Recognition of Prior

Learning (RPL)
FAQs
Frequently Asked Questions (FAQ’s)

1. What Is Kenya National Qualifications Framework (KNQF)?

Kenya needs to create a well-coordinated and harmonized national education and

training system that: provides quality learning, is responsive to the dynamic external
environment, promotes the development of a system of competence, enables
attainment of national qualifications and life-long learning. The Kenya National
Qualifications Framework (KNQF) is a strategy in response to these demands. The
Framework sets out clear criteria for all qualifications and development of a
harmonized National Accreditation, Quality Assurance, Assessment and Examination
System to ensure that qualifications awarded in Kenya are of the highest quality and
meet the national standard and Global Standards.

2. What is RPL?
Recognition of Prior Learning (RPL) is the process used to identify, assess and certify
a candidate’s knowledge, skills and competencies acquired in non-formal or informal
learning, such as work or life experiences, against prescribed standards or learning
outcomes.
3. Why do we need RPL?
RPL is multi-contextual; RPL is for: mobility, personal development, entry into a
learning institution, further learning, advancement in the workplace, credit award to a
qualification and self-esteem.
4. How does RPL work?

i. Skills and competencies assessment

We discuss what your goals are and help you choose the right qualification that
matches your skills for recognition of prior learning (RPL) and show you what
you need to do to achieve your goals.
ii. Evidence Portfolio
Gather evidence such as: current resume, reference letters, work
examples/samples, photos/videos, certificates and transcripts and overseas
qualifications and learning experiences.
iii. Skills and competencies Check
Once RPL assessors have gone through your portfolio, they will call you in for a
competency conversation and a practical observation, if required.
iv. Qualified/ Issuance of Certificate
All certificates are Nationally Recognised and issued by a Qualifications
Awarding Institution Accredited by the Kenya National Qualifications Authority
(KNQA).
v. Are you satisfied with RPL Process?
You have right of appeal!

5. What is the RPL assessment process?

RPL assessment processes and procedures may consist of the following stages:
i. Counselling and facilitation;
ii. Establishing the purpose of the assessment;
iii. Identifying the evidence required;
iv. Using appropriate evidence gathering methods;
v. Interpreting evidence and making a judgement;
vi. Recording the outcome;
vii. Reporting to key stakeholders;
viii. Successful candidate issued with Certificate;
ix. Appeal process.
Recognition of Prior Learning Flow Chart
6. How do I know am eligible for RPL?

If you have solid experience and knowledge in your field of work acquired outside
informal and non- formal learning setups, then you are eligible to attain a related
qualification via RPL. RPL will recognise your experience and overseas qualification
with a nationally recognised qualification and fill in any skills gaps you have with
RTO’s 8training programs.

7. Who requires RPL?

8. What does RPL involve?

There are three main areas that are considered during an RPL process:
i. Existing work experience: The practical work experience you have gained to
date may have provided you with solid skills and knowledge that are of
relevance to a course of study. Work experience may be informal, formal, full
time, part time, voluntary or paid.
ii. Existing qualifications: You may have completed educational courses that
have provided you with knowledge and understanding that is of relevance to the
course of study. For example, if you have another course or unit, this may
count as credit toward a different qualification.
iii. Life skills and experience: Your general life experiences and the skills you
have developed over time may also count toward the qualification you wish to
complete.

9. Portfolio or Evidence Collection Assessment

What is a portfolio?
A portfolio is a detailed document developed by the student which identifies the
learning acquired, through work and life experience, which may be equivalent to the
learning outcomes in a College course(s). The portfolio describes the learning achieved
from prior experience, relates the learning toward specific course/program
requirements and verifies the learning through documentation or proof of learning.
The student may be required to provide additional proof of learning and/or participate
in an interview as part of the portfolio assessment process.

NOTE: For some courses, students may be required to prove prior learning through an
Evidence Collection. This is a compilation of specific documentation identified by
faculty as required to prove prior learning for the course(s learning outcomes.

Where can a student get assistance to develop a portfolio?

 The RPL Advisor assists with the portfolio development process and can provide
the Portfolio Development Resource Guide.
 Program faculty in specific College programs may provide advice and or
clarification.
 Students may complete a specific Portfolio Development workshop/course.
  Students should contact the RPL Advisor for assistance with the portfolio
development process and to use the Portfolio Development Resource Guide.

