________.

[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[

Questions to ask Yourself

Do I understand the varying roles and responsibilities of CPG members, 

co-chairs, and staff?

Do I understand the full responsibility of being a CPG member? Will I be

able to fulfill this responsibility?

Have I completed the Chapter Review Exercise?
What do CPGs do?

The simple answer is: they plan! The main product that CPG members

create is a comprehensive HIV prevention plan. To arrive at a plan, however,

several other steps must be completed. This chapter, therefore, sets forth the

necessary steps involved in community planning and the key principles

involved in the process.

What are the Nine Steps of Community Planning?

The Guidance describes the nine steps of the HIV Prevention Community

Planning process. Please keep in mind the Guidance provides a framework

for what must be accomplished in community planning, thereby 

leaving flexibility for CPGs to determine “how” they will accomplish the

necessary steps.

The nine steps are as follows:

1. Develop an Epidemiologic Profile—Assess and describe the

extent, distribution, and impact of HIV/AIDS in defined populations

in the community, as well as relevant risk behaviors.

2. Conduct a Needs Assessment—Conduct a needs assessment of

the HIV prevention needs of the populations identified by the

epidemiologic profile as being at high risk for HIV infection.

3. Assemble a Resource Inventory—Assess existing community

resources for HIV prevention to determine the community’s capacity

to respond to the epidemic. These resources may or may not be

directly HIV-related, but may include the existence of social

KEY POINTS

[ The comprehensive HIV

prevention plan is produced by

the CPG.

[ As with a recipe, the Guidance

defines nine necessary steps

but does not specify exactly

how to accomplish them.

[ Step 1: Develop a profile of

AIDS and AIDS-related data 

for poulations at risk 

for HIV/AIDS.

[ Step 2: Determine the HIV

prevention needs of

populations at high risk for HIV

infection.

[ Step 3: Develop an inventory

of key HIV- and non-HIV-related

resources in 

the community.

HIV Prevention Community Planning | An Orientation Guide | January 1999 3.1

3The Nine Steps and 15 Principles of

Community Planning

3Nine Steps & 15 Principles
networks, educational institutions, businesses, or other communitybuilding activities that may favor HIV risk reduction.

4. Conduct a Gap Analysis—Using the needs assessment and

resource inventory, identify met and unmet HIV prevention needs

within in high-risk populations defined in the epidemiologic profile.

Analyzing the gaps between the needs of at-risk populations and the

existing services will help in setting priorities.

5 Identify Potential Strategies and Interventions—Identify

potential strategies and interventions that can be used to prevent

new HIV infections within the high-risk populations defined in the

epidemiologic profile, needs assessment, and resource inventory.

6. Prioritize Populations and Interventions—Prioritize HIV

prevention needs in terms of (1) high-risk populations, and (2)

interventions and strategies for each high-risk population identified.

7. Develop a Plan—Develop a comprehensive HIV prevention plan

consistent with the high priority HIV prevention needs identified

through the HIV prevention community planning process.

8. Evaluate the Planning Process—Health departments should track

and keep records on an ongoing basis to evaluate the effectiveness

of the community planning process and the development and

implementation of the comprehensive HIV prevention plan.

9. Update the Plan—Once a comprehensive has been developed, the

community planning group should periodically review it.

How Do CPGs Accomplish the Necessary Steps?

As mentioned, CPGs have the flexibility to accomplish the nine steps

according to what works best for the project area. For example, most CPGs

have created committees or work groups to accomplish specific steps or

tasks. Some CPGs work with the health department to develop contracts for

specific tasks such as the needs assessment or resource inventory.

In addition, most CPGs develop close working relationships with health

department staff to accomplish the epidemiologic profile, to write the plan,

and to evaluate the process. However your group accomplishes the nine

steps, it is important that both the process for completing the step(s) and

the finished product are accurately described and presented in the

comprehensive plan.

[ Step 4: Identify and describe

the gaps in services for

defined high-risk populations.

[ Step 5: Identify and describe

how specific interventions are

expected to prevent HIV.

[ Step 6: Rank HIV prevention

needs by target populations

and interventions for high-risk

populations.

[ Step 7: Create a document

that accurately presents the

CPG’s work on steps one

through six.

[ Step 8: Evaluate the

community planning process,

including the Plan

(development and

implementation).

[ Step 9: Keep the plan “alive” 

by ensuring the information is

up-to-date.

[ Ask your co-chairs to explain

“how” the CPG accomplishes

each of the nine steps. What

committees or work groups

have been established? What

role do health department staff

play in completing any of the

steps?

3.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
What are the Principles of Community Planning?

To ensure that HIV prevention community planning is accomplished in a

participatory manner, the CDC requires that all grantees address the

principles of HIV prevention community planning. A detailed discussion of

these standards is set forth in Chapter 4 of this guide. Presented below is an

abridged version of the CDC principles that are critical to successful

community planning: 

1. HIV prevention community planning reflects an open, candid, and

participatory process in which differences in cultural and ethnic

background, perspective, and experience are essential and valued.

2. HIV prevention community planning is characterized by shared

priority setting between health departments and communities.

3. Priority setting accomplished through a community planning

process produces programs that are responsive to high priority,

community-validated needs within defined populations.

4. HIV prevention community planning is characterized by these

fundamental tenets: inclusion, representation, and parity.

5. Representation on a community planning group includes:

• persons who reflect the characteristics of the current and

projected epidemic in the project area in terms of age, gender,

race/ethnicity, socioeconomic status, geographic distribution, and

risk for HIV infection; 

• staff of state/local health departments (HIV and STD programs),

staff of state/local education agencies, staff of other relevant

governmental agencies;

• experts in epidemiology, behavioral and social sciences, program

evaluation, and health planning;

• representatives of key non-governmental and governmental

organizations providing HIV prevention and related services to

persons with or at risk for HIV infection; and

• representatives of key non-governmental and governmental

organizations relevant to, but who may not provide, HIV

prevention services.

6. The HIV prevention community planning process attempts to

accommodate a reasonable number of representatives without

becoming so large that it cannot effectively function.

7. Nominations for membership are solicited through an open process

and candidates are selected, based on criteria that has been

established by the health department and CPG.

8. All members of the CPG(s) are offered a thorough orientation, as

soon as possible after appointment.

[ CDC requires grantees to

address the principles of

community planning.

[ Community planning is a

continual process, not a “onetime-only” event.

[ The CPG needs to create an

environment which supports

active participation.

[ A primary component of

community planning is

inclusive and shared 

priority-setting.

[ Definitions for PIR: 

• Parity: all members of the

CPG are provided

opportunities for orientation

and skills building to

participate in the process and

to have an equal voice in

voting and other decisionmaking activities. 

• Inclusion: the assurance that

the views, perspectives, and

needs of all affected

communities are included and

involved in a meaningful

manner in the community

planning process.

• Representation: the

assurance that those who are

representing a specific

community truly reflect that

community’s values, norms,

and behaviors.

[ The recruitment process 

for membership should be

proactive in including

socioeconomically

marginalized groups and

groups that are underserved

by existing HIV prevention

programs. 

[ CPGs should seek additional

avenues for obtaining input 

on community HIV prevention

needs and priorities such as

holding community meetings,

focus groups, ad hoc 

panels, etc.

HIV Prevention Community Planning | An Orientation Guide | January 1999 3.3

3Nine Steps & 15 Principles
9. Health departments assure that the CPG(s) has access to current

information related to HIV prevention and analyses of the

information, including potential implications for HIV prevention in

the jurisdiction.

10. Identification, interpretation, and prioritization of HIV prevention

needs reflect the epidemiologic profile, needs assessment, resource

inventory, and culturally relevant and linguistically appropriate

information obtained from communities to be served, particularly

persons with or at risk for HIV infection.

11. Priority setting for specific HIV prevention strategies and

interventions is based on specific criteria outlined in the Guidance

(see “Essential Elements of a Comprehensive HIV Prevention Plan;”

#6, Prioritization of Populations and Interventions) and each

criterion should be formally considered by the CPG during priority

setting deliberations.

12. The HIV prevention community planning process produces a

comprehensive HIV prevention plan, jointly developed by the

health department and the CPG(s), which includes specific, high

priority HIV prevention strategies and interventions targeted to

defined populations.

13. The allocation of CDC-awarded resources reflects, to a reasonable

degree, the epidemic in the jurisdiction.

14. Because the plan is comprehensive, it is distributed widely as a

resource to guide programmatic activities and resources outside of

those supported with CDC federal HIV prevention funds.

15. The HIV prevention community planning process is evaluated to

ensure that it is meeting the core objectives of community planning.

What Next?

Now that you have a better understanding of the necessary steps and the

key principles of HIV prevention community planning, it is important to

become familiar with the Guidance. Chapter 4 provides the text of the most

recently updated Guidance, as well as a side-by-side annotated version.

[ The nominations process should

be clear (criteria should be

described in the grantee’s

application) and should ensure

representation from

underserved populations.

[ CPG members should know 

the Guidance, roles and

responsibilities, and their

CPG’s operating procedures.

[ CPG decisions should be based

on key data available to the

entire group.

[ Approaches for priority setting

should be based, at a

minimum, on the Guidance.

[ A comprehensive HIV

prevention plan is the main

product of the community

planning process.

[ If the allocation of HIV

prevention funds does not

correspond to the

state/local epidemic, there

should be a convincing

explanation for the

discrepancy.

[ The comprehensive plan is

intended to be used as a tool

for implementing programs;

thus, it should be in people’s

hands, and not be sitting on a

shelf. 

[ Continual evaluation of the

community planning process is

necessary.

[ 9 steps + 15 principles =

basic elements of community

planning.

3.4 HIV Prevention Community Planning | An Orientation Guide | January 1999
HIV Prevention Community Planning | An Orientation Guide | January 1999 3.5

3Nine Steps & 15 Principles

Chapter Review Exercise

1. The main product that the CPG creates is a _________ _________

_________ _________.

2. To ensure that HIV prevention community planning is

accomplished in a participatory manner, the CDC requires 

that all of the grantees address the __________.

3. A gap analysis should help you identify _______ and ______

prevention needs within high-risk populations defined in the

epidemiologic profile.

4. HIV prevention community planning is characterized by ________

priority setting between _______ ________ and communities.

5. _________________ is the assurance that the views, perspectives,

and needs of all affected communities are included and involved in

a meaningful manner in the community planning process.

6. Identification, interpretation, and prioritization of HIV prevention

needs reflect the ___________ profile, ______ assessment,

__________ inventory, and culturally relevant and linguistically

appropriate information obtained from communities to be served,

particularly persons with or at risk for HIV infection.

[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[

Questions to ask Yourself

Do I have any questions regarding the nine steps?

Who is responsible for each of the steps?

Do I understand the 15 principles involved in community planning? 

Have I completed the Chapter Review Exercise?
3.6 HIV Prevention Community Planning 

| An Orientation Guide | January 1999
What is the Side-by-Side Companion?

This Side-by-Side Companion presents an annotated summary of the

Guidance for HIV Prevention Community Planning. The purpose of this chapter

is to provide CPG members with an abridged version of the Guidance. 

This Guidance provides the basic framework for CDC HIV prevention

grantees (state and local health departments) to implement HIV prevention

community planning. In January of 1994, the CDC officially initiated HIV

Prevention Community Planning. In the summer of 1998, CDC issued a

revised Guidance for HIV Prevention Community Planning. The text on the

left-hand side of the page is the “official” Guidance. The text on the righthand side of the page is the annotated version. The text on the right is

intended to be more user-friendly; however, it is not a replacement for the

official language of the Guidance.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.1

4A Side-by-Side Companion 

to the Guidance

4The Guidance
GUIDANCE

HIV Prevention Community Planning

FOR HIV PREVENTION COOPERATIVE

AGREEMENT RECIPIENTS

ESSENTIAL COMPONENTS OF 

A COMPREHENSIVE HIV

PREVENTION PROGRAM

To implement a comprehensive HIV prevention

program, State, local, and territorial health

departments that receive HIV Prevention

Cooperative Agreement funds should assure that

efforts in their jurisdictions include all of the

following essential components: 

1. HIV prevention community planning, in

accordance with this guidance; 

2. Epidemiologic and behavioral HIV/AIDS

surveillance, as well as collection of other

health and demographic data relevant to HIV

risks, incidence, or prevalence;

3. HIV prevention counseling, testing, referral,

and partner counseling and referral services,

with strong linkages to medical care,

treatment, and other needed services;

4. Health education and risk reduction (HE/RR)

activities, including individual-, group-, and

community-level interventions; 

5. Easy access to diagnosis and treatment of

other sexually transmitted diseases;

6. School-based education efforts for youth;

7. Public information programs;

8. Quality assurance and training; 

9. Laboratory support;

10. HIV prevention capacity-building activities,

including expansion of the public health

infrastructure by contracting with nongovernmental organizations, especially

community-based organizations; 

11. Evaluation of major program activities,

interventions, and services; and 

12. An HIV prevention technical assistance

assessment and plan.

HIV Prevention Community Planning Standards

(Rules) for Health Departments & CPGs

Essential Components of 

a Comprehensive HIV 

Prevention Program

Federal HIV prevention funds support comprehensive state/local

HIV prevention programs. State/local HIV prevention programs

should include all of the following:

1. HIV Prevention Community Planning,

2.* HIV/AIDS Surveillance (epidemiologic and behavioral) and

key data (demographic and health) relating to HIV

prevalence, incidence, and risk behaviors;

3. HIV prevention counseling, testing, referral, and partner

counseling and referral services (formerly referred to as

counseling, testing, referral, and partner notification)

linked to medical care, treatment, and other key services;

4. Health education and risk reduction interventions (which

include individual-, group-, and community-level programs)

5.* Linkages with STD prevention and treatment programs for

easy access to diagnosis and treatment of other sexually

transmitted diseases;

6.* School-based education programs for youth;

7. Public information programs;

8. Quality assurance and training; 

9. Laboratory support;

10. HIV prevention-related capacity-building activities such as

supporting non-governmental organizations, especially

community-based organizations; 

11. Evaluation of major program activities, interventions, and

services; and 

12. An HIV prevention technical assistance assessment and

plan.

(*Note: Services for #2, #5, #6 are NOT specifically funded

through HIV prevention cooperative agreement funds.)

This Guidance focuses on #1: HIV Prevention Community

Planning. The Guidance provides minimum standards that the

CDC requires of health departments and community planning

groups in implementing HIV prevention community planning. 

4.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
All of these components except numbers 2, 5, and

6 are funded primarily under the HIV prevention

cooperative agreement program with health

departments. This guidance addresses the first of

these components, HIV prevention community

planning, and outlines the minimum standards

that CDC requires of health departments in the

implementation of the community planning

process. Definitions and programmatic standards

and guidelines referenced in this guidance are

further described in the materials included with

program announcement #99004.

FINANCIAL SUPPORT OF HIV

PREVENTION COMMUNITY

PLANNING

HIV prevention cooperative agreement funds

should be used to support all aspects of the

community planning process, including:

• Supporting planning group meetings, public

meetings, and other means for obtaining

community input;

• Facilitating involvement of all community

planning group members in the planning

process, particularly those persons with and at

risk for HIV infection;

• Supporting capacity development for inclusion,

representation, and parity of community

representatives and other planning groups

members to participate effectively in the process;

• Providing technical assistance to health

departments and community planning groups;

• Supporting infrastructure for the HIV prevention

community planning process;

• Collecting, analyzing, and disseminating relevant

data; and

• Evaluating the community planning process.

DEFINITION OF HIV PREVENTION

COMMUNITY PLANNING AND

CORE OBJECTIVES

HIV prevention community planning is an

ongoing, comprehensive planning process that is

intended to improve the effectiveness of State,

local, and Territorial health departments’ HIV

prevention programs by strengthening the

For more definitions and HIV prevention programmatic

standards, refer to Program Announcement #99004 (your

health department or CDC Project Officer can get you a copy).

Financial Support of HIV Prevention

Community Planning

HIV prevention funds should be used to support HIV prevention

community planning activities, including:

[ Meeting logistics (CPG, public, and other input-focused

meetings);

[ Supporting community planning group member involvement

(such as transportation, expense reimbursement, etc.),

especially for persons with or at risk for HIV infection;

[ Supporting parity, inclusion, and representation (PIR) capacity

development (through technical assistance and/or training) for

planning group members;

[ Providing technical assistance to health departments and

community planning groups;

[ Supporting infrastructure for the HIV prevention community

planning process (such as staff, consultants, contracts, etc.);

[ Collecting, analyzing, and disseminating data; and

[ Evaluating the community planning process.

