Why this policy exists
Learning is built on trust. When you participate in a course, workshop, internship application, or reflection exercise, you share something personal: your thinking, your goals, and sometimes your voice on video. This policy describes how that information is used responsibly, so you can engage fully and honestly.
Two ways people participate
Participation on this site falls into one of two categories. Find the one that applies to you.
Job-Responsibility Participation
Participation required as part of your assigned role
You are participating because this learning is a required part of your job responsibilities at Hamilton Center or a partner organization. Your completion may be tracked for compliance, supervision, and professional development purposes.
Best practices for you
- Complete assigned modules, reflections, and assessments honestly and in a timely manner, as agreed with your supervisor.
- Use only your own account. Do not share login credentials or complete work on another person's behalf.
- Treat any client, patient, or colleague information referenced in scenarios as confidential, just as you would in your real role.
- Raise questions or concerns about a module with your supervisor or the course facilitator rather than skipping or guessing.
- Understand that your progress and completion records may be reviewed by your supervisor and used for compliance reporting.
How your data is used
- Your name, email, role, and department are linked to your progress so the organization can confirm required training is complete.
- Completion status and scores are visible to your supervisor and authorized training administrators for compliance and development planning.
- Reflection responses are used to support your learning, coaching conversations, and program improvement, not for disciplinary action on their own.
Voluntary Participation
Participation based on a program you signed up for
You are participating voluntarily through a program you chose to join, such as an internship application, student-athlete pathway, community workshop, or open enrollment course. Your participation is optional and driven by your own growth goals.
Best practices for you
- Engage genuinely. Reflections and applications are most valuable when they reflect your real thinking and experience.
- Provide accurate information about yourself when applying for internships, scholarships, or programs.
- Respect the privacy of other participants. Do not share or repost another person's reflections, video responses, or personal stories.
- You may pause or stop at any time. Withdrawing from a voluntary program does not affect your standing unless a specific program agreement states otherwise.
- If you record a video response, record in a private space and avoid including identifiable information about other people.
How your data is used
- Your name and contact details are used to communicate with you about the program you joined and to confirm your participation.
- Your responses and any recorded video are used to evaluate your application or support your learning within that specific program.
- Application materials (written or video) may be reviewed by authorized program staff and, where the program includes it, an AI-assisted review. They are not shared publicly.
- You may request that your voluntary application data be removed by contacting the program administrator, subject to record-keeping requirements.
Principles that apply to everyone
Data minimization
We collect only the information needed to deliver teaching, learning, and program evaluation — nothing more.
Limited, role-based access
Only authorized staff and program administrators can view participant data, and only the parts relevant to their role.
Respect for participants
Learning reflections are treated as personal growth, not surveillance. They support coaching and improvement, not punishment.
Transparency
This page explains, in plain language, what we collect and how it is used. If something changes, we update it here.
About AI-assisted review and recorded video
Some programs use AI to help review written or video responses (for example, internship and job applications). AI-generated scores and feedback are one input among several and are always reviewed by a person before any decision. Recorded video responses are stored securely, used only for the program you submitted them to, and never published.
Your choices
- You can ask what data we hold about your participation by contacting the program administrator.
- You can request correction of inaccurate information in your profile or responses.
- For voluntary programs, you can request removal of your application data, subject to any record-keeping the program requires.
- For job-responsibility training, completion records are retained as required by the organization's compliance policies.
Questions about this policy or how your data is used? Contact the Office of the Provost. This policy may be updated; the effective date above reflects the most recent review.
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