Board Notice XX of 2015

The South African Council for the Architectural Profession

CONDITIONS RELATING TO

CONTINUING PROFESSIONAL DEVELOPMENT

AND RENEWAL OF REGISTRATION

The South African Council for the Architectural Profession has in terms of section 13(k) of the Architectural Profession Act, 2000 (Act 44 of 2000) determined the conditions relating to, and the nature and extent of continuing professional development required in order to qualify for the renewal of registration as contemplated in section 22(2) of the said Act.

The relevant conditions are set out in the Schedule hereto and will come into operation on 1 January 2016.

SCHEDULE

Part A

  1. Interpretation

In this Board Notice, if reference is made to the male gender it includes the female gender; a word or expression to which a meaning has been assigned by the Architectural Profession Act, 2000 (Act No. 44 of 2000), has the same meaning unless the context otherwise indicates; and

(i)“accredited learning sites” means an educational institution which offers architectural programs and which has beengranted accreditation by the Council in terms of section 13(b) of theAct;

(ii)“approved CPD provider” means an entity that has been accredited by the Council for the purpose of offering appropriatelearning in respect of category 1 CPD activities as contemplated inclause 4.2.1 and Appendix A;

(iii)“continuing professional development” also referred to in theseconditions as “CPD”, means continuing education and training as contemplated in section 13(k) of the Act, and also means thesystematic maintenance, improvement and broadening of knowledgeand skills and the development of personal qualities necessary for theexecution of professional and technical duties throughout a person’sarchitectural career;

(iv)“expiry date” as contemplated in section 22(1) of the Act, means the 31st of December of every year;

(v)“interactive” means, in the context of development activities, fullactive participation in the activities such as organization, presentation and active discussion;

(vi)“the Act” means the Architectural Profession Act, 2000 (Act No. 44 of 2000);

(vii)“the Council” means the Council established in terms of section 2 of the Act and in the context of these conditions means any committee,person or persons duly authorized by the Council to perform specified functions in terms of these conditions;

(viii)“Voluntary Association” means an association, institute or society which is recognized by the Council as a voluntary association in terms of section 25(3) of the Act, and “recognized voluntary association” has the same meaning;

(ix)“the CPD cycle” means the period from the 1st of January to 31st December annually.

  1. Persons required to undertake CPD are the following

2.1All persons who are registered in the professional categories listed under Section 18(1)(a) and (c) of the Act or who may be listed at a future date.

2.2Registered Professionals (RP’s)who are practicing abroad, subject to the following:

2.2.1Where a system of CPD is being applied in any particular country, such requirements may be accepted by the Council, provided that documentary proof of compliance with such CPD requirements is submitted;whichmay be in the form of a certification by the relevant accrediting authority in the country concerned;

2.2.2Should the RP wish to remain registered during the period he is abroad and if no CPD is undertaken in terms of 2.2.1 above, whilst abroad, the RP must accumulate CPD credits upon return to South Africa, in the year following his return to SA or pro rata in the remaining months of the year;

2.2.3Any RP abroad may register for CPD courses in South Africa via e-learning.

  1. Exemption from CPD requirements

3.1Any retired/inactiveRPwho no longer carries out any architectural work either in a consulting capacity or in a salaried position is exempted from these conditions, provided that such retired/inactiveRP is listed on the Council’s database in the Non-Practicing Category;

3.2In the event that any retired/inactiveRP referred to in clause 3.1 elects to return to active architectural practice, such a person must apply to the Council for re-admission to the active register and willhave to start attending to CPD activities whilst practising;

3.3The Council may, upon receipt of a fully motivated and substantiated applicationfrom any RP, grant full or partial exemption from the requirements of these conditions for such period as the Council may deem appropriate and reasonable.

Each application will be considered on its own merits, but the Council will regard the following reasons, although not exhaustive, as justification for submission of an application for such deferment:

(a)Debilitating physical or mental disability or chronic illness,

(b)Non-existent opportunity to undertake CPD; and

(c)Maternity reasons.

  1. General CPD Requirements

4.1During each one year cycle, every RP must obtain aminimum of 12 credits in order to qualify for renewal of his registration;

4.2TheRP must obtain at least 4 credits per annum out of each of the 3categories of activities referred to in AnnexureA.

4.3Credits may not be accumulated and transferred to the following year cycle, except Category 1 credits accumulated before the transition to the new system.

  1. Recording of CPD Activities

5.1Unless exempted in terms of the conditions as described in Paragraph 3 above, allRP’s mustrecord their CPD activities electronically, to the RP’s private passwordprotected domain. All Category 1 credits through e-learning will be recorded automatically on the said domains.

