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CPD Operational Guidelines – Architecture

Procedures for the Application of CPD Providers, the Accreditation of CPD


Programs, Auditing and Post-Program Reporting, and License Renewal for RLAs

Continuous Professional Development Council for Architecture


March, 2017
CPD Operational Guidelines - Architecture

Table of Contents
Legend and Abbreviations ......................................................................................................................... 1
Applying to be a CPD Provider ................................................................................................................. 2
Types of CPD Providers ........................................................................................................................... 2
Application Process................................................................................................................................... 2
Applying For Accreditation of a CPD Program....................................................................................... 3
Program Criteria........................................................................................................................................ 3
Types of Programs .................................................................................................................................... 3
Application Process................................................................................................................................... 3
Required Program Details ......................................................................................................................... 4
Marketing an Approved CPD Program.................................................................................................... 5
Rules Governing the Marketing of Approved CPD Programs .................................................................. 5
Monitoring the CPD Program On Event Day .......................................................................................... 6
Monitor, Audit Team, and Audit System .................................................................................................. 6
Attendance Sheet (AS) .............................................................................................................................. 6
Event Photo and/or Video Documentation ............................................................................................... 6
Length of CPD Program ........................................................................................................................... 6
Feedback and Comments .......................................................................................................................... 7
Post-Program Reporting/Submittals After Completion of a CPD Program ......................................... 8
Submittals After Completion of a CPD Program ...................................................................................... 8
Repeating an Accredited CPD Program ................................................................................................... 9
Enrolling, Attending, and Keeping CPD Records ................................................................................. 10
Procedures in Enrolling and Attending a Pre-Approved Program .......................................................... 10
Participating RLAs Should Do and Check the Following on Program Event Day ................................. 10
Applying for Renewal of Professional Identification Card (PIC)......................................................... 11
Renewing Professional Identification Card ............................................................................................ 11

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CPD Operational Guidelines - Architecture

Legend and Abbreviations

CPD - Continuing Professional Development


CPDC - PRBoA CPD Council for Architects
PRBoA - Professional Regulation Board of Architecture
PRC - Professional Regulation Commission
RLA - Registered and Licensed Architect
UAP - United Architects of the Philippines
PIA - Philippines Institute of Architects
CSO - Civil Society Organization
GreenAP - Green Architecture Advocacy Philippines Inc.
APO - Accredited Professional Organization
AS - Attendance Sheet
PRC - Professional Regulation Commission
CU - Credit Unit
HEI - Higher Education Institutions
PIC - Professional Identification Card

NOTE: PLEASE ARRANGED THEM IN ORDER, AND ADD MORE ABBREVIATIONS AS


NEEDED.

Notes:
All CPD Programs are subject to the approval of the CPDC.
CPDC are not liable to explain the rationale of awarding points.

For seminar/conference that are spread across a few days, Architect attendees will have to attend all the
days of the seminar/conference in order to qualify for the CPD points.

For non-examination base course, Architect attendees will have to attain at least 75% of attendance in order
to qualify for the CPD points.

** For examination base course, Architect attendees will have to attain at least 75% of attendance and also
pass the examination set by the CPD Provider in order to qualify for the CPD points.

CPD Provider to forward the Attendance Sheet Template, scanned Attendance List and a copy of the
passed Certificate upon completion of examination to CPDC.

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CPD Operational Guidelines - Architecture

Applying to be a CPD Provider

Types of CPD Providers


1. Local single proprietorships
2. Local corporation of commercial education and training providers
3. Foreign corporation of commercial education and training providers
4. Architectural/construction/consulting Firms
 Must have at least 25 RLAs in the firm
 Article of Incorporation must include training and development of professionals
 Maximum of 2 firms may combine, with the bigger firm as the main CPD provider.
5. Professional and building industry organizations (including chapters and affiliates)
6. Advocacy groups or learning networks (CSO, Heritage Society, GreenAP)
7. Architects alumni associations
8. Academic or higher education institutions (HEIs)
9. Government agencies
10. Non-government organizations (NGOs)
11. Suppliers / manufacturers / contractors of the building industry
12. APOs of other countries with CPD training program

