Recognition of Prior Learning Policy – Woolf Help Center

Woolf’s Recognition of Prior Learning (RPL) Policy covers both informal learning (whether obtained in a formal or informal context) and formal learning (credit transfer).

Woolf’s evaluation process may result in RPL, whereby requirements for admission or progress in a programme are considered to be fulfilled by exemption, or it may result in the transfer or recognition of academic credits required for admission or progress in a programme.

Woolf’s evaluation process for the Recognition of Prior Learning is the process by which an applicant’s formal and informal learning experiences can be assessed for various reasons, such as admission to a programme or even exemption from certain requirements.

Woolf is dedicated to ensuring fairness, consistency, and transparency throughout the RPL process. We strive to evaluate all submissions impartially, apply criteria uniformly, and communicate our procedures and decisions clearly. This commitment ensures that all students receive equitable consideration and that our RPL practices uphold the highest standards of integrity and excellence.

1. Scope of Prior Learning Evaluations and Their Results

2. The RPL Evaluation Process

3. RPL Evaluation Appeals

4. RPL Information

5. Ongoing Review of the RPL Evaluation Process

6. Data Protection

1. Scope of Prior Learning Evaluations and Their Results

1. Kinds of RPL

Woolf’s evaluation process may result in a Recognition of Prior Learning that includes either exemption from academic credits or the inclusion of academic credits for prior work. There are four possible positive outcomes of the RPL evaluation process:

RPL for requirements for admission to a programme are considered to be fulfilled by exemption
RPL for requirements for progress in a programme are considered fulfilled by exemption
RPL when formal academic work is transferred or recognised for credit, fulfilling a requirement for admission to a programme
RPL when formal academic work is transferred or recognised for credit, fulfilling a requirement for progress in a programme

The minimum amount of RPL for progress or exemption that can be awarded is 1 ECTS credit. The maximum amount of RPL for progress or exception cannot exceed 50% of the total ECTS required for programme completion.

2. Student records

Student records for programme admission contain the evaluative record from the RPL Committee. This evaluative record provides detailed documentation of the assessment process, including the evidence submitted by the student, the criteria used for evaluation, the assessment outcomes, and the rationale for the RPL decisions.
1. Accessibility: These records are securely stored within Woolf’s student information system and are accessible to authorized personnel, ensuring that the RPL process remains transparent and verifiable.
Student transcripts which contain modules that have been transferred are marked clearly with the transferred credit, showing which course has been assessed to fulfil the requirements of another course.
1. Modules are marked as “RPL-TR” and are defined as “Recognition of Prior Learning - Transferred”.
Student transcripts which contain modules that have been exempted through the RPL evaluation are marked as such, and the student record contains the evaluative record from the committee.
1. Modules are marked as “RPL-EX” and are defined as “Recognition of Prior Learning - Exempted”.

2. The RPL Evaluation Process

1. Relevant persons

1. Student (Applicant): A student's role is to compile and submit documentation and evidence of their prior learning, experiences, and skills. They must accurately present their qualifications and experiences relevant to the programme they are applying to, work closely with RPL Officers for guidance, and respond to any requests for additional information or clarification. For courses and degrees with rolling start dates, the student can file the request at any time, and it will be typically processed within five (5) days of receipt, with thirty (30) days as maximum processing time for more complex cases. For courses and degrees with specific start dates, the student should file the request at least thirty (30) days prior to the course start date in order to ensure that a decision has been reached by this date.
2. RPL Officer: The RPL Officer is appointed by the college to guide students in the preparation of relevant documentation, provide guidance on the RPL process, and advise on further education or career pathways. Additionally, they contribute to policy development and stay updated with RPL best practices and standards.
3. The RPL Evaluation Committee: In line with Woolf’s Policy of Quality Assurance, the RPL Evaluation Committee may be composed of the Head of Institution (ex officio), the Secretary (ex officio), and designated Curriculum and Quality Assurance officers (elected by the Head of Institution), and by election, up to two faculty members and two student representatives. A quorum requires only the ex officio members.
4. Subject Matter Expert (SME): SMEs aid in the RPL evaluation, and while the college may nominate the subject matter expert, the RPL Evaluation Committee may elect an independent SME.
5. Quality Assurance, Enhancement, and Technology Alignment Committee (QAETAC): QAETAC is responsible for ensuring consistency and fairness in the RPL process, overseeing all evaluation decisions, and reviewing them semi-quarterly. If a candidate receives a negative result and is dissatisfied, their appeal is escalated to QAETAC, whose decision is final. In line with Woolf’s Quality Assurance Policy, QAETAC conducts cyclical reviews of the RPL Policy.

