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If include, do we need to elaborate in the SOPE?

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Hi,
All of my projects experience are D&C projects. I need input on what type of activities I can put on my logbook for items as follow: 
8.3 Identification and application of the process and administration systems needed to fulfil all obligations under project contract.
8.4 Construction progress and quality is systematically reviewed and monitored as required under the contract provisions
8.5 Identification and application of all relevant processes required for certification of monetary claims, project variations, extensions of time, 

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Overseas experience as a registered Architect

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Overseas experience as a registered Architect

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Hello,
I am a registered architect overseas (not recognised by aaca directly). I have around 1 year of experience overseas in an architect’s role. The experience does align with quite a few of NSCA’s criteria. Should I include that experience in the log book and SOPE? If yes, should it be in a different section altogether?

In addition to that I already have 3 years of local post qualification experience in Australia under the supervision of an architect and a recognised qualification in Architecture.

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If unsure is it better to include or exclude?

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If unsure is it better to include or exclude?

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If I have some experience that I am uncertain if it meets the criteria is it better to include this and let the assessors decide to count it or not? Or is there a chance they could penalize or reject a submission containing hours and experience that does not meet the guidelines.

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I am curious to know what of the following experience can be included in the logbook and recorded in the SOPE;                           

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I am curious to know what of the following experience can be included in the logbook and recorded in the SOPE;                           

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• Architectural experience gained working overseas.
• Experience gained working in Australia under the supervision is an architect only registered overseas.

In both instances assume the experience is at participant level and the firm or department of the firm is directed by an architect holding current registration in the country where the project is located.

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How are the questions different between an executive and a participant? How much knowledge do you need to have as an executive? Could you please give an an example of how the question changes or the evaluation varies when it is directed to an executive role or a participant one?

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Could you please advise how to fill the cost of a project?

What do they mean by cost? Cost of land, construction and operations all together? Or cost of architectural fees? How should I know as some of these numbers are classified or in some instances these projects go back to many years and can’t obtain such information anymore? Can it be a rough estimate?

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Could you please advise and provide some examples on keywords that are necessary to be used in the statement under each element? In other words are there some specific topics that we need to highlight and elaborate more and maybe give some importance to it rather than talking about an event that doesn’t really matter to the reader?

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Can you please explain what’s the difference between the 3 elements below? They are all related to each other. Can the example in the statement have multiple number associated to it?

Element 2.2: Application of principles controlling planning, development and design for the project site.

Element 3.4: Design response incorporates assessment of relevant legislation, codes and industry standards.

Element 5.3: Evaluation and integration of regulatory requirements.

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Could you please provide an example for element 6.1, what do they mean by “Strategy”?

Element 6.1: Identification and adoption of a strategy, program and process of documentation integrated through all project stages to enable project delivery.

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Could you please provide some examples to all the below elements?

Element 7.1: Identification of available procurement methods and assessment of relevance and application to the project.

Element 8.3: Identification and application of the process and administration systems needed to fulfil all obligations under project contract.

Element 8.4: Construction progress and quality is systematically reviewed and monitored as required under the contract provisions.

Element 8.5: Identification and application of all relevant processes required for certification of monetary claims, project variations, extensions of time, project instructions or other administrative responsibilities under the contract provisions

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"Identification and application of the process and administration systems needed to fulfil all obligations under project contract"
My understanding is this would be recording RFI's, recording site minutes and re-issuing drawings... (A quick side note, I imagine that any re-documentation at the construction stage still falls back under 6.4?)
There seems to be a bit of overlap with 8.5 which relates to other administrative responsibilities (which seems like it could also relate to RFI's). Could you perhaps explain a bit clearer the different situation where something would be 8.3 vs 8.5? Is it that 8.3 more relates to systems such as filing, record keeping etc?

