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Portfolio Development Policies and Procedures

Please follow the links in the index below for portfolio development and submission policies and procedures that will guide the portfolio development process. It is essential that all students that are considering developing portfolios review this document and speak with an RBA advisor if they have any questions or need further clarification. 


Portfolios may be developed using four paths. Students may:

a) Enroll in one of our online portfolio development courses;

b) Work with their assigned advisors;

c) Utilize the portfolio development webinars located on our RBA webpage (coming soon);

d) Or, request portfolio instructions from assigned advisor and work on their own.

Options (a), (b), and (c) should provide sufficient guidance so that students are able to comprehend the portfolio development process, allowing them to gain sufficient understanding that they could use to develop additional portfolios. In contrast, students may solicit information from their advisors or the RBA office and work entirely on their own. However, it is strongly recommended that students at least work with their advisors so that they could get some feedback as they develop their work. 

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There are four chief components that each portfolio MUST have:

A Cover Letter

A cover letter is simply a one or two page rendition highlighting why you deserve College Equivalent Credits (CECs) as a result of your life and work experiences with a general overview of some of the relevant life and work experiences that makes you eligible to petition for the specific course(s) of choice.

A Resume

Students must highlight all experiences deemed relevant for the subject area(s) that they are petitioning. What may be relevant for Business Administration credits may not be relevant for English, or other credits that a student is petitioning. Thus, students may have to develop multiple resumes that speaks to the course(s) that they intend to petition for academic credit.

A Narrative

Each student must complete a narrative detailing how their life and work experiences allowed them to obtain equivalent knowledge of the content covered in the course(s) they are petitioning for credit hours. This will involve understanding the materials covered in the course(s), the course(s)’ goals/objectives, as well as its learning outcomes. These all must be logically discussed in terms of the relationships between those elements and related life and work experiences.

Each department has a different page requirement for narratives. Students must meet those page requirements or risk not earning the number of credits that have been petitioned.

Supporting Documents

Students are also required to submit relevant supporting documents. This includes THREE letters of references on letterhead and signed, as well as any other supporting documents based on course petition.

If a particular document is not evidently relevant, it is important that the student take some time to explain why s/he believes that said document is relevant to his/her petition. 

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Portfolio Submissions

  • Students are NOT permitted to use the same portfolio(s) to petition for different credits. More specifically, each course petition MUST be supplemented with its own distinct narrative that speaks to the individual course content, goals/objectives, and learning outcomes.
  • If multiple portfolios are submitted that are deemed too similar they WILL NOT be submitted for evaluation.
  • Should it be determined that the submissions are too alike, the student must decide which ONE of the similar portfolios should be submitted for evaluation based on his/her judgement of the strengths of the portfolios and must revise the other portfolios for subsequent review and possible submission.
  • Students must have been admitted to the RBA program in order to submit portfolio(s) or request standardized awards.
  • Credits awarded through portfolio development and standardized awards may only be valid in RBA programs across WV. Thus transferring to non-RBA programs may result in you losing previously awarded credits.
  • We highly encourage eligible students to submit all standardized awards and portfolios soon after joining the RBA program. This will allow advisors to get a clearer picture of the matriculation plan that needs to be developed to complete their degrees.

Application of Portfolio Credits

  • Students may petition for as many credits as they would like; however, those courses must be eligible for petition as each department has different accreditation requirements. Students should be willing to develop portfolios specifically for each chosen course.
  • ONLY a maximum of 96 credits can be used toward the fulfillment of graduation requirements.
  • Students are NOT permitted to petition for credits to satisfy residency requirements. This is because students are required to earn 24 credits either online or on-campus to meet this requirement. They may take courses at any properly accredited institution of higher education within the state of WV that is recognized as an approved institution to help satisfy this requirement; however, if the student intends to graduate from WVU, then they must complete at least 6 hours at the upper division level (300-400) through WVU, PSC, or WVUIT.
  • Students are NOT permitted to petition for minor or Area of Emphasis (AOE) course requirements. Students who have successfully petitioned for portfolio credits will be granted credits (CR). To satisfy all minor and AOE requirements, students MUST earn a letter grade specified by the department in which the course(s) are offered. 
  • ALL successful portfolios will grant students academic credit hours, which does not affect GPA.