Application Process
1. Apply by downloading the form ‘Application for Accreditation as a CPD Provider’ at the UAP
website or PRC website
2. Fill-out the application form and follow the prescribed procedures.
3. Prepare the required supporting documents listed in the checklist.
4. Pay the prescribed fee and submit the application form with the required supporting documents at
the main or regional PRC offices.
5. Allow 30 days for the application to be processed by PRC and approved by CPDC.
6. Become intimately knowledgeable of all the requirements, steps, procedures, and rules surrounding
the CPD Program.

Applying as a Single Proprietorship: Copy the requirements in the PRC CPD form
(additional requirement is applicant must be an RLA!)
Applying as a Local Corporation: Copy the requirements in the PRC CPD form
(Explain that Chapters of Prof. Org. need not apply as CPD Providers)
Applying as a Foreign Corporation: Copy the requirements in the PRC CPD form

Click to download an Application Form as a CPD Provider.

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CPD Operational Guidelines - Architecture

Applying For Accreditation of a CPD Program


Program Criteria
1. Must be at least 1 hour of actual learning.
2. Must have clear and stated learning objectives.
3. The learning activity should be structured and organized.
4. There should be an identifiable and qualified speaker or presenter in the subject matter.
5. Has to impart professional knowledge.
6. Cannot contain recruitment, sales, or product marketing.
Click to see SAMPLE Program Syllabus.

Types of Programs
1. Conferences and conventions
 The different activities, training, talks or programs within a conference or convention are
individually approved and assigned provisional credit units.
 Some activities may not have designated credit units but the organizer might want to
include them as part of the overall program (e.g. Welcome Dinner and Fellowship Night).
 For multiple or simultaneous programs, the PRC may send an Audit Team (several
Monitors).
2. Lectures / seminars by qualified speaker
3. Workshops / training / tutorial modules
4. Study tours and visits with qualified speaker/guide (e.g. Heritage Tours)
5. Technical presentation by suppliers and manufacturers
 Must be a general technical information seminar or training workshop
 Does not market a company’s products or services except outside the time allotted to the
approved learning program
6. Company in-house training
 Company has at least 25 registered and licensed architects
 Company has to apply as accredited CPD Provider with CPDC.
 Maximum of 2 firms may combine, with the bigger firm as main CPD provider.
7. Online seminar / computer based training
 Entire online training program should be submitted to CPDC for accreditation.
 Once approved, the program is good for one year, renewable for another year.
 Must include an assessment test at the end of the online seminar.

Application Process
1. Application for CPD Program will only be evaluated after an application as CPD Provider is
approved by CPDC.
2. Accomplish an application form for accreditation of a CPD Program and submit the required
documents to CPDC. Download the form ‘CPD Form No. 02’.
3. To assure approval of CPD Program, the CPD Provider must ensure its program meets the criteria
set forth under Program Criteria.
4. The CPDC shall determine the number of credit unit (CU) to be awarded on the program.
5. The number of CU awarded will depend on the contact hours and content of the program which
shall be evaluated by the CPDC. Usually a one (1) hour long seminar is equivalent to one (1) CU.
6. In the event that a member of the CPDC is also a member of the CPD Provider, that member cannot
be part of the deliberation for CPD Program accreditation.
7. An accredited CPD Program has a one (1) year validity period.

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CPD Operational Guidelines - Architecture

8. Each program or activity is considered as a new application. Retrospective accreditation is strictly


not admissible.
9. Each accredited CPD Program, whether a new or a repeat program, is assigned a unique
accreditation number signifying the date, venue, content, and speaker of the program.
10. Change of any of the following: date, venue, or speaker and alternates will entail a re-application
of the entire program with the CPDC who will assign a new accreditation number.
Allow 45 days for your program to be evaluated, processed and approved by CPDC.