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Is it worth including projects in the logbook if they only contribute a handful of hours to a certain Criteria? I've been a participant in a few site visits for defects or site meetings... Is it worth including just those 6 hours for the project? Or better to wait for more experience on another project which is more balanced to log hours to that criteria?
On the flip side, when I was a student and mainly doing documentation (Criteria 6.4), is it worth logging a large number of hours towards this for the sake of it? Or having is it assumed that this would have happened in the CV section if you state something like "Hours not logged"... My impression is the logbook would ideally be as balanced as possible? I'm not sure how much to curate and if that's better left for the SOPE (even if the main projects in the SOPE don't get you all of the way with the hours)

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Regarding logging pre-masters experience, is there a limit to the hours we can log (i.e. one years worth of hours is approx. 1,824 or are we only allowed to log four pages worth from Jan-Dec)? The statement on the FAQs page of the AACA can be interpreted two ways. I've pasted it below for context:

Can I start logging hours while I am studying or do I have to wait until I complete my Masters?

One year of practical experience is required subsequent to successfully completing an approved qualification in architecture.   You may log one year of experience prior to graduation.

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I worked for a small practice (3 ppl incl director) - and worked generally independently for detailing and documentation on all my projects, thus have allocated majority (say approx 3/4) of these hours under "executive", and the remainder under participant, where the hours consisted of updating the drawings based on feedback/markups from the director ... would you say this is the right approach ?

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I worked for a small practice (3 ppl incl director) - and worked generally independently for detailing and documentation on all my projects, thus have allocated majority (say approx 3/4) of these hours under "executive", and the remainder under participant, where the hours consisted of updating the drawings based on feedback/markups from the director ... would you say this is the right approach ?

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Also instances where the director (as project architect) and myself conducted meetings with client / tenderers etc - I've allocated under participant, as i did actively participate in these activities, even though some of the specific tasks were actually to be fulfilled by a registered architect.

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Unsure whether this is specifically a logbook / SOPE related question, but here goes ...

Where would one allocate hours spent on sourcing and obtaining quotes/technical spec etc for specific products/systems i.e if we specify a particular glazing system, including the supplier, and this forms part of the contract docs ?

Would this go under:
a. Element 6.2 - coordination and integration etc etc from relevant consultants, suppliers, specialists
b. Element 7.1 - procurement methods and assessment of relevance
c. Element 8.3 - identification and application of process and admin systems

Thanks

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Are we allowed to include diagrams as part of our SOPE? To demonstrate client/ consultant/ design team relationships, and, how our project was phased? 

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Are we allowed to include diagrams as part of our SOPE? To demonstrate client/ consultant/ design team relationships, and, how our project was phased? 

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The principles for the logbook are largely geared to a traditional contract and procurement method. Does it matter if all my experience is D&C? 

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The principles for the logbook are largely geared to a traditional contract and procurement method. Does it matter if all my experience is D&C? 

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Did you know that the submission format has changed this year;
An up-to-date copy of the application form for candidates  submitting APE Part 1&2 can be found at the below link.

The form contains the new requirements for applying in Queensland plus the information relating to how to submit your documents to the BOAQ.

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"I failed Part 1... despite having a number of previous submissions to look to for examples. I think with the benefit of hindsight I would have taken a more analytical approach, answering specific criteria rather than using a project by project breakdown."

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"When i submitted my logbook it was a time when statements were not automatically rejected for errors. My statement was returned requesting clarification on how i had met the requirements of section 8.5 in reference to CA experience. What i ended up doing was reviewing my entire statement, replacing words such as 'we', 'our', 'the team' ect, to 'me', 'my', 'i'. I believe the amendment was key to the success of my re-submission.
My advice would be not to be shy about whay YOU did to achieve the competencie, this is not the moment to be humble or modest!'

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Has anyone else had an issue exporting the logbook to PDF? Any tips? I feel like it shouldn’t be so hard!

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Has anyone else had an issue exporting the logbook to PDF? Any tips? I feel like it shouldn’t be so hard!

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Hi everyone, just a small clarification following the SOPE and if you should include other competencies in your statement other than those listed in the logbook. Please see below link and note that the advice included is to make reference to other PCs If demonstrated in your experience.

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I'm unsure if I'm interpreting "8.3 - Identification and application of the process and administration systems needed to fulfill all obligations under the contract" correctly. As there is a separate criteria (8.5) for monetary claims, variations, EOTs, etc, I have assigned 8.3 to managing communication between contractor and client and running progress meetings. Is this right, or is there more of an overlap between the two? I'm also unsure if progress meetings actually fall into 8.4 instead?

