Guides in EnglishMyDiak RPL ApplicationHow to: submitting your RPL application on MyDiak's eRPL service

How to: submitting your RPL application on MyDiak's eRPL service

You can find the eRPL service in MyDiak on your desktop and under Studies.

The guide is also partly available as a recording of an eRPL webinar for students.

Analyse your prior learning and competences

Analyse how your prior learning corresponds to the module content and learning outcomes.

Prepare for the RPL process by familiarising yourself with your Personal Study Plan (PSP) and the modules included in your degree programme. Consider carefully whether you have skills corresponding to the learning aims and contents of a study module. Take into consideration how current your acquired knowledge and skills are. Also consider whether participating in the studies would be more beneficial for you and the development of your professional skills. Evaluate your skills and knowledge especially in relation to the additional RPL information of the study unit or module, it any is given.

Consider where you have acquired your skills and how you could verify this. Find the study transcripts, certificates and, when possible, descriptions of study modules. Collect the employment certificates and certificates for everything you have done outside of a contract of employment (i.e. voluntary work, extra curricular activities).

Prepare to describe your prior learning concisely in your RPL application. Remember that you need to describe what you have learned in relation to the learning aims and contents of the study units. Merely describing the prior studies or work experience will not be enough.

Find and scan all necessary certificates, transcripts and documents that you wish to use in your application. Save these on your computer as pdf files.

It may be useful to write down the summary of your prior learning in a Word document that you can easily access while completing the application.

Login to MyDiak to fill in the eRPL application

Log in to MyDiak or access it on www.diak.fi by navigating to the bottom of the page.

You can find the eRPL application service on your desktop and in the Studies menu.

PIC: eRPL in MyDiak

The eRPL service allows you to make a new application as well as view your previous applications and their status.

PIC: eRPL service frontpage
1. Open a new application

You can collect all the study units you wish to apply RPL for into on application. Open a new application at the top of the page by clicking + Open a new application.

PIC: Open a new application

First check your personal information is correct.

If you have had a discussion with your study guidance counsellor about applying for recognition of prior learning, add the discussion date in the application. If you have not yet discussed this, use the current date and add further information about your study plan in the Additional information field at the bottom.

Always include the name of your study advisor.

You can add more information about your PSP regarding this RPL-application in the Additional information. You can be brief, as this is not yet the place to describe the prior learning you have acquired.

Click Save to move to the next section of the application.

PIC: Basic information in a new application

If there is a mistake in your personal information, please contact the Study Office to clarify this.

2. Add a place of performance

Begin by adding all of the place(s) where you acquired the prior learning you intend to use to justify RPL in this application. These can include schools, universities, places of work, volunteering organisations etc. As you can add several study modules to the same RPL application, you can also collect several places of performance to the same application to verify all the prior learning you have acquired.

Add each place of performance to the application only once and collect together all the information regarding that place of performance, regardless of whether you have acquired that prior learning at f. ex. several different times and whether you intend to use that specific prior learning to justify RPL of one or more study modules.

Click + Add place of performance.

PIC: Add place of performance
Details of the place of performance

First choose type of place of performance in the pop-up window. The choice you make will determine what information is required next.

Options:

  • Educational institute: Choose this if you have previous studies.
  • Work experience: Choose this if you have gained relevant work experience.
  • Other: Choose this if you have gained prior learning outside formal education or employment.
PIC: Type of place of performance
If you chose educational institute...

...first specify the type or school you studied at from the drop-down menu under Place of performance specifier.

After, choose your school or institute under Educational institute.

PIC: Place of performance is an educational institute

If you cannot find the name of your school, please tick the box The educational institute cannot be found in the menu and write the correct name in the below field.

PIC: Educational institute not in the menu

Please check the menu carefully before selecting this option.

The names you give here will be shown on your transcript, so check your spelling carefully. It is your responsibility to provide the correct translation of the name. If your school does not have a Finnish name, use the English version for both.

In the Studies field you can specify your previous studies:

  • If you have a degree or have completed parts of a degree programme, write down the name (e.g. Bachelor of Health Care, Bachelor of Social Services)
  • If you have completed a study module, write down the name (e.g. basic studies in psychology, intermediate studies in education)
  • If you have completed standalone study units, write down a descriptive heading (e.g. previous studies in psychology, previous open university studies)

Add a short description of your studies (subject or main topics, number of credits in total, when the studies were completed etc.). You do not need to list all of the study units here, as a more detailed description will be added later in the application.