Definition of HIV Prevention

Community Planning & 

The Core Objectives

HIV prevention community planning is expected to improve HIV

prevention programming by strengthening the: (1) Scientific

basis, (2) Community relevance, and (3) Population- or riskbased focus of prevention interventions.

HIV prevention community planning should be driven by:

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.3

4The Guidance
scientific basis, community relevance, and

population- or risk-based focus of prevention

interventions. HIV prevention community

planning is (1) evidence-based (i.e., based on

HIV/AIDS and other epidemiologic data, including

STD and behavioral surveillance data; qualitative

data; ongoing program experience; program

evaluation; a comprehensive needs assessment and

resource inventory process, and other local data)

and (2) incorporates the views and perspectives of

groups at risk for HIV infection for whom the

programs are intended, as well as providers of HIV

prevention services. 

Together, representatives of affected populations,

epidemiologists, behavioral and social scientists,

HIV/AIDS prevention service providers, health

department staff, and others (e.g., representatives

of organized healthcare delivery systems that serve

persons with or at risk for HIV infection) analyze

the course of the epidemic in their jurisdiction,

assess and prioritize HIV prevention needs,

identify HIV prevention interventions to meet

those needs, and develop comprehensive HIV

prevention plans that are directly responsive to the

epidemics in their jurisdictions. 

Prioritizing HIV prevention needs is a critical part

of program planning. Community planning group

members are expected to follow a logical,

evidence-based process in order to determine the

highest priority, population-specific prevention

needs in their jurisdiction. These prioritized

prevention needs are particularly important to the

health department in allocating prevention dollars.

Specific high priority HIV prevention needs (both

populations and interventions) identified in the

comprehensive HIV prevention plan are then

operationalized in the health department’s

application to CDC for federal HIV prevention

funds. There should be strong, logical linkages

between the community planning process, the

comprehensive HIV prevention plans, the health

department’s application for federal funds, and the

allocation of federal HIV prevention resources by

the health department. 

CDC monitors progress in community planning

through the following five core objectives:

[ Evidence—HIV/AIDS epidemiologic surveillance and other

data (such as STD and behavioral surveillance data);

qualitative data; ongoing program experience; program

evaluation; a comprehensive needs assessment and resource

inventory; and other local data; and

[ Community Values—views and perspectives of groups at

risk for, or infected/affected with HIV, and HIV prevention

service providers.

HIV prevention community planning is a shared

responsibility. Community planning requires a broad mix of

experts (representatives of affected populations,

epidemiologists, behavioral and social scientists, HIV/AIDS

prevention service providers, health department staff, and

others — e.g., representatives of healthcare providers that

serve persons with or at risk for HIV infection) to come together

and share responsibilities for analyzing the local epidemic,

assessing needs and resources, setting priorities for target

populations and interventions, and developing a comprehensive

HIV prevention plan.

Setting priorities for target populations and interventions

is a critical part of community planning. A participatory

priority-setting process (using the best data available) should

result in HIV prevention programs that are responsive to high

priority, community-validated needs of specific populations.

[ Prioritized prevention needs are important to the health

department in allocating prevention dollars.

[ The community planning group’s priority HIV prevention needs

(both populations and interventions) identified in the

comprehensive HIV prevention plan are operationalized in the

health department’s application to CDC for federal HIV

prevention funds.

[ There should be linkages between the community planning

process, the comprehensive HIV prevention plan, the 

health department’s application for federal funds, and the

allocation of federal HIV prevention resources by the 

health department.

4.4 HIV Prevention Community Planning | An Orientation Guide | January 1999
Core Objectives:

• Fostering the openness and participatory nature

of the community planning process.

• Ensuring that the community planning group(s)

reflects the diversity of the epidemic in the

jurisdiction, and that expertise in epidemiology,

behavioral/social science, health planning, and

evaluation are included in the process.

• Ensuring that priority HIV prevention needs are

determined based on an epidemiologic profile

and a needs assessment.

• Ensuring that interventions are prioritized based

on explicit consideration of priority needs,

outcome effectiveness, cost and cost effectiveness,

theory, and community norms 

and values.

• Fostering strong, logical linkages between the

community planning process, application for

funding, and allocation of CDC HIV prevention

resources. 

Community planning groups may choose to take a

long-term approach to their planning process, in

one year reviewing the plan and developing action

steps to strengthen it; in the next, focusing on

implementing the steps and revising the plan; in

the next, focusing on a particular population for

which more information is needed; in the fourth,

returning to the basic community planning steps.

The planning process should be flexible, with the

emphasis on undertaking meaningful tasks that

contribute to, and enhance, the comprehensive

plan. The important, overall goal of HIV

prevention community planning is to have in place

a comprehensive HIV prevention plan that is

current, evidence based, adaptable as new

information becomes available, tailored to the

specific needs and resources of each jurisdiction,

and widely distributed in an effort to provide a

roadmap for prevention that can be used by all

prevention providers in the jurisdiction. 

Core Objectives—In addition to the Principles and Necessary

Steps of Community Planning, CDC monitors progress in

community planning, nationally, through the following five 

core objectives:

[ Core Objective #1: The community planning process should

be open and highly participatory.

[ Core Objective #2: The community planning group(s)

membership should reflect the local (project area’s) epidemic,

and members or participants should include experts in

epidemiology, behavioral/social science, health planning, and

evaluation.

[ Core Objective #3: HIV prevention priority needs should be

based on an epidemiologic profile and a needs assessment.

[ Core Objective #4: Priority setting for interventions should be

based on explicit consideration of priority needs, outcome

effectiveness, cost effectiveness, theory, and community

norms and values.

[ Core Objective #5: Clear linkages should exist between the

community planning process, the health department’s

application for funding, and allocation of federal HIV prevention

resources within the project area.

The planning process should be flexible. Community

planning groups may choose to complete their planning process

over multiple years. For example: (a) in one year, focusing on

reviewing the plan and developing action steps to strengthen it;

(b) in the next year, focusing on implementing the steps and

revising the plan; (c) in the next year, focusing on a particular

population or set of interventions for which more information is

needed; and (d) in the next year, returning to the basic

community planning steps.

The overall goal of HIV prevention community planning is

to develop and have in place a comprehensive HIV

prevention plan that is:

[ Current, evidence-based, and refreshed with new information

as it becomes available,

[ Tailored to the specific needs and resources of each

jurisdiction, and

[ Widely distributed.

The plan should provide a roadmap for prevention that can be

used by all prevention providers in the jurisdiction.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.5

4The Guidance
PRINCIPLES OF HIV PREVENTION

COMMUNITY PLANNING

The following principles trace their origins to

several sources: HIV prevention program

assessments conducted by CDC staff; CDC's

Planned Approach to Community Health (PATCH)

program; CDC's Assessment Protocol for

Excellence in Public Health (APEX/PH) project; the

ASTHO/NASTAD/CSTE State Health Agency

Vision for HIV Prevention; the June 1994 External

Review of CDC’s HIV Prevention Strategies by the

CDC Advisory Committee on the Prevention of

HIV Infection; experience and recommendations of

health departments and non-governmental

organizations; the health promotion, community

development, behavioral and social sciences

literature; and CDC and its partners’ experience in

implementing community planning since 1994.

All grantees are required to adhere to the

following principles:

1. HIV prevention community planning reflects

an open, candid, and participatory process, in

which differences in cultural and ethnic

background, perspective, and experience are

essential and valued.

2. HIV prevention community planning is

characterized by shared priority setting

between health departments administering

and awarding HIV prevention funds and the

communities for whom the prevention

services are intended.

3. Priority setting accomplished through a

community planning process produces

programs that are responsive to high priority,

community-validated needs within defined

populations. Persons at risk for HIV infection

and persons with HIV infection play a key

role in identifying prevention needs not

adequately met by existing programs and in

planning for needed services that are

culturally appropriate. HIV prevention

programs developed with input from affected

communities are likely to be successful in

garnering the necessary public support for

effective implementation and in preventing

the transmission of HIV infection. 

Principles of HIV Prevention

Community Planning

The principles of HIV Prevention Community Planning 

were developed from a diverse set of inputs, processes, 

and experiences.

Although there is no “one way” to accomplish community

planning, CDC’s grantees are required to adhere to the

following principles for HIV prevention community planning:

1. The community planning process should strive to create

an environment which allows for open participation in

which differences in background, perspective, and

experience are essential and valued.

2. The core of community planning is based on a foundation

of shared priority-setting between the health department

and the community.

3. By setting priorities for prevention needs, the community

planning process results in programs that are responsive

to high priority, community-validated needs within defined

populations.

[ Persons at risk for HIV infection and persons with HIV

infection should play a key role in identifying prevention

needs not adequately met by existing programs and in

planning for needed services that are culturally

appropriate.

[ HIV prevention programs developed with input from

affected communities are likely to be better received

and more successful in garnering public support for

effective implementation and in preventing the

transmission of HIV infection. 

4.6 HIV Prevention Community Planning | An Orientation Guide | January 1999
4. HIV prevention community planning is

characterized by inclusion, representation,

and parity. These are fundamental tenets of

HIV prevention community planning. 

Inclusion is defined as the assurance that the views,

perspectives, and needs of all affected communities are

included and involved in a meaningful manner in the

community planning process. This is the assurance

that the community planning process is inclusive of

all the needed perspectives. 

Representation is the assurance that those who are

representing a specific community truly reflect that

community’s values, norms, and behaviors. This is the

assurance that those representatives who are

included in the process are truly able to represent

their community. However, these representatives

must also be able to participate as group members

in objectively weighing the overall priority

prevention needs of the jurisdiction.

Parity is the condition whereby all members of the

HIV prevention community planning group are

provided opportunities for orientation and skills

building to participate in the planning process and to

have equal voice in voting and other decision-making

activities. This is ensuring that those representatives

who are included in the process can participate

equally in the decision-making process.

5. Representation on a community planning

group includes:

• Persons who reflect the characteristics of

the current and projected epidemic in that

jurisdiction (as documented by the

epidemiologic profile) in terms of age,

gender, race/ethnicity, socioeconomic status,

geographic and metropolitan statistical area

(MSA)-size distribution (urban and rural

residence), and risk for HIV infection.

Members should articulate for, and have

expertise in understanding and addressing,

the specific HIV prevention needs of the

populations they represent. At the same

time, they must be able to participate as

group members in objectively weighing 

the overall priority prevention needs of 

the jurisdiction.

• Staff of state and local health departments,

4. Parity, inclusion, and representation (PIR) are fundamental

goals in HIV prevention community planning.

[ Definition: Inclusion—the assurance that the views,

perspectives, and needs of all affected communities

are included and involved in a meaningful manner in

the community planning process.

[ Definition: Representation—the assurance that those

who are representing a specific community [CPG

members] truly reflect that community’s values,

norms, and behaviors. In addition, these

representatives must also be able to participate

objectively in setting overall priorities for prevention

needs in the jurisdiction.

[ Definition: Parity—all members of the HIV prevention

community planning group are provided opportunities

for orientation and skills building to participate in the

planning process and to 

have equal voice in voting and other decision-making

activities.

5. Community planning group members/ representatives

include:

[ Persons who reflect the characteristics (age, gender,

race/ethnicity, socioeconomic status, geographic

distribution — urban and rural residence — and risk for

HIV infection) of the current and projected epidemic of

the jurisdiction (as documented in the epidemiologic

profile).

[ State/local health department staff, including the HIV

prevention and STD treatment programs; staff of

state/local education agencies; and staff of other

relevant governmental agencies (e.g., substance abuse,

mental health, corrections).

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.7

4The Guidance
including the HIV prevention and STD

treatment programs; staff of state and local

education agencies; and staff of other

relevant governmental agencies (e.g.,

substance abuse, mental health,

corrections).

• Experts in epidemiology, behavioral and

social sciences, program evaluation, and

health planning.

• Representatives of key non-governmental

and governmental organizations providing

HIV prevention and related services (e.g.,

STD, TB, substance abuse prevention and

treatment, mental health services, homeless

shelters, HIV care and social services) to

persons with or at risk for HIV infection.

• Representatives of key non-governmental

organizations relevant to, but who may not

necessarily provide, HIV prevention services

(e.g., representatives of business, labor, and

faith communities).

6. The HIV prevention community planning

process attempts to accommodate a

reasonable number of representatives without

becoming so large that it cannot effectively

function. To assure needed input without

becoming too large to function, HIV

prevention community planning group(s)

seek additional avenues for obtaining input

on community HIV prevention needs and

priorities, such as holding well-publicized

public meetings, conducting focus groups,

and convening ad hoc panels. This is

especially important for obtaining input

relevant to marginalized populations or to

scientific or agency representation that may

be difficult to recruit and retain as members

of the planning group.

7. Nominations for membership are solicited

through an open process and candidates are

selected, based on criteria that has been

established by the health department and the

community planning group. The nomination

and selection of new community planning

group members occurs in a timely manner to

avoid vacant slots or disruptions in planning.

In addition, the recruitment process for

membership in the HIV prevention

community planning process is proactive to

[ Experts in epidemiology, behavioral and social sciences,

program evaluation, and health planning.

[ Representatives of key non-governmental and

governmental organizations providing HIV prevention and

related services to persons with or at risk for 

HIV infection.

[ Representatives of key non-governmental organizations

relevant to, but who may not necessarily provide, HIV

prevention services (e.g., representatives of business,

labor, and faith communities).

6. The HIV prevention community planning group should not

become so large in size that it cannot effectively function.

[ To assure non-member input, HIV prevention community

planning group(s) seek additional avenues for obtaining

input on community HIV prevention needs and priorities,

such as holding well-publicized public meetings,

conducting focus groups, and convening ad hoc panels.

This is especially important for obtaining input relevant

to marginalized populations or to scientific or agency

representation that may be difficult to recruit and retain

as members of the planning group.

7. The nominations process needs to be clear (criteria should

be described in the CPG’s comprehensive HIV prevention

plan and in the CDC grantee’s application for Cooperative

Agreement HIV prevention funds).

[ The nomination and selection process of new members

should ensure timely replacement of vacant member

slots.

[ The process should ensure representation from

underserved populations.

4.8 HIV Prevention Community Planning | An Orientation Guide | January 1999
ensure that socioeconomically marginalized

groups, and groups that are underserved 

by existing HIV prevention programs, 

are represented.

8. All members of the HIV prevention

community planning group(s) are offered a

thorough orientation, as soon as possible after

appointment. The orientation includes:

• Understanding the roles and responsibilities

outlined in this document,

• Understanding the specific policies,

procedures, and ground rules for

deliberations and decision-making,

resolving disputes, and avoiding conflict of

interests that are consistent with the

principles of this guidance and are

developed with input from all parties. These

policies and procedures address:

• Process for making decisions within the

planning group (vote, consensus, etc.),

• Conflict(s) of interest for members of the

planning group(s),

• Disputes within and among planning

group(s),

• Differences between the planning group(s)

and the health department in the

prioritization and implementation of

programs/services, and

• A process for resolving these disputes in a

timely manner when they occur.

• Understanding the history of the

community planning group and its

decisions to date, and

• Understanding HIV prevention

interventions and comprehensive

prevention programs.

Orienting new members is an ongoing process that

may include mentoring new members throughout

the year.

9. Health departments assure that HIV

prevention community planning group(s)

have access to current information related to

HIV prevention and analyses of the

information, including potential implications

for HIV prevention in the jurisdiction.

Sources of information include evaluations of

program activities, local program experience,

8. All members of the HIV prevention community planning

group(s) are offered a thorough orientation, as soon as

possible after appointment.

[ Orienting new members is an ongoing process that may

include mentoring new members throughout 

the year.

The orientation should include:

[ Understanding the roles and responsibilities outlined in

the Guidance,

[ Understanding the specific policies, procedures, and

ground rules for decision-making, resolving disputes,

and avoiding conflict of interests

[ Policies should be consistent with the principles of this

Guidance and developed with input from all parties.

These policies and procedures address:

[ Decision making within the planning group (vote,

consensus, etc.),

[ Conflict(s) of interest for members of the 

planning group(s),

[ Disputes within and among planning group(s),

[ Differences between the planning group(s) and the

health department in the prioritization and

implementation of programs/services, and

[ A process for resolving these disputes in a timely

manner when they occur.

[ Understanding the history of the community planning

group and its decisions to date, and

[ Understanding HIV prevention interventions and

comprehensive prevention programs.

9. The health department is responsible for ensuring that the

CPG(s) has access to HIV prevention information, and

analyses of the information such as potential implications

for the jurisdiction. Information sources include:

[ Evaluations of program activities, 

[ Local program experience, 

[ Programmatic research, 

[ The best available science, and 

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.9

4The Guidance
programmatic research, the best available

science, and other sources, especially as it

relates to the at-risk population groups within

a given community and the priority needs

identified in the comprehensive plan.