What fees are associated with portfolios?

A fee is charged for each course portfolio submitted for assessment. A student must be
enrolled in a RTP program/course, complete the Portfolio Assessment form and pay
the application fee. Please see the institution website for the RPL Fee Range
Guidelines.

Who assesses the portfolio(s) and/or evidence collection(s)?

Portfolios or evidence collections are assessed by RPL Assessor. This is usually an
instructor who has subject matter expertise and has recent experience teaching the
course. All Assessors who assess portfolios have access to RPL information, advice,
and guidance in portfolio assessment through the RPL Services office. The assessors
complete the Portfolio Assessment form and share results of the assessment with the
student. The form is signed by the RPL Coordinator and recorded in the student
information system.

What are the sample evidence required for assessment?

i. Candidate’s C.V. outlining specific job positions and how they relate to
specific skills requirements;
ii. Letters of recommendation where applicable;
iii. Sample(s) of candidate's work and products;
iv. Videos and/or photographs of work activities;
v. Skills logbooks;
vi. Details of formal training, records of seminars, conferences and workshops
attended, resume and performance appraisals;
vii. Testimonials from current or previous employers and customers;
viii. Completed performance reviews;
ix. Interview/professional conversation;
x. Job descriptions.

10. How long does it take to complete the process?

The RPL process is typically a 6-week process from the point you submit your evidence
portfolio.

11. What is the cost of RPL?

The cost of RPL is based on the needs of the Candidate and the number of units of
competency for which they are seeking recognition. As such, the cost will vary from
application to application. The Qualification Awarding Institutions (QAIs) in
conjunction with stakeholders shall develop a differentiated Unit cost of Assessment to
inform the total cost payable for an RPL application and advise the candidate before
proceeding with the RPL assessment process. The fees chargeable will ensure
sustainability of the RPL process and shall cover charges for KNQA, QAIs, Regulators
and Assessment Centres.

12. How will RPL credit appear on a transcript?

Course credits achieved through an RPL assessment are recorded in the student’s
academic record and an official QAI transcript may be issued. The College records
successful RPL course assessment in the student information system in the same way
in which grades are normally transcribed. Where this is not appropriate, the
designation CR (Credit) is used. Unsuccessful RPL process will be recorded as Not
Complete (NC) in the student information system.

The RPL Coordinator complete the Portfolio Assessment form and notify the student of
either successful or unsuccessful RPL.

13. Can I appeal against a decision made by the assessment panel?

Yes, candidates have a right of appeal against the RPL. Assessment process is done
and concluded within three months from the date of receipt by QAIs or authorized
agent of QAIs.

14. What are the roles RPL Practitioners?

The effective implementation of the RPL process shall be performed by different

persons, organizations and institutions. Each of them will perform their roles in
accordance with the guidelines stated here below:

a). Kenya National Qualifications Authority (KNQA)

i. Development and management of the national qualification framework;
ii. Establishing and managing the National RPL Coordinating Committee;
iii. Coordination and supervision of implementation of RPL Policies;
iv. Accreditation of QAIs wishing to assess RPL in the country;
v. Registration of Qualifications in which RPL will be assessed;
 vi. Accreditation of Regulations and Professional Bodies;
vii. Credit transfers and exemptions;
viii. Develop a system for assessment of national qualifications;
ix. Set standards &benchmarks for assessing RPL competencies, skills, knowledge,
attitudes & values;
x. Provide for the recognition of attainment of competencies through RPL including
skills, knowledge, attitudes and values;
xi. Establish standards for the recognition of competencies obtained;
xii. Conducting training through RPL; and creating awareness to promote RPL to
stakeholders.

