In 2024 we piloted the Advanced Certificate on Occupational Learning: Learning and Development Advisor, on NQF Level 7. Learners had to submit more than 50 practical assignments to be declared ready for the EISA. This gave me the idea to share their products with other learning providers and learners in occupational and vocational learning. So, I asked the learners who achieved a distinction for assignments for permission to publish their submissions as articles on our Intgrty website. Articles are published unanimously for obvious reasons.

Develop RPL systems, practices and documentation for a learning organisation offering RPL

RPL procedure. The following is the standard RPL procedure that is mostly used:

1. Pre-entry.

2. Candidate profiling.

3. Initial guidance.

4. Recognising and identifying skills.

5. Relating skills to criteria.

6. Gathering evidence.

7. Documentation of evidence.

8. Assessment.

9. Topping-up learning.

10. Quality assurance.

11. Accreditation.

12. Certification.

13. Progression and post-assessment guidance.

1. Pre-entry

Documentation Required:

• RPL marketing materials (e.g., brochures, website information).
• Pre-entry guidance forms for initial candidate screening.
• Application forms for prospective RPL candidates.

Systems Required:

• Online application portal for candidates to express interest and submit
• pre-entry forms.
• Candidate management system (CMS) to record and track applications.

Practices Required:

• Conduct outreach programs to inform potential candidates about RPL
• opportunities.
• Provide initial information sessions to help candidates understand the
• process.
• Assign facilitators to guide candidates at the pre-entry stage.

2. Candidate Profiling

Documentation Required:

• Candidate profiling templates or questionnaires.
• Skills inventory forms for documenting prior learning and work
• experience.
• Personal information forms.

Systems Required:

• Digital profiling tools to capture and assess candidate information (e.g., skills inventory software).
• Data analysis tools to align candidate skills with potential qualifications.

Practices Required:

• One-on-one or group sessions for reflective exercises.
• Use structured interviews to gather detailed information about
• candidates’ prior experiences.
• Develop candidate profiles to match with qualifications or training programmes.

3. Initial Guidance

Documentation Required:

• Orientation session guides for RPL facilitators.
• Candidate guidance checklists.
• Information packs on RPL policies and procedures.

Systems Required:

• Scheduling system for setting up initial guidance meetings.
• Communication tools (e.g., emails, messaging platforms) for candidate support.

Practices Required:

• Conduct orientation workshops to provide clarity on the RPL process.
• Offer individual guidance sessions to explain the candidate’s roles and responsibilities.
• Address candidate concerns, such as timeframes, costs, and evidence requirements.

4. Recognising and Identifying Skills

Documentation Required:

• Templates for reflective exercises.
• Competency mapping tools.
• Lists of acceptable types of evidence.

Systems Required:

• Competency management software for mapping candidate skills to qualification criteria.
• Collaboration tools to facilitate discussions between candidates and facilitators.

Practices Required:

• Facilitate reflective sessions to help candidates identify transferable skills.
• Provide examples of how prior learning aligns with specific learning outcomes.
• Encourage candidates to use job descriptions or performance appraisals as evidence.

5. Relating Skills to Criteria

Documentation Required:

• Learning outcome alignment matrix.
• Qualification or curriculum standards documentation.
• Cross-referencing templates for mapping skills to qualification requirements.

Systems Required:

• Qualification alignment database to match skills with qualifications.
• Digital checklist tools for tracking alignment progress.

Practices Required:

• Conduct detailed reviews of candidate profiles against qualification standards.
• Ensure facilitators provide guidance on areas where skills require further evidence.
• Collaborate with assessors to validate alignment results.

6. Gathering Evidence

Documentation Required:

• Evidence submission guidelines.
• Templates for portfolio development (self-oriented and outcome oriented).
• Employer validation forms (e.g., work experience attestations).

Systems Required:

• Document management system (DMS) for storing and organising evidence.
• Online portfolio development platforms for candidates.

Practices Required:

• Train candidates on gathering and organising evidence effectively.
• Provide workshops on creating robust portfolios.
• Offer continuous support through dedicated RPL advisors.

7. Documentation of Evidence

Documentation Required:

• Portfolio templates.
• Standardised forms for recording and validating evidence.
• Examples of acceptable documentation for candidates.

Systems Required:

• E-portfolio system to compile, store, and review candidate evidence.
• Evidence tracking tools to monitor submission progress.

Practices Required:

• Provide feedback on the organisation and relevance of submitted evidence.
• Ensure all evidence is verified and cross-referenced with learning outcomes.

8. Assessment

Documentation Required:

• RPL assessment plan templates.
• Assessor evaluation rubrics.
• Feedback templates for candidates.

Systems Required:

• Assessment scheduling software for allocating assessors and candidates.
• Digital assessment platforms for conducting online or remote assessments.

Practices Required:

• Ensure assessors are trained in RPL-specific assessment methods.
• Conduct assessments using multiple methods (e.g., interviews, practical demonstrations, exams).
• Provide constructive feedback to candidates after assessments.

9. Topping-Up Learning

Documentation Required:

• Individual learning gap analysis forms.
• Course/module outlines for supplementary learning.
• Attendance and progress tracking forms for candidates.

Systems Required:

• Learning management system (LMS) for delivering top-up courses.
• Progress tracking tools to monitor candidate achievements.

Practices Required:

• Develop short courses or workshops to address identified learning gaps.
• Offer flexible learning options (e.g., online, hybrid, or evening classes).

10. Quality Assurance

Documentation Required:

• Quality assurance policy for RPL.
• Moderation and verification checklists.
• Feedback collection templates for candidates and assessors.

Systems Required:

• Quality management system (QMS) for tracking and auditing RPL processes.
• Reporting tools for reviewing assessment data and identifying trends.

Practices Required:

• Regularly review RPL processes and standards.
• Conduct internal and external moderation of assessments.
• Use feedback to identify areas for improvement.

11. Accreditation

Documentation Required:

• Accreditation record forms.
• Statements of credit or exemption awarded.
• Qualification alignment documentation.

Systems Required:

• Accreditation management system for recording credits awarded.

Practices Required:

• Maintain a transparent process for awarding credits.
• Ensure all accreditation decisions comply with national standards.

12. Certification

Documentation Required:

• Certificate templates.
• Certification records and transcript templates.
• Reporting templates for certifying bodies.

Systems Required:

• Certification management system to track and issue certificates.

Practices Required:

• Issue certificates promptly upon successful completion.
• Maintain accurate records of certifications for auditing purposes.

13. Progression and Post-Assessment Guidance

Documentation Required:

• Candidate progression plans.
• Post-assessment feedback forms.
• Career and further learning guidance materials.

Systems Required:

• Career tracking system to monitor candidate progression.
• Alumni engagement platform for follow-up communication.

Practices Required:

• Provide counselling on further learning or career opportunities.
• Offer mentorship programmes to support candidates post-RPL.
• Establish partnerships with employers for job placement.