Policy - AAC02013

To provide operational procedures that enable learners to be assessed and recognised for prior learning (RPL) and/or recognised for prior knowledge and skills (RPKS) and awarded credit for a programme of study/course or unit standard at the Institution.

Advanced Standing (ADV): This is used when, following an APEL or qualifications equivalence, it is evident that the learner can enter a programme of study at an advanced level.

ADV applies where Recognition of Prior Knowledge and Skills (RPKS) application has been assessed for course/s and or qualifications and outcome results in granting credits towards a qualification.

ADV may include Cross Credit (CC) and Credit Transfer (CT), and it will be used when Recognition of Prior Learning (RPL) application has been assessed and the outcome equate to at least sixty (60) credits towards a qualification. Programme of study regulations will clearly identify how ADV is determined and what assessment and evaluation processes are to be used.

ADV will be annotated on the academic transcript documents where applicable (Appendix C).

Advisor/Facilitator: The Advisor/Facilitator is the staff member who gives advice to the learner on the operation of the APEL process and negotiates with the learner the particular form of assessment that will be required.

Assessment of Prior Experiential Learning (APEL): The Learner must provide evidence that all the learning outcomes in the Target course/s have been met through relevant experience in the workplace, community, or other settings and/or courses that have been completed elsewhere. A learner may be assessed on Graduate Profile Outcomes in a qualification. An APEL assessment would consider the whole of learner learning from experience. This may result in a mix of outcomes, including CC, CT, Advanced Standing (ADV), or a complete qualification assessment and credit where appropriate.

Assessor: The Assessor is the staff member who makes the assessment judgement based on the evidence provided by the learner in accordance with the assessments agreed between the learner and the Advisor/Facilitator. In APEL, the Advisor/Facilitator and the Assessor are not to be the same.

Credit Transfer (CT): Credit for the same course is applicable in situations where the Target and Source course/s are exactly the same entity. The course may be a local course or a unit standard.  Formal evidence must be provided by the learner to indicate that they hold the relevant result. In the case of Credit Transfer (CT) for a unit standard, no result is sent as the learner has already had this awarded. 

Cross Credit (CC): Cross Crediting is applicable in situations where the Target and Source course/s are not the same entity. However, the material covered is equivalent. For CC to be awarded, the learning outcomes in the Target course/s must all have been adequately covered in the Source course/s. For example, a pass in a university paper may result in a CC for a similar course at the institution.

Sometimes it may require more than one Source course to cover a single Target course at the Institution.

In the case of CC for a Target course consisting of a New Zealand Qualification Framework (NZQF) unit standard, a result must be sent to the New Zealand Qualifications Authority (NZQA). This may, in some cases, require a small piece of further assessment to be undertaken. In such cases, a CC would be entered once the assessment is complete.

External Codes - The External Code to be entered in the case of CC is the other provider’s course code for the source course. This will appear on the other provider’s transcript. CC applications will not be approved unless the other provider’s transcript or results notice is provided.

Independent Learning Pathway (ILP): The ILP is a reflective process that involves formal assessment of a learner’s relevant knowledge and skills (gained through prior learning) to determine achievement of graduate profile and learning outcomes of a qualification.

The ILP is available only for specifically designated programmes and only to learners with sufficient and appropriate experience in the field covered by the qualification – usually 7 to 10 years.

The ILP focuses on the whole qualification assessment against the graduate profile for the qualification. Where gaps are identified in learning, an ILP plan will create a pathway to enable the learner to address the gaps to meet all outcomes prior to assessment.

Institution: The institution that is referred to in this policy is Future Skills Academy or Ashton Warner Academy.

Recognition of Prior Learning (RPL): The process of assessing and recognising learner's prior learning.

Recognition of Prior Knowledge and Skill (RPKS): The process of assessing and recognising learner’s prior knowledge and skill.

Source Course: The course for which learner(s) already holds credit. This may be another course completed with the Institution or one from any other provider.

Student Management System (SMS): The SMS is the electronic system in which learner enrolments and academic records are recorded.

Target Course: The course for which credit is sought.

Verified Documentation: Any record of learner achievement presented for use in the RPL/RPKS process must be the original produced by the accredited provider of the result/qualification e.g., Record of Learning, University Academic Transcript. Any copies of such original documents must be verified by the accredited provider or a verified copy signed by a Justice of the Peace.

1. The assessment of RPL/RPKS considers the whole of a person’s learning from experience. This may result in a mix of outcomes, including CC, CT, ADV or a complete qualification assessment and credit where appropriate.
2. Recognising learning and awarding credit is undertaken by evaluating a learner’s skills and knowledge in relation to the graduate profile or other learning outcomes of a programme, component of a programme, or assessment standard.
3. Applications for cross credits and credit transfer of NZQCF units or non-NZQCF courses are handled at the time of initial enrolment. Results must be entered into the SMS at that time. However, applications can be accepted at any time.
4. The provision of RPL/ RPKS service is offered for the scope of programmes and training for which the Institution has NZQA programme approval and accreditation and unit standards for which the Institution holds consent to assess.
5. RPL/ RPKS services are available to learners enrolling in a programme of study with the Institution. Learners will pay the full tuition fee at the time of enrolment until their application for RPL has been processed and an outcome has been reached. Unless the application is processed before the programme start date, in which case the tuition fee payable is the difference between the full tuition fee less tuition fee for courses in which RPL is granted less any costs associated with the processing of RPL.
6. Approval given for credit may remain valid for a period of twelve (12) months. If the learner does not enrol within this period, then any credit granted for RPL will be cancelled.