5.2RP’smust capture individual CPD activities and credits accrued, with proof, on a continuous basis as they occur during each annual cycle; provided that all CPD activities undertaken during each annual cycle must be captured no later than90 days after the completion of each activity.

5.3Annual submissions will close on the 31stJanuaryof the following year.

5.4All documentary evidence of all CPDcredits accrued must be retained for a period of 5 years.

  1. Auditing of recorded CPD activities

6.1The Council may conduct random audits as it deems necessary and practicableof the CPD records of any RP who is required to undertake CPD in terms of these conditions.

6.2The Council must advise theRP within 30 days after completion of an audit, of the outcome of such audit.

6.3If during such an audit theRP is assessed as not having met therequirements, his CPD record and verification documentation must be referred to the CPDCommittee or the delegated entity thereof established by the Council for a decision regarding remedial steps to be taken by the RP. Such persons will automatically be earmarked for a re-audit during the next year.

6.4If a voluntary association or an accredited institutionsuch as an Accredited Learning Site (ALS) has provided a CPDactivity, written verification from such recognized voluntary association or ALSwill be recognized as sufficient evidence of attendance.

6.5Persons or organizations who wish to provide CPD activities must submit theirportfolio of activities to the Council, via a voluntary association or an accredited learninginstitution such as an ALS, for approval.

  1. Renewal of Registration and Assessment against requirements

7.1The Council will advise the RP during the third term (July – September) regarding the renewal of their registration and will send electronic renewal notices to all RP’s,in terms of the CPD requirements, for renewal of their registration.

7.2The Council may call for such documentary evidence from the RP as it may deem necessary in order to validate the credits claimed.

7.3If the Council is satisfied that the RP has met the requirements of these conditions, the Council must recordsuch decision in the applicable register maintained by the Council and, within 30 days of making the decision, inform the RP of such decision and of the fact that his registration will, subject to theseconditions, remain valid for a further period of one year.

7.4If the RP has failed tocomply with the requirements of these conditions, the relevant provisions pertaining to non-compliance contained in paragraph8 below will apply. The RP must be informed of the decision as well as of the implications within 30 days from the date on which the decision was made.

  1. Non-compliance with these conditions at Renewal Stage

8.1Ifthe RP has failed to comply with the requirements of these conditions, the Council must inform the non-compliant RP of this fact and afford such person an opportunity to submit a written explanation why the requirements have not been met and to indicate how he plans to remedy the deficiency.

8.2If, after consideration of the RP’s response, the Council accepts theexplanation and remedial measures proposed by the RP, the Councilmay grant an extension of time, which may not be more than three months, to enable the RP to comply with the requirements.

8.3If the Council does not accept the explanation or the remedial measuresproposed by the RP, the Council must determine which other remedial measures must be taken by the RP in order to comply with the requirements and also determine the period of further extension to be granted for this purpose.

8.4The RP must, within two weeks before the end of the period determined by the Council in terms of paragraph8.2 and 8.3, submit documentary evidence of compliance.

8.5If the RP still fails to comply with therequirements, the Council must refer the matter to the CPDCommittee to consider whether or not renewal of such RP’s registration should be refused and the CPDCommittee must, before deciding on the matter, provide an opportunity to the RP in person, to give reasons why renewal of his registration should not be refused.

8.6If the CPD Committee, after hearing the reasons offered by the RP, is of the opinion that the RP’s renewal must be refused, the CPD Committee must within 30 days from the date of such decision inform the RP thereof. At the same time, the Councilmust in terms of Section 23 of the Act instruct the RPto return the original certificate of registrationto Council within 30 days from the date of such instruction.

  1. Refusal by theRP to comply with these conditions

Any RP who willfully refuses to undertake CPD activities or to comply with these conditions is guilty of improper conduct, and the provisions of sections 27(3), 28, 29, 30, 31, 32 and 33 of the Act apply mutatis mutandis in respect of suchperson.

  1. Right to Appeal

The provisions of section 24(1) and 24(3) of the Act apply mutatis mutandis inrespect of a person who is aggrieved by a decision of the Council to refuse the renewal of theperson’s registration.

Part B

  1. Deregistration

11.1If theRP’s registration is terminated due to non-payment of his annual fee in terms of Section 20(1)(a)(iii), the RP must apply for re-registration and may not practice his profession until he has been re-registered.

11.2If the RP’s registration is not renewed in terms of Paragraph 8.6 above, the RP must apply for re-registration and may not practice his profession until he has been re-registered. Such a person must pay the re-registration fee as a penalty fee for non-compliance with the CPD requirements and must accrue at least 4 CPD credits within three (3) months of re-registration.

Part C

  1. Approval of providers of CPD activities

12.1The CPD Committeewill approve and monitor all Category 1CPDproviders.