Additional Important Information

  • When starting the portfolio development process, students are required to obtain course syllabi from departments, instructors, or assigned advisor.
  • Students are responsible for making an appointment with an advisor before developing portfolios to ensure that the courses they intend to petition for are eligible.
  • Students may petition for Continuing Education Credit (CEC) from other approved institutions if those courses are not offered by WVU, or if students are not permitted to petition for them under WVU statutes.
  • Students must at all times submit their own work. If there is evidence of plagiarism, their portfolios will not be considered for evaluation. If there are two separate incidences of plagiarism, the student will forfeit his/her rights concerning submitting portfolios.
  • Advisors may be sourced to provide feedback during the development phase of portfolios, but they are not allowed to help write portfolios nor is anyone else. The portfolio development is the sole responsibility of the student.  


ALL portfolios must be uploaded onto Foliotek for preliminary reviews before submission for evaluation. Students may purchase an account for 1 yr. for $40, 2 years for $59, or additional years on a declining price scale.

It is highly recommended that students wait until they are close to completing or have completed their portfolios before purchasing their accounts; otherwise, they may risk exhausting their subscription and have to purchase an extension.


Preliminary Reviews

  • ALL portfolios must be pre-reviewed by an RBA Advisor before they are submitted for departmental evaluation. This allows the advisor an opportunity to examine each portfolio to ensure that they meet the standards, and provide feedback if necessary before they are submitted to the appropriate departments for evaluation.
  • Portfolios MUST be reviewed either by assigned advisor or the instructor of the portfolio development course.
  • Students who registered for the portfolio development course MUST have their work reviewed by their course instructor. This is done by selecting the course instructor tab for the corresponding course in Foliotek.
  • Students who are working on their own or with their assigned advisor must still upload the documents to Foliotek; however, these students will use the “RBA Program” tab.


Portfolio Evaluation

After portfolios are pre-reviewed, they will be submitted to the appropriate evaluator(s).

  • The time it takes to evaluate portfolios varies by department and the time of the semester which they are submitted. It is important that students plan ahead to give evaluators more time to evaluate the work.
  • Students may submit portfolios anytime for review and evaluation if they are not close to graduating.



  • Students who are close to graduating MUST submit their portfolio(s) at least ONE complete semester before their semester of graduation to give sufficient time to evaluate and return portfolios.
  • If a student is eligible for graduation, s/he must submit his/her portfolio(s) no later than the final week of the semester prior to the semester of intended graduation. For instance, those planning to graduate in May must submit their work before fall classes ends; prospective August graduates before spring classes ends; and prospective fall graduates before summer classes ends.
  • Submitting a portfolio(s) before the deadline does not guarantee that they will be evaluated within a semester (5 months). 


Disputing Credits

  • In instances where a student would like to file a grievance based on portfolio outcomes, s/he MUST contact his/her advisor and indicate his/her intentions. The student’s advisor MUST begin the proceedings on behalf of the student. This means the advisor will reach out to the evaluator(s) to determine whether or not said evaluator(s) would consider hearing the case. If the evaluator declines, the case is closed.
  • In no circumstance should a student directly contact an evaluator to dispute his/her credits, unless the evaluator(s) clearly and specifically stated this to the student,  and the student has obtained permission to do so from his/her RBA advisor or another official from the RBA Office.
  • A student MAY be permitted to make modifications to his/her work based on the feedback given by evaluator. IF the evaluator is willing to review the student’s resubmitted revised portfolio(s). 


  • Students may submit an unlimited number of portfolios for a submission fee of $300.00 plus $10 per credit that has been awarded for each academic semester (budget conscious students should submit all their standardized awards and portfolio(s) during the same semester to avoid paying separate submission fees).
  • WVU employees are entitled to have portfolio credit fees waived ($10 per credit).
  • Students who are asked to make modifications and resubmit their portfolios will not be charged an additional fee, even if modifications are completed after the semester which their portfolios were initially submitted.
  • If a student elects to submit new portfolios during the process, s/he will be charged an additional fee. For instance, if a student submits an initial portfolio during the Spring semester and then again in the Fall semester, that would constitute to two separate submissions and will result in two portfolio submission fees.
  • If a student chooses to petition for more credits than s/he need, s/he MUST pay for all of credits which have been awarded, regardless of the actual number needed for graduation. For example, if a student needs 12 credits to graduate, but petitions for and is awarded 18 credits, s/he must pay for those additional 6 hours (i.e. 18 hours total).
  • Once a student have had his/her portfolios evaluated, s/he will be notified via his/her MIX e-mail and his/her student account will be charged. The student will be responsible for paying portfolio fees within 7 days to avoid any additional late fees.  
  • All costs/fees will be charged to the student’s WVU account in STAR if s/he are currently enrolled in classes.
  • If a student is not currently enrolled in classes, fees will be processed manually. Late fees may be applied if accounts remain delinquent after 7 days or longer.  
  • If all accounts are not cleared and up-to-date, a student will not be able to obtain his/her diplomas.