10. Identification, interpretation, and

prioritization of HIV prevention needs reflect

the epidemiologic profile, needs assessment,

resource inventory, and culturally relevant and

linguistically appropriate information

obtained from the communities to be served,

particularly persons with or at risk for HIV

infection.

11. Priority setting for specific HIV prevention

strategies and interventions is based on

specific criteria outlined in this document and

each criterion should be formally considered

by the HIV prevention community planning

group(s) during priority-setting deliberations.

12. The HIV prevention community planning

process produces a comprehensive HIV

prevention plan, jointly developed by the

health department and the HIV prevention

community planning group(s), which

includes specific, high priority HIV

prevention strategies and interventions

targeted to defined populations. Each health

department’s application for CDC funds

addresses the plan’s high priority elements

that can be met by HIV prevention

cooperative agreement funds. The

comprehensive plan includes the essential

elements listed in the section Essential

Elements of a Comprehensive HIV Prevention

Plan. For jurisdictions with multiple

planning groups and plans, and with no

jurisdiction-wide group, the health

department should, at a minimum, develop a

jurisdiction-wide summary of

recommendations and conclusions. This

should include jurisdiction-wide HIV

prevention goals for priority populations with

defined priority interventions as determined

from among regional priorities, as well as a

jurisdiction-wide summary of coordination,

technical assistance, and evaluation activities.

[ Other sources, especially as it relates to the at-risk

population groups within a given community and the

priority needs identified in the comprehensive plan.

10. Priority setting is based on the epidemiologic profile,

needs assessment, resource inventory, and culturally

relevant and linguistically appropriate information obtained

from the communities to be served, particularly persons

with or at risk for HIV infection.

11. Priority setting for specific HIV prevention interventions is

based on the criteria outlined in this Guidance (see,

Essential Elements of a Comprehensive HIV Prevention

Plan, #6—Prioritization of Populations and Interventions).

The CPG(s) should formally consider each criterion during

its priority setting process.

12. A major product of the community planning process is a

comprehensive HIV prevention plan, jointly developed by

the health department and the HIV prevention community

planning group(s).

[ The plan should include specific, high priority HIV

prevention strategies and interventions targeted to

defined populations.

[ Each health department’s application for CDC funds

addresses the plan’s high priority elements that 

can be met by HIV prevention cooperative 

agreement funds. 

[ The comprehensive plan includes the essential

elements listed in the Guidance section Essential

Elements of a Comprehensive HIV Prevention Plan. 

[ For jurisdictions with multiple planning groups

and plans, and with no jurisdiction-wide group, the

health department should, at a minimum, develop a

jurisdiction-wide summary of recommendations and

conclusions.

[ This should include jurisdiction-wide HIV prevention

goals for priority populations with defined priority

interventions as determined from regional priorities, as

well as a jurisdiction-wide summary of coordination,

technical assistance, and 

evaluation activities.

4.10 HIV Prevention Community Planning | An Orientation Guide | January 1999
13. The allocation of CDC-awarded resources

reflects, to a reasonable degree, the epidemic

in a jurisdiction. When this is not the case,

there should be a convincing explanation for

discrepancies, i.e., the use of state or 

other funds.

14. Because the plan is comprehensive, it is

distributed widely as a resource to guide

programmatic activities and resources outside

of those supported with CDC federal HIV

prevention funds. 

15. The HIV prevention community planning

process is evaluated to ensure that it 

is meeting the core objectives of 

community planning.

STEPS IN THE HIV PREVENTION

COMMUNITY PLANNING PROCESS

After convening a representative group, the steps

of the HIV prevention community planning

process are as follows:

1. Develop an Epidemiologic Profile

Assess and describe the extent, distribution,

and impact of HIV/AIDS in defined

populations in the community, as well as

relevant risk behaviors. This is the starting

point for defining future HIV prevention

needs in defined, targeted populations within

the health department’s jurisdiction. 

2. Conduct a Needs Assessment

Conduct an assessment of the HIV prevention

needs of the populations identified by the

epidemiologic profile as being at high risk for

HIV infection.

3. Assemble a Resource Inventory

Assess existing community resources for HIV

prevention to determine the community’s

capability to respond to the epidemic. These

resources may or may not be directly HIVrelated, but may include the existence of

social networks, educational institutions,

businesses, or other community-building

activities that may favor HIV risk reduction.

13. The allocation of CDC-awarded resources by the health

department reflects the epidemic in a jurisdiction. When

this is not the case, there should be a convincing

explanation for discrepancies, i.e., the use of state or

other funds.

14. The plan should be widely distributed — it is intended to

serve as a roadmap for HIV prevention that can be used

by all prevention providers in the jurisdiction.

15. The HIV prevention community planning process should be

evaluated to ensure that it is meeting the core objectives.

Steps in the HIV Prevention

Community Planning Process

Once a CPG has been convened, the steps of HIV prevention

community planning are to:

1. Develop an epi profile—this is the starting point for

planning. The epi profile assists the CPG to assess the

impact of HIV/AIDS in defined populations in the

community. The epi profile represents quantitative data.

2. Conduct a Needs Assessment—of the HIV prevention

needs of populations at high risk for HIV infection. The

needs assessment may represent both qualitative and

quantitative data.

3. Assemble a Resource Inventory—of key HIV- and nonHIV-related resources in the community. The resource

inventory provides information about the service and

program capacity, within the jurisdiction, to respond to the

epidemic (i.e., number and types of CBOs, in- and out-ofschool programs, labor- or business-focused programs,

faith-based programs, etc.).

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.11

4The Guidance
4. Conduct a Gap Analysis

Using the needs assessment and resource

inventory, identify met and unmet HIV

prevention needs within the high-risk

populations defined in the epidemiologic

profile. Findings from the needs assessment

about high-risk populations (e.g., size of

population, impact of HIV/AIDS, risk

behaviors) should be compared to findings

from the resource inventory about existing

services. An analysis of the gaps between 

the needs of at-risk populations and the

existing services should be helpful in the

prioritization process.

5. Identify potential Strategies and Interventions

Identify potential strategies and interventions

that can be used to prevent new HIV infections

within the high-risk populations defined in the

epidemiologic profile, needs assessment, and

resource inventory.

6. Prioritize Populations and Interventions

Prioritize HIV prevention needs in terms of (1)

high-risk populations and (2) interventions and

strategies for each high-risk population

identified. 

7. Develop a Plan

Develop a comprehensive HIV prevention plan

consistent with the high priority needs

identified through the community planning

process. The plan must contain all of the

elements described in the following section,

Essential Elements of a Comprehensive HIV

Prevention Plan. CDC does not require a new

plan each year. Plans may cover more than one

year. However, community planning groups are

expected to meet regularly and to periodically

review, revise, and refine the plans, as indicated

by any new or enhanced surveillance data,

intervention research, needs assessment,

resource inventory, program policy, or

technology. (See Step 9 below) Jurisdictions

with multiple planning groups and plans, and

with no jurisdiction-wide group, should follow

the same process. The state health department

should, at a minimum, annually develop a

jurisdiction-wide summary of

recommendations and conclusions. This should

include jurisdiction-wide HIV prevention goals

4. Conduct a Gap Analysis—to identify and describe the

gaps in services for defined high-risk populations. Gaps can

be analyzed by comparing the findings of the needs

assessment with the findings from the resource inventory—

i.e., where there are significant populations practicing

high-risk behaviors and no targeted prevention services for

them in the jurisdiction. The Gap Analysis is a basis for

setting priorities among met and unmet prevention needs of

specific populations.

5. Identify Potential Strategies and Interventions—and

describe how specific interventions are expected to prevent

HIV within specific high-risk populations. This to provide a

basis for setting priorities among specific interventions and

strategies in specific populations.

6. Prioritize Populations and Interventions—rank HIV

prevention needs by: (a) high-risk target populations, and (b)

interventions for each high-risk population.

7. Develop a Plan—create a document that accurately

presents the CPG’s work on steps one through six, above. 

[ The plan must contain all of the elements described in the,

Essential Elements of a Comprehensive HIV Prevention

Plan section of the Guidance. 

[ Multi-year planning: CDC does not require a new plan

each year. Plans may cover more than one year. 

[ Community planning groups are expected to meet regularly

and to periodically review, revise, and refine the plans, as

indicated by any new or enhanced surveillance data,

intervention research, needs assessment, resource

inventory, program policy, or technology (see Step 9, on

the following page).

[ Jurisdictions with multiple planning groups and

plans, and with no jurisdiction-wide group, should follow

the same process. The state health department should, at

a minimum, annually develop a jurisdiction-wide summary

of recommendations and conclusions.

[ This should include jurisdiction-wide HIV prevention goals

for priority populations with defined priority interventions

as determined from among regional priorities, as well as a

jurisdiction-wide summary of coordination, technical

assistance, and evaluation activities.

4.12 HIV Prevention Community Planning | An Orientation Guide | January 1999
for priority populations with defined priority

interventions as determined from among

regional priorities, as well as a jurisdictionwide summary of coordination, technical

assistance, and evaluation activities.

8. Evaluate the Planning Process

Health departments should track and keep

records on an ongoing basis to evaluate the

effectiveness of community planning process

and the development and implementation of

the comprehensive HIV prevention plan. 

(See CDC Evaluation Guidance)

9. Update the Plan

Once a comprehensive plan has been

developed, the community planning group

should periodically review it to determine

whether or not it is necessary to: 

• Revise priorities, budget allocations, or

community planning group composition 

to reflect any changes in the epidemiologic

profile;

• Seek additional information to clarify and

focus prevention priorities;

• Define potential methods for obtaining

needed additional information;

• Give additional attention to strengthening

specific recommendations in the plan,such as

• The linkages between primary prevention

activities and secondary prevention, STD

treatment, drug treatment, and medical

services;

• Development of an in-depth plan for

coordination of health department HIV

prevention activities with the prevention

activities of other governmental and nongovernmental agencies in the jurisdiction;

• Conducting an assessment of technical

assistance needs in the jurisdiction and

developing a plan for meeting the needs; 

• Review program implementation

information that would inform the

planning process and potentially affect

the priorities in the plan, e.g., progress

reports from contractors, process

evaluation data from other program

activities; 

• Conduct new or additional needs

assessment, resource inventories, focus

groups, etc.; 

8. Evaluate the community planning process—

including the development and implementation of the

comprehensive plan.

9. Update the Plan—Keep the plan “alive” by ensuring the

information is up-to-date. 

The community planning group should periodically review

the plan to determine whether or not it is necessary to: 

[ Revise priorities, budget allocations, or community

planning group composition to reflect any changes in

the epidemiologic profile;

[ Seek additional information to clarify and focus

prevention priorities;

[ Define potential methods for obtaining needed additional

information;

[ Give additional attention to strengthening specific

recommendations in the plan, such as:

• The linkages between primary prevention activities

and secondary prevention, STD treatment, drug

treatment, and medical services;

• Development of an in-depth plan for coordination of

health department HIV prevention activities with the

prevention activities of other governmental and nongovernmental agencies in the jurisdiction;

• Conducting an assessment of technical assistance

needs in the jurisdiction and developing a plan for

meeting the needs; 

• Review program implementation information that

would inform the planning process and potentially

affect the priorities in the plan (e.g., progress reports

from contractors, process evaluation data from other

program activities);

• Conduct new or additional needs assessment,

resource inventories, focus groups, etc.; 

• Review new research findings on intervention

effectiveness and determine the impact, if any, on

the plan; and

• Consider how new biomedical or prevention

technologies might best be utilized.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.13

4The Guidance
• Review new research findings on

intervention effectiveness and determine the

impact, if any, on the plan; and

• Consider how new biomedical or prevention

technologies might best be utilized.

These reviews may result in additional

objectives for the community planning group

in the upcoming year and an updated or

revised comprehensive plan. Use program

evaluation data and updated or revised

epidemiologic, needs assessment, intervention

research, program policy, and technologic

data to improve the next year’s planning

process and to update, as appropriate, the

comprehensive plan. 

ESSENTIAL ELEMENTS OF 

A COMPREHENSIVE HIV 

PREVENTION PLAN

The HIV prevention community planning process

should produce a comprehensive HIV prevention

plan, jointly developed by the health department

and the HIV prevention community

planning group(s), which includes specific, high

priority HIV prevention strategies and

interventions targeted to defined populations. The

necessary elements of a comprehensive HIV

prevention plan include the following:

1. Epidemiologic Profile

An HIV/AIDS epidemiologic profile that

outlines the epidemic in that jurisdiction. The

profile includes data from a variety of sources

(demographic and socioeconomic data,

reported AIDS cases, reported HIV infections

from areas with confidential reporting, HIV

seroprevalence and seroincidence

surveys/studies [where available], HIV risk

behaviors, and surrogate markers for HIV risk

behaviors, e.g., sexually transmitted disease

(STD) and teen pregnancy rates, information

on drug use, and other local data.)

Furthermore, the profile provides a narrative

explanation of all data, including a

description of populations at risk for HIV

infection. The description of at-risk

populations may include age group, gender,

race/ethnicity, socioeconomic status,

These reviews may result in additional objectives for the

community planning group in the upcoming year and an

updated or revised comprehensive plan. Use program

evaluation data and updated or revised epidemiologic,

needs assessment, intervention research, program policy,

and technologic data to improve the next year’s 

planning process and to update, as appropriate, the

comprehensive plan. 

Essential Elements of a

Comprehensive HIV Prevention Plan

A major product of the community planning process is a

comprehensive HIV prevention plan, jointly developed by the 

HIV prevention community planning group(s) and the health

department. The plan should include specific, high priority 

HIV prevention strategies and interventions targeted to 

defined populations.

The necessary elements of the plan include:

1. An epi profile—that reflects the epidemic in the

grantee’s jurisdiction. Data reflected in the epi profile, for

example, may include:

[ AIDS cases, estimated prevalence in specific populations,

reported HIV infections, HIV seroprevalence and

seroincidence surveys/ studies, HIV risk behaviors, and

other information such as surrogate markers for HIV risk

behaviors e.g., STDs, teen pregnancy, and drug use.

[ A description of target populations that will be reached

by primary HIV prevention interventions. The description

should include the following information:

• Age, group, gender, race/ethnicity, socioeconomic

status, geographic area, sexual orientation, risk for

HIV infection, exposure category, primary language,

and significant cultural factors. 

• High-risk populations should include defined target

populations whose serostatus is unknown, negative, 

4.14 HIV Prevention Community Planning | An Orientation Guide | January 1999
geographic area, sexual orientation, risk for

HIV infection, primary language, and

significant cultural factors. These high-risk

populations should include defined target

populations whose serostatus is unknown,

negative, or positive. Other methods for

segmenting audiences for prevention

messages may also be used.

2. Needs Assessment

A description of met and unmet HIV

prevention needs in target populations to be

reached by HIV prevention interventions, and

barriers in reaching populations. The needs

assessment should be based on a variety of

sources (both qualitative and quantitative),

should use different assessment strategies

(e.g., surveillance; survey; formative, process,

and outcome evaluation of programs and

services; outreach and focus group(s); public

meetings), and should incorporate

information from both providers and

consumers of services. Techniques such as

over sampling may be needed to collect valid

information from certain at-risk populations.

In addition to community participation, the

success of a needs assessment process is

determined by: 1) the selection of a basic

approach that is appropriate for the area

under study; 2) an understanding of the

desired results before engaging in the process;

3) the collection of data from a variety of

sources; 4) an accurate analysis of the

information gathered; and 5) the

identification of important needs.

3. Resource Inventory

A description of the existing resources for

HIV prevention, including fiscal, personnel,

and program resources, as well as support

from public (Federal, Native American Tribal

government, State, county, municipal),

private, and volunteer sources. This inventory

should attempt to identify HIV prevention

programs and activities according to the 

high-risk populations defined in the

epidemiologic profile.

or positive.

2. A Needs Assessment—that provides a description of

met and unmet HIV prevention needs in target populations

to be reached by HIV prevention interventions, and barriers

in reaching populations.

[ The needs assessment should:

• Be based on a variety of sources (both qualitative and

quantitative), 

• Use different assessment strategies (e.g.,

surveillance; survey; formative, process, and outcome

evaluation of programs and services; outreach and

focus group(s); public meetings), and

• Incorporate information from both providers and

consumers of services.

[ In addition to community participation, the success of a

needs assessment process is determined by:

(a) the selection of a basic approach that is appropriate

for the area under study;

(b) an understanding of the desired results before

engaging in the process; 

(c) the collection of data from a variety of sources;

(d) an accurate analysis of the information gathered; and 

(e) the identification of important needs.