PIC: Name and description of studies
If you chose work experience or other...

... under Place of performance specifier, select Outside formal education.

Tick the box The employer / other cannot be found in the menu and write down the name of your employer or place of work.

PIC: Place of performance work / other

Pay attention to spelling since this information will be entered into your transcript for the RPL. It is your responsibility to check the proper translation for the company or business you were employed at. If your employer/other does not have a name in either of the required languages, use the original version for both.

Under Type of experience, write the most appropriate one of the following:

  • Work experience
  • Extracurricular activity
  • Official post
  • Voluntary work
  • Other

Add a description including your job title, main responsibilities and dates worked. You can also add further information about your experience to help the reviewer. If you have f. ex. worked at the same place at several separate times, list all your employment periods here with a short description of the job. You do not need to give a detailed description of everything here, that will be done at a later point in the application.

PIC: Type and description of experience
Summary of the acquired competences

In the short summary field you can describe your prior learning (at most 2 A4 or about 7000 characters length).

Remember to describe what you have learned, the skills and knowledge you have acquired, do not just list the contents of the studies you have completed or job descriptions. You do not need to analyse the core contents and learning aims of each of the study units you plan to apply RPL for, as that will be done in detail at the next stage in the application.

PIC: Summary of prior learning
Attachments verifying acquired competences

If you do not attach documents verifying your prior activities to the application, the application cannot be approved.

  • A transcript of records or study certificate is always needed for prior studies. A description of the contents and learning aims of the studies is recommended if possible.
  • An certificate of employment or activity is always required for experience acquired through work experience or any experience achieved outside an employment contract. The certificate should note duration of employment/activity, as well as a description of the job/activity.

Add any relevant certificates, transcripts and other supporting documents as attachments by clicking the + Choose files button.

You can add several files as attachments. We recommend uploading pdf files, because those open reliably to the person reviewing your application. The maximum file size is 64 MB.

PIC: Choose attachments

You can edit/remove your uploads by clicking the buttons next to the file name. After you have added all relevant documents, click Save.

PIC: List of attachments

You can now view your places of performance on your application. You can edit the information via the edit (pencil) button. You can also remove places of accomplishment if needed with the remove (x) button.

PIC: Places of performance on the application
3. Add a breakdown of the prior learning acquired and the study modules you are applying RPL for

In this section you will specify your prior learning and which study modules you wish to get recognition for.

Plan your application carefully before you begin to fill out the details. As a rule, you should save each one of the study units you are applying RPL for to the application form separately.

Combine two or more study units to the same application section only if

  • RPL for all the study units in question is the responsibility of the same person. AND
  • all the study units concern the same theme in content and learning aims. AND
  • you are fairly certain that the eventual decision will be the same for all the study modules in question (either all accepted or all rejected).

Always save as separate sections if

  • you are applying for RPL in study units that have an RPL test as a method of verifying prior skills. (At the moment in use only in a limited number of study units in Finnish language degree programmes.)
  • the study units are the responsibility of different RPL lecturers.
  • the study units concern different competences and contents, so you will need to use a different justification for each.
  • you are applying for both replacement and inclusion of study units. (see below for details).

Do not add a single study unit to the application more than once. If for example you need to use several places of accomplishment as justification for the RPL, you can collect all of them to the same section of the application.

  • Choose + Add to application: previously acquired competence if you are basing your application on work experience or other experience outside formal education
  • Choose + Add to application: previously acquired competence if you are basing your application on work experience or other experience outside formal education AND previous studies
  • Choose + Add to application: previously completed studies if you are basing your application on previous studies
PIC: Add breakdown of learning

Adding several sections to your application will not delay processing, in fact a carefully constructed application will aid in processing. Each application section is processed separately and you'll receive an separate decision for each after review.

If you chose other previously acquired competence...

Add all relevant details about your prior learning in the pop-up window:

  • Grade: If you have received a grade for your work or other activity, you can add it here.
  • Places of performance: From the places of performance you added to the application, choose the one(s) where you gained the experience relevant to this section (click on the field to see the list).
    If you have gained the prior learning you are using as justification in two or more places of performance (f. ex. work experience from two jobs OR one job and prior studies), add all relevant places of performance.
  • Date: E.g. the date when your employment ended or you received a certificate from your employer. If you added several places of accomplishment, give the latest date of accomplishment (end of employment or final date of studies).

All fields marked with an asterisk (*) need to be filled in before the application can be submitted.

