2026 RPL payments MVP scope[JO1] 

Owner: Kirsty Owen
TMK Owner: Max Sims
Target: September MVP Release

Executive summary

Otago Polytechnic is introducing non-refundable RPL assessment fees for selected Recognition of Prior Learning (RPL) assessment types. The objective of this project is to deliver a Minimum Viable Product (MVP) that allows learners to express interest in RPL, enables OP to collect payment before RPL assessment work begins, and provides visibility of RPL requests within thethe CRM. The solution is expected to be implemented by 30 September 2026.

The minimum viable product (MVP[JO2] [RF3] ) will retain the current school-led RPL assessment model, continue using the existing PDF RPL form (with updates managed separately with Marketing), and introduce a simple payment workflow using online payment forms. Schools will remain responsible for determining eligibility, communicating with learners, conducting assessments, s sending RPL documentation including evidence and outcomes to Academic Registry for saving and recording to EBS. [JO4] 

The primary goal of this project is to ensure payment is received before significant staff time is spent assessing an RPL application[JO5] [RF6] [JO7] .

Objective

Introduce a simple and sustainable process that:

• Allows learners to express interest in RPL as part of their application.

• Ensures applicable RPL fees are collected before RPL assessment work begins.

• Notifies schools when a learner requests RPL.

• Provides visibility of RPL requests and outcomes within the CRM.

• Notifies schools and learner RPL payment is made.

• Minimises disruption to existing school RPL assessment processes.

• Can be delivered as an MVP for September.

Problem statement

Currently, schools manage RPL requests through a largely manual process and assessment work may begin before payment is collected[JO8]  (if a payment is collected at all). This can result in staff spending time reviewing RPL applications that do not proceed and creates additional administrative effort for schools.

Te Kahui Manukura (TKM) has requested the reintroduction of fees for selected RPL types. To support this change, Otago Polytechnic requires a simple process that identifies applicants seeking RPL, collects payment before assessment begins, and provides visibility of RPL requests and outcomes. To support this change, Otago Polytechnic requires a simple process that identifies applicants potentially seeking RPL, collection of payment before RPL assessment begins, and provides visibility of RPL requests and outcomes.

Given the September deadline, the solution must leverage existing systems and processes wherever possible.

Success criteria

The MVP will be considered successful if:

• Learners can indicate they wish to apply for RPL during the application process.

• Schools are automatically notified when an applicant requests RPL through CRM.

• Schools can determine eligibility before requesting payment.

• Payment is collected before RPL assessment work begins.

• Schools can track RPL requests and outcomes in CRM.

• Academic Registry can identify approved [JO9] [RF10] [11] RPL outcomes and save RPL documentation to EBS.

• Existing school RPL assessment processes remain largely unchanged.

• The solution is available in September[JO12] .

Minimum Viable Product (MVP) scope

To meet the September delivery target, the MVP will:

• Continue using a PDF RPL form (the existing form will be updated).

• Continue school-led RPL assessment and decision-making.

• Introduce a learner RPL interest question within the application process.

• Introduce CRM visibility and notifications.

• Introduce online payment forms for RPL fees.

• Continue manual RPL handling by schools after payment has been received.

• Continue existing Academic Registry processes following approval outcomes.

RPL types and fees

Otago Polytechnic currently supports the following recognition pathways:

• Credit Transfer (CT)

• Cross Credit (CC)

• Assessment of Prior Experiential Learning (APEL)

• Advanced Standing (ADV)

Fee structure

Exemptions

The following applicants are exempt from fees:

• Capable NZ

• Bachelor of Culinary Arts

• Managed Apprenticeships

• Otago Polytechnic kaimahi undertaking professional development

Note:

Domestic and internationals students will be charged the fee.

Further detail is needed from Max to confirm whether the same fee approach applies to AIC international students, as AIC manages this process differently.

Assumptions

To achieve the September MVP timeline the following assumptions apply:

Application and applicant assumptions

• Learners must have an application in progress before an RPL request can be processed.

• Learners who enquire about RPL need to start an application so the request can considered and be tracked.

• Applications created before the RPL payment process is implemented and promoted on the website and application portal (etc). may not have been presented with the new RPL process.

  • These applications will need to be managed through existing manual processes, including determining whether fees apply and communicating directly with learners.

  • The new process will primarily apply to applications created after implementation.

School process assumptions

• Schools will continue to manage the RPL process largely as they do today.

• Schools will determine must what type of RPL applies to an applicant.

• Schools will continue to assess learner suitability before requesting payment.

• Schools will remain responsible for applicant communications and assessment outcomes.

CRM assumptions

• Schools will be able to manage and track RPL requests using CRM fields and views.

• CRM can provide sufficient visibility for schools and Academic Registry during MVP.