2. Applicable fees

1. 1. RPL request as grounds for admission into a programme of study: $200 USD (fee waivers are available based on individual need, subject to availability)
  2. RPL request for advanced entry (exemption) into a programme of study: $200 USD (fee waivers are available based on individual need, subject to availability)
    1. In the event RPL is used for an exemption from certain modules/ECTS, there will be no reduction in the tuition fees for the programme.
  3. Fees are not charged for the processing of appeals.

3. RPL evaluation for admission to a programme or progress in a programme where requirements are considered to be fulfilled by exemption

In line with Woolf’s Policy of Quality Assurance, programme admission is by a Woolf College, and the college must request RPL for the relevant programme, specifying the admissions requirements which RPL is meant to exempt. Students may access the RPL policy and request an RPL Evaluation through Woolf’s website, or by contacting their college RPL Officer or Woolf’s RPL Evaluation Committee.
The RPL Officer informs the college of the application requirements if these are not already specified on the programme’s profile at woolf.education. These requirements typically include a document checklist, and an opportunity for students to reflect on their prior learning. Applications specify the criteria for assessment, including:
1. Validity: The prior learning submitted must correspond to the learning outcomes of the relevant programme and be at an appropriate MQF level.
2. Sufficiency: Students are required to provide ample documentation as evidence, including a completed application, a learning portfolio, and any other evidence requested by the relevant college.
3. Authenticity: Students must ensure the accuracy and veracity of the documentation provided.
4. Currency: The prior learning submitted for recognition must reflect current knowledge and practices.
5. Relevance: The prior learning must be pertinent to the intended programme of study.
Performance-based Admission is a specific subset of RPL for Admissions, wherein the combination of prior education and life experience do not fulfil the regular RPL requirements to demonstrate an existing competence at the appropriate MQF level, however, the student is engaged in formal academic work which may eventually be recognised for credit, fulfilling a requirement for admission to a programme. There are three requirements for ‘performance-based admission’:
1. The formal academic work must be delivered by a Woolf college, the programme must fulfil all other requirements for being offered for credit, and consequently, the student must be studying in a fully-approved module at Woolf, meeting all standards for compliance and record-keeping.
2. The student admission to the degree will only be possible on the basis of successfully completing 25% or 250 hours (whichever is greater) of programme modules with a minimum grade percent of 90% on Woolf’s grading scale (see the Woolf Academic Handbook), while satisfactorily fulfilling all the normal requirements, including complete learning records, as an otherwise enrolled student.
The student must successfully pass a comprehensive foundational knowledge examination demonstrating the appropriate prerequisite MQF-Level knowledge of the discipline (for example, MQF 6 knowledge for admission to an MQF 7 degree); the examination must be approved by the Woolf Quality Assurance, Enhancement, and Technology Alignment Committee (QAETAC), and the student must pass with a minimum grade percent of 90% on Woolf’s grading scale.The RPL Officer collates the portfolio of documents to be evaluated for RPL.
1. Relevant documents to include in the portfolio may include:
  1. A detailed curriculum vitae
  2. Certificates confirming participation in relevant training
  3. Transcripts from previous educational institutions
  4. The scope of duties performed to date
  5. A report from an internship/apprenticeship agreement
  6. Professional certification
  7. Articles of other works written by the applicant
  8. Opinion issued by the employer or manager or leader of an organisation in the form of letters of recommendation
  9. Evidence of participation in a project and the scope of duties involved
  10. Evidence of participation in foreign exchange periods
  11. Examples of work performed (e.g. prepared reports, budget sheets, plans, etc.)
  12. Pay slips from previous employers
The RPL Committee is convened and the portfolio is evaluated.
The RPL Committee may request further information or evidence at any time in the process, in which case the student will have up to two (2) weeks to supply the requested information. In cases of progress advancement, students may be required to sit an exam and successfully pass the examination.
In cases where there is an RPL for exemption, no grade other than ‘Pass’ is awarded for the prior learning, and the cumulative grade point average for the programme will not be directly affected by the RPL.
The RPL Committee will record its decision on the student’s record and communicate the decision to the student.

