Overview
This article helps you understand the recent update to ethnicity data capture in Access Volcanic. The system has modernised ethnicity categories to align with Office for National Statistics (ONS) standards, removed outdated terminology, and introduced new self-description options for more inclusive data collection.
Key benefits
This update delivers significant improvements for your diversity data collection. You'll meet UK government standards for diversity data collection through full ONS compliance. The system now removes offensive and outdated ethnicity terms that could cause complaints or legal issues.
Enhanced global coverage: Improved support for Australia and New Zealand (ANZ) markets with Indigenous categories
Self-description options: Allow candidates to specify their ethnicity in their own words for more detailed data
Zero configuration required: All changes applied automatically across all accounts with no action needed
What's changed in your system
Updated ethnicity categories
Updated ethnicity categories
Your ethnicity dropdown now uses a structured category system with 6 main groups and 18 specific options. This replaces the previous single-list format with organised groups that make it easier for candidates to find relevant options.
๐ Note: Options marked with * trigger an optional self-description text field where candidates can specify their ethnicity in more detail.
Asian
Asian: Bangladeshi
Asian: Chinese
Asian: Indian
Asian: Pakistani
Asian: Sri Lankan
Asian: Vietnamese
Asian, Asian British or Asian Welsh: Any other Asian background*
Black
Black: African
Indigenous
Indigenous: Aboriginal/Torres Strait Islander
Indigenous: Mฤori
Indigenous: Pacific Islander
Mixed
Mixed or Multiple ethnic groups: Other Mixed or Multiple ethnic groups*
White
White: English, Welsh, Scottish, Northern Irish or British
White: Irish
White: Irish Traveller
White: Roma
White: Other White*
Other
Other ethnic group: Arab
Other ethnic group: Any other ethnic group*
New self-description feature
New self-description feature
When candidates select certain broad categories, they'll see an optional text field to provide more specific information:
Candidate selects White: Other White
Optional text field appears
Candidate can type specific ethnicity like Romanian or Polish
Both the selected category and self-described text are saved
๐ Note: This feature provides flexibility whilst maintaining structured data for reporting purposes.
Impact on your account
Automatic data migration
Your existing ethnicity data has been automatically updated:
All previous data preserved: No information has been lost during the update
Mapped to new categories: Old selections now appear under appropriate new categories
Reports updated: Dashboard visualisations reflect the new category structure
Export compatibility: Data exports include both new categories and any self-described information
โ ๏ธ Important: The previous categories contained terms that could be offensive and don't meet modern compliance standards. These have been permanently removed and cannot be restored.
What you'll notice
For candidates:
Cleaner, more respectful language in diversity forms
Better representation options for their background
Optional ability to specify ethnicity in detail
For admins:
Updated category options in dashboard configuration
Horizontal bar chart visualisation for ethnicity data
Both selected categories and self-described text visible in exports
๐ Note: You can access your diversity dashboard in your Dashboard Configuration area, located in your Settings in the admin area.
Understanding the changes
Why the categories were updated
The previous ethnicity options included several problems:
Offensive terminology: Terms like "Colored" and "Mongoloid" that could cause complaints
Poor compliance: Didn't meet ONS standards required by many UK organisations
Limited coverage: Inadequate options for global markets, especially Australia and New Zealand (ANZ) regions โข Inconsistent structure: Duplicate and confusing category arrangements
Global market support
The new structure provides better support for international diversity requirements:
UK compliance: Full alignment with ONS Census categories โข
Australia and New Zealand (ANZ) coverage: Indigenous categories for Aboriginal, Torres Strait Islander, Mฤori, and Pacific Islander backgrounds
Flexible framework: Self-description options accommodate regional variations
Best practices
Follow these guidelines when reviewing your diversity data:
Dashboard configuration
Review new options: Familiarise yourself with new categories
Check new data format: Check export formats to understand how self-described data appears
Use updated charts: Use the updated horizontal bar chart for better data visualisation
Data analysis
Include self-described data in your diversity analysis for fuller insights
Update any external systems that consume ethnicity data exports
Review compliance documentation to confirm ONS alignment meets your requirements
โ ๏ธ Important: The self-description feature provides optional additional detail. Candidates are never required to specify their ethnicity beyond the main categories.
FAQs
Q1: Do we need to do anything to implement these changes?
Answer: No action is required. The update has been applied automatically to all customer accounts globally, including data migration and system configuration.
Q2: What happened to our existing ethnicity data during this update?
Answer: All existing data has been preserved and automatically mapped to the closest appropriate new category. Your reports and exports will show updated category names whilst maintaining all historical information.
Q3: Can candidates still choose not to specify their ethnicity?
Answer: Yes, ethnicity data collection remains completely optional. Candidates can skip this section entirely if they prefer not to provide diversity information.
Q4: How does the self-description feature work for data analysis?
Answer: The self-description feature works by storing both the selected category and any additional text candidates provide. Your exports will include both pieces of information for comprehensive analysis.
Q5: Are these categories suitable for our international offices?
Answer: The current update focuses on UK and Australia and New Zealand (ANZ) markets where most Access Volcanic customers operate. The system is collecting feedback for future regional expansions to support other global diversity requirements.
Q6: Can we revert to the previous ethnicity categories?
Answer: No, the previous categories included potentially offensive terms and don't meet modern compliance standards. The new structure provides better, more respectful options whilst maintaining data quality and meeting legal requirements.
Q7: Will this change affect our diversity reporting compliance?
Answer: This update improves compliance by aligning with ONS standards. The new categories meet UK government requirements for diversity data collection and remove terminology that could create legal or reputational risks.
Q8: How do we explain this change to our candidates?
Answer: You can inform candidates that you have updated to more inclusive, government-standard ethnicity categories that better represent diverse backgrounds whilst providing optional flexibility for self-description.
Q9: Does this update impact our dashboard configuration settings? โข
Answer: Yes, this update currently overrides the selected ethnicity options in the Dashboard Configuration area, located in Settings in the admin area. Your dashboard will automatically display the new ONS-compliant categories.
Q10: Is there still a "prefer not to say" option for ethnicity?
Answer: The system no longer includes a specific I'd prefer not to say option to streamline compliance with ONS standards and reduce confusion. Candidates can select Other ethnic group: Any other ethnic group as a broad option, or skip the entire diversity survey using the red Skip button at the bottom of the survey.
Q11: Can we remove the ethnicity question entirely if we prefer?
Answer: Yes, admins can customise in the Diversity Questions are via the Your Website tab in the admin area. Here you can change the Default Ethnicity settings to Never ask to remove this question completely. You can then consider enabling the AI Generate option to receive AI-generated diversity data instead.