• Schools will be responsible for keeping CRM statuses up to date.

• Email communication between schools and applicants will be recorded in CRM.

Forms and documentation assumptions

• A version of the existing PDF RPL form will continue to be used for MVP.

• The PDF form can be updated to support the revised process[JO13] .

• Schools and learners can continue to submit supporting documentation outside the application portal.

• The OP Policy will be updated and the relevant people will be notified. This is not part of the work detail in this document.

Payment assumptions

• Payments can be matched to applicants using application details and payment references.

• Schools will receive sufficient payment notifications to begin processing.

• Separate payment forms will be used for the different fee amounts ($150 and $300[JO14] [RF15] ).

RPL PDF form

The current RPL process uses an editable PDF form completed by learners and/or school staff.

Current form: [K09913 RPL-Forml 3 | PDF], [AP0501b Re...ation form | PDF]

For MVP:

• The PDF RPL form will remain in use.

• Existing wording and fields should be reviewed and updated.

• Jeanette O'Fee will provide required content updates[JO16] [RF17] [JO18] .

• Marketing will update the form design and presentation.

• Future enhancements may explore an online RPL submission process.

Note: the PDF RPL from will need to be released to the schools for use[JO19]  and be attached to the Policy.

Marketing website

The Otago Polytechnic website will require updates to communicate the new RPL fee structure and process.

Potential updates include:

• Programme page fee information.

• RPL information pages.

• Fee information pages.

• Learner guidance on applying for RPL.

Marketing will review the website for any information about RPL to be updated or added.

Applicant journey

The proposed learner journey is shown in the supporting workflow diagram.

High level flow:

1. Learner starts an application.

2. Learner indicates interest in RPL within application portal. (?)

3. School is notified. (?)

4. School assesses suitability[JO20] [RF21] .

5. Applicant is provided payment instructions and link (if appropriate[JO22] ) from the schools.

6. Applicant pays the applicable fee and receives notification email.

7. School conducts the RPL assessment.

8. Outcome is recorded b[JO23] [JO24] y Academic Registry - after school advise and send documentation. Registry receives approved outcomes where required[JO25] .

CRM requirements

Applicant question

A learner question will be added to the application process as part of the details form prior to the entry requirement questions. This will allow schools to identify applicants interested in RPL and take appropriate action.

Proposed wording

Recognition of Prior Learning (RPL)

☐ I would like my prior learning to be considered as part of my application for this programme.

Note: An RPL request must be submitted for consideration as part of your application, including payment of a non-refundable RPL assessment fee ranging from $150-$350, before your RPL request can be considered.

A link to more information about RPL on the OP marketing website can be included in the note above.

Considerations

Adding an RPL question to the application process may increase the number of applicants selecting RPL without fully understanding what it involves. To minimise unsuitable requests, the question includes a link to more detailed RPL information, and a note that RPL assessment fees apply.

Requests should also remain school-led where possible. Schools will continue to provide the RPL information, discuss suitability with learners, and determine eligibility before asking applicants to proceed. This should help keep the number of unsuitable RPL requests down and reduce additional review work.

An alternative MVP approach would be to remove the applicant question and CRM notification. Learners would continue to contact schools directly to discuss RPL, as happens today. Once suitability is confirmed, the school could ask the learner to start an application and manually update the RPL fields in CRM.

CRM notifications

When an applicant indicates interest in RPL:

• When question is added ‘Yes’ a CRM flag will be added to the application.

  • CRM will notify the relevant school inbox.

• When payment is added confirmed a CRM flag will be added to the application.

  • CRM will notify the relevant school inbox.

  • CRM will notify the applicant.

Example inbox:

• business@op.ac.nz

To implement this, the CRM relationship between schools and programmes will need to be reviewed before the first release.

CRM status model

To simplify management and support future reporting, separate CRM fields are recommended. Schools will be responsible for updating these fields as they work with applicants through the RPL process.

RPL request status

• None

• Requested
  The applicant has indicated they would like their prior learning considered as part of their application.

• In Progress[JO26] [RF27] 
  The school is actively assessing the RPL request and working with the applicant.

• Approved
  The RPL assessment has been completed and approved by the school.

• Declined
  The RPL request has been assessed and was not approved, or the applicant was determined not to be eligible.

·       Not suitable
The school has contacted the applicant and confirmed they are not suitable to proceed with RPL.

RPL payment status

• None

• Exempt
  The applicant is exempt from RPL fees, or the RPL type does not require payment.

• Awaiting Payment
  The applicant has been approved to proceed, and payment is required before assessment can begin.

• Paid
  Payment has been received and the RPL assessment can proceed.

RPL type[JO28] [RF29] 

• Credit Transfer (CT) $0
  No payment link is created when this option is selected.

