How to Ask Sensitive Questions During WIC Certification

Use inclusive language to collect ethnicity, race, and voter registration information

WIC applicants are asked to provide a lot of information during the certification process. Some of the information is used to determine their eligibility for the program, and some of it is required for other purposes. Some of the questions, like those related to ethnicity, race, and voter registration may feel invasive if they’re not asked carefully.

These questions can create barriers to enrollment for eligible applicants, especially for those from historically underserved communities. Some applicants may not understand what WIC will do with their personal information. Others may fear that answering certain questions will disclose their citizenship status and affect their residency or eligibility for benefits. They may also struggle to understand the questions if they aren't native English speakers or have a lower level of literacy.

This article provides examples of applicant-friendly language to help state and local agencies ask about ethnicity, race, and voter registration in an online form or during a virtual or in-person certification appointment. The language has been tested with WIC participants to ensure it is clear and easy to understand.

Ask sensitive questions last

Applicants may already be anxious when answering a long list of questions for WIC. Separating eligibility questions from race, ethnicity, and voter registration questions can help. Save these questions for the end and tell applicants that these questions are not used to determine eligibility. This can reduce anxiety for applicants. It can also help staff explain why WIC is asking for this information.

Examples

In an online form:

A banner can appear on screen after an applicant completes all eligibility questions. In this example, the banner helps divide the online application into different sections and make clear that certain questions do not impact eligibility.

In an appointment:

Like this​

"Thank you! You're almost done. There are a few more questions I'm required to ask you. Your answers will not impact your eligibility for WIC."

Voter registration

State agencies covered under the National Voter Registration Act (NVRA) are required to offer voter registration opportunities at certain state and local offices that administer public benefits programs. The goal of the NVRA is to increase voter registration opportunities and make it easier to register to vote. The NVRA requires state agencies covered by its requirements to use specific wording to ask voter registration questions.

Asking about voter registration isn’t as straightforward as it may seem. Applicants may think their voter registration status affects their eligibility for WIC. Non-citizens may worry that answering this question will reveal their citizenship status. Some people may also be unfamiliar with the concept of voter registration in the United States. This is especially true for non-citizens or non-native English speakers.

To mitigate this, use clear, conversational language​ when introducing the voter registration question​. Ask applicants if they would like help with voter registration. Do not ask them if they are already registered or if they are eligible to vote. Reassure them that their response will not affect their eligibility for WIC.

State agencies are encouraged to consult legal counsel and state election officials about handling voter registration assistance during WIC certification.

Examples

The following are examples of how ​WIC staff​ might ask about voter registration in an online form or during an appointment.

​​​In an online form:

Below is an example of how to collect voter registration information in an online form. The text clarifies that someone’s response does not impact their eligibility for WIC. It also explains why WIC is asking for this information.

Here, the required additional information on voting rights is provided in a pop up. It opens when an applicant clicks "Understanding your voting rights” on the voting question.

State agencies that choose to include this question in an online application will still need to share the state agency’s information form and voter registration form during the appointment if an applicant wants hands on assistance.

In an appointment:

​​Ask applicants if they would like help with voter registration in clear, conversational language prior to presenting the required written language on a form. ​​Do not ask applicants if they are already registered or if they are eligible to vote. Asking these questions may make them feel that they need to disclose their citizenship status or that voter registration is a requirement for WIC.​

Like this​	Not this
For state agencies covered by NVRA requirements: “If you’re eligible to vote in the United States, do you want help registering today? For Tribal Nations: “If you’re eligible to vote in federal and state elections, do you want help registering today?	“Are you already registered to vote?” “Because you’re not, do you want to register?” “Are you eligible to vote?”

Explain that their response to this question will not impact their WIC eligibility and that they’re not required to register.

Like this​	Not this
“Benefit programs like WIC are required to offer to help people register to vote. We ask everyone this question, but it’s okay if you do not want to or cannot register to vote. It will not impact your WIC benefits.” “We ask this question to help eligible people register to vote. Your decision will not impact your WIC benefits.” “It’s okay if you do not want to or cannot register to vote.”	“These questions are part of our application process.” “I’m required to ask.”

Provide alternatives for the phrase "register to vote" if applicants are not familiar with voter registration or if they also register to vote in Tribal elections.

Like this​

“'Registering to vote’ means you’re signing up to vote in a federal or state election in the U.S.”

