Knowledge Market Privacy Policy

The Knowledge Market maintains important relationships with many entities on campus through the sharing of information recorded after consultations; this information is de-identified prior to sharing. The KM services can share some information about specific students with Academic and Student Affairs faculty and staff upon request; however, informed consent is required for sharing copies of the Student Session Summary

Copies of the Student Session Summary can only be shared without student consent under the following exceptions:

  1. In the event a student brings in a take home exam, wherein consultants are required to send a copy of the Student Session Summary to the professor  
  2. In the instance of a professor-required visit; professors are allowed to check in on the progress for grading purposes
  3. In the instance of a higher-appointed office (dean, department head) investigating issues of grievance, complaint, or concern
  4. In the event of clear and imminent danger to yourself or of another person, which will be reported through the Care Report system
  5. In the event of reporting recent sexual assault/violence or other violent crimes that “occurred on campus, in residence facilities, in non-campus property utilized by the institution, and on public property adjacent to the campus” as defined by Title IX
  6. In the event of reporting “academic integrity violations, bias incidents, or student conduct violations” as defined by Public Incident Reporting at GVSU

Identifiable information from the Student Session Summary that can be shared without informed consent (under implied consent) include:

  • Attendance
  • Dates of attendance
  • Service used
  • Competencies worked on (check box information)
  • Activities and next step (summary of the narrative)

The Exit Survey is private and will not be shared even upon request; the results from the survey will be retained in aggregate and never be connected to individual clients.

Fellow students and/or group members will only receive information from the Student Session Summary if the client-student provides informed consent; no information can be shared about a specific student with another student without informed consent. 

Student Peer Consultants are not permitted to discuss details from a session with any individual outside the service. This would be in violation of FERPA. 


Frequently Asked Questions

  1. Why do you keep a record of my visits?
    • The student session summaries, more specifically, are kept for you; if you’d like to have a receipt from your visit or record of what was discussed, the session summary is the only artifact kept on record. When your session ends, a copy will be sent to your student email automatically. 
    • We keep records for program management and assessment: service alignment, safety considerations, program accountability, staff reflection, and adhering to or designing best practices; if any information is shared, it will be summarized or de-identified unless you have provided consent for a copy to be shared (See FAQ #7 for list of exceptions).
  2. What is included in my records?
    • Records include: student name, email, class associated with session (if applicable), date and time of your session, location of session, and details of your accomplishments and goals determined in your session (documented in the Student Session Summary, and co-created by you and your consultant)
    • Responses to the satisfaction survey will be retained in aggregate; your responses will not be connected to your personal records.
  3. For how long do you keep my records?
    • Our system retains your records for up to 4 years after you’ve had your last consultation; after which, they will be purged from our system.
  4. Can I share my information with others? Who?
    • Of course! At the end of each session, a copy of your session summary will be sent to your student email, after which you can share with any outside audience. You are also prompted to share your session summary with the professor associated with your class at the end of every consultation before you and your consultant fill out the session summary.
    • If at any other time outside your session you’d like to have a copy, you may request that it be sent. In other words, you have the power to share the information with anyone you wish at any time.
    • If a qualified GVSU faculty or staff member requests a copy of your session summary and you have yet to provide permission, you will receive an opportunity to give consent before a copy is sent. Consent given for sharing a copy of the session summary from one consultation DOES NOT apply to other consultations. Your permission, therefore, will have to be granted for each instance.
    • People who might request a copy of the session summary and have professional reasons for doing so include: professors associated with your class, unit heads (LINK), advisors, and/or coaches (Academic & Student Affairs Faculty and Staff). In other words, anyone with an interest in your educational success might be someone with whom you could share. 
  5. Your privacy policy says that professors or student affairs members can request my information for “educational reasons.” What does that mean?
    • Please note that presenting an educational reason when making a request for information does not guarantee access to a copy of the student session summary; in this instance, we would still require your consent before sharing a transcript of your session summary. See FAQ #4 for more information about data sharing.
    • The Knowledge Market must consider the educational reasons behind a professional request for access to the information in a session summary in order to be compliant with FERPA. Professors (and Advisors or Coaches) are allowed to make a request for educational reasons, and we consider those to include the following: 
      • Checking in on assignment engagement (participation)
      • Checking in on a professor/advisor/coach suggestion for a visit (participation)
      • Checking in on educational progress (learning)
      • Confirming an aspect of an assignment requirement (graded)
      • Confirming a required visit to one of the services (graded)
  6. What if I don’t want to share; how does that work?
    • The Knowledge Market respects your privacy by considering you the owner of the complete session summary composed during your consultation. We require your consent before copies of session summaries are shared with any outside audience. 
    • When discussing consultations with outside audiences, the Knowledge Market services share broad unidentifiable information with those who have institutional or programmatic interest.
    • Records we regularly publish or may provide upon request include the following:
      • Number of consultations per service and per location
      • Demographics on student populations of interest (first-year students vs. graduating students; number of students from particular programs; number of classroom presentations; etc.)
      • Retention impact data and aggregate survey result percentages
      • Unidentifiable highlights from sessions: trends or general information that might be of interest or helpful to a professor (e.g. how many students from their classes have used the service; which assignments we often see at the Knowledge Market and whether any patterns of misunderstanding have occurred; etc.).
    • If a professor asks for information about your consultation, and you have not provided consent to share a copy of your session summary, we can share the following identifiable information:
      • Attendance of your session
      • Topic check-box information from your session notes, if relevant
      • Brief summary from the Student Session Summary, if relevant 
  7. For what reasons might you share a copy of my session notes without my consent?
    • The only reasons Knowledge Market services may share a copy of your session summary without your consent include:
      1. In the event a student brings in a take home exam, wherein consultants are required to send a copy of the Student Session Summary to the professor  
      2. In the instance of a professor-required visit; professors are allowed to check in on the progress for grading purposes
      3. In the instance of a higher-appointed office (dean, department head) investigating issues of grievance, complaint, or concern
      4. In the event of clear and imminent danger to yourself or of another person, which will be reported through the Care Report system
      5. In the event of reporting recent sexual assault/violence or other violent crimes that “occurred on campus, in residence facilities, in non-campus property utilized by the institution, and on public property adjacent to the campus” as defined by Title IX
      6. In the event of reporting “academic integrity violations, bias incidents, or student conduct violations” as defined by Public Incident Reporting at GVSU