3. A Resource Inventory—that provides a description of the

existing resources for HIV prevention, including fiscal,

personnel, and program resources.

[ The resource inventory should include support from

public—Federal, Native American Tribal 

government, State, county, municipal—private, and

volunteer sources.

[ The inventory should link HIV prevention programs and

activities according to the high-risk populations 

defined in the epidemiologic profile and/or prioritized

target populations.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.15

4The Guidance
4. Gap Analysis

A description of the unmet HIV prevention

needs within the high-risk populations

defined in the epidemiologic profile. 

The unmet needs are identified by a

comparison of the needs assessment and

resource inventory. 

5. Potential Strategies and Interventions

Describe the potential strategies and

interventions that can be used to prevent 

new HIV infections within the high-risk

populations defined in the epidemiologic

profile, needs assessment, and 

resource inventory.

6. Prioritization of Populations 

and Interventions

The priority populations at high risk for HIV,

and the prioritized culturally and

linguistically appropriate individual-, group-,

and community-level strategies and

interventions to reach each. The strategies

and interventions should include the

interventions described in the section Essential

Components of a Comprehensive HIV Prevention

Program, as well as any other relevant HIV

prevention activities. Both existing and

proposed interventions should be described.

A clear, concise, logical statement of the

reason each prioritized intervention was

selected should be included.

Criteria to be considered in prioritizing are:

• Documented HIV prevention needs based

on the current impact and trends of

HIV/AIDS and other STDs in defined

populations in the health department’s

jurisdiction;

• Outcome effectiveness of proposed

strategies and interventions (either

demonstrated or probable);

• Available information on the relative costs

and effectiveness of proposed strategies and

interventions (either demonstrated or

probable);

4. A Gap Analysis—that describes the unmet HIV

prevention needs within the high-risk populations defined

in the epidemiologic profile.

[ Unmet needs should be identified by comparing the

needs assessment and resource inventory. 

5. Potential Strategies and Interventions—that describe

the potential strategies and interventions that can be used

to prevent new HIV infections within the high-risk

populations defined in the epidemiologic profile, needs

assessment, and resource inventory.

6. Prioritization of Populations and Interventions —

that describes:

(a) priority populations at high risk for HIV, and

(b) prioritized culturally and linguistically appropriate

individual-, group-, and community-level strategies and

interventions to reach each.

[ Strategies and interventions should include the

interventions described in the Guidance section

Essential Components of a Comprehensive HIV

Prevention Program, as well as any other relevant 

HIV prevention activities.

[ Both existing and proposed interventions should 

be described.

[ At a minimum, the community planning group(s) must

provide a clear, concise, and logical statement as to:

(a) Why each population and intervention given high

priority was chosen; and

(b) The reason each prioritized intervention selected

should be included.

Criteria to be considered in prioritizing:

(a) Documented HIV prevention needs based on the

current impact and trends of HIV/AIDS and other

STDs in defined populations in the grantee’s

(health department’s) jurisdiction;

(b) Outcome effectiveness of proposed strategies and

interventions (either demonstrated or probable);

(c) Available information on the relative costs and

effectiveness of proposed strategies and

interventions (either demonstrated or probable);

(d) Sound scientific theory (e.g., behavior change,

social change, and social marketing theories) when

outcome effectiveness information is lacking; 

4.16 HIV Prevention Community Planning | An Orientation Guide | January 1999
• Sound scientific theory (e.g., behavior

change, social change, and social marketing

theories) when outcome effectiveness

information is lacking; 

• Values, norms, and consumer preferences of

the communities for whom the services are

intended;

• Availability of other governmental and nongovernmental resources (including the

private sector for HIV prevention); and

• Other state and local determining factors.

Each criterion should be considered by the HIV

prevention community planning group(s) during

priority-setting deliberations. At a minimum, the

community planning groups must provide a clear,

concise, logical statement as to why each

population and intervention given high priority

was chosen. 

7. Linkages

A description of how activities proposed in

the comprehensive plan to prevent

transmission or acquisition of HIV (primary

prevention activities) are linked to activities to

prevent or delay the onset of illness in

persons with HIV infection (secondary

prevention activities), to STD treatment, drug

treatment, Ryan White Comprehensive AIDS

Resources Emergency (CARE) Act, and

reproductive health care services.

8. Goals

Short (i.e., budget period) and long term (i.e.,

project period) goals for HIV prevention in

defined populations being reached with

defined interventions. 

9. Surveillance and Research

A description of ongoing HIV prevention

surveillance and research activities (e.g.,

epidemiologic and behavioral surveillance,

research, and program evaluation activities),

how these are linked to prevention program

strategies in the plan, and any additional

surveillance and research that is needed. 

(e) Values, norms, and consumer preferences of the

communities for whom the services are intended;

(f) Availability of other governmental and nongovernmental resources (including the private

sector for HIV prevention); and

(g) Other state and local determining factors.

Each criterion should be considered by the HIV prevention

community planning group(s) during priority-setting

deliberations.

7. Linkages between Primary & Secondary HIV

Prevention—that describes how activities proposed in

the comprehensive plan to prevent transmission or

acquisition of HIV (primary prevention activities) are linked

to activities to prevent or delay the onset of illness in

persons with HIV infection (secondary prevention

activities), and STD treatment, drug treatment, Ryan

White Comprehensive AIDS Resources Emergency (CARE)

Act programs, and reproductive health care services.

8. Goals—a set of short-term (i.e., budget period, one year)

and long-term (i.e., project period, throughout the

Cooperative Agreement) goals for HIV prevention in defined

populations being reached with defined interventions. 

9. Surveillance and Research—provide a description of

ongoing HIV prevention surveillance and research activities

(e.g., epidemiologic and behavioral surveillance, research,

and program evaluation activities), how these activities are

linked to prevention program strategies in the plan, and any

additional surveillance and research that is needed.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.17

4The Guidance
10. Coordination among Agencies 

and Organizations

A description of how governmental and nongovernmental agencies will coordinate to

provide comprehensive HIV prevention

services and programs within the area for

which the plan is developed. 

11. Technical Assistance Needs Assessment

and Plan

An HIV prevention technical assistance needs

assessment identifying needs of the health

department, community planning group(s),

and community-based providers in the areas

of program planning, implementation, and

evaluation, and a plan of activities that

addresses the technical assistance needs.

12. Community Planning Evaluation Plan

An evaluation plan for the HIV prevention

planning process. See CDC Evaluation

Guidance.

ACCESS TO DIAGNOSIS AND

TREATMENT OF OTHER STDS

Closely coordinating or integrating HIV prevention

and STD prevention services is necessary and costeffective, and should be accomplished to reduce

the transmission of HIV and other STDs. HIV

prevention community planning groups should

have an opportunity to review the role of STD

detection and treatment as an effective strategy 

to help stop the sexual transmission of HIV.

Collaborative programmatic activities that 

the community planning group might 

consider include:

• Increasing knowledge and awareness of the

inter-relationship between HIV infection

and other STDs, including identification of

the common behaviors and practices that

place persons at risk for both infections;

• Including voluntary HIV screening as a

routine part of services offered to

individuals seeking care for other STDs;

• Ensuring access to quality STD detection

and treatment services in HIV counseling

and testing sites and in public and 

10. Coordination among Agencies and Organizations—

provide a description of how governmental and

non-governmental agencies will coordinate to provide

comprehensive HIV prevention services and programs

within the jurisdiction.

11. Technical Assistance Needs Assessment and

Plan—identify the technical assistance (TA) needs of the

health department, community planning group(s), and

community-based providers in the areas of program

planning, implementation, and evaluation, and provides a

plan of activities to address TA needs.

12. Community Planning Evaluation Plan—describe the

evaluation activities for the HIV prevention planning

process. (Note: for more guidance, see the CDC

Evaluation Guidance.)

Access to Diagnosis and Treatment

of Other STDs

HIV prevention community planning groups should have an

opportunity to review the role of STD detection and treatment as

an effective strategy to help stop the sexual transmission of HIV.

Community planning groups should have periodic briefings

on: (1) the epidemiologic profile of STDs, other than HIV,

and, (2) the priority needs of the STD program.

Programmatic activities that the community planning

group might consider include:

[ Increasing knowledge and awareness of the interrelationship between HIV infection and other STDs,

including identification of the common behaviors and

practices that place persons at risk for both infections;

[ Offering voluntary HIV screening as a routine part of

services offered to individuals seeking care for other

STDs;

[ Ensuring access to quality STD detection and treatment

services in HIV counseling and testing sites and in public

and private clinical settings serving HIV-infected

individuals.

4.18 HIV Prevention Community Planning | An Orientation Guide | January 1999
private clinical settings serving HIVinfected individuals.

Community planning groups should be

periodically briefed on the epidemiologic

profile of STDs other than HIV and the

priority needs of the STD program.

LETTERS OF CONCURRENCE/

NONCONCURRENCE

Each health department, in its application, must

include a letter of concurrence or nonconcurrence

from every HIV prevention community planning

group convened within the health department’s

jurisdiction. At a minimum, the letter(s) should be

signed by the co-chairs of every planning group on

behalf of the group(s).

HIV prevention community planning group

members should carefully review the

comprehensive HIV prevention plan and the

health department’s entire application to CDC for

federal funds (including the proposed budget).

Because the community planning process requires

prioritization of HIV prevention needs and because

prioritization directly corresponds to resource

allocation, it is critical that the community

planning group review the proposed allocation of

resources in the health department’s application

(and, especially, to review expenditure levels in

light of the epidemiologic profile). Community

planning groups are not asked to review and

comment on internal health department issues,

such as salaries of individual health department

staff, but instead to indicate:

• The extent to which the health department and

the HIV prevention community planning

group(s) have successfully collaborated in

developing, reviewing, or revising the

comprehensive HIV prevention plan; 

• The extent to which the activities, programs, and

services, for which the health department is

requesting CDC funds, are responsive to the

priorities in the comprehensive plan;

• The process used for obtaining concurrence,

including

• A description of the process used for review

of the application by the community

To reduce the transmission of HIV and other STDs,

coordinating or integrating HIV prevention and STD

prevention services is necessary and cost-effective

Letters of Concurrence/

Nonconcurrence

Concurrence

As part of its application to the CDC for federal HIV prevention

funds, every health department must include a letter of

concurrence or nonconcurrence from each CPG convened in the

jurisdiction. At a minimum: the letter(s) should be signed by

the Co-Chairs of each CPG on behalf of the CPG.

CPG members should carefully review the comprehensive HIV

prevention plan and the health department’s entire application

to CDC for federal funds (including the proposed budget).

It is critical that the CPG review the proposed allocation of

resources in the health department’s application — especially, 

a comparison between expenditure levels and the epi 

profile, because:

• The community planning process requires prioritization of HIV

prevention needs, and

• Prioritization directly corresponds to resource allocation.

Community planning groups are not asked to review and

comment on internal health department issues such as salaries

of individual health department staff.

Letters should indicate the:

[ Degree to which the health department and CPG(s) has

successfully collaborated (“how well or not”) in developing,

reviewing, or revising the comprehensive HIV prevention

community plan;

[ Degree to which the health department has responded to the

priorities in the comprehensive HIV prevention plan in its

application to the CDC for federal HIV prevention funds.

[ Process used for concurrence, including:

• A description of the process used by the CPG to review

the application,

• The amount of time the CPG had to review 

the application,

• Who from the CPG reviewed the application (all

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.19

4The Guidance
planning group,

• The time frame allotted for the review, 

• Who from the community planning group

reviewed it (co-chairs, members,

subcommittee chairs), and 

• The quality of the concurrence (e.g.,

without reservation, with minor concerns,

with important concerns). 

Letter(s) of concurrence may include reservations

or a statement of concern/issues. The health

department should address these reservations or

concerns in an addendum to the HIV prevention

application.

Letter(s) of nonconcurrence indicate that an HIV

prevention community planning group disagrees

with the program priorities identified in the health

department’s application. The letter should cite

specific reasons for nonconcurrence. In instances

of nonconcurrence and when a health department

does not concur with the recommendations of the

HIV prevention community planning group(s) and

believes that public health would be better served

by funding HIV prevention activities/services that

are substantially different, the health department

must submit a letter of explanation in its

application. CDC will assess and evaluate these

explanations on a case-by-case basis and determine

what action may be appropriate. A letter of

nonconcurrence does not necessarily mean that

the jurisdiction will lose any portion of its CDC

funding. Actions can range from

• obtaining more input/information regarding 

the situation;

• meeting with the health department 

and co-chairs;

• negotiating with the health department regarding

the issues raised;

• recommending local mediation;

• approving the health department's application 

as is;

• requesting that a detailed plan of corrective

action be developed to address the areas 

of concern and to be executed within a 

specified timeframe; 

• conducting an on-site comprehensive program

assessment to identify and propose action steps

to resolve areas of concern;

members, committees, committee chairs, 

co-chairs, etc.),

• The degree of concurrence (e.g., without reservation,

with minor concerns, with important concerns). 

Concurrence with Reservations

Letter(s) of concurrence may include a statement of

concern/issues or reservations. 

[ If such a letter is submitted, the health department should

address the reservations or concerns in an attachment to the

HIV prevention application.

Nonconcurrence

Letter(s) of nonconcurrence indicate that the CPG(s) disagrees

with the program priorities identified in the health department’s

application.

[ The letter should cite specific reasons for nonconcurrence. 

If a health department does not concur with the

recommendations of the CPG(s), and believes that public health

would be better served by funding HIV prevention

activities/services that are substantially different, the health

department must submit a letter of explanation in its application. 

CDC Actions Regarding Nonconcurrence

CDC will assess and evaluate nonconcurrence letters and/or

health department letters of explanation on a case-by-case basis

and determine what action may be appropriate.

A letter of nonconcurrence does not necessarily mean that the

jurisdiction will lose any portion of its CDC funding. CDC actions

can range from:

[ Obtaining more input/information about the situation;

[ Meeting with the health department and co-chairs;

[ Negotiating with the health department regarding the 

issues raised;

[ Recommending local mediation;

[ Approving the health department’s application 

as submitted;

[ Requesting the development of a detailed plan of corrective

action and timeframe to address the areas of concern; 

[ Conducting an on-site comprehensive program assessment to

identify and propose action steps to resolve areas 

of concern;

[ Conducting an on-site program assessment focused on 

a specific area(s);

4.20 HIV Prevention Community Planning | An Orientation Guide | January 1999
• conducting an on site program assessment

focused on a specific area(s);

• developing a detailed technical assistance plan

for the project area to help systematically address

the situation; and

• placing conditions or restrictions on the 

award of funds pending a future submission by

the applicant.

ROLES AND RESPONSIBILITIES

HEALTH DEPARTMENTS

State, local, and territorial health departments are

responsible for the health of the populations in

their jurisdictions. States have a broad

responsibility in surveillance, prevention, overall

planning, coordination, administration, fiscal

management, and provision of essential public

health services. The role of the health department

in the community planning process is to:

1. Establish and maintain at least one HIV

prevention community planning group that

meets the principles described in the section

Principles of HIV Prevention Community

Planning. Health departments are required to

determine how best to achieve and integrate

statewide, regional, and local community

planning within their jurisdictions. In those

jurisdictions where CDC has direct

cooperative agreements with both State and

local health departments, health departments

are expected to have systems and procedures

in place to facilitate coordination and

communication between the state and local

health departments and their community

planning groups. 

2. Identify a health department employee, or a

designated representative, to serve as co-chair

of each HIV prevention community planning

group in the project area; if State health

departments implement more than one

planning group within their jurisdiction, they

may wish to designate local health

department representatives as co-chairs of

these planning groups. 

[ Developing a detailed project area TA plan to assist in

systematically addressing the situation; and

[ Placing conditions or restrictions on the award of health

department funds pending a future submission by 

the applicant.

Roles and Responsibilities

Health Department 

(state, local, and territorial)

[ Health departments are responsible for the health of the

populations in their jurisdictions.

[ States have a broad responsibility in surveillance, prevention,

overall planning, coordination, administration, fiscal

management, and provision of essential public health services.

The health department’s role in the HIV prevention community

planning process is to:

1. Create and maintain at least one CPG that meets the

principles described in this Guidance.

• Multiple planning groups: if there is more than one

CPG in the jurisdiction, the health department is

responsible for deciding how to best integrate

statewide, regional, and local community planning.

• Multiple CDC Cooperative Agreements —applies

to California (Los Angeles and San Francisco),

Illinois (Chicago), New York (New York City),

Pennsylvania (Philadelphia), and Texas (Houston):

the health departments (state and local) are expected

to implement systems to facilitate coordination and

communication between the state and local health

departments and the CPGs.