4. RPL evaluation for when formal academic work is transferred or recognised for credit, fulfilling a requirement for admission to a programme or for progress in a programme

In line with Woolf’s Policy of Quality Assurance, programme admission is by a Woolf College, and the student or college must request RPL for the relevant programme, specifying the requirements which RPL is meant to fulfil. Students may request RPL Evaluation by contacting their college or the RPL Evaluation Committee.
The RPL Officer informs the college of the application requirements if these are not already specified on the programme’s profile at woolf.education. These requirements typically include a document checklist, and an opportunity for students to reflect on their prior learning. Applications specify the criteria for assessment, including:
1. Validity: The prior learning submitted must correspond to the learning outcomes of the relevant programme and be at an appropriate MQF level.
2. Sufficiency: Students are required to provide ample documentation as evidence, including a completed application, a learning portfolio, and any other evidence requested by the relevant college.
3. Authenticity: Students must ensure the accuracy and veracity of the documentation provided.
4. Currency: The prior learning submitted for recognition must reflect current knowledge and practices.
5. Relevance: The prior learning must be pertinent to the intended programme of study.
Performance-based Admission is a specific subset of RPL for Admissions, wherein the combination of prior education and life experience do not fulfil the regular RPL requirements to demonstrate an existing competence at the appropriate MQF level, however, the student is engaged in formal academic work which may eventually be recognised for credit, fulfilling a requirement for admission to a programme. There are three requirements for ‘performance-based admission’:
1. The formal academic work must be delivered by a Woolf college, the programme must fulfil all other requirements for being offered for credit, and consequently, the student must be studying in a fully-approved module at Woolf, meeting all standards for compliance and record-keeping.
2. The student admission to the degree will only be possible on the basis of successfully completing 25% or 250 hours (whichever is greater) of programme modules with a minimum grade percent of 90% on Woolf’s grading scale (see the Woolf Academic Handbook), while satisfactorily fulfilling all the normal requirements, including complete learning records, as an otherwise enrolled student.
3. The student must successfully pass a comprehensive foundational knowledge examination demonstrating the appropriate prerequisite MQF-Level knowledge of the discipline (for example, MQF 6 knowledge for admission to an MQF 7 degree); the examination must be approved by the Woolf Quality Assurance, Enhancement, and Technology Alignment Committee (QAETAC), and the student must pass with a minimum grade percent of 90% on Woolf’s grading scale.
The RPL Officer collates the portfolio of documents to be evaluated for RPL.
1. Relevant documents to include in the portfolio may include:
  1. Certificates confirming participation in relevant training
  2. Transcripts from previous educational institutions
  3. A report from an internship/apprenticeship agreement
  4. Professional certification
  5. Evidence of participation in foreign exchange periods
  6. Letters of recommendation from previous instructors or faculty.
The RPL Committee is convened and the portfolio is evaluated. The evaluation rubric and decision rationale is recorded.
The committee will appoint a Subject Matter Expert (SME) to aid in the evaluation, and while the college may nominate the subject matter expert, the committee may elect an independent SME.
The RPL Committee may request further information or evidence at any time in the process. In such cases, students will be given up to two (2) weeks to submit the requested evidence.
In cases where credits are transferred and Woolf does not have complete access to the curriculum, including its Intended Learning Outcomes and lesson content, then no grade other than ‘Pass’ is awarded for the prior learning.
In cases where credits are transferred and Woolf does have complete access to the Intended Learning Outcomes and the lesson content, then the grades are transferred with the credits and contribute to the cumulative grade point average on the student’s transcript.
The RPL Committee will record its decision on the student’s record and communicate the decision to the student by electronic mail. This process typically takes five (5) business days from the time of submission. This timeline may be extended if additional information is requested from the student.