Required Program Details


1. Program/Course Title
 1 phrase title that efficiently and clearly describes program and its purpose.
 Cannot use vague terms.
2. Synopsis/Summary
 1 paragraph description or overview of the program, its content, and the learning objectives.
 Minimum 150 words until maximum 250 words.
3. Course Outline
 Outline of the course’s sub-topics.
4. Learning Outcomes / Specific Course Objectives
 State what participants will learn or gain from the event.
5. Course Structure/Materials
 Type of presentation and materials used.
6. Program of Activities
 Date, time/duration, place, venue (mention all dates and venues if more than one)
 Length of the program in hours or days.
 Minimum 1 hour.
7. Speaker Profile
 CV of lecturers and alternates and their qualifications.
 In case of change of speaker, submission of alternate’s CV is necessary.
8. Participants
 Expected number of participants including maximum slots.
9. Breakdown of expenses
 Anticipated expenses for the conduct of the program/event.
10. Program URL
 Website of the program.

Click to see SAMPLE of an Application Form for accreditation of a CPD Program


Click to see SAMPLE of Program Details.

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CPD Operational Guidelines - Architecture

Marketing an Approved CPD Program


Rules Governing the Marketing of Approved CPD Programs
1. The CPD Provider may start marketing their CPD Program only after approval and awarding of
corresponding Provisional Credit Units by the CPDC.
2. If this is a repeat program, the CPD Provider must re-apply the program which goes through the
same process as though it were a new program. This is to assure that a new and unique CPD
Program Accreditation Number is assigned to the repeat program.
3. When marketing the program, the CPD Provider must provide the same information to the
participants as what was submitted to the CPDC when applying for the program. This shall include,
but not be limited to the following:
 Speaker profile
 Program title, summary, course outline
 Purpose and learning objectives
 Approved provisional CU
 Date, time, venue, and fees
4. Event information shall be forwarded to the CPDC so that the program may be added to the CPDC
Calendar of Events on the UAP website at least 45 days prior to the event.
5. It is the duty of the CPD Provider to ensure that the accredited Program is posted in the Calendar
of Events. Programs not included in the Calendar of Events will NOT be considered valid.
6. The time, date, and venue shall be used by the CPDC to schedule personnel to monitor the event.

Click to see SAMPLE of Certification of accredited CPD Program with CPD Points
Click to see SAMPLE of Marketing an approved CPD Program.
Click to see CPDC Calendar of Events.

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CPD Operational Guidelines - Architecture

Monitoring the CPD Program On Event Day

Monitor, Audit Team, and Audit System


1. To maintain quality assurance, it is absolutely necessary that the CPDC be informed of the venue
and date of the CPD Program at least 45 days prior to the event for proper scheduling of a Monitor
or Audit Team on the day of the CPD Program.
2. Failure to inform the CPDC may result in the cancellation of credit units awarded for the CPD
Program.
3. The Monitor will inspect, observe, take photos, mark the attendance sheet and program time,
evaluate performance, and make a report on the proceedings.
4. The Monitor shall be allowed entry free of charge upon presentation of an ID and authorization
letter issued by the PRC.
5. The Monitor shall be allowed to move freely, choose where to seat, and inspect the CPD Provider
and participants during the program when needed.

Attendance Sheet (AS)


1. All participants shall present their PRC Professional Identification Card (PIC) upon entry.
2. The CPD Provider shall fill up the AS and ask the participants to sign.
3. AS shall include the arrival time of the participant.
4. Any participant who arrives 15 minutes late from the time the program started shall be deemed not
present and shall not earn the credit units.
5. If there are multiple activities in the same day or period, the participant shall be present for at least
75% of the time allocated in the individual activity to gain credit unit(s). A corresponding pro-rata
credit unit shall be allotted for less than 100% attendance per activity or program.
6. No participant shall be allowed to leave the venue until the seminar proper or subject content
activity is over.
7. AS must be submitted to CPDC within 15 days after the event.