1. Implementation and use of RPL/RPKS
   1. Applications for RPL from learners who are intending to or are enrolled in programmes of study are to be made on the generic application form (Appendix A).
   2. Applications for RPKS from learners intending to or are enrolled in programmes of study are to be made in accordance with the RPKS- Portfolio Preparation Guide (Appendix B).
   3. Information provided to learners must include information on the nature of RPL/RPKS and the course/s within the programme of study for which RPL/RPKS applications may be made.
2. Scope of RPL/RPKS
   1. Credit for whole courses may be granted under RPL/RPKS. Credit will not be granted for parts of a course.
   2. Prior completion of unit standards which form part of a course will be recorded for academic purposes, but this will not result in credit for the course itself until the other unit standards in the course are completed according to the completion requirements for that course. In such cases, learners will still enrol in the full course and pay full fees.
3. Fee
   1. Application fee will be charged to cover costs of initial consideration, administration and recording, and must accompany the RPL application form. The fee must be paid at the time of application, regardless of whether the RPL application is granted or declined.
   2. If an RPL/RPKS application is received for more than one (1) course in a programme of study at the same time, it will be treated as a single application.
   3. Assessment Fee –. This fee must be paid after the initial assessment of the application form by the registry team (Appendix D).
   4. Where the credit amounts are undeterminable by the registry team, the assessment fee payable in advance is lump sum amount as per Appendix D. Upon the completion of the assessment process, there will be a wash-up depending on the number of credits granted.
      1. Where credits granted are worth less than the amount charged, the learner will be entitled to a credit note or a refund for the difference.
      2. Where credits granted is worth more than the amount charged, the learner will receive an invoice for the remaining balance.
   5. The assessment fee must be received by the Institution within 7 days of the invoice date and before the application is allocated to an assessor.
   6. Additional Fees – may include those charged by external agencies in recording credits and provision of information required to complete an RPL/ RPKS application assessment. For example, NZQA fees for uploading credits and results. This fee will be charged once the assessment of RPL/RPKS application is completed.
   7. Any outstanding fees at year-end will result in the inability of a learner to graduate, and continued non-payment may result in the debt being forwarded to a collection agency.
   8. The RPL/RPKS assessment fee is not loan approvable. However, student loans may be available for any courses the candidate must complete as part of the APEL process, subject to meeting student loan eligibility criteria.
   9. Where the result of an RPL/RPKS application requires withdrawal from a course/s the withdrawal will be enacted (refer to Withdrawal, Transfer, Cancellation and Refund Policy) at the same time as processing the RPL/RPKS result. This may impact learner Equivalent Full-time Learner (EFTL) and financial assistance.
   10. When discussing RPL/RPKS with the learner, the advisor/facilitator must clarify the consequence of the result of the RPL/RPKS on the learner's EFTL status, as it may affect their entitlement to StudyLink loans and/or allowances. For international learners, granting RPL/RPKS with the subsequent path of study change may require a variation to learner’s visa.  
   11. Invoices are to be issued for any RPL/RPKS assessment fees.
4. Assessment
   1. RPL/RPKS assessments are to be conducted by Assessors who are experienced in the subject/content areas and are also experienced Assessors.
   2. Determining the courses where RPL/RPKS is not applicable must be specified in the programme document. If the programme document specifies that RPL/RPKS is not permitted for a particular course, refrain from granting RPL.
   3. RPL/RPKS assessments are subject to the same moderation requirements as other forms of assessments as per the Assessment and Moderation policy.
   4. Make fair, valid and reliable RPL/RPKS decisions when determining the equivalence of a course/s supported by evidence that is vetted by a subject matter expert where applicable.
   5. RPL/RPKS processes are to be documented, and learners are to be informed of these processes.
   6. RPL/RPKS application decision outcomes are to be documented, maintained and communicated to the learners.
   7. Ensure the Institution has Assessors for RPL/RPKS assessments.
   8. All RPL/RPKS Assessors must be trained in RPL/RPKS assessment methods and processes.
   9. RPL/RPKS education is to be included in the institution's ongoing Professional Development Programme. 
5. Timing
   1. RPL/RPKS applications should be assessed and processed at the time of initial enrolment and reflected in SMS.
   2. However, in exceptional circumstances, with Academic Director/Delegate approval, RPL/RPKS applications can be made during the programme of study which are assessed and processed with results entered no later than six (6) weeks before the learner graduation date.
6. Refund
   1. If RPL is awarded for a learner after the Institution receives the full tuition fee for the target course, the learner will receive a refund of the Target course tuition fee less any outstanding fees, NZQA or external agency fees.
7. Appeal
   1. Where credit is now awarded, clear reasons for the decisions are recorded. Learners have the right to appeal the outcome or decision of an RPL/RPKS process following the procedures set out in the Appeal Policy.
8. Records
   1. Records of all RPL/RPKS applications, the resulting assessment outcome and any appeal decisions are kept along with other learner records in accordance with relevant legislation, NZQA rules, and general disposal authority.

Approved policies and procedures are always intended to comply and conform with the current Ministry of Education, Tertiary Education Commission (TEC), New Zealand Qualifications Authority (NZQA,) and other external agency legislation requirements and procedures.

AAC01002 - Appeal policy

AAC01005 - Award and Certification Policy

AAC01003 - Assessment and Moderation Policy

AAC01010 - Programme Entry Policy

AAC01011 - Learner Progress and Exclusion Policy

AAC01015 - Learner Discipline Policy

AAC01018 - Withdrawal, Transfer, Cancellation and Refund Policy

RPL application form

Application and portfolio preparation guide for recognition of prior knowledge and skills (RPKS)