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I don't have any direct experience with a client for 7.1 "Identification of available procurement methods and assessment of relevance and application to the project." Would focusing on our architectural team's reaction to  the client's contract choice  and linking that to the second half of the  criteria count? "assessment of relevance and application to the project" for example our internal team meetings for how switching to D&C will affect us.

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I have noticed the format of some SOPEs before 2011 look very similar. Was there previously an AACA standard template for this?

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What is everyone's opinion on referencing. I have hard some people say discuss the Performance Criteria separately and others say have small paragraphs of around 3 sentences that discuss a couple of PC and reference those at the end of the paragraph, but definitely don't write a long piece with references peppered throughout.

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When writing your SOPE you can carefully format your statement to maximise the information and minimise your word count. Headers and footers can be cleverly used to your advanrage.
You are all creative people, don't be afraid to utilise your creativity in the formatting of your statement.

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I'm a bit concerned about being able to satisfy criteria 8.5. In our office practically all the projects we do have a separate project manager as the contract superintendent. I answer RFIs directly but all other things such as variations and extensions of time  are just advice to the project manager which they then action. Last time I submitted my statement I got  the following comments:
·        identify contract administration experience particularly in regard to certification;

·        RFI’s alone are not sufficient to satisfy 8.5;

·        Advice to the Project Manager is not eligible to be logged as 8.3 or 8.5

I'm not sure I will be able to fulfil this with the firm I am at.

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Hi,
I record some hours on the logbook of my activity as an observer for a project in the past.
My question is, on my logbook, should I record my hours based on the date when I did my observer activity, or should I put my hours based on the actual time when the actual project phase happened.   For example:  In June 2020, I  do an observation of the contract administration phase for a project that finished in June 2015. When I put my hours on my logbook, should I put them in June 2015 or June 2020?

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Hi,
All of my projects experience are D&C projects. I need input on what type of activities I can put on my logbook for items as follow:
8.3 Identification and application of the process and administration systems needed to fulfil all obligations under project contract.
8.4 Construction progress and quality is systematically reviewed and monitored as required under the contract provisions
8.5 Identification and application of all relevant processes required for certification of monetary claims, project variations, extensions of time, project instructions or other administrative responsibilities under the contract provisions.

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I submitted a logbook and SOPE for the previous session this year and got the feedback "incorrectly attributing hours to the competencies e.g. attributing time preparing tender docs to experience in contract documentation". I don't really understand this.

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I'm a little unsure if I should assign executive or participant level experience for some of my projects. My role on the projects that I am including in my SOPE was as the project lead, but I of course had a registered architect to provide advice and guidance along the way (particularly overseeing the CA responsibilities). Am I better off allocating it to participant level or going in with more confidence and allocating it to executive?

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When you complete your SOPE, in the section that you outline your CV its okay to note relevant experience that you have undertake but that you have not included in your logbook. This might capture periods of work experience where you haven't met the minimum requirement to include them in your logbook.

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You can log your project experience from the last 10 years of practice, but it's best to put your newest work first.

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Example diagram explaining an unusual client/ architect/ building owner relationship where the building owner who WAS paying for the construction (partially) was NOT the client.

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Is it best to describe fewer projects in greater detail in the Statement? My experience has been spread, as I've worked in a number of practices and was resourced on different projects intermittently.

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Is it best to describe fewer projects in greater detail in the Statement? My experience has been spread, as I've worked in a number of practices and was resourced on different projects intermittently.

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Make sure you follow the submission checklist and instructions prior to handing in your Pt1 submission.

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Time logged under “Executive” experience does not mean you are an expert! Remember you are not yet registered so make sure your statement does not say you have made decisions without being under supervision of an Architect.

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Don’t be afraid to ask your senior colleagues at work or your director to read through your submission.

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When completing your logbook, log the most current projects first as they should be fresh in your memory and prioritise projects that demonstrate your experience across the assessment criteria.

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There is a change to the Part 2 APE exam, check out the advice from the AACA here;

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Posted on

The platform for the 2020 National Examination Paper will change to an on-line remote proctored platform via candidates' individual devices.

