Recognition of Prior Learning (RPL) is a powerful pathway for South Africans to gain formal recognition for competencies acquired outside traditional education. For Skills Development Providers, offering effective RPL services expands access while maintaining quality standards.

Understanding RPL

What is Recognition of Prior Learning?

RPL is the process of recognizing competencies acquired through:

Work Experience: Skills developed on the job
Self-Study: Independent learning and research
Community Activities: Volunteer work and participation
Informal Training: Workshops, short courses, mentoring
Previous Qualifications: Formal learning from other systems

The Legal Framework

RPL is embedded in South Africa’s education policy:

NQF Act: Establishes RPL as a cornerstone principle
SAQA Policy: Provides national RPL guidelines
Skills Development Act: Recognizes workplace learning
QCTO Requirements: Specifies occupational qualification RPL

Why RPL Matters

For Individuals

Validates existing competencies
Reduces time to qualification
Improves career opportunities
Boosts confidence

For Employers

Identifies workforce skills
Supports career pathing
Reduces training costs
Improves retention

For the Economy

Increases qualified workforce
Addresses skills gaps
Supports transformation
Enhances productivity

RPL for QCTO Qualifications

How RPL Works in Occupational Qualifications

QCTO’s competency-based approach suits RPL:

Clear Standards: Unit standards define required competencies
Flexible Evidence: Multiple evidence types accepted
Outcomes Focus: What matters is capability, not how acquired
Quality Assurance: Same moderation applies to RPL

What Can Be RPL’d

Knowledge Components

Theoretical understanding
Cognitive skills
Foundational concepts

Practical Components

Technical skills
Workplace procedures
Applied competencies

Work Experience

Integrated application
Problem-solving in context
Professional practice

What Cannot Be RPL’d

Externally Assessed Content: EISA components require normal assessment
Regulatory Requirements: Some industries require specific training
Time-Based Requirements: Certain exposure periods may be mandatory

Implementing RPL Services

Step 1: Readiness Assessment

Before offering RPL, ensure:

Organizational Capacity

Trained RPL practitioners
Assessment resources
Evidence management systems
Quality assurance processes

Accreditation Requirements

RPL scope included in accreditation
QCTO approval where required
AQP relationship established

Staff Competencies

RPL advising skills
Portfolio assessment experience
Evidence validation capabilities

Step 2: Candidate Screening

Initial screening determines RPL suitability:

Information Gathering

Work history review
Qualification inventory
Self-assessment questionnaire
Initial interview

Eligibility Assessment

Relevant experience verification
Potential evidence identification
Gap analysis
Recommendation (RPL, training, or hybrid)

Candidate Counseling

Explain RPL process
Set realistic expectations
Discuss evidence requirements
Agree on pathway

Step 3: Evidence Collection

Guide candidates through evidence gathering:

Evidence Types

Type	Examples	Strengths
Direct Evidence	Work samples, demonstrations	Proves actual competence
Indirect Evidence	References, job descriptions	Supports claims
Historical Evidence	Certificates, awards	Shows achievement
Current Evidence	Recent work, assessments	Demonstrates currency

Quality Requirements

Evidence must be:

Valid: Relevant to the competency
Authentic: Genuinely the candidate’s own
Current: Recent enough to be relevant
Sufficient: Covers all requirements

Step 4: Portfolio Development

Support candidates to build portfolios:

Portfolio Structure

Personal details and career overview
Self-assessment against unit standards
Evidence mapped to competencies
Supporting documentation
References and declarations

Portfolio Quality

Clear organization
Logical evidence mapping
Complete coverage
Professional presentation

Step 5: Assessment

Assess portfolios and supplementary evidence:

Assessment Methods

Portfolio Review: Analyze documented evidence
Challenge Tests: Written or practical assessments
Interviews: Clarify and probe understanding
Demonstrations: Observe practical competence
Simulations: Test application in controlled settings

Assessment Decisions

Competent: Full recognition granted
Not Yet Competent: Gaps identified, plan developed
Partial Recognition: Some components recognized

Step 6: Gap Closure

For partial recognition:

Gap Analysis

Identify specific missing competencies
Determine gap size and nature
Plan closure activities

Gap Closure Options

Additional evidence collection
Targeted training
Workplace experience
Additional assessment