b). Qualification Awarding Institutions (QAI)

i. Accrediting assessment centres, facilitators, assessors and verifiers/moderators;

ii. Conducting training on RPL assessment for candidates, assessors and verifiers;

iii. Sourcing, adapting or developing and reviewing suitable assessment tools to be

used for RPL;

iv. Organizing validation of the assessment tools;

v. Developing, reviewing and disseminating guidelines for preparation of assessment

process and preparing the materials in liaison with other stakeholders;

vi. Providing guidelines for RPL assessment, developing assessment examinations,

monitoring assessment, recording learner’s achievements and issuing
certification for the same;

vii. Coordinating RPL assessment process;

viii. Continuously updating assessment data bank of trainees;

ix. Awarding of certificates of competency to successful candidates in conjunction

with training providers/ assessment centres;

x. Accrediting themselves with the KNQA and ensuring that all RPL Qualifications
being awarded are registered in the KNQF;

xi. Registering all RPL Qualifications awarded into KNQF.

c). Industry

i. Developing Occupational Standards through Sector Skills Advisory Committees

(SSACs)
 ii. Participation in Policy formation for the RPL process and system;
iii. Providing expert workers to participate in curriculum development and
assessment process;
iv. Contributing in the development and acquisition of training materials;
v. Participating in external assessment of applicants;
vi. Providing opportunities for industry training and experience;
vii. Participating in verification of assessment of applicants.

d). Education Training Institutions and Skill Providers

i. Establishing RPL management committee at college level and providing training
needs to applicants;
ii. Providing competent RPL staff (accredited assessors & verifiers);
iii. Providing the necessary RPL tools, equipment and materials needed for RPL
assessment;
iv. Management of RPL Candidates’ records;
v. Ensuring Assessment guidelines are applied and maintained in the assessment
centers;
vi. Registering with assessment bodies accredited by KNQA to carry out RPL
assessment;
vii. Integrating RPL Policy into existing institutional Frameworks;
viii. Implementing the RPL review framework and providing feedbacks for applicants;
ix. Training and mentoring RPL applicants to ensure that they are ready for
assessment as provided for by the TVETA Guidelines.

e). Trainer
These shall be professionals identified for:
i. Conducting assessments, judging the evidence, making assessment decisions
and preparing a report;
ii. Guiding and counselling the RPL Candidates accordingly;
iii. Delivering the unit(s) of competency using various strategies;
iv. Agreeing on the assessment plan with the candidate and fully briefing the
candidate on the assessment process;
v. Storage of candidate’s evidence.

f). RPL Candidate/Applicant

These are persons who shall register for RPL. They shall:

i. Discuss and agree on assessment plan with assessors;

 ii. Produce sufficient evidence of current competencies and of prior achievements
(where applicable);

iii. Prepare their profiles and portfolio to meet the regulators of the RPL process;

iv. Prepare and avail himself/herself for assessment;

v. Adhere to assessment rules and regulations;

vi. Follow appeals procedure when necessary;

vii. Be entitled to fundamental rights such as;

a) The right to fair and transparent processes;

b) Have a clear understanding of the learning outcomes to be met, assessment

standards and criteria and the accreditation processes;

c) Access to competent, trained and friendly educators and assessors;

d) The right to be assessed by assessment methods which are flexible,

appropriate to the subject and tailored to the needs of the candidate;

e) The right to have prior learning evaluated and assessed for academic credits
towards credentials within a reasonable period of time;

f) The right to transfer credits gained by means of the RPL process; and
g) The right to appeal a decision.

g). RPL Centre Managers

These are professionals appointed to be in charge of RPL assessment centers. They
shall prepare candidates for assessment and upgrading of skills. Center managers
shall;

i. Provide adequate equipment and tools for RPL assessment;

ii. Pre- test the equipment and tools for assessment;

iii. Provide appropriate mediation tools for up skilling; and

iv. Provide security for assessment materials if any.

h). RPL Assessors

The RPL assessors shall;
i. Develop appropriate tools and methods for each area of competency;
ii. Pre-test each assessment tool to ensure it is valid, reliable and consistent;
iii. Administer the assessment tool within the time and resources available;
 iv. Assess one or group of learners;
v. Organize for external assessment;
vi. Award and grade the achievement of each candidate in accordance with the
following system; Grade A: 91 – 100 percent, Grade B: 81 – 90% and Grade C: 75
– 80%. The pass mark shall be 75% of marks in the final assessment;
Administer skills upgrading.