• Cross Credit (CC) $150
  A $150 payment link is created in CRM when this option is selected.

• Assessment of Prior Experiential Learning (APEL) $350
  A $350 payment link is created in CRM when this option is selected.

• Advanced Standing (ADV) $350
  A $350 payment link is created in CRM when this option is selected.

Payment link rules

Recipe of payment

Add field in CRM to capture the recipe of payment.

Open CRM questions

• Which programme types should display the RPL question?

• Can we / should we hide the question for all Capable programmes[JO30] [RF31] ?

• Should short courses be excluded? - Yes, internationals and domestic students

• Should all applicant types be able to request RPL[JO32] ?

School management process

Schools will continue to own the RPL assessment process during MVP.

Proposed workflow

1.     CRM notifies the school that an applicant has requested RPL.

2.     School reviews the request and contacts the applicant directly, following the current school process, to determine whether they are likely to be suitable for RPL.
Note: At this stage, the school is only notified via email and CRM that the applicant has requested[JO33]  RPL and is interest in being considered. Supporting documentation is not received until after payment, when the school works directly with the applicant.

• Suitable to proceed

• Not suitable to proceed

3.     If the applicant is not suitable, the school contacts and informs the applicant directly and updates the RPL status in CRM to Declined.

4.        If the applicant is suitable, the school identifies the appropriate RPL type and fee.
Note: CRM will not automatically identify applicants who are exempt from payment. If an exemption applies, the school should updated CRM ‘RPL request status’ to ‘Exempt’ and NOT send the payment link, even if a link is shown in CRM.

5.     CRM send correct link to School in email (with student details) to copy and paste.

6.     School emails the applicant the appropriate payment link ($300 or $150).

7.     Applicant completes payment online.

8.     School receives payment notification via the school shared email inbox.

9.     CRM updates the payment status to Paid.

10.  School completes the RPL assessment process, following the current school process.

11.  School records the outcome in CRM and informs the applicant directly of the result, following the current school process.

·       Approved

·       Declined

12.  School records any approved course codes and supporting documentation, following the current school process.

13.  Assessment documentation is retained in EBS in accordance with [JO34] existing Otago Polytechnic processes. The outcome, documentation and evidence to be kept in the student management system (SMS).

Important

If a learner enquires about RPL before starting an application, and the learner is suitable for RPL schools need the learner to apply first so the process can be tracked within CRM.

Payments

Payments will be collected using online payment forms.

Proposed approach

• Forms will not be linked from website navigation[JO35] [RF36] [JO37] . Applicant will not be able to find the form on our website as it’s an internal process.

• Schools will provide the payment link directly to applicants.

• Separate RPL forms will be created for the $150 and $350 fees.

• Schools will determine which link should be sent to the applicant and update the ‘RPL type’ field in the CRM.

• CRM will create link to payment page.

• Payments will be processed via Windcave.

Payment notifications

Following successful payment:

• Applicant receives confirmation.

• School shared inbox receives confirmation.

• CRM updates ‘RPL payment’ field to ‘Paid’ capture the recipe of payment.

• School begins assessment activities.

Considerations

As payments are processed through Windcave, payments will be tracked in Finance One / TechOne  (still need to be confirmed).

Academic Registry considerations

Academic Registry will require visibility of approved RPL outcomes and any associated course codes. Questions still requiring confirmation include:

• Who records course codes?[JB38] [RF39] [40] 

• At what stage should Academic Registry be notified[JO41] ? - RPLs need to be processed by Ac Reg at the time of enrolment.

• Do Academic Registry need to be notified or will status in CRM be enough? Academic Registry will need visibility in CRM. - [JB42] Current process is that the school logs a job via CRM to Registry including the appropriate documentation.

• What information should be passed from [JO43] schools to Academic Registry? - Same as current process. [JB44] RPL form, copies of certified academic transcripts and evidence of mapping.

Future opportunities (out of scope for MVP)

The following items are not required for September delivery but may be considered in future phases:

• Online RPL submission forms.

• Automated RPL workflows.

• Standardised RPL processes across all schools.

• EBS integration of payment information.

• Dashboard reporting and analytics.

• Automated reminders and notifications.

• Self-service applicant tracking of RPL progress.

• Email templates

  • Initial learner RPL notification.

  • RPL eligibility advice.

  • $150 payment request.

  • $350 payment request.

  • Payment confirmation.

  • Assessment of evidence.[JO45] 

  • Approved outcome notification.

  • Declined outcome notification.

Outstanding questions

• Which programme types should display the RPL question?

• What CRM fields are required?

• How will payments be reconciled within Finance One / TechOne?

• Can schools identify fees exemptions without additional system support?

• Should enquiries received, before application creation be manually assessed or directed into the application process first[JO46] ?