2. Appoint the Health Department Co-Chair. If a state health

department implements multiple CPGs, they may

encourage local health department representatives to

serve as the Health Department Co-Chair of such 

planning groups.

3. Ensure collaboration between the HIV prevention

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.21

4The Guidance
3. Assure collaboration between HIV prevention

community planning group(s) and other

relevant planning efforts, particularly the

process for allocating Titles I, II, and IIIb of

the Ryan White Comprehensive AIDS

Resources Emergency (CARE) Act and the

STD prevention program. Health departments

may consider merging the HIV prevention

community planning process with other

planning bodies/processes already in place. If

such mergers are undertaken, health departments

still must adhere to the principles of HIV

prevention community planning, as contained in

this document. 

4. Provide an epidemiologic profile of the HIV

prevention community planning group’s

jurisdiction to assist the group in establishing

program priorities based on the extent,

distribution, and impact of the HIV/AIDS

epidemic. Inform the community planning

group when there are changes in the utility 

or availability of certain data sources, 

and describe potential impact on the 

planning efforts.

. 

5. Ensure that technical assistance is provided to

assist community planning groups, the health

department, and community-based providers

in the areas of program planning,

implementation, and evaluation. Health

departments should meet these needs by

drawing on expertise from a variety of sources

(e.g., the CDC-supported TA network, health

departments, academia, professional and

other national organizations, and nongovernmental organizations). 

6. Distribute widely the comprehensive HIV

prevention plan and utilize existing networks

to promote linkages and coordination among

local HIV prevention service providers, 

public health agencies, STD treatment 

clinics, community planning groups, and

behavioral and social scientists who are 

either in the local area or who are familiar

with local prevention needs, issues, and 

at-risk populations.

7. Develop an application for HIV prevention

cooperative agreement funds, based on the

community planning and other relevant planning processes

such as Ryan White CARE planning (Titles I, II, and IIIb) and

STD prevention.

[ Merging HIV prevention community planning with

other planning processes: health departments may

consider merging HIV prevention community planning with

other planning bodies/processes. However, if such

mergers occur, health departments must continue to

follow the principles described in this Guidance.

4. Provide the epi profile; and inform the CPG when there are

changes in the utility or availability of certain data sources, 

and describe potential impact on the planning efforts.

5. Ensure that TA is provided to support CPG(s), the health

department, and community-based providers in the areas

of: (1) program planning, (2) implementation, and (3)

evaluation. Health departments should meet these needs

by drawing on expertise from a variety of sources (e.g., the

CDC TA Providers’ Network, health departments, academia,

professional and other national organizations, and

nongovernmental organizations). 

6. Distribute the comprehensive HIV prevention plan as widely

as possible so that it can be used to promote linkages and

coordination among HIV prevention service providers, public

health agencies, STD treatment clinics, CPGs, and

behavioral and social scientists familiar with the local area’s

prevention needs, issues, and at-risk populations.

7. Develop an application to the CDC for federal HIV

prevention Cooperative Agreement funds based on the

comprehensive HIV prevention plan(s) developed 

4.22 HIV Prevention Community Planning | An Orientation Guide | January 1999
comprehensive HIV prevention plan(s)

developed through the HIV prevention

community planning process; seek review of

the application; obtain letter(s) of

concurrence/nonconcurrence from the

community planning group(s); and allocate

resources based on the plan’s priorities.

8. Operationalize and implement HIV

prevention services/activities outlined in the

comprehensive plan and application,

including awarding and administering HIV

prevention funds. 

9. Administer HIV prevention funds awarded

under the cooperative agreement, ensuring

that Requests for Proposals are issued within

90 days of the time that the health

department receives notice of grant award

from CDC. Monitor contractor activities and

document contractor compliance.

10. Administer and coordinate public funds from

a variety of sources, including Federal, State,

and local agencies, to prevent HIV

transmission and reduce associated morbidity

and mortality.

11. Ensure program effectiveness through specific

program monitoring and evaluation activities.

This may include conducting or contracting

for process and outcome evaluation studies,

providing technical assistance in evaluation,

or ensuring the provision of evaluation

technical assistance to funding recipients.

12. Provide periodic feedback to the community

planning group on the successes and barriers

encountered in implementing HIV prevention

interventions.

HIV PREVENTION COMMUNITY

PLANNING GROUP(S)

The role of the planning group(s) in the HIV

prevention community planning process is to: 

1. Elect a community co-chair to work with the

co-chair designated by the health department.

through the HIV prevention community planning process.

[ Seek review of the application by the CPG(s); 

[ Obtain letter(s) of concurrence/ nonconcurrence from

the CPG; and 

[ Allocate resources based on the comprehensive HIV

prevention plan’s priorities.

8. Implement the HIV prevention services stated in the

comprehensive HIV prevention plan and health

department application.

[ Health departments are responsible for awarding and

administering HIV prevention funds.

9. Administer CDC-awarded HIV prevention cooperative

agreement funds.

[ Ensure that Requests for Proposals are issued within 90

days of the time that the health department receives

notice of its grant award.

[ Monitor contractor (service provider) activities and

document contractor compliance.

10. Administer and coordinate public funds (including federal,

state, and local) to prevent HIV transmission and reduce

HIV-associated morbidity and mortality.

11. Ensure program effectiveness through program monitoring

and evaluation activities, including:

[ Conducting or contracting for process and outcome

evaluation studies:

[ Providing TA in evaluation, or

[ Ensuring the provision of evaluation TA to funded service

providers.

12. Provide regular updates to the CPG on successes and

barriers encountered in implementing the HIV prevention

interventions described in the comprehensive HIV

prevention plan and application.

HIV Prevention Community

Planning Group(s)

The CPG’s role in the HIV prevention community planning

process is to:

1. Elect the Community Co-Chair(s), who 

will work with health department-designated co-chair.

2. Determine what TA the CPG needs to carry out an

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.23

4The Guidance
2. Determine the technical assistance needs of

the community planning group to enable 

it to execute an effective community 

planning process.

3. Carefully review available epidemiologic,

evaluation, behavioral and social science, cost

and cost-effectiveness, needs assessment, and

resource inventory data and other information

required to identify and prioritize HIV

prevention needs.

4. Identify unmet HIV prevention needs within

defined populations.

5. Prioritize HIV prevention needs by target

populations and by priority strategies 

and interventions.

6. Identify the technical assistance needs of 

the community planning group and

community-based providers in the areas of

planning, implementing, and evaluating

prevention interventions.

7. Assess how well the priorities outlined in the

plan are represented in the health

department’s application to CDC for federal

HIV prevention funds.

8. Focus primarily on the tasks of planning.

Whether or not community planning groups

take on additional tasks beyond those

described in this document is determined

locally by the health department and the

community planning group (See Definition of

HIV Prevention Community Planning). The

planning process should be flexible, with the

emphasis on undertaking meaningful tasks

that contribute to, and enhance, the

comprehensive plan. The important, overall

goal of HIV prevention community planning

is to have in place a comprehensive HIV

prevention plan that is current, evidence

based, adaptable as new information becomes

available, tailored to the specific needs of each

jurisdiction, and widely distributed in an

effort to provide a roadmap for prevention

that can be used by all prevention providers

in the jurisdiction. 

effective community planning process.

3. Carefully review key data: epidemiologic, evaluation,

behavioral and social science, cost-effectiveness, needs

assessment, resource inventory, and other information

necessary to set HIV prevention priorities.

4. Identify unmet HIV prevention needs within defined

populations.

5. Set priorities for HIV prevention needs by target

populations and interventions.

6. Identify the TA needs of the CPG and community-based

providers in the areas of planning, implementing, and

evaluating prevention interventions.

7. Determine how well the priorities stated in the

comprehensive HIV prevention plan are reflected in the

health department’s application to CDC for federal HIV

prevention funds.

8. Focus, primarily, on planning (as described in this

Guidance).

[ The health department and CPG, together, determine if

the CPG will take on responsibility for more than

planning-related activities.

[ The CPG’s emphasis should be on accomplishing tasks

that contribute to and enhance the comprehensive

prevention plan.

[ Remember, the overall goal of HIV prevention

community planning is to develop and maintain a

comprehensive HIV prevention plan that is current,

evidence based, adaptable as new information is

available, tailored to the specific needs of the

jurisdiction, and widely distributed.

[ Ideally, the plan should be used like a roadmap for HIV

prevention activities by all prevention providers.

4.24 HIV Prevention Community Planning | An Orientation Guide | January 1999
9. Review carefully the health department’s

application to CDC for federal HIV

prevention funds, including the proposed

budget, and write a letter of concurrence or

nonconcurrence.

SHARED RESPONSIBILITIES

BETWEEN HEALTH DEPARTMENTS

AND HIV PREVENTION

COMMUNITY PLANNING GROUP(S)

Together, the health department and the

community planning group should:

1. Develop and implement policies and

procedures that clearly address and outline

systems for regularly re-examining: 

• Planning group composition, selection,

appointment, and terms of office to ensure

that all planning group(s) reflect, as much

as possible, the population characteristics of

the epidemic in State and local jurisdictions

in terms of age, race/ethnicity, gender,

sexual orientation, geographic distribution,

and risk for HIV infection; 

• Roles and responsibilities of the community

planning group, its members, and its

various components (e.g., subcommittees,

workgroups, regional groups, etc.);

• Methods for reaching decisions; attendance

at meetings; resolution of disputes identified

in planning deliberations; and resolution of

conflict(s) of interest for members of the

planning group(s).

2. Develop and apply criteria for selecting 

the individual members of the HIV

prevention community planning group(s)

within the jurisdiction. Special emphasis

should be placed on procedures for

identifying representatives of

socioeconomically marginalized groups 

and groups that are underserved by existing

HIV prevention programs.

3. Determine the most effective mechanisms for

input into the HIV prevention community

planning process. The process must be

structured in such a way that it incorporates

and addresses needs and priorities identified

9. Review the health department’s application to CDC for

federal HIV prevention funds, including the proposed budget,

and discuss and write a letter of concurrence or

nonconcurrence.

Shared Responsibilities Between

Grantees and HIV Prevention

Community Planning Group(s)

Together, the health department and the CPG share:

1. Process Management: Develop procedures/policies 

that address membership, roles, and decisionmaking,

specifically:

[ Composition of the CPG; selection, appointment, and

duration of term to ensure that the CPG(s) membership

reflects, as much as possible, the epidemic in the

jurisdiction (i.e., age, race/ethnicity, gender, sexual

orientation, geographic distribution, and risk for HIV

infection); 

[ Roles and responsibilities of the CPG, its members, and its

various components (e.g., committees, workgroups,

regional groups, etc.); and

[ Methods for reaching decisions; attendance at meetings;

resolution of disputes identified in planning deliberations;

and resolution of conflict(s) of interest for CPG members.

*All procedures/policies should be consistent with the

principles of this Guidance and developed with input from

all parties.

2. Membership Selection: Develop and apply criteria for

selecting CPG members.

[ Special emphasis should be placed on procedures for

identifying representatives of socioeconomically

marginalized groups and groups that are underserved by

existing HIV prevention programs.

3. Input Mechanisms: Determine the most effective input

mechanisms for the community planning process.

[ The process must be structured to best incorporate and

address needs and priorities identified at the community

level (i.e., the level closest to the problem or need to 

be addressed). 

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.25

4The Guidance
at the community level (i.e., the level closest

to the problem or need to be addressed). 

4. Provide a thorough orientation for all new

members, as soon as possible after

appointment. New members should

understand:

• The roles, responsibilities, and principles

outlined in this document,

• The procedures and ground rules used in all

deliberations and decision making,

• The specific policies and procedures for

resolving disputes and avoiding conflict of

interests that are consistent with the

principles of this guidance and are

developed with input from all parties. 

5. Determine the distribution of planning 

funds to:

• Support planning group meetings, public

meetings, and other means for obtaining

community input; 

• Facilitate involvement of all participants in

the planning process, particularly those

persons with and at risk for HIV infection;

• Support capacity development for inclusion,

representation, and parity of community

representatives and for other planning

group members to participate effectively in

the process;

• Provide technical assistance to health

departments and community planning

groups by outside experts;

• Assure representation of the community

planning group (governmental and

nongovernmental) at necessary regional or

national planning meetings;

• Support planning infrastructure for the HIV

prevention community planning process;

• Collect, analyze, and disseminate relevant

data; and 

• Evaluate the community planning process.

6. Consider what additional data are needed for

decision-making about priority needs, and

propose methods for obtaining the data.

4. Orientation: Provide an orientation for all new members,

as soon as possible after appointment. New members

should understand:

[ The roles, responsibilities, and principles outlined in this

Guidance,

[ The procedures and ground rules used in all

deliberations and decision making,

[ The specific policies and procedures for resolving

disputes and avoiding conflict 

of interests. 

5. Planning Funds: Determine the distribution of planning

funds to:

[ Support CPG meetings, public meetings, and other

means for obtaining community input.

[ Facilitate participant involvement in the planning

process, particularly those persons with and at risk for

HIV infection;

[ Support PIR capacity building for community

representatives and other CPG members to participate

effectively in the process.

[ Ensure that TA is provided, when needed, to the health

department and CPG by outside experts.

[ Assure CPG representation(governmental and

nongovernmental) at necessary regional or national

planning meetings;

[ Support the planning infrastructure for the HIV

prevention community planning process.

[ Collect, analyze, and disseminate relevant data.

[ Evaluate the community planning process.

6. Other Data needs: Determine what other data are

needed for priority setting and decision making, and

propose methods for obtaining the data.

4.26 HIV Prevention Community Planning | An Orientation Guide | January 1999
7. Identify the technical assistance needs of the

community planning group, health

department, and community-based providers

in the areas of planning, implementing, and

evaluating prevention interventions.

8. Develop goals for HIV prevention strategies

and interventions in defined target

populations.

9. Develop, update annually, and disseminate

the comprehensive HIV prevention plan.

10. If there are multiple community planning

groups in the jurisdiction, integrate 

multiple HIV community prevention plans

into a project-wide comprehensive HIV

prevention plan.

11. Foster integration of the HIV prevention

community planning process with other

relevant planning efforts. 

12. Consider how governmental and nongovernmental agencies will coordinate to

provide comprehensive HIV prevention

services and programs within the area. 

The following are services to consider 

for coordination:

• HIV prevention interventions;

• Early intervention, primary care, and other

HIV-related services;

• STD, TB, and substance abuse prevention

and treatment;

• Women’s health services;

• Mental health services; and

• Other public health needs.

13. Evaluate the community planning process to

assure that it is meeting the core objectives of

community planning.

7. TA Needs: Identify the TA needs of the CPG, health

department, and community-based providers in the 

areas of planning, implementing, and evaluating

prevention interventions.

8. Goals for Interventions: Develop goals for HIV

prevention strategies and interventions in defined target

populations.

9. The Plan: Develop, update annually, and disseminate the

comprehensive HIV prevention plan

10. If Multiple CPGs, integrate the comprehensive HIV

prevention plans into a project-wide comprehensive HIV 

prevention plan. 

11. Linkages: Foster integration of the HIV prevention

community planning process with other relevant planning

efforts in the jurisdiction. 

12. Coordination of Prevention Services: Consider how

service providers (governmental and non-governmental)

will coordinate to provide comprehensive HIV prevention

services and programs within the jurisdiction. The

following are services to consider for coordination:

[ HIV prevention interventions;

[ Early intervention, primary care, and other HIV-related

services;

[ STD, TB, and substance abuse prevention and

treatment;

[ Women’s health services;

[ Mental health services; and

[ Other public health needs.

13. Evaluation: Evaluate the community planning process 

to assure that it is meeting the core objectives of

community planning.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.27

4The Guidance
Centers for Disease Control 

and Prevention

The CDC’s role in the HIV prevention community planning

process is to:

1. National Leadership: Provide leadership in the national

design, implementation, and evaluation of HIV prevention

community planning.

2. Ensuring TA: Collaborate with health departments, CPGs,

national organizations, federal agencies, and academic

institutions to ensure the provision of technical/program

assistance and training for the HIV prevention community

planning process.

[ The CDC project officer is key to this collaboration. 

[ S/he works with the health department and the

community co-chairs to provide technical/program

assistance for the community planning process,

including discussing roles and responsibilities of

community planning participants, disseminating CDC

documents, and responding to direct inquiries to ensure

consistent interpretation of this Guidance.

3. Provide TA: Provide technical/program assistance

through a variety of mechanisms to help recipients

understand how to:

(a) Ensure parity, inclusion, and representation of all

members throughout the planning process;

(b) Analyze epidemiologic, behavioral, and other relevant

data to assess the impact and extent of the HIV/AIDS

epidemic in defined populations;

(c) Conduct needs assessments and resource inventories

and prioritize unmet HIV prevention needs;

(d) Identify and evaluate effective and cost-effective HIV

prevention activities for these priority populations;

(e) Provide access to behavioral and social science

expertise;

(f) Identify and manage dispute and conflict- of-interest

issues; and

(g) Evaluate the community planning process.

