When writing about an individual or a group, ask yourself if it is relevant or important to refer to their ethnicity. 

Ethnicity may be relevant in a range of circumstances, for example: 

• when we celebrate the diversity of the College community with an initiative like Shifting the Lens 
• when we collect demographic data 

However, ethnicity is often not relevant, and we should not automatically define individuals or groups by particular characteristics such as ethnicity.

Language is fluid and used flexibly, with terms relating to ethnicity, race or nationality often used interchangeably in the UK. This can cause confusion, especially if your audience comes from another culture or has a different understanding of certain terms.

It is important we are clear and specific in our use of language. At Imperial we prefer to avoid broad categories and labels where possible, as they can be unhelpful.

In your writing, it may be useful to explain why you have decided to use particular terms from the very start, to create a shared understanding with your audience.

Ethnicity, and other aspects of identity, can be sensitive topics and people may have experienced discrimination because of their ethnicity or assumptions about their ethnicity.

When writing about an individual or a group – and their ethnicity is relevant to the discussion – the focus should remain on the individual or group. They should not be lost in the narrative. People should not be defined by one aspect of their identity.

This guidance sets out our preferred terminology to create a shared understanding in the College. However, it is important to understand that there is not a single, consistent ‘correct’ way to communicate about ethnicity that is applicable in every situation. We need to be flexible.

Ultimately, we need to respect how an individual or group identifies.

It is very important to talk with the individual or group. You should use the specific language they identify with and are comfortable with us using. Do not make assumptions about someone’s ethnicity based on your knowledge or preconceptions.

Not sure how to ask? Please approach any conversations sensitively and explain why ethnicity is relevant to your work. 

• Try asking something like: For the purposes of this piece, how would you describe your ethnicity? Or What ethnicity would you like to be accredited to you in this feature?

A few additional considerations: 

• Respect the individual’s or group’s expression of identity, including the option of preferring not to say, or not wanting to be defined by their ethnicity in any way. 
• Be aware that people’s identities are complex and can develop over time and change depending on the context. If you have worked previously with a particular individual, do not assume that their identity is fixed – in another context, they may want to be referred to in a different way.

There are many terms used commonly in the past which are not appropriate today.

Some ethnic groups reclaim outdated terms and slurs as a form of empowerment. However, that doesn’t mean these terms should be used by other groups.

If you’re unsure if a term is appropriate to use in your writing, it’s best not to use it. Instead go back to the core principles of this guidance and consider:

• Is talking about a person or group’s ethnicity relevant to the message you want to convey?
• Are you keeping the focus of your work on the individual or group?
• What specific term does the person or group prefer you to use – would they be happy with your description of them?
• Does your writing reflect the College’s Values of Respect, Collaboration, Integrity, Innovation and Excellence?