5. RPL evaluation outcomes

In most cases, students may expect a decision within five (5) business days from the time of submission. This may be extended if additional information is required.

The decision of the RPL committee is delivered to the student via email and may consist of the following:

Full RPL, as requested
1. Full acceptance of an RPL request as grounds for admission into a programme of study
2. Full acceptance of an RPL request for advanced entry (exemption) into a programme of study
Partial RPL, with explanation
1. Partial acceptance of an RPL request for exemption
2. Partial acceptance of an RPL request for credit
No RPL
1. With request for resubmission with further information
2. Rejection of the request

In the event of a positive assessment, the student will receive an official letter via email affirming the recognition of prior learning in reference to the specific programme and/or modules offered by Woolf. Such a letter and any conditions imposed by the RPL Committee will be issued by the Registrar's Office and copied to the relevant RPL Officer.

Students who fail to complete the RPL assessment successfully will be informed of the knowledge, skills, and competencies they still need to achieve, and will be given the option to reapply for RPL when they think they have achieved the missing elements.

Students who fail the RPL assessment and feel they were unfairly judged shall have the right to appeal the decision in order to request a resubmission and reassessment as outlined in Section 3.

3. RPL evaluation appeals

In line with Woolf’s Policy of Quality Assurance, candidates for RPL who receive an outcome of Partial RPL or No RPL (with a rejection of the request) will receive a rationale for the decision accompanied by information regarding the appeal process. Students will have three (3) business days to appeal the outcomes of the RPL Evaluation Committee on receiving the rejection, in which case the following escalation of appeals will apply:

The Candidate may contact the RPL Officer of the College that put the RPL request forward, and seek a resubmission and reassessment.
Reassessment will be conducted by Curriculum and Quality Assurance Officers not involved in the initial evaluation.
The appeal process may take up to two (2) weeks.
If the result is negative and the candidate for RPL is not satisfied, the candidate’s appeal will be escalated to the Quality Assurance, Enhancement, and Technology Alignment Committee, whose decision will be final.

4. RPL Information

Woolf RPL policy is public and accessible at woolf.education. All programmes are subject to RPL requests under the procedures of this RPL Policy.
Programmes that contain specific RPL requirements, beyond those listed in this policy are indicated as such on the profile of the programme at woolf.education. Such programmes will provide students with an inventory or checklist of the required materials.
Students may pose questions about RPL to Woolf via the RPL Officer of the College to which they are applying. RPL fees are based, wherever possible, on the number of equivalent ECTS evaluated, and the fee for RPL evaluation does not exceed the actual cost of the program. Students are informed of the complete costs prior to agreeing to the RPL evaluation.

5. Ongoing review of the RPL evaluation process

Woolf is committed to maintaining fairness, consistency, and transparency in the RPL process. The RPL Policy is subject to regular review by the Quality Assurance, Enhancement, and Technology Alignment Committee (QAETAC) which is tasked with monitoring and overseeing the RPL process to ensure it adheres to these principles. To guarantee consistent and appropriate RPL decisions, Woolf implements the following measures:

Moderation and Verification: Processes for the moderation and verification of RPL decisions are in accordance with Woolf’s Quality Assurance Policy. This includes the procedures for recording and checking RPL decisions to ensure they meet the required standards.
System Monitoring and Review:

Regular Audits: The RPL process undergoes regular audits to ensure adherence to established procedures. These audits are conducted semi-annually by an internal audit team appointed by QAETAC.
Feedback Mechanisms: Feedback from students and staff involved in the RPL process is systematically collected and reviewed to identify areas for improvement.
Performance Indicators: Key performance indicators (KPIs) related to RPL outcomes, such as the rate of successful RPL applications and student satisfaction, is monitored to assess the effectiveness of the process.