States have their own rules for determining who is eligible to vote.​ State agencies should provide language on who is and is not eligible to vote in their state to all clinics.​

Ethnicity and race

The WIC certification process includes asking applicants to share their ethnicity and race. WIC collects ethnicity and race information for different statistical, administrative, and compliance purposes.

This toolkit uses the ethnicity and race categories required by OMB standards prior to 3/29/2024, when the standards were revised. The toolkit will be updated when guidance based on the revised race and ethnicity standards is available for WIC.

The Office of Management and Budget (OMB) requires government programs to use certain race and ethnicity categories to help standardize reporting. ​State agencies​ can add additional race options as long as the options map back to OMB’s categories. ​​This lets ​a​ state agency collect more granular data about the people being served while meeting standardized federal reporting requirements.

State agencies report this information every two years as a part of the WIC Participant and Program Characteristics Study. This is to understand who WIC is serving, how that compares to the percentage of the eligible population, and to target outreach to underserved groups. This data is also shared with federal civil rights offices. It ​is mandated by law because it ​helps the federal government understand if all eligible people are being served by key programs and whether discrimination may be occurring.

Asking about these topics can be complicated. The terms may mean different things to different people. Some applicants may feel that their ethnicity is also their race. Some may not identify with any of the categories presented. Many may identify with more than one race, yet may only be able to choose one based on MIS restrictions. Some applicants may be from a country that uses terms like “ethnicity” or “origin" more than race. Others may not want to share their ethnicity or race with staff or may not understand why they are asking.

Asking about ethnicity before race is recommended since it can reduce confusion for applicants. Including context about why the question is being asked can help alleviate concerns. Make it clear that applicants can choose more than one option, if ​a​ state agency’s MIS allows. If ​a​ state agency’s MIS doesn't currently allow this, consider adding the ability to have multiple selections for applicants in the MIS.

Examples

The following are examples of how ​WIC staff​​ ​might ask about ethnicity and race in an ​o​nline form or during an appointment.

In an online form:

Below is an example of asking about an applicant’s ethnicity and race in an online form.

All fields are optional:

 

Ethnicity and race

We collect this information to understand who WIC is serving and improve the program. Your answers do not impact your eligibility for WIC. You can read our non-discrimination notice here.

Ethnicity

Do you identify as Hispanic or Latino?

Select one:

Yes

No

---

Race

Which of the following best describes you? Select all that apply:

For example, "Black or African American" and "White"

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or other Pacific Islander

White

Some other race

Continue

An​ MIS may not currently allow applicants to select more than one option. In this case, use radio buttons instead of checkboxes. This makes it clear that applicants can only select one option. Use “Please choose one” as helper text after the question. ​State agencies should consider ​adding the capability to have multiple selections for applicants in the MIS.

In an appointment:

Ask about the applicant’s ethnicity before asking about their race. This will help to reduce confusion if applicants do not understand the difference between the two.

Like this​	Not this
“Would you describe yourself as Hispanic or Latino?" "Do you identify as Hispanic or Latino?”	“Are you Hispanic or Latino or not?”

When asking about an applicant’s race, drop the word “race” from the question. Participants may struggle to understand what race means or how it’s different from ethnicity. Avoiding the word “race” ensures that participants will not get distracted by the terminology.

Make it clear that participants can select more than one option to represent themselves, if the MIS allows. If participants are not able to select more than one option, consider updating the MIS to allow this.

Like this​	Not this
“Which of these best describes you? You can choose more than one.” “How would you describe yourself? You can choose more than one.” If participants can select only one race, ask: “How would you describe yourself?” or “Which of these best describes you?”	“What is your race?”

If applicants are reluctant to respond, explain why you’re asking and what WIC does with the information. Provide a simple explanation to highlight how the data will be used to improve WIC rather than focusing on the federal requirement.

Like this​	Not this
“Your answer will help WIC understand who is being served. We use it to make sure that we’re providing the best service to everyone. Your answer does not have any impact on your WIC benefits.”	“The government requires us to collect this data. I have to ask.”

Conclusion

Asking sensitive questions about voter registration, ethnicity, and race can feel invasive for applicants. This is especially true for those from historically underserved communities. These questions may even create barriers to enrollment.

​​WIC staff ​can help applicants through this process by:

• Asking these questions last, after eligibility questions.
• Using plain language that anyone can understand regardless of their background, literacy level, or familiarity with WIC.
• Asking for this information in a friendly and respectful manner.
• Explaining how WIC is going to use the information.