CENTERS FOR DISEASE CONTROL

AND PREVENTION

The role of CDC in the HIV prevention

community planning process is to:

1. Provide leadership in the national design,

implementation, and evaluation of HIV

prevention community planning.

2. Collaborate with health departments,

community planning groups, national

organizations, federal agencies, and academic

institutions to ensure the provision of

technical/program assistance and training for

the HIV prevention community planning

process. The CDC project officer is key to this

collaboration. He/she works with the health

department and the community co-chairs to

provide technical/program assistance for the

community planning process, including

discussing roles and responsibilities of

community planning participants,

disseminating CDC documents, and

responding to direct inquiries to ensure

consistent interpretation of the guidance.

3. Provide technical/program assistance through

a variety of mechanisms to help recipients

understand how to (a) ensure parity,

inclusion, and representation of all members

throughout the community planning process;

(b) analyze epidemiologic, behavioral and

other relevant data to assess the impact and

extent of the HIV/AIDS epidemic in defined

populations (including any changes in the

utility or availability of certain data sources);

(c) conduct needs assessments and resource

inventories and prioritize unmet HIV

prevention needs; (d) identify and evaluate

effective and cost-effective HIV prevention

activities for these priority populations; (e)

provide access to needed behavioral and

social science expertise; (f) identify and

manage dispute and conflict of interest 

issues; and (g) evaluate the community

planning process.

4.28 HIV Prevention Community Planning | An Orientation Guide | January 1999
4. Require that application content submitted by

HIV prevention cooperative agreement

recipients for HIV prevention community

planning funds is in accordance with the

principles and the roles and responsibilities

outlined in this guidance.

5. Monitor the HIV prevention community

planning process, especially around the five

core objectives.

6. Require as a condition for award of

cooperative agreement funds that recipients’

applications are in accordance with the

comprehensive plan developed through the

HIV prevention community planning process

or include an acceptable letter of justification.

7. Identify the essential components of a

comprehensive HIV prevention program

(see page 1 of this Guidance).

8. Collaborate with health departments in

evaluating HIV prevention programs. 

9. Collaborate with other federal agencies

(particularly the National Institutes of 

Health, the Substance Abuse and Mental

Health Services Administration, and the

Health Resources and Services

Administration) in promoting the transfer of

new information and emerging prevention

technologies or approaches (i.e.,

epidemiologic, biomedical, operational,

behavioral, or evaluative) to health

departments and other prevention partners,

including non-governmental organizations.

10. Compile annually a report on the projected

expenditures of HIV prevention cooperative

agreement funds by specific strategies and

interventions. Collaborate with other

prevention partners in improving and

integrating fiscal tracking systems.

4. Review the Application: Require that health

department applications for federal HIV prevention

community planning funds respond to the principles and

roles and responsibilities outlined in this Guidance.

5. Monitor the Process: Monitor the HIV prevention

community planning process, especially around the five

core objectives.

6. Review Agreement between the Application and

the Plan: Require that the health department’s

application for federal funds is in accordance with the

CPG’s comprehensive HIV prevention plan, or that an

acceptable letter of justification is included.

7. Identify Essential Program Components: Identify 

the essential components of a comprehensive HIV

prevention program.

8. Collaboration in Program Evaluation: Collaborate with

health departments in evaluating HIV prevention programs. 

9. Collaboration with Federal Agencies: Collaborate with

other federal agencies (particularly the National Institutes

of Health, the Substance Abuse and Mental Health

Services Administration, and the Health Resources and

Services Administration) in promoting the transfer of 

new information and emerging prevention technologies 

or approaches (i.e., epidemiologic, biomedical,

operational, behavioral, or evaluative) to health

departments and other prevention partners, including

nongovernmental organizations.

10. Annual HIV Prevention Expenditure Reports: Compile

an annual report on the projected expenditures of HIV

prevention cooperative agreement funds by specific

strategies and interventions. Collaborate with other

prevention partners in improving and integrating fiscal

tracking systems.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.29

4The Guidance
ACCOUNTABILITY

CDC is committed to the concept of HIV

prevention community planning as outlined in this

guidance. In summary, CDC expects that:

• Health departments will support and facilitate

the community planning process, including

sharing technical assistance information and

materials developed in support of the process;

• Community planning groups will develop plans

in which they have prioritized HIV prevention

needs, including populations and interventions;

• Health departments will reflect these priorities in

their applications to CDC and implement

effective HIV prevention programs based on the

comprehensive HIV prevention plan; and

• Community planning groups will review the

entire application for their jurisdiction, including

the budget, prior to writing letters of

concurrence/nonconcurrence.

CDC will continue to conduct annual external

reviews of health department HIV prevention

cooperative agreement applications and

comprehensive HIV prevention plans to monitor

the progress health departments and community

planning groups are making in meeting these

expectations. These reviews will focus on whether

or not: 

• A jurisdiction’s planning process is in compliance

with this guidance and the five core objectives;

• Priority populations and recommended

interventions identified in the comprehensive

HIV prevention plan are consistent with the

epidemiologic profile, needs assessment, and

behavioral/social science data presented in 

the plan;

• Proposed prevention program objectives,

activities, and budget in the application are

consistent with the comprehensive HIV

prevention plan; and

• Any discrepancies noted are adequately

explained.

Accountability

CDC is committed to and supports HIV prevention community

planning as outlined in this Guidance. In summary, CDC 

expects that:

[ Health departments will support and facilitate the community

planning process, including sharing technical assistance

information and materials developed in support of the process;

[ CPGs will develop comprehensive HIV prevention plans that

include prioritized target populations and interventions;

[ Health departments will reflect these priorities in their

applications to CDC and implement effective HIV prevention

programs based on the comprehensive HIV prevention 

plan; and

[ CPGs will review the entire health department application,

including the budget, prior to writing letters of

concurrence/nonconcurrence.

CDC will conduct annual external review of health department

HIV prevention cooperative agreement applications and

comprehensive HIV prevention plans to monitor the progress

health departments and CPGs are making in meeting the

expectations described above. External reviews will focus on

whether or not: 

[ A jurisdiction’s planning process is in compliance with this

Guidance and the five core objectives;

[ The comprehensive HIV prevention plan’s priority populations

and recommended interventions are consistent with the

epidemiologic profile, needs assessment, and behavioral/social

science data presented in the plan;

[ The application submitted by the health department contains

proposed prevention program objectives, activities, and a

budget consistent with the comprehensive HIV prevention

plan; and

[ Any discrepancies between the application and the

comprehensive HIV prevention plan are described and

adequately explained.

4.30 HIV Prevention Community Planning | An Orientation Guide | January 1999
CDC will review the recommendations provided

by the External Reviewers and consider them

when making decisions concerning issues such as

funding restrictions and conditions, as well as

detailed plans of technical assistance. 

WHERE TO OBTAIN 

ADDITIONAL INFORMATION

Technical/program assistance may be obtained

from your CDC project officer, Division of

HIV/AIDS Prevention - Intervention Research and

Support, National Center for HIV, STD, and TB

Prevention, Centers for Disease Control and

Prevention, Mailstop E58, Atlanta, GA 30333,

(404) 639-5230.

CDC will review the recommendations provided by the External

Reviewers and consider them when making decisions

concerning issues such as funding restrictions and conditions,

as well as detailed plans of technical assistance.

Where to Obtain 

Additional Information

Technical/program assistance may be obtained from your CDC

Project Officer (see Chapter 6, of this guide), Division of

HIV/AIDS Prevention - Intervention Research and Support,

National Center for HIV, STD, and TB Prevention, Centers for

Disease Control and Prevention, Mailstop E58, Atlanta, GA

30333, (404) 639-5230.

HIV Prevention Community Planning | An Orientation Guide | January 1999 4.31

4The Guidance
Chapter Review Exercise

1. The Guidance is offered to assist state and local health department HIV prevention Cooperative

Agreements ____________. 

2. A _________ ___________ process should result in HIV prevention programs that are

responsive to high priority, community-validated needs of specific populations.

3. HIV prevention community planning is a process by which state and local health departments

share ____________ for developing a comprehensive HIV prevention plan.

4. The grantee will develop an ___________ for CDC funding based on the comprehensive HIV

prevention plan.

5. An _____ _______ that reflects the epidemic through a variety of data sources in the grantee’s

jurisdiction.

6. The ________________ and ________________ process of new members should ensure timely

replacement of vacant member slots.

7. Priority setting is based on the _______ ________, _________ ________, ________ ________,

and culturally relevant and linguistically appropriate information obtained from the communities

to be served, particularly persons with or at risk for HIV infection.

8. The CPG must include representatives who reflect the ___________ characteristics of the

current and projected HIV/AIDS epidemic in that jurisdiction. 

9. The __________ __________ is a basis for settling priorities among met and unmet prevention

needs of specific populations

10. If more than one CPG is implemented in a grantee’s project area, the health department may

wish to designate local health department representatives as ________ of these planning groups.

11. Each grantee must include a letter of __________ or ___________ from each CPG convened

within the grantee’s jurisdiction with its ____________ for federal HIV prevention funding.

12. __________ __________ are responsible for awarding and administering HIV prevention funds.

13. Upon receiving a grantee’s application for federal HIV prevention funds, the CDC will review it

for _________ with the principles and logistics of the HIV prevention community planning

Guidance.

14. Grantees select the _________ _______ _________, and the CPG selects the ________

__________ .

4.32 HIV Prevention Community Planning | An Orientation Guide | January 1999
HIV Prevention Community Planning | An Orientation Guide | January 1999 4.33

4The Guidance

HIV Prevention Community Planning

Letters of Concurrence/Nonconcurrence

Community Planning 

Process

Comprehensive

HIV Prevention Plan

Health Department's

Application Program

Assure PIR

Assure expertise

Provide orientation

Determine TA needs

Develop epi profile

Asses needs/inventory resources

Indetify met & unmet needs

Define potential impact 

 of interventions

Prioritize needs

Develop/update plan

Evaluate planning process

Epi profile

Description of:

 • needs assessment

 • existing resources

 • unmet needs

 • potential interventions

 • priority populations 

 and interventions

 • linkages

Goals

Linkages between other prevention

 activities and proposed interventions

Coordination between public and

 non-governmental activities

TA plan for program planning,

 implementation, and evaluation

Evaluation plan for planning process

Proposed Program Plan

and Expenditures

 • populations

 • interventions

 • linkages

 • goals

 • coordination

 • TA plan

 • evaluation activities

 • budget allocations

Actual Program Implementation 

and Expenditure of Dollars

 • programs implemented

 - evidence-based

 - cultural competence

 - community-wide support

 • # persons reached and demographics

 • sucess in reaching targeted populations

 • implemented linkages

 • progress towards goals

 • coordinated activities

 • TA provided

 • evaluation results

 • how dollars were expended

Steps in community planning to evaluate

Programmatic evaluation feedback to CPG
4.34 HIV Prevention Community Planning 

| An Orientation Guide | January 1999
What is Technical Assistance?

Basically, “technical assistance,” or TA, is the provision of direct or

indirect support to increase the capacity of individuals and/or a group

to carry out programmatic and management responsibilities. TA may

involve helping a community planning group assess when assistance might

be needed; arranging for peers to share common experiences and to

brainstorm; improving access for, and participation of, affected populations

in the process; providing a specific skills training for CPG members, 

such as priority setting; and working with a CPG committee to create

process-related ground rules or bylaws.

Technical assistance does not have to be a complex, mysterious

process. If either you or your CPG needs help, do not hesitate to ask for

TA. HIV prevention community planning can be a complicated process, 

but it does not have to be impossible. TA should be a helpful and 

positive experience.

What Sources of TA are Available?

CPGs and project areas may obtain TA in support of HIV prevention

community planning from any source they deem appropriate. Some

health departments have set up local resources to respond to the TA needs

of the CPG or health department grantees. Some CPGs rely upon CPG

members or other volunteers to provide such assistance. In addition, a

number of local and national organizations can provide TA. Costs may

range from free to either minimal or substantial.

KEY POINTS

[ TA is the acronym for technical

assistance.

[ TA will help you to better

define your planning needs.

[ TA is available either to an

individual or to an entire group.

[ Do not hesitate to ask for

technical assistance.

[ TA should be as easy as

saying, “This is what we need

assistance to do....”

[ Ask your co-chairs: “Does our

CPG have access to 

local TA?”

[ Ask your co-chairs: “Has our

CPG ever requested TA? How

was the experience?”

HIV Prevention Community Planning | An Orientation Guide | January 1999 5.1

5Technical Assistance for Community

Planning Groups

5Technical Assistance
When Should You Access TA?

CPGs should access TA when they need assistance with a specific task

or community planning-related process. TA is designed to support a

CPG’s efforts and help to avoid specific problems.

What is the CDC National TA Providers’ Network?

The CDC implemented the National TA Providers’ Network as a

primary resource for providing TA to CPGs in a variety of content and

issue areas. As stated in the Guidance, one of the CDC’s roles in the

community planning process is to “collaborate with health departments,

community planning groups, national organizations, federal agencies, and

academic institutions to ensure the provision of technical/program

assistance and training for the HIV prevention community planning

process.” Technical/program assistance will help recipients to understand

how to: 

(a) Ensure parity, inclusion, and representation of all members throughout

the community planning process.

(b) Analyze epidemiologic, behavioral, and other relevant data to assess the

impact and extent of the HIV/AIDS epidemic in defined populations.

(c) Conduct needs assessments and resource inventories and prioritize

unmet HIV prevention needs.

(d) Identify and evaluate effective and cost-effective HIV prevention

activities for priority populations.

(e) Provide access to needed behavioral and social science expertise.

(f) Identify and manage dispute and conflict-of-interest issues.

(g) Evaluate the community planning process.

The CDC National TA Providers’ Network, comprised of nine

organizations, was designed to respond to specific goals. The goals of

HIV prevention community planning TA are to:

• Develop a better understanding of TA needs. 

• Improve access to a range of technical and organizational experts to meet

these needs. 

• Help build continuing relationships between project areas and assistance

providers who understand the community and its HIV prevention

systems.

How is TA Provided?

Technical assistance may be provided in many different forms

depending on the exact need(s) of the group. The forms or modalities in

which TA can be provided include: (1) telephone consultation; (2)

dissemination of information and self-help materials; (3) reviewing

materials; (4) on-site visits to discuss issues and approaches, assist in

[ If you can identify a need, then

you should request TA. 

[ CDC has a responsibility to

ensure that CPGs have access

to TA.

[ These are some of the TA

content areas available to

CPGs. (The content areas are

described in the next section.)

[ The CDC has created a

National TA Providers’ Network

to provide technical assistance

and support 

to CPGs.

[ TA involves more 

than training.

[ You may need more than 

one form of TA to meet 

your needs.

5.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
developing methods or procedures, or conducting workshops or specific

training sessions; and (5) referrals to specific TA sources or self-help

materials.

What are the Content Areas of Technical Assistance?

Technical assistance resources to support CPG’s efforts are available in

a wide variety of content areas. Examples of these content areas include,

but are not limited to:

• Orientation to the Community Planning Process—what new planning group

members need to know about the core principles and elements of HIV

prevention community planning, the major planning tasks, the roles of

CPG participants, and the expected outcomes of the planning process.

• Process Management—how to manage the nominations and selection

process, set ground rules, manage conflict, keep the process moving,

support members and other meeting organization/logistics, monitor 

and document, set goals and objectives for progress, and evaluate the

planning process. 

• Parity, Inclusion, and Representation (PIR)—how to better identify and

involve a wide variety of individuals representing communities,

organizations, affected groups, and professionals responding to HIV, and

increase member capacity to better represent their communities.

• Use of Data to Support Decision-making—how to use the data in the

epidemiologic profile; gain familiarity with key data sources and their

strengths and limitations; and use the information as a foundation for

needs identification and intervention priority-setting.

• Needs Assessment—how to use different assessment strategies (e.g.,

surveillance; survey; formative, process, and outcome evaluation findings

of programs and services; outreach and focus group(s); public meeting(s)

to incorporate input from both providers and consumers of prevention

services.

• Priority-Setting—how to assign priority to needs and proposed

interventions using the body of information collected through the

planning process and effective group decision-making.

• Intervention Effectiveness/What Works—how to objectively examine the

current and planned interventions, the mix of interventions, and the

potential for effectiveness in HIV prevention.

[ TA may involve one or any

combination of telephone calls,

information and materials,

review of materials, on-site

sessions, or referrals to other

sources.