Responsibilities and Reporting Structures:

Monitoring Responsibilities: QAETAC is responsible for the overall monitoring of the RPL process. Additionally, each college appoints an RPL Officer to oversee the implementation and monitoring within their respective areas.
Reporting Structures: The RPL Officers are encouraged to submit quarterly reports to QAETAC detailing RPL activities, decision rationales, and any issues encountered. Any reports submitted are reviewed during the semi-quarterly QAETAC meetings.

Follow-Up Actions:

Action Plans: Based on the audit findings and feedback, action plans are developed to address any identified issues. These plans include specific actions, timelines, and responsible persons.
Implementation and Review: The implementation of action plans is tracked, and progress is reviewed in subsequent QAETAC meetings. Any deviations from the plan are promptly addressed.
Continuous Improvement: A continuous improvement loop has been established, where knowledge and outcomes from follow-up actions will be used to continually refine and enhance the RPL process.
Integration with Institutional EQA and IQA: Woolf’s RPL process is aligned with the requirements of the Malta Further and Higher Education Authority as well as internal quality assurance frameworks. This integration is reflected in all of Woolf’s policies to ensure coherence and consistency across all quality assurance activities.
Staff Training and Professional Development: Recognizing the importance of well-trained staff, Woolf staff are trained on the implementation of the RPL policy and procedures. This ensures that staff are equipped with the necessary skills and knowledge to carry out their responsibilities effectively. Regular training sessions are conducted to keep staff updated on best practices and any changes in the RPL process. Woolf’s Data Protection Officer also ensures that staff involved in the RPL process handle student information correctly and in accordance with GDPR requirements.

6. Data Protection

Woolf takes seriously its responsibilities with respect to the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the e-Privacy Directive 2002/58/EC (as amended by Directive 2009/136/EC), their national implementations in the EEA, and all other data protection laws of the EEA, each as applicable, and as may be amended or replaced from time to time; including the clauses annexed to the EU Commission Implementing Decision 2021/914 of June 4, 2021 on standard contractual clauses for the transfer of personal data to third countries pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council as amended or replaced from time to time (“SCC”).

Woolf is a licensed Higher Education Institution and a Data Controller. Woolf operates with appointed Data Officers and implements advanced technical and organisational measures to ensure the security of the data. These measures include:

Physical access control: Technical and organisational measures to prevent unauthorised persons from gaining access to the data processing systems available in premises and facilities (including databases, application servers and related hardware), where Personal Data are Processed.
Virtual access control: Technical and organisational measures to prevent data processing systems from being used by unauthorised persons.
Data access control: Technical and organisational measures to ensure that persons entitled to use a data processing system gain access only to such Personal Data in accordance with their access rights, and that Personal Data cannot be read, copied, modified or deleted without authorization.
Disclosure control: Technical and organisational measures to ensure that Personal Data cannot be read, copied, modified or deleted without authorization during electronic transmission, transport or storage on storage media (manual or electronic), and that it can be verified to which companies or other legal entities Personal Data are disclosed.
Entry control: Technical and organisational measures to monitor whether Personal Data have been entered, changed or removed (deleted), and by whom, from data processing systems.
Availability control: Technical and organisational measures to ensure that Personal Data are protected against accidental destruction or loss (physical/logical).
Testing controls: Technical and organisational measures to test, assess and evaluate the effectiveness of the technical and organisational measures implemented in order to ensure the security of the processing.
IT governance: Technical and organisational measures to improve the overall management of IT and ensure that the activities associated with information and technology are aligned with the compliance efforts.

All RPL applicants accept our Privacy Policy, which is publicly available on our website: https://woolf.education/legal/privacy. As Data Controller and an academic institution, Woolf standardly retains student and applicant data, including RPL application data, for a period of not less than 40 years, using advanced, encrypted archival storage. This retention is essential for meeting our duties related to academic audits, accreditation processes, and other legal, academic, and regulatory processes. As an academic institution and Data Controller, Woolf balances its obligations with the potential rights of applicants and students. Woolf students and applicants, including those who submit RPL applications, may have the ability to exercise a range of rights concerning their personal data. These rights under GDPR and SCC may include the right of access, portability, rectification, erasure, restriction, and the right to object, depending on the circumstances. Please contact the Registrar at registrar@woolf.education to enquire further.