 [JO1]@Rebecca Farrell crisis averted Caro is back end August and she will work through changes with me on RPL form we will have ready for Phase 1 lift off and have embedded in policy and able to be disseminated to schools and Ac Reg - phew one less job for now but I will do over August

 [JO2]Maybe put in full as first time used “Minimum Viable Product”

 [RF3]@Jeanette you missed it in the first para ;)

 [JO4]Suggest this wording.... sending RPL documentation including evidence and outcomes to Academic Registry for saving and recording to EBS.

 [JO5]Also need to add we have to update policy to reflect fees applicable re CC CT APEL and exemptions

 [RF6]@Jeanette I think @Caroline Terpstra has said it's already in the policy?

 [JO7]Yes but we need to update the table

 [JO8]If payment for assessment is collected at all.....

 [JO9]Is this right ....Academic Registry record outcomes and save RPL documentation  (RPL form and evidence) to EBS currently - but big picture we will be able to store in online portal right?

 [RF10]@Jason I don't really know what would happen after the schools have done the assessment. Could you let us know if this is correct?

 [11]Yes, Jeanette is correct. The school will log a job with Registry once they have assessed  attaching all the documentation which is then saved to EBS.

 [JO12]Should this say available in September for 2027 intake - do we need to note that any RPLs currently in progress for 2027 intakes fees will not be applicable only from 1 October applications....?

 [JO13]And will be added to the Policy.....can we note Policy needs to be updated including fees and approved.

 [JO14]We need to work out how we are going to journal the schools...... But that is a discussion for later I be thinking BUT someone will ask how the schools get the dollars?  But then that begs the question why do Academic Registry not get any part of the fee.... hmmmm

 [RF15]@Jeanette yes it will need to be worked out but it's not part of this scope. You could check with Finance. We will be able to put references on the payment

 [JO16]With approval from Policies Committee or someone else.....

 [RF17]@Jeanette who can tell us who to go to?

 [JO18]Me and Caro

 [JO19]And be attached to Policy

 [JO20]Again think this should be rewords to makes contact with learner and advises of process.....  As assessment comes after payment

 [RF21]@Jeanette it's 'suitability'. The schools need to talk to them to let them know yes to no. I don't think we can do this without them doing this part.

 [JO22]From school?

 [JO23]By Academic Registry - after school advise and send documentation

 [JO24]And to be completed at enrolment not after!

 [JO25]See comment above this is not two separate items.....

 [JO26]Does this mean payment received and school actively working with learner and assessing RPL evidence

 [RF27]@Jeanette yes

 [JO28]Will it have “Exempt”

 [RF29]@Jeanette No RPL payment status will have 'Exempt' this field will what kind of RPL it is. For example if it's a staff member they are 'Exempt' but still have a 'Cross cresit' RPL and we need to know this.

 [JO30]Yes and Bachelor or Culinary Arts and Managed Apprenticeships - not sure about those approved for ADV?

 [RF31]@Jeanette I think I should get Adrian Woodhouse to check this?

 [JO32]Yes as we are going to be charging internationals now - in draft review of Learner Fees Policy.

 [JO33]Is interest in being considered.

 [JO34]This is not quite right - as I understand it all evidence is supposed to be sent to Academic Registry for them to save against the learner in EBS... There are random practices across OP and we need auditable trail of evidence.

 [JO35]What does this mean?

 [RF36]@Jeanette people can't just find the form on our website. It's an internal process. I will update wording to match this.

 [JO37]@Rebecca Farrell @Caroline Terpstra Yes internal process but the RPL form also resides within the RPL policy on the Otago Polytechnic Policy Library - so learners can actually access the form as well as staff from the policy - which they should be doing not saving a copy to their internal folders as this is how documents get out dated and correct one not used.  So yes policy is available externally.  Maybe going forward Phase 2 when the form is incorporated into online platform we can add link to online platform and remove RPL form from policy

 [JB38]The school needs to advise Registry of what courses are to be enrolled in.

 [RF39]@Jason How do they currently do this?

 [40]This is provided along with the supporting documentation in the logged case to Registry.

 [JO41]RPLs need to be processed by Ac Reg at the time of enrolment....

 [JB42]Our current process is that the school logs a job via CRM to Registry including the appropriate documentation.

 [JO43]Thought this would be same as now with MVP but eventually through functionality of systems advising Ac Reg.... But again schools need to do before enrolment so whole thing RPL and other enrolments in courses done at the same time.  Not after enrolment and needs to be standardised as per policy.... Not practices we seeking now.

 [JB44]Same as now. RPL form, copies of certified academic transcripts and evidence of mapping.

 [JO45]Added this is this right?

 [JO46]Application first.... Shows intent to enrol at OP.... May stop some of the applicants applying at multiple ITPs and wasting OP time.