[ TA often answers more than

the “How,” it may also answer

the “What.” 

For example:

[ What should we do to plan 

for an orientation for new 

CPG members?

[ How can we make our process

more inclusive? 

[ What is a good indicator 

of parity?

[ What have other CPGs done to

ensure PIR?

[ What do we do with our epi

profile once it is completed?

[ What models should we

consider prior to initiating our

needs assessment? 

[ What is the connection 

between decision-making and

priority-setting? 

[ What interventions might work

in our community? 

HIV Prevention Community Planning | An Orientation Guide | January 1999 5.3

5Technical Assistance
Who are the Technical Assistance Providers?

CDC project officers will help you to gain access to support HIV

prevention community planning. The CDC project officers remain critical

points of access for community planning-related TA and support. Once TA

is initiated, your project officer will be involved by working with and

advising TA providers.

In addition, the CDC has supported nine organizations to provide TA

to CPGs. The CDC has relationships with nine different organizations to

assist CPGs and health departments across the country to support the

implementation of an effective HIV prevention community planning process

based on the participation of affected communities and evaluation of sound

scientific knowledge. The following organizations are funded to provide

community planning-related TA:

The Academy for Educational Development (AED) 

Advocates for Youth 

The American Psychological Association (APA)

The Council of State and Territorial Epidemiologists (CSTE)

The National Alliance of State and Territorial AIDS Directors (NASTAD)

The National Association of People with AIDS (NAPWA)

The National Minority AIDS Council (NMAC) 

The National Native American AIDS Prevention Center (NNAAPC)

The U.S.-Mexico Border Health Association (USMBHA).

In general, the national organizations are funded to:

1. Provide written materials and national/regional training opportunities 

for CPGs.

2. Identify or develop and disseminate effective techniques and models for

conducting community planning tasks.

3. Consult on trends and issues in community planning. 

4. Identify regional/local providers of TA.

5. Provide, upon request, area-specific TA.

AED coordinates project area-specific TA and the TA Registry by working

with project areas and the CDC to understand area needs, identify local or

regional and national providers, arrange for providers to deliver assistance,

and monitor delivery and effectiveness of TA. (Health department peers are

coordinated by NASTAD.)

Successful TA is Built Around Collaboration?

The success of TA depends greatly on the relationship among the

health department, the co-chairs, and the CPG. Together, the health

department, the co-chairs, and the entire CPG are expected to: 

• Determine and evaluate their TA needs.

[ Your CDC project officer 

is your gateway to 

accessing TA.

[ Make sure that you know 

the name of your CDC 

Project Officer.

[ The CDC National TA Providers’

Network is made up of 9

organizations.

[ Each of the National TA

Providers’ Network

organizations brings a unique

set of skills and resources to

community planning.

[ Contact information for each

member of the National TA

Providers’ Network is

presented in Chapter 6. 

[ If you are looking for

information on specific

populations, one or more of

the TA providers may be able

to assist you. 

[ The TA providers have five

major responsibilities.

[ If you think one of the TA

providers can assist your CPG,

encourage your 

co-chairs to contact your CDC

project officer.

[ AED is responsible for

coordinating access to

localized TA for CPGs.

[ NASTAD coordinates access to

health department peers.

[ Successful TA is dependent on

many levels of collaboration.

5.4 HIV Prevention Community Planning | An Orientation Guide | January 1999
• Consider what type of TA is needed (whether access to materials,

workshops, or one-on-one consultation). 

• Obtain needed TA (whether through the TA Providers’ Network or 

independently arranged).

Successful TA is promoted by clearly understood requests, goals and

objectives, and a specific course of action. The Self-Assessment Tool for

Community Planning Groups may be helpful in assessing the primary

components of your CPG’s efforts and in defining TA needs.

TECHNICAL ASSISTANCE IS A SHARED

RESPONSIBILITY

• Role of the health department: Ensure that technical

assistance is provided to assist community planning groups,

the health department, and community-based providers in the

areas of program planning, implementation, and evaluation.

Health departments should meet these needs by drawing on

expertise from a variety of sources (e.g., the CDC-supported TA

network, health departments, academia, professional and other

national organizations, and nongovernmental organizations).

• Role of the CPG: Identify the technical assistance needs of the

community planning group and community-based providers in

the areas of planning, implementation, and evaluation. 

• Shared Roles: Identify the technical assistance needs of the

community planning group, health department, and

community-based providers in the areas of planning,

implementation, and evaluation. 

Source: The Guidance

How to Access TA for your CPG?

1. Begin by asking, “What types of knowledge, skills, or support do we

need to accomplish our community planning tasks or goals?” The

Self-Assessment Tool for Community Planning Groups will help you to

evaluate the primary components of your community planning efforts to

date and define your current TA needs. (Hint: You may want to complete

the self-assessment tool as a group and use the discussion to better define

your TA request.)

2. Everyone should help to develop the TA request. The health

department, the co-chairs, and members of the CPG should all help to

develop the TA request and agree on the outcomes expected from the

assistance as well as the commitment required from the group.

[ As a CPG, you are expected to

figure out what you need help

with, to determine what type

of TA you would like to

receive, and to ensure that the

TA occurs.

[ Clearly stated requests will

result in more “on-target”

responses.

[ The Self-Assessment Tool can

help to define your TA needs.

[ Defining your TA needs may

not be easy, but it will help to

ensure that the assistance you

receive is responsive.

[ Ensure that TA requests are

discussed by the entire CPG.

Ask the question: “Does

everyone understand what we

want?

[ TA requests that do not have

the support of the CPG will be

unsuccessful.

[ Who should request TA? 

Anyone can request TA as long

as it is in accordance with

Bylaws; and, a “point of

contact” is available.

[ To access TA:

Call your CDC project officer at

(404) 639-5230,

or 

Call AED at (202) 884-8862.

HIV Prevention Community Planning | An Orientation Guide | January 1999 5.5

5Technical Assistance
[ Remember, TA is only a phone

call away.

5.6 HIV Prevention Community Planning | An Orientation Guide | January 1999

3. The planning group should designate one individual, perhaps one of

the co-chairs or the chair of a TA committee, as the point of contact

for coordinating TA.

4. Contact your CDC project officer. CDC will work with your co-chairs

or point of contact and your CPG to develop a specific plan to meet your

TA needs. Developing the plan is a partnership activity. CDC staff will

work with you to fully explore and understand TA needs, to specify your

CPG’s expectations, to identify appropriate TA providers, and to

determine a course of action.

Chapter Review Exercise 

1. _________ _________ is the provision of direct or indirect support to

increase the capacity of individuals and/or a group to carry out

programmatic and management responsibilities.

2. ________ has a responsibility to ensure that CPGs have access to TA.

3. TA may be provided in many different forms depending on 

the _____ ____ of the group.

4. Technical assistance resources to support CPG’s efforts are available in a

wide variety of ________ ________.

5. ________ ________ are CPG’s gateways to accessing TA. 

[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[

Questions to ask Yourself

Do I know who on the CPG is responsible for making TA requests?

Who is our CDC project officer?

Do I understand the four steps required to access TA? 

Have I completed the Chapter Review Exercise?
CDC National TA Providers’ Network

The Centers for Disease Control and Prevention (CDC) has created

a network of TA providers to support HIV prevention community

planning across the CDC-funded project areas. Whether your CPG

needs local, regional, or national-level TA, the TA Providers’

Network is equipped to provide you customized support.

The organizations funded by the CDC to provide TA to HIV

prevention community planning groups, and their contact

information, include:

The Academy for Educational Development (AED)

1825 Connecticut Ave., N.W., Washington, D.C. 20009-5721

Contact: Frank Beadle de Palomo or Sharon Novey

TEL: (202) 884-8862 (Direct TA Line) 

FAX: (202) 884-8713

E-mail: fbeadle@aed.org or snovey@aed.org

Advocates for Youth

1025 Vermont Avenue, N.W., Suite 200, Washington, D.C. 20005

Contact: Kent Klindera

TEL: (202) 347-5700 FAX: (202) 347-2263

E-mail: kent@advocatesforyouth.org

The American Psychological Association (APA)

Office on AIDS, 750 First Street, N.E., Washington, D.C. 20002

Contact: Duane Wilkerson or Lara Frumkin

TEL: (360) 754-1404 or (202) 336-5632 

FAX: (360) 943-5770 or (202) 336-6198

E-mail: dwilkerson@avhome.com or lfrumkin@apa.org

The Council of State and Territorial Epidemiologists (CSTE)

1600 Clifton Road, N.E., MS E47, Atlanta, GA 30333

Contact: Joyce Neal or A.D. McNaghten

TEL: (404) 639-2048 or (404) 639-5173

FAX: (770) 458-8516 or (404) 639-2980

E-mail: jxn4@cdc.gov or aom5@cdc.gov

The National Alliance of State and Territorial AIDS

Directors (NASTAD)

444 N. Capital Street, N.W., Suite 339, Washington, D.C. 20001

Contact: Lynne Greabell

TEL: (202) 434-7127

FAX: (202) 434-8092

E-mail: lgreabell@nastad.org 

The National Association of People With AIDS (NAPWA)

1413 K Street, N.W., 7th Floor, Washington, D.C. 20005

Contact: Lorenzo Taylor

TEL: (202) 898-0414

FAX: (202) 898-0435

E-mail: ltaylor@napwa.org

The National Minority AIDS Council (NMAC)

1931 13th Street, N.W., Washington, D.C. 20009

Contact: Jackyie Coleman

TEL: (202) 483-6622

FAX: (202) 483-1135

E-mail: jcolema@nmac.org 

The National Native American AIDS Prevention Center

(NNAAPC)

134 Linden Street, Oakland, CA 94607

Contact: Vince Sanabria

TEL: (510) 444-2051 or (408) 763-2032

FAX: (510) 444-1593

E-mail: oakeagle@aol.com 

The U.S.-Mexico Border Health Association (USMBHA)

Field Office,6006 N. Mesa, Suite 600, El Paso, TX 79912

Contact: Eva Moya or Irma Carrillo

TEL: (915) 581-6645 x31 or x24

FAX: (915) 584-8701

E-mail: moyae@usmbha.org or carrilloi@usmbha.org

HIV Prevention Community Planning | An Orientation Guide | January 1999 6.1

6Technical Resources for Community

Planning Groups

6Technical Resources
Other CDC Resources

CDC Project Officer —Your CDC Project Officer is a key element for successful TA. CDC Project Officers can help you diagnose your TA

needs, refer and link you to other resources (e.g., the CDC National TA Providers’ Network, national and community-based organizations,

and CDC resources). Accessing you CDC Project Officer is easy: if you do not have his/her direct number, or are unsure of who your

Project Officer is, call the main number:(404) 639-5230

CDC HIV Prevention Community Planning Project Area Project Officers*

CDC Project Officer Telephone/e-mail Project Area (States, Cities, Territories)

Chow, Walter (404) 639-5226 Connecticut, Indiana, Massachusetts, New Mexico

ewkc1@cdc.gov

Tullier, Chris (404) 639-5236 Alabama, Mississippi, Missouri, North Carolina

cjt4@cdc.gov

Economou, Nikki (404) 639-5228 Colorado, Montana, New Jersey, South Dakota,Wyoming

nxe0@cdc.gov

Graham, Donna (404) 639-5231 Maine, Oregon

dea3@cdc.gov

Gunter, Dorothy (404) 639-5223 New York, Rhode Island, Utah, West Virginia

dcg0@cdc.gov

Hale, David (404) 639-5233 Arizona, Kentucky, Tennessee, Washington, Washington, D.C.

dhj3@cdc.gov

Harris, Benita (404) 639-5335 Georgia, Indiana, Michigan, Minnesota

blh4@cdc.gov

Leak, L’Tanya (404) 639-5247 American Samoa, Commonwealth of Northern Mariana Islands, Federated States

lxl2@cdc.gov of Micronesia, Guam, Republic of the Marshall Islands, Palau

Longdon, Bill (404) 639-5246 Chicago, Illinois, Ohio, Wisconsin

wbl1@cdc.gov

Lyon, Wendy (404) 639-5243 Florida, Pennsylvania, Philadelphia

wah4@cdc.gov

Martinez, Samuel (404) 639-5219 Puerto Rico, United States Virgin Islands

sbm5@cdc.gov

O’Conner, Kevin (404) 639-5238 Hawaii, Houston, Iowa, Texas

kpo1@cdc.gov

Pastorius, Ted (404) 639-5215 Maryland, North Dakota

fpp0@cdc.gov

Rodriguez, Tomas (404) 639-5240 California, Los Angeles, Nevada, San Francisco

trr@cdc.gov

Studer, Craig (404) 639-5197 Missouri, New York City, Vermont

ccs1@cdc.gov

Turski, Ron (404) 639-5218 Kansas, Nebraska, South Carolina

rat3@cdc.gov

Willis, Karen (404) 639-5245 Alaska, Arkansas, Delaware, Louisiana, Oklahoma, Virginia

klw5@cdc.gov

CDC Web Homepage—You can access CDC resources via the Internet: www.cdc.gov

CDC National Prevention Information Network (NPIN) —formerly the National AIDS Clearinghouse

You can call the CDC NPIN at (800) 458-5231 (you can also reach NPIN via the Internet: www.asciences.com 

6.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
Written TA Materials

The following is a list of the HIV Prevention

Community Planning-related materials available to

you through the CDC National Prevention

Information Network (NPIN) (formerly the CDC

National AIDS Clearinghouse). Other materials

may be available through other CDC National TA

Providers’ Network organizations (for a listing,

please continue in this section). Any publication

with a NAC ID# is available free of charge through

the National Prevention Information Network by

calling (800) 458-5231 (9:00 a.m. to 6:00 p.m.,

Eastern Time, Monday-Friday).

1. Handbook for HIV Prevention Community

Planning. Developed by the Academy for

Educational Development; Washington, D.C.:

April 1994. [NAC ID# D071]

2. HIV Prevention Among Drug Users: A Resource

Book for Community Planners and Program

Managers. Developed by the Academy for

Educational Development; Washington, D.C.:

June 1997. [NAC ID# D189]

3. HIV Prevention Community Planning Case

Studies: Washington, D.C. and Los Angeles, CA.

Developed by Battelle: April 1995 

[NAC ID#D803] 

4. Overview of HIV/AIDS Prevention

Interventions: An Approach to Examining their

Effectiveness (also known as “The Taxonomy).

Developed by the Academy for Educational

Development; Washington, D.C.: May 1995.

[NAC ID# D222]

5. Priority Setting in HIV Prevention Community

Planning. Developed by the Academy for

Educational Development; Washington, D.C.:

July 1994. [NAC ID# D800]

6. Review of Core Objectives: The First Year of

HIV Prevention Community Planning,

Summary Report. Developed by the Academy

for Educational Development; Washington,

D.C.: March 1995. [NAC ID# D799]

7. Review of Core Objective #5: Linkages in the

Second Year of HIV Prevention Community

Planning, Summary Report. Developed by the

Academy for Educational Development;

Washington, D.C.: March 1996. [NAC ID#

D923]

8. Self-Assessment Tool for Community Planning

Groups. Developed by the Academy for

Educational Development; Washington, D.C.:

May 1995. [NAC ID# D202]

9. Suggested Guidelines for Developing an

Epidemiologic Profile for HIV Prevention

Community Planning. Developed by the Council

of State and Territorial Epidemiologists and

the Centers for Disease Control and

Prevention; Atlanta, GA: June 1995 [NAC ID#

875]

10. Technical Assistance Briefing Book: for

Community Planning Groups. Developed by the

Academy for Educational Development;

Washington, D.C.: November 1995.

11. What Intervention Studies Say About

Effectiveness: A Resource for HIV Prevention

Community Planning Groups. Developed by the

Academy for Educational Development;

Washington, D.C.: May 1996. [NAC ID#

D922]

12. HIV Prevention Priorities: How Community

Planning Groups Decide. Developed by the

Academy for Educational Development and

the National Alliance of State and Territorial

AIDS Directors; Washington, D.C.: May 1996. 

[NAC ID# D587]

HIV Prevention Community Planning | An Orientation Guide | January 1999 6.3

6Technical Resources
The following document may be obtained by

contacting the National Association of People with

AIDS (NAPWA) at (202) 898-0414.

1. Positive Input: Your Guide to HIV Prevention

Community Planning—A Guidance Manual from

the National Association of People with AIDS.

Developed by the National Association of People

with AIDS; Washington, D.C.: 

July 1994.

The following documents may be acquired by

contacting the National Council of La Raza(NCLR)

Distribution Center at (301) 604-7983. The cost of

each document is $15.00. 