Event Photo and/or Video Documentation


1. The CPD Provider is required to take photos of the program which shall include the following:
 A photo of the speaker on the day of the activity.
 A photo of the venue showing the reception, the room, and the equipment used.
 A group photo of the organizers present.
 A group photo of all attendees.
2. These photos and the corresponding report shall be submitted to the CPDC as part of the Audit
System within 15 days after the event.
3. The Monitor shall be allowed to take photos or videos of the event as part of the Audit Report and
shall submit to the CPDC within 15 days after the event.

Length of CPD Program


1. The program duration shall not include the introduction of speaker, opening and closing remarks
of the organizers, open forum, prayers, ceremonies, and any segment not relevant to the main
learning activity of the program.
2. The seminar or activity proper shall be at least one hour (60 minutes) in length.
3. The Monitor shall record the start and end time of the program or activity proper.

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CPD Operational Guidelines - Architecture

Feedback and Comments


1. The CPD Provider shall distribute a Feedback Form to the participants for comments which shall
include their appraisal of the speaker and the quality of information they learned.
2. A copy of these Feedback Forms shall be furnished to the Monitor or the CPDC for assessment
within 15 days after the event.

INSTRUCTIONS to MONITOR:
Functions of the Monitor:
1. Secure an Office/Travel Order and necessary documents from the PRC.
2. Coordinate with the CPD secretariat regarding the details of the CPD program to be monitored.
3. Ensure that the approved CPD program is duly implemented
4. Submit to the commission a monitoring report (CPD-04) within fifteen (15) working days after the
conduct of the program.

The CPD Council shall furnish a copy of the monitoring report to the CPD provider within fifteen (15)
working days from the receipt thereof.

Procedure:
1. The designated monitor shall secure an Authorization Letter or Office/Travel Order from the PRC.
2. Coordinate with the CPD Secretariat in PRC regarding the details of the program to be monitored.
3. He/She shall prepare a Trip Ticket in the case of monitoring within Metro Manila areas. In the case of
provincial monitoring, he/she shall prepare an Itinerary of Travel, cash advances, and booking.
4. Coordinate with the CPD provider regarding the itinerary.
5. Report to the venue of the CPD program to be monitored at least 1 hour before the start of the activity
in order to monitor the registration procedures. Mark the exact time when the program starts.
6. Take notes of your observation of the program.
7. Take photos or videos of the activities.
8. Get the attendance sheet of the participants at the end of every session, mark it close, and affix your
signature. The program should be marked closed 15 minutes after officially ending.
9. Get the Feedback Forms and affix your signature across the sealed envelope.
10. Submit the Monitoring Report (CPD-04) to the PRC including a copy to the Standards and Inspection
Division within fifteen (15) working days after the event.
11. Prepare liquidation of cash advances, if needed.

Note: As an official representative of the PRC, always wear business attire during monitoring and conduct
oneself with dignity and respect.

Click to see SAMPLE of Monitor Authorization Letter or Office/Travel Order.


Click to see SAMPLE of Attendance Sheet.
Click to see SAMPLE of Feedback and Comments Form.

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CPD Operational Guidelines - Architecture

Post-Program Reporting / Submittals After Completion of a CPD Program


Submittals After Completion of a CPD Program
1. The Monitor shall submit within 15 days to CPDC the following:
 Monitor Report (CPD Form No. 4); include observations and recommendations.
 Copy of Attendance Sheet
 Feedback Form
 Event photos/videos
2. The CPD Provider shall submit within 15 days to CPDC the following:
 A duly-notarized Completion Report (CPD Form No. 05),
 Original Attendance Sheet
 Event photos/videos
3. CPDC shall furnish to the CPD Provider within 15 days upon receipt thereof from the Monitor the
following:
 a copy of the Monitor’s Report
4. CPDC shall determine and assess within 30 days after the Program Event the following based on
the submitted reports:
 the Final Credit Units
 the Final list of RLA Attendees
5. The final credit units and final list of RLA attendees shall be posted thereafter on the UAP
website.

