eRPL tool

eRPL Guide for Students

The guidelines on this site form a detailed guide on how eRPL works.

1. Accreditation of Prior Learning

The aim of recognition and accreditation of prior learning (RPL) is to create a flexible and motivational learning path for students and to promote the progress of studies according to the Personal Development Plan (PDP).

1.1 Concepts and process

By recognizing, the student parses their acquired skills in relation to the learning objectives so that they can describe and demonstrate their skills.

Accreditation means formal approval of the student’s competence.

In RPL, skills may have been acquired through studies completed elsewhere prior to or during current studies, work experience, or leisure-related activities. In RPL, the competence is approved as part of the degree, study module, or course as compulsory, optional, or free-choice studies.

Substitution means that the course in a student’s PDP will be replaced by another course, which has been completed elsewhere, or previously in Humak, or by acquired skills during work or leisure. If there is no corresponding course in the PDP, the course or other acquired skills will be added as such (Inclusion).

The concept eRLP (electronic recognition and accreditation of prior learning) refers to the process where the student applies for RPL in the Peppi-system.

The term pre-application refers to the pre-application of ERPL and its processing. Using pre-application is voluntary. It is a pre-application about a study that you want later to be recognized as a part of your studies with normal eRPL process. When the pre-application has been approved, you get a mark on your PSP, but you won’t get credits. Later after completing the course, you can continue the same pre-application and send it to be handled as an actual eRPL application. After the actual eRPL application is accepted, you will get credits for the course. Humak will update the instructions about the use of pre-application during 2023.

eRPL follows the basic pattern:

1. At the beginning of the process, the student checks their right to study and and writes down the information of a previously held counselling discussion.

2. The student adds all the places of performance where they have acquired learning to be accredited. An attachment stating previous learning acquired should always be provided.

3. The student applies for

substitution and/or
inclusion

4. The student sends the application (and completes it if the application should be sent back for complementation). The application is processed. When asked for by the handler of the application, the student is required to demonstrate their competence.

The aim is to write down in one application all the prior learning the student wants to be accredited.
eRPL can be used for RPL also later with a new application. This applies for example for learning acquired during Humak studies (e. g. studies completed during international mobility that are accredited in Humak exams).

5. The application is processed. If needed, the student demonstrates their skills/learning according to decision of the handler of the application (see Agreement Bank)

1.2 Partial accreditation of studies

If the extent of a course in your PDP is larger than the course you propose for accreditation, then this is partial accreditation of studies.

Fill in the accreditation proposal for the course, and attach a certificate of your previous studies.

The handler will add you to the course implementation if needed and evaluates the part of the course that corresponds with the scope of the approved part of your study completed elsewhere.

From the NOTE-field in your RPL-decisions you will find which part of the course is assessed. This information does not show in the transcript of records. From your Agreement Bank you will find which skills you will have to demonstrate in order to complete the course. In your PDP you can also see agreements attached to the course. Once you have completed these agreements, your teacher will evaluate them as part of the course implementation and finally evaluates the whole course.

2. Creating an application

eRPL opens from your Student’s desktop’s task bar:

2.1 Starting an application

You can add the same previously completed course twice if you apply for substitution as well as for inclusion.

Choose “New application”.

Please check that the information displayed is correct.

Enter the guidance discussion information and press the ”Save”-button (see the picture below):

The application is in DRAFT-mode until it is sent forward by pressing the ”Submit application” button.

You can continue your application later if you don’t submit it. You can also delete your application with the ”Cancel application” button (see the picture below):

2.2 Adding places of performance

At this stage you need to add all places of performance where you have gained prior learning.

Choose the venue type: Educational institute, Work Experience, or Other (e.g. leisure-related activities).

Educational institute

In the “Place of performance type” field, select a suitable institution type (e.g. Another UAS).

In the “Place of performance” field, if you can not find a location in the drop-down menu, tick the box “The place of performance cannot be found in the menu” and enter the name in the fields in both Finnish and English. Be meticulous with the spelling of the English name (e.g. first letters in nouns are upper case).

In the ”Name of the study” field you enter e.g. Open University Studies, Degree Program in Communication. In the “Description” field, you can write useful information for the handler.

Write down as accurately as possible in the “The competences acquired compared to the competence goals” field in order for the handler to have sufficient information to make a decision. It simplifies the process and no additions are needed (see the picture below):

Add a copy of a certificate or transcript of records as an attachment with the “Choose files” button. You can verify your studies (e. g. CampusOnline studies) from Koski. There is only Finnish user interface in Koski. Make a shared link in Koski for your desired studies and save the link to a file. Attach the file to your application.