PIC: Details of prior learning for other experience
If you chose previous studies...

Add all relevant details about your studies in the pop-up window:

  • ID: Write down the module code if there is one in your original transcript
  • Name (in Finnish and in English): Write down the name of the module or degree. Please fill in the name both in Finnish and English. If the name is only available in English, use this in both fields. This information will be printed in your transcript, so pay attention to spelling.
  • Credits: Enter the number of credits (total credits when using several study units as justification of RPL)
  • Type: Specify the type; credits, study weeks, hours etc. In case you choose something other than credits, please explain how it transfers into credits in the Justifications field.
  • Language: The language in which you studied
  • Grade: Grade as it is shown on your transcript/certificate
  • Place of performance: From the places of performance you added to the application, choose the one in which you completed the studies.
    If you are justifying your RPL with studies completed in more than one educational institution, add all relevant places of performance here.
  • Date: Date of completing studies (graduation date for degrees and completion date for modules).

All fields marked with an asterisk (*) need to be filled in before the application can be submitted.

PIC: Details of previous studies

If you are using several different study units or modules as justification for RPL, remember to give a name that describes them all appropriately (f. ex. "Degree programme in Social Services studies" or "Basics of early education" or "Open UAS studies in nursing") and the total credits combining all the relevant study units. For grade add PASS and the latest date of completion for the date. A detailed description of the learning you have acquired from each will be given in the next stages.

You must complete all sections carefully and the information must correspond to the attachments you submit. If there are any discrepancies, the application will be returned to you. This may delay the RPL process. Take extra care in writing down the name of the studies, as this will be shown on your transcript.

Justification for RPL

In the Justification field, describe your prior learning in detail.

  • If you have prior learning that has an equivalent study unit/module in the curriculum, describe your competences in relation to the module learning outcomes and contents.
  • If you have prior learning independent of the curriculum that does not correspond to any module in your study plan, describe what your competences add to the scope of your degree.

Justify your RPL clearly and comprehensively, but please do not exceed 7000 characters (approx. 2 A4).

PIC: Justifications

Remember to make use of any RPL guidelines provided in the study module description.

If you are applying for RPL of several study units/modules in this same section, remember to justify RPL and compare your prior learning with the learning aims and content for all off them.

The handler of the application section

Select the correct handler for this section of your appliction from the Choose handler -list.

PIC: Application section handler

Diak has assigned a lecturer responsible for RPL for each study module. A list of the responsible lecturers can be found on the front page of the eRPL service. Make sure to select the correct lecturer so as not to delay the application process. Each section can only be sent to one lecturer. If you are applying for RPL for modules with different lecturers, you need to add a separate section for each module.

Always check the latest list provided. Do not guess or deliberately send your application for review to the wrong person. Doing this will cause major delays in processing.

If you are applying for replacement (pick from PSP)

When you want to apply for RPL for a module that is already present in your curriculum, use the Apply for replacement (pick from PSP) function.

Choose the correct module by clicking on the Add button. Remember that you can choose several modules, but they all need to have the same lecturer responsible for the RPL decision.

The study units/modules you have selected will be added to the list on the right. When you have chosen all the modules for this section of the application, click Save.

PIC: Selecting studies for replacement

If the correct module is not included in your PSP, you cannot add it to your application. In this case

  • Choose your study advisor as the application section handler
  • write down the names of the modules and the lecturer responsible for RPL in the justification field.
  • Add at least one module through the Apply for inclusion tab in order to be able to send your application.

Your study guidance counsellor will add the study modules to your PSP and send it for review to the correct lecturer.

If you are unable to see any modules, this means your PSP has not yet been approved. Contact your study advisor via email and they will approve it.

If you are applying for inclusion (add to PSP)

When you want to apply for RPL for studies that have no corresponding modules in Diak's curriculum, use the Apply for inclusion (add to PSP) function.

Include the module ID (if there is one), the name in Finnish and English (if the name is in English, use this for both fields) and credits.

The modules you wish to include will be added to the list on the right.  Remember that you can add several modules, but they all need to have the same lecturer responsible for the RPL decision.

Once you have added all the studies you wish to add in this application section, click on Save.

PIC: Add included studies to the application section

Pay attention to spelling as this information will be added automatically on your transcript.

You'll now see the sections you have added at the end of your RPL application, in the breakdown section.

If you need to, you can open a section up for editing by clickin the pen button. If you wish to delete the entire section, use the x-button.