1. Do’s and Don’ts for an Inclusive HIV Prevention

Community Planning Process: A Self-Help Guide.

Developed by Mosaica, Inc. for the National

Council of La Raza; Washington, D.C.: 

October 1994.

2. Using Data, Assessing Needs: A Guide for

Community Members of HIV Prevention Community

Planning Groups. Developed by Mosaica, Inc. for

the National Council of La Raza; Washington,

D.C.: June 1995.

The following documents may be acquired by

contacting the U.S. Conference of Mayors at (202)

293-7330. These publications are free to federal,

state, and local government agencies, and to

community-based organizations; otherwise, the cost

is $15.00 each.

1. HIV Prevention Community Planning Profiles:

Assessing Year One. Developed by the

U.S.Conference of Mayors; Washington, D.C.:

March 1995.

2. HIV Prevention Community Planning Profiles:

Assessing the Impact. Developed by the U.S.

Conference of Mayors; Washington, D.C.: 

May 1996.

6.4 HIV Prevention Community Planning | An Orientation Guide | January 1999
ACCOUNTABILITY—A framework that has been

created to determine how a group and its members

will be responsive and responsible to itself and the

community as it carries out its mission.

AIDS—Acquired Immunodeficiency Syndrome;

clinical definition of illnesses caused by HIV: A

CD4 count less than, or equal to, 200 or one or

more diagnosed opportunistic infections.

ASO—AIDS service organization, which may

provide a variety of services for the community,

including health services, prevention, housing,

advocacy, intervention, and information and

referral.

BEHAVIORAL SCIENCE—A science, such as

psychology or sociology, that seeks to survey and

predict responses (behaviors and actions) of

individuals or groups of people to a given

situation, i.e., why people do what they do.

BUDGET PERIOD—The period of time covered by

a funding award. Budget periods are typically 12

months in length. 

BYLAWS—Standing rules written by a group to

govern their internal function; addresses issues of

voting, quorums, attendance, etc.

CAPACITY DEVELOPMENT—Building the abilities

and knowledge of individual or groups so 

that they may fully participate in a process 

or organization.

CBO—Community-based organization, a

structured group offering services to specific group

of people in a defined area. These groups may

include minority groups, housing for the homeless,

and AIDS service organizations.

CDC—The Centers for Disease Control and

Prevention; the federal agency responsible for

tracking diseases that endanger public health, such

as HIV and tuberculosis.

CO-CHAIRS—Person(s) assigned by the grantee

and elected by community members to a particular

planning group; they are responsible for

organizing, convening, and leading the HIV

community prevention planning groups. Each

community planning group is expected to 

have one Health Department and one 

Community Co-Chair.

COMMUNITY—A group of people living in a

defined area who share a common language,

ethnicity, geographic area, behavior, or belief.

HIV Prevention Community Planning | An Orientation Guide | January 1999 g.1

g Glossary of Terms Used in this Guide

gGlossary
COMPETITIVE AWARD—Funding is awarded based

on the quality of the funding application.

Applications are reviewed and scored according to a

set criteria by objective and expert reviewers.

COMPREHENSIVE HIV COMMUNITY PREVENTION

PLAN—The result of the community HIV prevention

planning process. This is a plan that has been taken

into account many different points of view and

perspectives in order to provide the most effective

prevention efforts within a specific area.

COMMUNITY PLANNING GROUP (CPG)—The

official HIV prevention planning body which follows

the Guidance to develop the comprehensive HIV

prevention plan for the project area.

CONFLICT—A disagreement among two or 

more people.

CONFLICT OF INTEREST—A conflict between one’s

obligation to the public good and one self-interest;

for example, if the board of a community-based

organization is deciding whether to receive services

from Company A and one of the board members

also owns stock in Company A, that person would

have a conflict of interest.

DEFINED POPULATIONS—People grouped together

by gender, ethnicity, age, or other social factors.

EPIDEMIC—A disease that has spread rapidly 

among a large number of people within a short

period of time.

EPIDEMIOLOGY—The study of epidemics and

epidemic diseases such as HIV and tuberculosis; in

prevention planning, this epidemiologic information

indicates which population, age group, and ethnic

groups, are affected by HIV in a defined area.

ETHNICITY—A group of people who share the same

place of origin, language, race, behaviors, or beliefs.

EVIDENCE-BASED—In prevention planning, based

on evidence that is collected from scientific data,

such as reporting of AIDS cases to health

departments and needs assessments conducted in a

scientific manner.

FISCAL YEAR—A twelve-month period set up for

accounting purposes; for example, the federal

government’s fiscal year runs from October 1 to

September 30 of the following year. 

FUNDED SITES—In prevention planning, all 50 state

health departments, the District of Columbia, eight

U.S. Territories, and six local health departments

(Chicago, Houston, Los Angeles, New York City,

Philadelphia, and San Francisco) that receive federal

funding from the Centers for Disease Control and

Prevention for HIV prevention programs/activities.

GRANTEE—The person or group receiving funds

from an outside source. Term referring to state and

local health departments that receive federal funds

from the CDC for HIV prevention

programs/activities.

GUIDANCE—The CDC document that gives

additional information and rules for receiving fund

for HIV prevention programs and defines the process

of HIV prevention community planning.

HIV (HUMAN IMMUNODEFICIENCY VIRUS)—The

virus that damages the immune system and 

causes AIDS.

HIV PREVENTION COMMUNITY PLANNING—

A CDC initiative in which people representing atrisk communities and those who are HIV-infected

meet with scientists and other professionals in order

to decide on the most effective HIV prevention

programs and methods for stopping the spread of

HIV in their area.

HIV-RELATED MORTALITY DATA—Statistics that

represent deaths caused by HIV infection.

HIV SEROPREVALENCE DATA—Statistics that

measure the level of HIV infection among selected

populations that have been targeted for surveys. 

IDU/IVDU—Injecting drug user; intravenous drug

user; term used to refer to people who inject drugs

directly into their bloodstream by using a needle 

and syringe.

g.2 HIV Prevention Community Planning | An Orientation Guide | January 1999
INCLUSION—The assurance that the views,

perspectives, and needs of all affected communities

are included and involved in a meaningful manner

in the community planning process.

INTERVENTION—An activity whose objective is to

change or avert high-risk behavior that may result in

HIV infection.

JURISDICTION—An area or region that is within the

responsibilities of a particular governmental agency;

in prevention planning. This term usually refers to

an area whose HIV prevention activities are

monitored and managed by a state or local health

department (i.e., “Jonestown is within the

jurisdiction of the Jones County Heath Department”).

LETTER OF CONCURRENCE—A part of a health

department’s application to the CDC for federal HIV

prevention funds. This letter states that the planning

group agrees with the prevention programs outlined

in the health department’s application. This letter

explains how the planning group created its HIV

prevention plan.

LETTER OF NONCONCURRENCE—A part of a

health department’s application to the CDC for

federal HIV prevention funds. If a planning group

does not agree with the health department’s

prevention plan in the grant application, the group

must include a letter explaining why members

disagree with the plan.

NEEDS ASSESSMENT—The process of obtaining and

analyzing findings about community needs. Needs

assessments may use several methods of information

and data collection to determine the type and extent

of unmet needs in a particular population or

community. For example, a needs assessment may

use personal interviews or questionnaires with a

diverse group of community members in order to

determine what they know about protecting

themselves from HIV infection.

NGO/NONGOVERNMENTAL ORGANIZATION—

A private group that is not associated with federal,

state, or local agencies, yet often has programs or

services that are similar to those offered by

governmental agencies.

PANDEMIC—An epidemic that occurs in a large area

or globally, as with HIV and AIDS. See EPIDEMIC.

PARITY—A situation in which all members of the

community planning group are provided

opportunities for orientation and skills building 

to participate in the planning process and to have 

an equal voice in voting and other decisionmaking activities.

PARTICIPATORY PLANNING—The process of

identifying needs and making decisions through the

broad-based involvement of a wide range of

viewpoints, wherein differences in background,

perspective, and experience are essential and valued.

PLANNING PROCESS—Steps taken and methods

used to gather information, interpret it, and produce

a plan for rational decision-making.

PREVENTION PROGRAM—A group of interventions

designed for reduction of disease among individuals

whose behavior, environment, or genetic history

places them at high risk for exposure.

PREVENTION SERVICES—Interventions, programs,

and structures designed to change behavior that lead

to HIV infection. Examples include condom

distribution, needle exchange programs, mentoring

and counseling programs, outreach education efforts

among high schools or groups at high risk for 

HIV infection. 

PRIMARY PREVENTION—Interventions and

education which are intended to help people stop

behaviors that may lead to their becoming infected

with HIV; may include condom education,

counseling that reduces the number of sex partners,

HIV antibody testing/counseling, or needle exchange

programs and drug abuse counseling.

PROCESS—The method used in undertaking a

project; different groups think about and act upon

projects and tasks differently and may use diverse

decision-making styles, time frames, and methods.

PROCESS EVALUATION—Documentation that a

particular prevention intervention has been 

carried out.

HIV Prevention Community Planning | An Orientation Guide | January 1999 g.3

gGlossary
PROCESS OBJECTIVES—Specific activities involved 

in the implementation of a program in order to

produce the desired results.

REPRESENTATION—The assurance that those who

are representing a specific community truly reflect

that community’s values, norms, and behaviors.

SECONDARY DATA—Existing data, or information,

that is gathered and used in a project. 

SECONDARY PREVENTION—Prevention programs

that serve the needs of people infected with HIV,

informing them about how they can protect their

health and prevent the further spread of the virus.

SERO-INCIDENCE—A statistical term that refers to

the number or rate of new HIV or AIDS diseases in a

particular period of time (one year, five years, etc.).

SERO-PREVALENCE—A statistical term referring to

the long-term rate or percentage of people infected

with HIV or diagnosed with AIDS in a defined

population.

SHARED RESPONSIBILITIES—Joint oversight of staff

and committee activities and shared responsibility

for coordination of the planning effort; this oversight

can include facilitation of meeting in which the role

of meeting chair rotates for each meeting.

STAKEHOLDERS—Those individuals/groups who

have a major interest and involvement in a process;

participants in the community planning process. 

SURVEILLANCE DATA—Statistics representing

people with HIV or AIDS in a given area that are

reported to the CDC from the public health officials

who collect them from testing sites, treatment

facilities and other groups, and analyze them to

produce a full picture of trends in the epidemic in

the states and throughout the nation.

TARGET POPULATIONS—Groups of people who are

the focus of HIV prevention efforts due to high rates

of HIV infection among those groups; they are

defined by using CDC AIDS surveillance data

broken down by ethnicity, gender, sexual

orientation, and other factors.

TECHNICAL ASSISTANCE (TA)—Training and skills

development which allows people and groups to do

their jobs better, including education and knowledge

development in areas that range from leadership and

communications to creating an effective needs

assessment tool and understanding statistical data.

*NOTE: This glossary was adapted from Positive

Input, a publication of the National Association of

People With AIDS.

g.4 HIV Prevention Community Planning | An Orientation Guide | January 1999
Chapter 1: A Brief History of HIV Prevention Community Planning

Chapter Review Exercise:

1. HIV Prevention Community Planning is a collaborative process through which health departments

work in partnership with _______________________.

2. The ___________ is the blueprint for HIV prevention community planning.

3. Community Planning Groups use _____________ as a group process for addressing the epidemic in

their areas and to develop a comprehensive HIV prevention plan.

4. Community planning was initiated in the year ____ to reflect the belief that determining how best to

respond to local HIV prevention priorities and needs is best carried out by local decision making.

5. The __________ _______ __________ is expected to respond to the CPG’s plan its application to the

CDC for federal HIV prevention funds. 

6. The CPG is charged with considering _____ aspects of a comprehensive HIV prevention program,

including: epidemiology and surveillance; counseling, testing, referral, and partner counseling and

referral services; health education and risk reduction activities; school-based education efforts for

youth; public information programs; capacity building; evaluation; technical assistance; etc. 

Chapter 2: Roles and Responsibilities of CPG Members, 

Co-chairs, and Staff

Chapter Review Exercise:

1. The Guidance states that an orientation for new members should include an understanding of

__________ ____ _________ of CPG members. 

2. CPGs across the country have developed ________ ________ to explain the roles and

responsibilities for CPG members.

3. The length of commitment should be determined by the CPG and 

noted in its _________.

4. The Guidance requires that one __________ represent the grantee or health department and one

represent the and that others represent the community.

5. Health departments offer three distinct types of support to the community planning process:

_____________, _____________, and _____________.

HIV Prevention Community Planning | An Orientation Guide | January 1999 i-1
Chapter 3: Nine Steps and 15 Principles of Community Planning

Chapter Review Exercise:

1. The main product that the CPG creates is a _________ _________ _________ _________.

2. To ensure that HIV prevention community planning is accomplished in a participatory and

appropriate manner, the CDC requires that all grantees address the __________.

3. A gap analysis should help you identify _______ and ______ prevention needs within high-risk

populations defined in the epidemiologic profile.

4. HIV prevention community planning is characterized by ________ priority setting between

_______________ and communities.

5. _________________ is the assurance that the views, perspectives, and needs of all affected

communities are included and involved in a meaningful manner in the community 

planning process.

6. Identification, interpretation, and prioritization of HIV prevention needs reflect the ___________

profile, ______ assessment, __________ inventory, and culturally relevant and linguistically

appropriate information obtained from communities to be served, particularly persons with or at risk

for HIV infection.

Chapter 4: The Guidance

Chapter Review Exercise

1. The Guidance is offered to assist state and local health department HIV prevention Cooperative

Agreements ____________. 

2. A _________ ___________ process should result in HIV prevention programs that are

responsive to high priority, community-validated needs of specific populations.

3. HIV prevention community planning is a process by which state and local health departments

share ____________ for developing a comprehensive HIV prevention plan.

4. The grantee will develop an ___________ for CDC funding based on the comprehensive HIV

prevention plan.

5. An _____ _______ that reflects the epidemic through a variety of data sources in the grantee’s

jurisdiction.

6. The ________________ and ________________ process of new members should ensure timely

replacement of vacant member slots.

i-2 HIV Prevention Community Planning | An Orientation Guide | January 1999
7. Priority setting is based on the _______ ________, _________ ________, ________ ________,

and culturally relevant and linguistically appropriate information obtained from the communities

to be served, particularly person with or at risk for HIV infection.

8. The CPG must include representatives who reflect the ___________ characteristics of the current

and projected HIV/AIDS epidemic in that jurisdiction. 

9. The __________ __________ is a basis for settling priorities among met and unmet prevention

needs of specific populations

10. If more than one CPG is implemented in a grantee’s project area, the health department may wish

to designate local health department representatives as ________ of these planning groups.

11. Each grantee must include a letter of __________ or ___________ from each CPG convened

within the grantee’s jurisdiction with its ____________ for federal HIV prevention funding.

12. __________ __________ are responsible for awarding and administering HIV prevention funds.

13. Upon receiving a grantee’s application for federal HIV prevention funds, the CDC will review it

for _________ with the principles and logistics of the HIV prevention community planning

Guidance.

14. Grantees select the _________ _______ _________, and the CPG selects the ________

__________ .

Chapter 5 Technical Assistance for Community Planning Groups

Chapter Review Exercise:

1. _________ _________ is the provision of direct or indirect support to increase the capacity of

individuals and/or a group to carry out programmatic and management responsibilities.

2. ________ has a responsibility to ensure that CPGs have access to TA.

3. TA may be provided in many different forms depending on the _____ ____ 

of the group.

4. Technical Assistance resources to support CPG’s efforts are available in a wide variety of ________

________.

5. ________ ________ are CPG’s gateways to accessing TA. 

HIV Prevention Community Planning | An Orientation Guide | January 1999 i-3
Answers to Chapter Review Exercise Statements

Chapter 1

1. Community Planning Groups (CPGs)

2. Guidance

3. priority Setting

4. 1994

5. State/local health department

6. all

Chapter 2

1. roles and responsibilities

2. job descriptions

3. bylaws

4. co-chair

5. leadership; technical; logistical

Chapter 3

1. comprehensive HIV prevention plan

2. principles

3. met; unmet

4. shared; health departments

5. inclusion

6. Epidemiological; needs; resources

Chapter 4

1. funds

2. participatory, priority setting

3. responsibilities

4. application

5. epi profile

6. nomination; selection

7. epidemiologic profile; needs assessment; resource inventory

8. demographic

9. gap analysis

10. co-chairs

11. concurrence; non-concurrence

12. health departments

13. accordance

14. health department co-chair; community co-chair

Chapter 5

1. Technical assistance

2. CDC

3. exact needs

4. content areas

5. Project officers

i-4 HIV Prevention Community Planning | An Orientation Guide | January 1999