Please note that an application can not be sent without an attachment.

Work experience/Other

Choose from the ”Place of performance type” field ”Informal Education (e.g. Work Experience)”.

If the option cannot be found in the drop-down menu “Employer / Other”, tick the ” The option cannot be found in the menu” and enter then the name in both Finnish and English in the fields below.

In the “Description” field, you can write useful information about your work or hobby activities for the handler.

You can add a work certificate for example with the “Choose files” button. A single attachment has a maximum size of 64 MB.

Attachments can be, for example, pdf or image files. Click the ”Save” button.

2.3 Applying for substitution

Studies completed in an Educational institute

The course should be in your PDP in order for it to substituted by a course completed elsewhere.

Steps:

1. Click ”+Add previously completed study” button:

2. Enter the required information in the “Add previously completed study” fields.

The scope, type, language, place and date of completion and evaluation of the previously completed study must be entered in accordance with the attached certificate. Be meticulous with the spelling of the English name (e.g. first letters in nouns are upper case). In order to get all entered information right it is advisable to copy them from Koski. There is only Finnish user interface in Koski. Make a shared link in Koski for your desired studies and save the link to a file. Attach the file to your application.

NOTE: Please add only one place of performance even though the interface allows you to add more than one.

Write your justification in the field named “Justifications”. If you seek accreditation for less than the original scope of the study, you can make a note of it here.

The application’s handler is chosen from the ”Select handler” drop-down menu (choose your own coach). See the picture below:

3. Enter the required information in the fields under ”Studies for which accreditation is sought”.

Choose from your PDP a study-unit or studies you wish to substitute by the previously completed study-unit/studies.

4. After clicking the +Add button, the information will shift to the right hand side of the view (if you want to remove the study you just added, click the Remove button beside the study-unit at the right hand side of the view)

5. Finally click on the “Save” button (bottom right hand corner).

Several studies substitute one Humak UAS’s course

Add each study-unit as a separate application and select the same Humak UAS’s course for all of these studies. Send these applications to the same person. Enter information on your studies according to the instructions above.

Skills acquired during work or leisure

You can apply for substitution with acquired competence for which you do not have a study certificate (e.g. work experience).

Steps:

1. Click ”+Add previously acquired competence” -button:

2. Select places of performance (NOTE: please select only one place of performance) and the accomplishment date.

3. Write your justification in the field “Justifications”. If you seek accreditation for less than the original scope of the study, you can make a note of it here.

4. The handler of the application is chosen from the ”Select handler” drop-down menu (choose your own coach).

5. Enter the required information in the fields under ”Studies for which accreditation is sought”. Select from your PDP the course that you propose you have achieved the learning outcomes of.

6. After clicking the Add button, the information will shift to the right hand side of the view (if you want to remove the study you just added, click the Remove button beside the study at the right hand side of the view).

7. Finally click on the “Save” button (bottom right hand corner).

2.4 Applying for inclusion

Studies completed in an Educational Institute

Steps:

1. Click the ”+Add previously completed study” button

2. Enter the required information in the “Add previously completed study” fields.

The scope, type, language, place (NOTE: please add only one place of performance) and date of completion and evaluation of the previously completed study must be entered in accordance with the attached certificate. Be meticulous with the spelling of the English name (e.g. first letters in nouns are upper case). In order to get all entered information right it is advisable to copy them from Koski. There is only Finnish user interface in Koski. Make a shared link in Koski for your desired studies and save the link to a file. Attach the file to your application.

Write your justification in the field “Justifications”. The application’s handler is chosen from the ”Select handler” drop-down menu. See the picture below:

3. Click the tab ”Inclusion (e.g. optional studies)”.

4. Write to field “ID” the same ID which is set for the original course (this field is compulsory but finally in Peppi it has no real meaning).

5. Write to field “Name” the original course name (in Finnish and in English). Please note that this text will be shown in the transcript of records (PDF).

6. Write to field “Credits” the amount of ECTS (how many credits you want to apply for).

7. After entering required information, click the “Add” button.

8. The information will shift to the right hand side of the view (if you want to remove the study-unit you just added, click the Remove button beside the study-unit at the right hand side of the view).

