The following sections, found in the left-hand column, introduce the key elements required in the development of a PLA policy template. The most common features, or examples of these
elements, are collected here to provide an example “policy and procedures statement.”
Since the left-hand side of the grid represents only one option of how to organize prior learning within a university setting, the right hand column is meant to provide commentary, additional options to the reader on PLA policy decisions, and forms of procedure.
Where there are blanks in the right hand column, the policy or procedure on the left should be carried out, and no options exist or were apparent that could be considered appropriate practice.
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
I. Policy Statement/Introduction 1. It is the policy of the University to grant
credit or exemption, on the basis of prior learning whether from formal studies, or professional, work or life experience.
• Adult students often bring a great deal of knowledge with them when they decide to return to get a university degree. Some faculties may award credit to students for past life experiences and past formal education through PLA.
2. The University supports as guidelines the principles of best practice published by the Centre for Curriculum Transfer and Technology of British Columbia.
• Each faculty is responsible for outlining a PLA policy. In some cases it was
identified in published form that faculties participated in PLA, and sometimes even which courses would be considered for PLA.
II. Central principles • Credit is awarded only for learning and
not for experience
• Credit should be awarded only in the context appropriate for it
• Credit will be awarded only for university-level learning
• Credit should not be given twice for the same learning
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
II. Central principles (Con’t) • The determination of competence levels
and of credit awards will be made by appropriate subject matter and academic experts.
• Full disclosure should be made of policies and procedures used
• Assessors will receive adequate training on an ongoing basis
(Zucker, Johnson and Flint, 2000)
III. Definitions
Prior Learning Assessment - the systematic
process that involves the identification, documentation, assessment and recognition of learning. This learning may be acquired through formal and informal study including work or life experience
Numerous definitions could be added within this section. Examples include the definition of:
• Portfolio
• Challenge Exam • Assessment
Prior Learning Assessment - assessment by
some valid and reliable means, by a qualified specialist, of what has been learned through non-formal education, training or experience that is worthy of credit in a course or program offered by an institution providing the credit
Credential - the document acknowledging
completion of a particular program or course of study.
Appendix E E- 3 Sample Polices and Procedures
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
III. Definitions (Con’t)
Exemption - the waiving of a requirement; a
student may be excused from completing a course or program requirement if approval is granted by the appropriate institutional representative; usually exemptions are only granted to students who have proven that they have comparable learning; although an
exemption may be granted, the student may be required to replace the exempted course with an alternate.
Transcript – the document provided by the
post secondary institution that verifies the student’s enrolment and achievement in the institution; the transcript records course title and number, date of enrolment, grades, and any credential(s) received.
Transfer - transfer consists of the granting of
credit toward a credential by one institution for programs or courses completed at another. In British Columbia, transfer arrangements exist between the secondary and post secondary systems and, to a greater extent, among the colleges, university colleges, universities and institutes of the post secondary system. Such arrangements are normally made on a bilateral basis by the individual institutions; but the Open Learning Agency also operates a credit bank to assist the broader accreditation of post secondary courses and the recognition of valid non- formal learning.
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
IV. Location of PLA Activity 1. If a student wishes to investigate the
possibility to have prior learning recognized by the University, the student should first consult with the central PLA office. Advice will be on the procedures of submitting an application and the preparation of an application, including costs and deadlines.
• There can be a PLA Coordinator within Continuing Studies, or the Registrar’s Office.
• Requests can be made directly to faculties only, then a specific advisor.
2. The Central PLA office will contact specific content and subject experts for the assessment of an application and assist faculty with guidelines of how to assess a claim. The central office is also responsible for keeping records, collection of fees and of reporting outcomes to the Registrar's office.
• Each individual Faculty would have the responsibility of assessment and having it recorded with the Registrar’s Office. The Registrar’s Office would play a loose coordinating role.
V. PLA Selection/Assessment Tools/ Forms of Assessment The following are prior learning alternatives
available at the University:
A range of PLA exists internationally – some of which may not be available in Canada but in addition to the ones found in the
“template” include: 1. Challenge exams: currently enrolled
students who, through formal study or informal learning, have thorough knowledge of the facts, ideas, and concepts of a University course may request the opportunity to challenge that course. If they pass a faculty developed examination, they can earn credit for that course.
Standardized Exams: acceptance of exams by other organizations. Some US examples include College Level Examination Program (CLEP), and Defense Activity for Non- Traditional Support (DANTES)
Appendix E E- 5 Sample Polices and Procedures
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
V. PLA Selection/Assessment Tools/ Forms of Assessment (Con’t) 2. Portfolio Assessment: awarding credit on
the basis of portfolio assessment for specific courses is at the discretion of each faculty and department. Each department can allow an undergraduate student interested in receiving credit for university-level learning obtained in non- traditional settings to develop a portfolio that reflects knowledge mastered, request assessment of the portfolio, and be awarded credit.
Individual Assessment:
• institution based assessment through portfolio review or oral interview • assessment of nationally recognized
certificates of achievement
VI. PLA Procedures Challenge Exams: 1. The student must submit a written request
to challenge an exam.
• Contact department or faculty representative
2. The written request is submitted to the central PLA office.
• Obtain approval to undertake a challenge exam from faculty representative
3. The request must then either be approved or denied by the department offering the course.
• Advise the registrar’s office of the challenge attempt
4. The student must write the exam within the first three weeks of class.
• Have student pay for the challenge exam prior to taking the exam
5. A minimum passing grade of "C" or 60% must be obtained in the challenge exam.
• Faculty representative records the grade and advises Registrar’s Office
6. Fees for the challenge exam must be paid in full prior to taking the exam.
7. The academic appointee grades a “pass” or “fail” standing.
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
VI. PLA Procedures (Con’t) Portfolio Assessment: 1. The student uses a credit-by-portfolio
registration form to request a portfolio assessment.