12.2Voluntary associations and Accredited Learning Sites must submit the program and CV of the presenters of all Category 1 activitiesat least three (3) months before the date of the activities tothe CPD Committee for validation.

12.3Voluntary associations and Accredited Learning Sites maycharge an appropriate fee to providers of CPD activities for the purposes of recovering costs reasonablyincurred in the instances mentioned in paragraph12.2.

  1. Approval of CPD Activities.

13.1Subject to the definition of CPD as set out in this document, the Council will, in approving a Category 1 CPD activity, take into consideration the following:

(a)The activity should serve to maintain or enhance the knowledge, skills andoverall competence of all those who participate in it;

(b)The activity should meet an educational and developmental need and provide an effective learning experience for the participants;

(c)The depth and breadth of the subject matter covered, must beappropriate for the attendees;

(d)The subject covered should provide a balanced view and should not beunduly promotional.

(e)Courses will be assessed by obtaining feedback from participants.

13.2Any provider who desires validation of a Category 1 CPD activity must apply to the Council for approval of such an activity.

13.3Any RP who intends to undertake a CPD activity offered by a provider shouldascertain whether such activity and presenter are approved in terms of paragraphs12.1 and 13.2.

13.4An approved CPD activity is valid for such period as specified by the Councilfrom time to time.

ANNEXURE A

Category 1 : Development Activities

Attendance of structured educational/developmental meetings such as:

WorkshopsConferencesCongresses

LecturesSeminarsRefresher Courses

Or

Self-study through e-learning.

A minimum of 4 creditsper annum is required.

Category 2 consists of two sub-categories and a minimum of 4 credits per annum is required in category 2.

Category 2A : Work-based Activities

RP’salso improve their knowledge and competence by performing their day-to-day architectural responsibilities, as well as lecturing.

A maximum of 4 credits,1 credit per 400 hours.

Category 2B : Mentoring Activities

RP’sthat do in-house training or mentoring for SACAP registered Candidates and Students at accredited learning sites will accrue .0.5 credits per term to a maximum of 2 credits per annum.

Category 3 : Individual Activities

Participation in the following activities will be evaluated by the Council on receipt ofdocumentary evidence of the said activities.

  • Relevant post-graduate degree studies
  • Other post-graduate studies
  • Evaluation of Masters or Doctorate theses as external examiner
  • Supervision of students undertaking post-graduate studies
  • Oral examinations of final year and post-graduate students
  • Validation of educational programs for accreditation purposes
  • Publication of refereed articles – single / two authors
  • Publication of professional or technical articles
  • Papers presented at conferences or congresses
  • Presenters at workshops, seminars, refresher courses,etc.
  • Part-time lecturing to under-graduate and post graduate students
  • Participation in statutory professional, institutional and technical or non-technical and adjudication committees
  • Self-study which includes but is not restricted to studying of journals or electronic material.

A minimum of 4 credits per annum is required.

THE SOUTH AFRICAN COUNCIL FOR THE ARCHITECTURAL PROFESSION

REVISION OF CPD PROCESSES AND ACTIVITIES.

Reasons for the revision of the CPD activities.

1.SACAP is a statutory Council charged with the responsibility to regulate the Architectural Profession.

2.It follows therefore that SACAP must regulate the CPD activities performed on its behalf.

3.The Voluntary Associations (VA’s) were tasked by previous Councils to undertake the validation, accreditation and presentation of CPD activities without any or little regulation from Council.

4.Council resolved to replace the 5 year cycle to meet the CPD requirements with an annual cycle, which will ensure a continuous development and learning experience.

Methods of regulation by Council

1.All CPD activities in the Architectural Profession to be validated and accredited by the Council.

2.All presenters to be accredited by the Council.

3.All VA’s must provide the Council with a CPD calendar with each activity they intend presenting;

4.All VA’s to verify attendance of RP’s at the activity presented.

Transition of CPD activities to the revised system

1.VA’s to be allowed to proceed in the present manner until publication of the new Board Notice.

2.VA’s will, from a date to be decided by Council, submit their current and new CPD activities to Council.

3.Once CPD activities are validated and accredited by the Council, such activities must be introduced in the VA’s program immediately.

4.Presenters will, from a date to be decided by Council, be requested to apply for accreditation before they may present a CPD activity.

5.The RP’s will be allowed to carry all Category 1 credits, accrued up to the date, over to the new cycle on their portfolio on the electronic system, Your management, (YM) on the SACAP website .

6.RP’s will be required to switch over to the new system on their date of birth following the third month after publication of the new Board Notice. The first transfer of RP’s will therefor only take place 3 months after the publication of the new Board Notice.

Introduction of CPD E-LEARNING

1.E-LEARNING CPD activities will be made available on the SACAP web-site in due course.

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