Given the continuing challenges posed by COVID 19 AACA determined, in consultation with the Architect Registration Boards, that the most practicable and fair way of implementing the NEP in 2020 is to move from the computer testing centre platform to online delivery via remote proctoring.
What is online remote proctoring?
Remote proctoring involves sitting the exam under live supervision using the computer's webcam in a suitable location with internet connectivity. We will partner with, ProctorU*, who will provide the technical basis for each candidate to provide their own platform for the exam. ACER continues their services in professional advice on the exam and works with ProctorU to implement the exam.

* ProctorU is a US based company providing their services across the world.

Watch this SHORT VIDEO for an understanding of how remote proctoring works.
How will online remote proctoring work for the August NEP?

There is no change to the role of the Architect Registration Boards in reviewing the logbooks and Statement of Practical Experience to determine eligibility for the exam.

There is no change to the content and format of the exam. Candidates will see the exam in the same format as they would if they were sitting the exam in an examination centre.

There will be no change to the way in which the exam results are issued to candidates.

What happens if candidates experience IT problems during the exam?
ProctorU and ACER have systems in place to deal with IT issues before and during the exam, and the system has the capacity to allow extra time for candidates to complete the exam depending on the problem.
What are the provisions in place to minimise the risk of cheating in the exam?
The exam will be conducted by remote proctoring under secure examination conditions pre-examination, during the exam and post exam through documentation review.

ProctorU's 'Live+' option is the best option for high-stakes programs looking to maintain integrity and credibility. Candidates download an app that allows ProctorU to download the exam at the specific time and to allow keystroke monitoring and active live proctoring throughout the session via the candidate's camera on their device. This system facilitates active intervention if any cheating behaviours are noted during the exam and also allows post examination intervention if necessary as all interviews are documented.

Before starting the exam, candidates will be connected to a live proctor who will take them through an extensive checking and security process including, but not limited to, ensuring a workspace that is free of prohibited materials, such as reference texts or mobile devices. The online live proctor and AI programs that support them will monitor candidate activity at all times throughout the test.
What happens next?
All candidates who are already enrolled in Session 1 of the NEP will be contacted by the Architect Registration Board where the application was made with detailed information on how the process will work.

Candidates who are successfully enrolled in Session 2 of the NEP which closes mid-June will receive detailed information on how the process will work with their letter of offer.

The AACA will provide updates in the Procedure for Candidates via the APE section of the AACA website and Architect Registration Board websites. PALs and PARC co-ordinators and other interested stakeholders will also be kept informed of the changed process.

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Change to the delivery platform for the National Examination Paper in 2020

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Posted on The platform for the 2020 National Examination Paper will change to an on-line remote proctored platform via candidates' individual devices. Given the continuing challenges posed by COVID 19 AACA determined, in consultation with the Architect Registration Boards, that the most practicable and fair way of implementing the NEP in 2020 is to move from the computer testing centre platform to online delivery via remote proctoring.

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Ensure that you have maintained consistency between the hours you have logged in your logbook and the exemplar projects you use to demonstrate your achievements of the 15 competencies. Ie.if you say you have achieved competency 1.2 with x project, ensure you don’t go stating that project x shows how you have achieved criteria 8.5

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Use specific project examples to guide your interviewers;
- Your log book and SOPE directly feed into your part 3 interview. You should caredfully consider this when you are writing your part 1 submission as interviewers review this statement and can ask you any questions about the content.

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Make sure you say what YOU did;
- Ensure your tone and prose of your statement is possessive/ strong

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Make sure you pick your best projects to talk about, the ones that you have worked on the most, where you learnt the most and that are the best example of how you have met the 15 competencies of the log book.

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LOGBOOK; If part of your SOPE is deemed to be incorrect or invalid, the associated hours from your logbook will be discounted from the tally (ie. May deduct from 3300 hours)

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common errors; the attribution of experience against incorrect criteria (e.g claimed experience against 8.5 Identification and application of all relevant processes required for certification of monetary claims, project variations, extensions of time, project instructions or other administrative responsibilities under the contract provisions when what the candidate did was negotiate a fee variation for the architectural services).  Under these circumstances the time allotted for this experience would be deemed invalid.