9. Finally click on the “Save” button (bottom right hand corner).

Competence acquired during work or leisure

Steps:

1. Click ”+Add previously acquired competence” button.

2. Select places of performance (NOTE: please add only one place of performance) and the accomplishment date.

3. Write your justification in the field “Justifications”.

4. The application’s handler is chosen from the ”Select handler” drop-down menu (choose your own coach).

5. Click the tab ”Inclusion (e.g. optional studies)”.

6. Do not fill the field “ID”. Peppi will generate the ID automatically.

7. Write to the field “Name” a clarifying name (in Finnish and in English). Please note that this text will be shown in the transcript of records (PDF)

8. Field “Credits”:

- In case of formal education, put the credit amount you have completed in your prior education.
- In case of “Skills acquired during work or leisure”: do not fill this field.

9. After entering required information, click the “Add” button.

10. The information will shift to the right hand side of the view (if you want to remove the study-unit you just added, click the Remove button beside the study-unit at the right hand side of the view).

11. Finally click on the “Save” button (bottom right hand corner).

2.5 Transfer students, separate study right students

If you are a transfer student or separate study right student and you apply for accreditation of studies, you can attach a document to your application where you have collected studies for which you seek accreditation.

Start your application according to the previous instructions.

2.6 Sending your application

Once you have completed your application, you can view the information you have saved. If necessary, edit the information using either the “Modify” button or by clicking the Pen symbol. The “Submit application” button sends your application to the selected handler. You can track the status of your application on the Student’s Desktop in the eRPL menu.

2.7 Completion of the application

Once you have submitted your application for processing, you can not edit it anymore. If the handler returns your application, you can edit it. Your returned application will be displayed in eRPL as shown below (the yellow square).

Editing a returned application

The accreditation part of the returned application moves into edit mode with the “Pen Modify” button. Following actions are possible:

Complete your application
Delete your added studies
Transfer your application to another handler if requested

However, your application will only be returned to your selected handler by clicking the ”Return to Processing” button.

If the application consists of several parts, please check which parts have been returned. See the picture below to find out how the information is shown. You can modify the data with the Pen icon:

Please note that the application returns to the handler only if you click the button “Return to processing” (see the picture below). Hereby you can also write a comment for the handler:

3. Processing the application

You will receive an email when your application is processed or returned for completion. You can also track the progress of your application in eRPL. You will see all of your applications in eRPL as shown below. From the name of the column, you can sort the column information either in an ascending or descending order.

When required, you will demonstrate your competence according to the handler’s decision, which you can find in the agreement bank. Please note that, with an application for accreditation with higher education studies, a decision can be made that attaching a certificate is not enough but the competence must also be demonstrated, for example in an interview.

If your application for accreditation is partially approved, the handler enters an agreement into the agreement bank. The agreement shows you what competence is approved and what competence you still need to demonstrate.

The agreement bank has ”Agreements” and ”Messages” views.

Agreements are also shown in your PDP (the tab “Messages”):

4. Pre-application

In the Peppi version 4.2.5 it is possible to create pre-application. Using pre-application is voluntary. It is a pre-application about a study that you want later to be recognized as a part of your studies with normal eRPL process. Humak will update the instructions about the use of pre-application during 2023.

Creating a new pre-application

First go to the page eRPL and then choose from the rigth side of the page New pre-application. The information that you have to fill to the pre-application is similar to eRPL application.

After sending the pre-application, it will be visible in the tab Pre-applications. You can also see the course in your study plan but the credits will register only after the regular eRPL application has been handled.

When you have completed the course, you have to send the pre-application to be handled again before you get credits for the course. You can send the preapplication by going to the application (for example by clicking the name) and then click Create application on the right side of the page. The information in the preapplication functions as a base for your application. You have to fill at least grade to the application before you can send it.

5. Emails from the eRPL service

Peppi sends emails in the following stages of the eRPL process:

Emails to the handlers about the open applications, sent during the night (email to handler)
After the part of the application has been returned to student (email to student)
After student returns the application to processing (email to handler)
After the accreditation/RPL decision has been made (email to student). Please note that making the decision does not yet mean that the accreditation can be seen in the PDP (staff must also save the accreditation)

6. Crediting bank

Crediting bank is a new function in Peppi 4.2.5 version. In Crediting bank you can search with different types of criteria what kind of previous decisions have been made earlier in eRPL. Students’ personal details are not saved in the crediting bank. Crediting bank search works only when there is enough data saved in the bank so that the privacy of decisions are maintained.

7. Attachment bank

Attachment bank is a new function in Peppi 4.2.5 version. In th attachment bank there is a possibility to save eRPL attachments to a bank. Under the menu eRPL you can find the page Attachment bank. On the page you can add new attachments from th Add attachments button. If an attachment is related to some previous eRPL application, you can see small i-sign in the row. By clicking the i-sign, new window opens up where you can see more details about the application and the attachment. If an attachment is not related to any application, there is no i-sign.