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Page | 25 prior civil rights activity. If the applicant chooses not to self-identify, the benefits specialist is to record ethnicity and one race for each individual based on the best information available. Benefits Specialist should NOT use visual observation to record race or ethnicity.

The ethnicity field in ACCESS must be completed for all individuals requesting assistance. Ethnic categories are: Hispanic or Latino and Not Hispanic or Latino.

The racial field on ACCESS must be completed for all individuals requesting assistance. If an individual indicates more than one race, all race fields chosen by the individual must be indicated. Racial categories are: American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, or White.

1360 INTERPRETER REQUIREMENTS

The Department of Social Services is committed to making sure all eligible individuals receive fair treatment and equal access to services. No person will be denied access as a result of the inability or limited ability to communicate in the English language. Individuals must be able to communicate with DSS staff at no cost to the individual. If an interpreter is needed, one must be provided by the Department.

Each office has procedures identified to communicate with persons who need assistance. Review your office’s Procedures for Communicating Information to Persons with Sensory Impairments and Limited English Proficiency plan (LEP plan) for guidance on how to contact interpreter services (sign language, language interpreters, Propio, etc.).These procedures are located as follows: P:\Limited English Proficiency

1400 DISCLOSURE

Customers have the right to have the information they provide held in confidence and used solely for purposes of administration of the program. SNAP case information is confidential under Federal and State law. The disclosure policy applies to both DSS employees and volunteers. Case information may be released only under the provisions listed below. If in doubt, do not disclose the information and notify SNAP program staff following administrative channels. SNAP program staff will respond to the request.

The following requirements must be adhered to: A. Respect the privacy of our customers and hold in confidence all information obtained. B. Respect confidences shared by colleagues in the course of professional relationships and transactions. C. Do not use confidential information for the staff’s own benefit or for the benefit of others. D. Do not divulge or communicate confidential information to any unauthorized person either during or after employment with the Department of Social Services. E. Do not attempt (successful or not) to access information on any individual (private or public) for unauthorized reasons. F. Do not acquire, use, copy or transfer confidential information except to the extent necessary to fulfill employment duties. G. Never use personal computers to remotely access information from the IRS and SSA. Access to information from the IRS and SSA will only occur in approved areas that have the appropriate space and privacy. H. Do not discuss confidential information in any setting unless privacy can be ensured. Confidential information should not be discussed in public or semipublic areas such as hallways, waiting rooms, elevators, and restaurants.