Best Practices for Quality RPL

For RPL Practitioners

Building Trust

Treat candidates respectfully
Recognize their experience value
Explain decisions clearly
Maintain confidentiality

Ensuring Quality

Apply standards consistently
Document decisions thoroughly
Seek moderation when unsure
Maintain assessment rigor

For Evidence Assessment

Valid Evidence

Maps clearly to competencies
Demonstrates required outcomes
Shows appropriate level
Covers all aspects

Sufficient Evidence

Multiple sources where possible
Covers different contexts
Addresses all requirements
Allows confident judgment

Authentic Evidence

Verified where possible
Declarations signed
Third-party confirmation
Plagiarism checks

For Candidate Support

Pre-RPL Support

Clear information provided
Realistic expectations set
Process explained fully
Questions answered

During RPL

Regular check-ins
Guidance without answers
Progress tracking
Problem-solving support

Post-RPL

Clear feedback on outcomes
Gap closure planning
Recognition celebration
Future pathway guidance

Common RPL Challenges

Challenge 1: Insufficient Evidence

Problem: Candidate lacks documentary evidence Solutions:

Third-party testimonials
Demonstration assessments
Workplace observation
Challenge tests

Challenge 2: Outdated Competencies

Problem: Skills haven’t been practiced recently Solutions:

Currency assessments
Refresher activities
Current evidence focus
Recency policies

Challenge 3: Language Barriers

Problem: Candidate struggles with written evidence Solutions:

Oral interviews
Practical demonstrations
Video evidence
Interpreter support

Challenge 4: Workplace Cooperation

Problem: Employers won’t provide references Solutions:

Alternative verification methods
Direct observation
Self-employment evidence
Peer references

Challenge 5: Over-Claiming

Problem: Candidates overestimate competencies Solutions:

Thorough screening
Challenge assessments
Evidence verification
Honest counseling

RPL and Quality Assurance

Internal Quality Assurance

Standardization

RPL assessor calibration
Sample portfolio review
Decision consistency checks
Process audits

Moderation

All RPL decisions moderated
Independent review of evidence
Verification of judgments
Feedback to assessors

External Quality Assurance

QCTO Requirements

RPL included in verification visits
Evidence sampling
Process compliance
Outcome review

Audit Preparation

Complete documentation
Traceable decisions
Moderation records
Candidate files

Technology for RPL

Modern systems support RPL processes:

Digital Portfolios

Benefits

Easy evidence organization
Multiple format support
Secure storage
Shareable links

Features

Upload various file types
Evidence tagging
Progress tracking
Submission management

Assessment Tools

Online Assessments

Challenge tests
Knowledge checks
Skills simulations

Evidence Review

Digital document review
Annotation tools
Decision recording

Management Systems

Workflow Automation

Stage tracking
Reminder notifications
Deadline management
Reporting

Quality Assurance

Moderation workflows
Audit trails
Compliance tracking

skillSYMS for RPL

skillSYMS supports complete RPL processes:

Candidate Management

RPL application tracking
Evidence upload and storage
Progress monitoring
Communication tools

Assessment Support

Portfolio review workflows
Gap analysis documentation
Assessment recording
Decision documentation

Quality Assurance

Moderation integration
Audit trail generation
Compliance reporting
External verification support

Frequently Asked Questions

Who is eligible for RPL?

Any person who has acquired skills, knowledge, and competencies through formal, non-formal, or informal learning can apply for RPL. This includes work experience, self-study, community activities, or previous qualifications.

How long does the RPL process take?

RPL timelines vary based on the qualification complexity and evidence availability. Typically, the process takes 4-12 weeks from initial assessment to final decision.

Is RPL easier than normal learning?

No. RPL candidates must demonstrate the same competencies as traditional learners. The difference is in how they gained the competencies, not the standard they must meet.

What does RPL cost?

Costs vary by provider and qualification. RPL may cost less than full training due to reduced delivery time, but assessment fees still apply.

Can RPL be used for part of a qualification?

Yes. Candidates can receive recognition for some unit standards while completing others through traditional learning (credit accumulation).

Ready to offer RPL services efficiently? skillSYMS provides digital portfolio management and assessment workflows designed for RPL. Contact us to learn more.