This is an interesting post as there are a number of possible answers…
Option 1. Referred LESS than 3 years ago?
If you are referred less than 3 years ago then the general view is that you SHOULD NOT update your templates 3,4,5 & 6 as any change would cause a mismatch with the Referral Report. The next assessment panel will identify this mismatch and wonder why the discrepancy has arisen and I think this would reflect negatively on you.
However, if your previous submission had any spelling or grammar mistakes I would be tempted to amend those, WITHOUT CHANGING THE EMPHASIS OF THE EXISTING ENTRIES.
Template 7 is designed for you to record the referral deficiency period. For example, what you have done since referral to mitigate the issues that arose in your referred competencies, as stated in your referral report.
I would also advise you to write up what you have done against each Level to the minimum required Level you are declaring. For example If you were declaring Level 3 and your referral said you only achieved Level 2, I would write up Level 1, 2 and 3 again for that competency demonstrating what you have learnt, achieved and advised upon since referral.
As an aside, there is nothing in the APC guide that deters you from adding more detail, in template 7, about your other competencies, that were deemed OK last time, if you feel more information would be of benefit and relevance for the assessment panel.
Option 2. Referred MORE than 3 years ago?
If you were referred more than 3 years ago then the referral report is deemed VOID. So this gives you a little more flexibility with what to do.
As before you will need to submit all of your last submission documents and update templates 7 and 8. But now you MUST complete template 7 in its entirety. As so much time has passed since your last assessment RICS think it is important that the next assessment panel are updated across all of your declared competencies and levels
So when completing the templates select the correct option (APC Referred +3yrs) at the top of Template 2 and the checklist will adjust itself accordingly.
Option 3. Referred MORE than once?
If you have been previously referred and gone through the motions of completing template 7 & 8, resitting the final assessment and (unfortunately) referring again you should simply follow the referral process again for your next final assessment. However, as you have already completed templates 7 and 8 previously, this can become a little confusing.
In fact the process is quite straightforward. Simply discard your previous referral report, as it is now out of date, and respond ONLY to your latest referral report. Discard your previous templates 7 and 8 and start a new fresh template 7 and 8 based solely upon the requirements and deficient competencies noted in your latest referral report.
For your next assessment, hand in your original submission documents, templates 3,4,5 and 6, used in your first assessment and then add your latest referral report and Templates 7 & 8. Simply follow the checklist again in Template 2. Don’t forget to update Template 1 and have it signed and dated again too.
So, your next assessment panel will review all of the competencies again from your original documentation plus your latest referral report and Templates 1,2, 7 & 8. The assessment panel will be aware of the fact that you have been referred previously (see template 1 referral information section to select the number of times you have been referred).
Professional Development – Template 8
With any referral there is also the issue of Professional Development (CPD for Grad 3’s and above) and I would strongly advise you to focus your Professional Development, as much as possible, on the competencies you were referred on.
Diary recording & Log Book – Template 3
Within the referral process, there is no requirement to record further diary days and log book. Remember I have mentioned above that you don’t update Template 3. However, you may find it useful to record your time and competency achievements in a similar fashion for your own personal benefit as a management tool for managing your referral period. Remember the templates are freely available and you can open as many copies as you like.
Often candidates get confused when the referral report states, “you can use your Critical Analysis again, suitably updated”. What does that mean? Well, it simply means that you can resubmit your last Critical Analysis report but having now used it once there may be benefit in tweaking it or checking if there is any further update to the project you have used or maybe even restructuring it a little to make it read easier. Obviously if there are any spelling or grammatical errors you need to address those immediately. Alternatively if it is all fine then just resubmit it as is.
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I hope this helps