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clearly signpost which criteria are being represented against each project as well as providing clear evidence for them (i.e. so explaining what processes you undertook and what level of autonomy you had)

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SOPE; Your statement of practical experience (SOPE) is a formal document, remember your SOPE should be expressed as a piece of professional writing. The use of tables, lists and diagrams can aid in distilling the key elements more readily than a large expanse of prose.

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Assessors typically gather in a room and in a group setting review their allocated submissions against the AACA criteria. Troublesome submissions are flagged and discussed as a group as required.

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For all the lovely people who are going for registration in the first round of 2020 and also for those who come after; we have rustled every tree, chased every bone, and finally found what you have been asking for!

We know that going for registration is often a confusing time for candidates; with at least 3300 hours under your belt, you set out to complete your logbook reviewing a mountain of documentation all before you even fill out your submission or write your statement of practical experience (SOPE). This time is often overwhelming and it can be very upsetting when you receive word that your application has been unsuccessful with little more than a letter noting which criteria you haven't achieved and no real feedback on your submission.

Recently we approached an experienced architect who has been an examiner for several years, reviewing Part 1 Logbooks and SOPE's as well as undertaking Part 3 Interviews. To demystify the process we asked them about what goes on behind closed doors and about how our esteemed colleagues determine if submissions pass or fail.

HOW IT WORKS:

Assessors typically gather in a room and in a group setting review their allocated submissions against the AACA criteria. Troublesome submissions are flagged and discussed as a group as required. We asked our assessment expert what are the common pitfalls that applicants regularly make and they provided the following feedback.

SOPE:

'Applicants are given license to set out their SOPE to their own "design" and expression. It's often said if the SOPEs were based on a standard template they would be easier to complete reliably and also for examiners to assess but the freedom / responsibility for their set out is consciously given to the applicant as this is their opportunity to show, as professionals, they have the ability to communicate clearly in such a document. This is still a formal document and should be expressed as a piece of professional writing. The use of tables, lists and diagrams can aid in distilling the key elements more readily than a large expanse of prose.

Because examiners will be reviewing many Part 1 APE documents in a sitting, all of which will be set out and expressed uniquely, it is therefore important that the SOPE clearly signposts which criteria are being represented against each project as well as clear evidence for them (i.e. so explaining what processes you undertook and what level of autonomy you had). One of the common errors I have come across is the attribution of experience against incorrect criteria (e.g claimed experience against 8.5 Identification and application of all relevant processes required for certification of monetary claims, project variations, extensions of time, project instructions or other administrative responsibilities under the contract provisions when what the candidate did was negotiate a fee variation for the architectural services). Under these circumstances the time allotted for this experience would be deemed invalid.'

LOGBOOK:

'The Logbook software signals when you have passed the minimum hours required - this can lead to a candidate not logging experience they have achieved but do not feel they need to log. This can lead to a logbook being submitted with a only a few hours over the 3300 which, should some hours be found to be incorrectly allocated (like the criteria 8.5 example above), can leave a candidate short of justified hours and result in a fail.

It is acknowledged that experience is not always easy to obtain, and many applicants are inclined to submit when they remain shy of key experience, even while having the minimum hours. The applicant should be convinced that directly after passing the exam they are capable of setting up their own practice or running someone else's practice while they take leave. Examiners will be considering this as part of the Part 3 exam experience of each candidate.

A key reference is also the AIA Acumen site which contains a number of valuable resources including the Practice Notes. All applicants should be conversant with these before sitting the APE process and take advantage of the PALS course as well as scheduling "mock" interviews with experienced professionals and recently registered architects in order the prepare fully for the "experience" of the exams as well as the expected material content. Many of us are only too happy to assist.'

We hope that the above advice comes in handy to everyone who is embarking on their registration journey and we at EmAGN wish you all the best in your APE adventure!

Don't forget submissions close on the 20th of February.

Written by Sarah Ainsworth and Liehan Janse van Rensburg on behalf of EmAGN QLD

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The Australian Institute of Architects is the peak body for the architectural profession, representing 12,000 members in professional practice and education. It has national and state offices across Australia. It provides access to Australian Standards, ABIC building industry contracts, publications, and HR and legal advice.