Click to see SAMPLE of Monitor Report.


Click to see SAMPLE of CPD Provider Completion Report.

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CPD Operational Guidelines - Architecture

Repeating an Accredited CPD Program


Repeating an Accredited CPD Program
1. Good evaluation of the Program entitles the CPD Provider to repeat the program within the one (1)
year validity period, provided the CPDC is informed of the date and venue at least 45 days prior to
the event. This is essential so that the program can be included in the CPDC Calendar of Events
and a Monitor or Audit Team will be assigned.
2. Repeated Program shall undergo the same application procedures and shall pay the same
application fees as a new CPD program except that the processing time maybe lessen.
3. Repeated Program will be assigned a unique CPD Program Accreditation Number each time.
This accreditation number is tied to the date, venue, content, and speaker of the program.
4. Programs not included in the Calendar of Events will NOT be considered valid. It is the
responsibility of the CPD Provider to check that this requirement is followed.
5. The CPDC shall inform the CPD Provider if the provisional CUs shall be retained or changed based
on the audit report. CPD Provider shall use the provisional CUs awarded when marketing a
repeated program.

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CPD Operational Guidelines - Architecture

Enrolling, Attending, and Keeping CPD Records

Procedures in Enrolling and Attending a Pre-Approved CPD Program


1. Check the CPD Calendar of Events in the UAP website.
2. Choose the date or program you are interested in.
3. Click on the calendar box to find the details and the website of the program.
4. Once a program is selected, follow the instructions on the program website and enroll.
5. On event day, be on time. Latecomers may not earned credit units even if listed on the enrollment
form or Attendance Sheet.
6. You will not be allowed to leave the venue until the program is completed.
7. Final credit unit and list of attendees of the program will be released on the UAP website after 30
days.

Participating RLAs Should Do and Check the Following on Program Event Day:
1. Get an Official Receipt from the CPD Provider.
2. Make sure that your name and PRC registration number is on the Attendance Sheet.
3. Manually sign the Attendance Sheet.
4. Get and keep the program schedule, kit, ID, and other seminar collaterals, if any.
5. Fill up the Feedback/Comment Form.
6. Ask for a Certificate of Participation and make sure the following are printed on it:
 Your name
 Your PRC registration number
 CPD Provider accreditation number
 CPD Program accreditation number

Click to see SAMPLE of Certificate of Participation.

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CPD Operational Guidelines - Architecture

Applying For Renewal of Professional Identification Card (PIC)


Renewing Professional Identification Card
1. When applying for renewal of PIC, applicants must submit their Credit Units within the following
minimum days before the expiration date of their existing PIC:
 30 days – if all credit units are Pre-Approved Programs
 60 days – if some (or all) credit units are Self-Directed Programs
(Check maximum allowable credit units for self-directed activities and exceptions)
2. RLAs should fill up the following CPD Record Form(s) as applicable:
 Form for Credit Units earned from Pre-Approved Programs Click FORM
 Form for Credit Units to be approved as Self-Directed Programs Click FORM
3. Attached all necessary documents and evidence as required.
 For Pre-Approved Program: attached copies of the Certificate of Participation.
 For Self-Directed Program: check the Matrix of CPD Activities and supply the documents
as indicated. Incomplete documents will not be assessed.
4. Total required credit units for one cycle (3 years) is 45 points except during the transitory period.
Allow at least 20% more if you are applying under the Self-Directed Program as your proposed
number of credit units may not be approved by the CPDC.

MATRIX OF CPD ACTIVITIES – for PRE-APPROVED PROGRAMS


(Place the matrix here)

MATRIX OF CPD ACTIVITIES – for SELF-DIRECTED PROGRAMS approved by CPDC


(Place the matrix here)

For those listed in Operational Guidelines for Architects Section 4, Items 3.1 to 3.6, the maximum
creditable units for self-directed and/or lifelong learning in ONE (1) compliance period is 10 CUs

Check Matrix of Activities – list down the activities where the maximum creditable units for self-
directed is applicable.

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