i). RPL Moderators

Moderators appointed by KNQA shall be responsible for moderation of assessment
process and results.
The moderators shall:
i. Sample not less than 5% of the candidates declared successful by an assessor;
ii. Use the sample to carry out rapid assessment by a different assessor;
iii. Analyze the overall percentages awarded by various assessors;
iv. In the event of significant variation, the moderator shall investigate and make a
suitable recommendation to the Director General;
v. Generate a report on moderation process;
vi. Submit the report to the assessing institution and Qualification Awarding
institution.

j). RPL Coordinators

The RPL coordinators shall be appointees of QAIs; and shall;
i. Chair meetings of the RPL process team;
ii. Consider the recommendations of the assessor and moderator on acceptance or
rejection of the application;
iii. Review and validate elements of the portfolios against set criteria and
recommendations for the acceptance or rejection of the application;
iv. Identify the unit standards used and to be used for the RPL process;
v. Evaluate the scope of RPL process;
vi. Carry out the verification and Certification process;
vii. Draw up a list of candidates to be assessed for each competency in the qualification
for which the prior learning is sought;
viii. Identify assessment centers with relevant facilities and resources for each
candidate;
ix. Set a date for assessment of each candidate at each center in accordance with set
standards and guidelines;
x. Appoint assessors and moderators from QAIs or relevant professionals where
applicable to carry out assessment and moderation;
 xi. Advise the assessing institution of any major issues arising from the RPL process
requiring resolution;
xii. Monitor and evaluate the RPL activities and advise QAIs on any matter or issue
pertaining to the RPL system.

k). Regulators and Recognized Professional Bodies

For registration, accreditation and quality assurance of RPL centers, public regulators,
professional bodies and competent bodies shall:

i. Develop standards and guidelines on RPL training and mentoring for their
respective sectors, taking into account the RPL Policy developed by KNQA;

ii. Monitor and evaluate the implementation of RPL within the specific sector they
oversee, including the development and implementation of standardized
approaches where appropriate;

iii. Collaborate with KNQA and other stakeholders in Education and Training and
other actors to advance the development of RPL;

iv. Foster close working relationships with professional bodies in and across the
sector where appropriate, to facilitate RPL;

v. Facilitate and monitor enabling agreements to increase RPL provisioning in their

sectors;
vi. Support and monitor the training of RPL advisors, facilitators, assessors,
moderators, and administrators in their sectors;
vii. Monitor providers that offer RPL in their sectors, in accordance with criteria
established for this purpose;
viii. Ensure consistency in the application of RPL policies by providers and delegated
bodies in their sectors (where relevant);
ix. Support the coordinated development of generic RPL toolkits and instruments
relevant to the particular context for their sectors, wherever appropriate and
possible;
x. Ensure quality and relevance of RPL qualifications awarded;
xi. Develop and maintain an information management system that is compatible
with the National Learners Records Database (NLRD) and other relevant
government information management systems;
xii. Conduct and oversee RPL-related research in the related sector in collaboration
with KNQA and other stakeholders.
l). RPL Initiators (Pre-screeners)

These shall be appointed by accredited training institutions/ assessment centers;

The initiator shall:

i. Validate the level of award of certificate for the possibility of credit transfer;

ii. Check whether the applicant’s portfolio is Complete and comprehensive;

iii. Mainstream special needs, disabilities or learning difficulties;

iv. Pre-evaluate the applicant’s portfolio and make recommendations to the QAI for
the acceptance or rejection of the application.

m). Employers

For effective implementation of RPL, employers shall:

i. Integrate RPL Policies into the existing employment laws;

ii. Sensitize and encourage employees to apply for RPL assessment;

iii. Identify employees’ skills for RPL application;

iv. Assist the employee to identify appropriate training and assessment

opportunities

v. Use the RPL qualification for recruitment and promotion;

vi. Use RPL for supervision and appraisal to employees; and

vii. Open opportunities for upskilling of specific skills.

15. Where can I get further information on RPL process and regulations?

RPL information and resources are available from the RPL Coordinator:
Kenya National Qualifications Authority KNQA Offices
Uchumi House, 6th floor
P. O. Box 72635 – 00200
Nairobi.
Email: rpl@knqa.go.ke / info@knqa.go.ke
Website: www.knqa.go.ke