2. The credit-by-portfolio registration is submitted to the central PLA office. 3. After discussion with the PLA
coordinator and with the department and content experts, the student is advised if the department offering the course(s) will accept a request for assessment by
portfolio for the course(s) in question.
• Student contacts department and a faculty advisor is named
• Faculty advisor advises student if the claim will be assessed.
4. The department designates a faculty member or committee with appropriate expertise to conduct the portfolio assessment.
5. The student compiles the portfolio within the guidelines established by the
department and submits the portfolio to the faculty member or committee for assessment.
6. The faculty member or committee may recommend minor adjustments to the portfolio in content or structure and ask a student resubmit with changes and the portfolio reassessed. If the student chooses to make changes no additional fee for assessment would be charged.
Appendix E E- 7 Sample Polices and Procedures
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
VI. PLA Procedures - Portfolio Assessment (Con’t): 7. Academic standards in assessing the
amount and quality of learning demonstrated by portfolio are to be equivalent to the learning expected in the course when credit is acquired via
instruction.
8. The faculty assessment is completed within a reasonable time frame. 9. Fees must be paid in full at time of
registration.
• Collection of fees would take place through an administrative unit at the university, most likely student services. 10. The faculty member or faculty committee
assigns a “Pass” or “Fail” standing.
• Some institutions required only a pass/fail requirement. Others indicated the minimum grade achieved needed to be higher, and was most often set at 60% for credit to be granted.
VII. Restrictions on PLA Restrictions on Challenge Exams: 1. A student may challenge an exam only
once, and not for a course that has been failed or previously registered in.
Challenges can occur more than once.
2. A student must be registered with the University to apply or receive services.
Standard at all institutions
3. Credit is granted at the undergraduate level.
Credit can be granted at both graduate and undergraduate level courses, or alternatively only for a list of approved courses, or identifying particular departments who may accept a claim.
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
VII. Restrictions on PLA (Con’t) Restrictions on Portfolio Assessment: 1. Credit sought by portfolio assessment
cannot duplicate other coursework. 2. Total number of credits allocated for one
portfolio is six credits.
• Advisor and student can negotiate for credit allocation
3. Student must be registered with the University to apply or receive services.
• This is a standard policy, no alternatives were found. However, people did indicate that it might be advantageous for
recruitment if some pre-assessment phase could be carried out in some way.
4. The onus lies with the student to prepare an acceptable portfolio.
• A course on preparing a portfolio may be a condition of acquiring credit
VIII. Recording of Credit Challenge Exams: Recorded with a 'Pass" or "Fail" on the
transcript based on the minimum standing required for a pass. This is usually set at 60% for challenge exams. The course number is recorded along with a code that indicates a challenge exam has take place. The courses completed by challenge exam are not factored into a grade point average for the student.
• A grade can be assigned
• Transcript can indicate credit obtained without indication that credit was assigned by challenge exam.
Appendix E E- 9 Sample Polices and Procedures
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
VIII. Recording of Credit Portfolio Assessment: Recorded as "Pass" or "Fail" on the transcript
based on the minimum standing required for a pass. This usually will reflect the existing course requirements, which the student is seeking, credit for. The course number is recorded along with a code that indicates the student has gained credit through prior learning. The courses completed by portfolio assessment are not factored into a grade point average for the student.
This is a standard way to record credit for portfolio work. However, where PLA is done for a specific program instead of a specific course, learning objectives can be used as a means of assessment rather than courses. The programs at DePaul University provide of good example of this technique.
IX. Forms of support for PLA There are two major forms of support that
either a central or decentralized PLA representative must provide. One is to students, the other to faculty conducting prior learning assessments. Within a policy
document, discussion of support services is essential. It is also important to reiterate that the responsibility of preparing a claim to the satisfaction of the department and academic appointee lies with the student.
Certainly level of support is a matter of policy for each institution. However these areas of support are outlined as best practices for PLA organizations including CAEL, CAPLA and APEL in the United Kingdom. It is strongly recommended that some level of support be maintained for PLA should
policies be put in place, to ensure the initiative’s success and use.
Student support can include: • preliminary discussions about registering
a claim
• offering courses to prepare students for final assessment
• providing detail of process regarding PLA methods
• ensuring that the recording of credit on transcripts is completed
• initial counseling as to the basic merits of a claim
• active marketing to make adult students aware of opportunities of PLA within their programs of study.
PLA Sample Policy and Procedures Alternative Policies and Procedures and Additional Information
IX. Forms of support for PLA – Student support (Con’t): • providing resource materials and
guidance on how to prepare a claim for assessment
Faculty support can include: • briefing faculty on the process and
function of PLA policies
• assisting faculty to identify courses which may be appropriate for PLA
• providing guidance and training on ways to assess a prior learning claim
• assist faculties in setting up special
programs that have a major component of PLA within its activity. Liberal Arts and Technology Programs are examples. X. Resourcing and Implementation
Fees are usually charged for taking challenge exams and portfolio assessment. Please see Appendix D for a range of charges applied by other universities.
The disbursement of funds within the universities has the revenues go through a centralized unit with honoraria provided to participating faculty. Individual portfolio assessment receives a greater stipend than a challenge exam
Since prices charged are found in Appendix D, and a range of charges was mentioned in the Summary section, the reader could devise his/her own resourcing options in this
Appendix F F- 1 Sample Polices and Procedures