PIC: Saved sections on the application
4. Submitting your application for review

By clicking Submit application for review, your application will be sent to the handlers you have named.

Note that you cannot edit your application after it has been submitted, so be careful to check it before submitting.

PIC: send application for review

Even though the eRPL service is open for students throughout the academic year, only applications that have been sent during the application period will be processed. You can however view your old applications and draft new ones even outside the application period.

If you do send your application for review outside the application period, your application will be returned to you without comments.

1. RPL decision

When your application has been processed, you will be able to view the decision in the eRPL service. You will also receive notification of decisions by email.

The assessment period is 4 weeks after the submission deadline. After the 4 weeks, the Study Office has another 4 weeks to record the decision on the study register. Altogether it may take up to 2 months for the grade to show on your transcript. Please note that each application is assessed on an individual basis.

Application status

You'll see the status of your applications on the RPL service frontpage.

  • Draft: You have started drafting the application but have not submitted it yet.
  • Returned: You have submitted the application but it has been returned to you. Please open the application and add any missing information before resubmitting it.
  • Under review: You have submitted the application but it is still under review.
  • Processed: All sections of your application have been processed. You can view all the decisions by opening the application, f. ex. by clicking Show.
PIC: List of applications
Approved RPL and registering credit

When a section of your application is approved, you will receive an email. You can view the decision in the eRPL service.

The Study Office will record the approved credits in your register within 4 weeks of the end of the assessment period.

Remember to check your credits at the end of the 4 week period.

Partial RPL and registering credit

When the entire study module you applied for is not approved, you will receive a partial RPL.

In this case, the lecturer responsible for the decision will clarify the number of credits approved for RPL and provide further instructions on how to complete the module.

In addition to the eRPL service, information on this will appear in your Agreement Bank and your PSP.

The partial credits will be saved on your register and can be viewed on your PSP. After you complete the study module, you'll receive the remaining credits.

You need to be proactive and make sure you discuss the completion with the relevant lecturer.

Please note that your study advisor is not able to see your Agreement Bank.

Demonstration of acquired skills and registering credit

If approval of the RPL requires you to demonstrate your competences and skills, you will receive information on how to do this with the decision.

In addition to the eRPL service, information on the requirements will appear in your Agreement Bank and your PSP.

The credits will be registered only after you have carried out the required demonstrations.

Please note that your study guidance counsellor is not able to see your Agreement Bank. You will also need to make sure you follow the instructions provided in order to receive the credits.

Rejected applications

You will be able to view rejected applications only in the eRPL service. Credit for rejected applications will naturally not be added to your transcript.

Appeals

If you are dissatisfied with the RPL decision, check first whether your application meets the module learning outcomes and follows the RPL instructions. If you decide to appeal the decision, please follow section 19 of the Degree Regulations. In the appeal you must clearly indicate which part of the decision you are dissatisfied with. The appeal must specifically address the prior learning outlined in the application and the module contents and learning outcomes. Please note that you cannot provide further information concerning your prior learning in the appeal.

Further advice
Where can I find the descriptions of study units and possible RPL guidelines?

You'll find information on your modules by clicking the name of each module on your PSP in MyDiak (in the example Concepts, Skills and Processes).

PIC: Study module in PSP

In the pop-up window you'll see the information (learning objectives and content) for the module in question. In addition, you'll also see the RPL instructions and a description of the skills required for RPL if they have been included for the module.

PIC: Study module information
My application has been returned to me. What should I do?

The reviewer may ask you to clarify parts of your application or make changes to it. If so, the application will be returned to you. You will receive an email if this happens (sender: MyDiak).

By clicking the i button you can view any comments that relate to the application. By clicking on the Modify button you can access and amend the application.

Make the necessary corrections and resubmit the application.

NB! RPL applications will not be returned if they have been filled in erroneously. It is up to you to make sure each section is completed correctly and the application has been submitted during the application period.

If an application is returned to you it does not mean you will automatically receive extra time to complete it. If you do not complete the application within the timeframe given, it will not be approved.

I forgot to add attachments before submitting my application. What should I do?

You can no longer edit your application once it has been submitted. You can only edit the application if the reviewer returns it to you due to it being incomplete.

I need to take a break from drafting my application but it is not ready to be submitted yet. What should I do?

Your application will be saved as a draft until you submit it. You can take a break and come back to it later.

I need to cancel my application. What should I do?

You can cancel the application from the top of the page. Note that only drafts can be cancelled. If you have submitted the application, you no can no longer cancel it.