How to: submitting your RPL application on MyDiak's eRPL service
You can find the eRPL service in MyDiak on your desktop and in the top navigation bar
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.
Log in to MyDiak or access it on www.diak.fi by navigating to the bottom of the page.
You can find the eRPL on your desktop and in eAHOT menu
The eRPL service allows you to make a new application as well as view your previous applications and their status.
You can collect all the study module you wish to apply RPL for into one application. Open a new application at the top of the page by clicking + Open a new application.
First check that your personal information is correct.
Add the date of the eRPL group guidance session you have attended. It is not necessary for all students to book a meeting with the Study Guidance Counselor to discuss the RPL applications. A meeting is needed only if you have several studies (30-60cr) you wish to RPL.
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.
If there is a mistake in your personal information, please contact the Study Office to clarify this.
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.
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.
...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.
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.
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.
... 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.
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.
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.
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.
You can edit/remove your uploads by clicking the buttons next to the file name. After you have added all relevant documents, click Save.
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.
In this section you will specify which study modules or prior learning 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 study module you are applying RPL for to the application form separately.
Combine two or more study module to the same application section only if
- RPL for all the study module in question is the responsibility of the same person. AND
- all the study modules 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 modules in Finnish language degree programmes.)
- the study modules are the responsibility of different RPL lecturers.
- the study modules 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 modules. (see below for details).
Do not add a single study module to the application more than once. If for example you need to use several places of performance as justification for the RPL, you can collect all of them to the same section of the application.
First select what kind of previous studies/competencies you are transferring:
- Add to application: previously completed studies if you are basing your application on previous higher education studies
- Add to application: previously acquired competence if you are basing your application on work experience or other experience outside formal education
- Add to application: previously acquired competence if you are basing your application on work experience or other experience outside formal education AND previous studies
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.
First choose the credit transfer type from the dropdown menu.
Replaced: Compulsory study modules are always replaced
Inclusion: Inclusion is only used with elective/extension studies. Included studies are added to the study plan with the original name.
Pay attention to spelling as this information will be added automatically on your transcript.
Credit transfer type determines how the RPL is described in the personal study plan and transcript of records.
Then choose the Handler e.g. the lecturer responsible of the study module you wish to RPL. Make sure to select the correct lecturer so as not to delay the application process.
Select if you wish to add previously completed study module (e.g. teacher qualification 60 cr) or previously completed study (e.g. project management 5 cr)
Add all relevant details about your previous studies in the pop-up window:
Justify your RPL clearly and comprehensively, but please do not exceed 7000 characters (approx. 2 A4). Justifications is the most important part of your RPL application.
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.
REPLACEMENT
Chose the studies you wish to replace with RPL from the PSP (e.g. English), drag them to the box on the right and save.
INCLUSION
Choose from the drop down menu where in the PSP you wish to include the studies (e.g. Elective/Extension studies) and save.
After saving, you can preview the included studies in the PSP by clicking Preview study plan.
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.
First choose the credit transfer type from the dropdown menu.
Replaced: Previously acquired competence always replaces Diak study module
Inclusion: Not used with previously acquired competence
Then choose the Handler e.g. the lecturer responsible of the study module you wish to RPL. Make sure to select the correct lecturer so as not to delay the application process.
Add all relevant details about your competence in the pop-up window:
- Grade: Not used
- Places of performance: 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 performance, give the latest end date.
All fields marked with an asterisk (*) need to be filled in before the application can be submitted.
Justify your RPL clearly and comprehensively, but please do not exceed 7000 characters (approx. 2 A4). Justifications is the most important part of your RPL application.
After describing your competencies, choose the study module/placement you wish to RPL from the PSP and drag them to the box on the right and save.
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 edit by clicking the pen button. If you wish to delete the entire section, use the x-button.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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).
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.
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.
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.
Your application will be saved as a draft until you submit it. You can take a break and come back to it later.
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.