Description

CPD Policy and Procedures Template for FAIS FSPs

The CPD Policy and Procedures Template is an editable downloadable document designed for authorised Financial Services Providers that need a practical framework for managing Continuous Professional Development obligations for key individuals and representatives.

This CPD Policy and Procedures Template helps an FSP plan, monitor, record, verify and report CPD compliance during each CPD cycle. It supports competence governance, fit and proper monitoring, Section 13 authority controls, representative oversight and evidence-based CPD recordkeeping.

For related FAIS compliance templates, you may also view our Representative Appointment Compliance Pack, Supervision Compliance Pack and FAIS Disclosure Documents Pack.

For official regulatory information, you can also visit the FSCA FAIS regulated entities page.

What Is Included In This CPD Policy and Procedures Template?

This template is designed to help FSPs manage CPD as an ongoing competence process, not a last-minute certificate collection exercise. It provides policy wording, practical procedures, monitoring controls and implementation annexures that can be customised to the FSP’s licence categories, product scope and representative structure.

The policy includes sections for:

• Policy review and version control sheet
• Change log
• Training and implementation record
• Introduction to CPD governance
• Purpose and objectives of the CPD policy
• Scope and application
• Definitions, including CPD, CPD activity, CPD cycle, competence register and verifiable evidence
• Regulatory framework and CPD principles
• Governance roles and responsibilities
• CPD cycle, minimum hours and pro-rata calculations
• CPD planning procedure
• Approved CPD activities and quality standards
• CPD recording, evidence and competence register controls
• Monitoring, reporting and escalation
• Reduction of CPD hours
• Failure to complete CPD and remedial action
• Supervision, Section 13 authority and fit and proper impact
• Recordkeeping and evidence retention
• Training, awareness and policy acknowledgement
• Review, ownership and approval

CPD Policy and Procedures Annexures Included

The CPD Policy and Procedures Template includes practical annexures that help the FSP evidence CPD planning, monitoring, verification, reduction requests and non-compliance remediation.

The annexures include:

• Annexure A: CPD Responsibility Matrix
• Annexure B: Minimum CPD Hours and Pro-Rata Worksheet
• Annexure C: Skills and Knowledge Gap Assessment
• Annexure D: CPD Cycle Plan
• Annexure E: CPD Activity Approval Checklist
• Annexure F: CPD Register Template
• Annexure G: CPD Evidence Review Checklist
• Annexure H: Monthly CPD Monitoring Register
• Annexure I: Application for Reduction of CPD Hours
• Annexure J: CPD Non-Compliance and Remediation Register
• Annexure K: Annual CPD Compliance Report
• Annexure L: Representative Acknowledgement and Declaration
• Annexure M: CPD Policy Review Checklist
• Annexure N: Section 13 Letter of Authority CPD Control Checklist

Why FSPs Need a CPD Policy and Procedures Template

CPD is an important part of fit and proper compliance. FSPs must be able to show that key individuals and representatives maintain competence, complete relevant CPD, submit verifiable evidence and remain aligned to their product categories, advice activities, intermediary services and supervision responsibilities.

A written CPD Policy and Procedures Template helps the FSP set internal expectations, track CPD progress during the cycle, identify competence gaps early and take corrective action before non-compliance affects fit and proper status.

This template helps address common weaknesses such as:

• No written CPD policy or procedure
• No CPD cycle plan for key individuals and representatives
• No skills and knowledge gap assessment
• No pro-rata CPD calculation worksheet
• No CPD register or competence register controls
• No monthly CPD monitoring register
• No CPD evidence review checklist
• No process for CPD reduction applications
• No CPD non-compliance and remediation register
• No annual CPD compliance report
• No Section 13 Letter of Authority CPD control checklist

CPD Hours, Pro-Rata Calculations and Planning Controls

The template includes a minimum CPD hours and pro-rata worksheet to help the FSP calculate CPD requirements for persons appointed, approved or authorised for less than a full CPD cycle.

The CPD Cycle Plan and Skills and Knowledge Gap Assessment help the FSP align CPD activities to actual competence needs, including FAIS, product knowledge, advice suitability, FICA, POPIA, complaints, ethics, conflicts of interest and vulnerable client considerations.

CPD Evidence and Competence Register Controls

The CPD Policy and Procedures Template includes a CPD register and evidence review checklist to help the FSP confirm whether CPD evidence is complete, relevant, verifiable and properly filed.

The evidence checklist assists with checking participant name, activity title, date, CPD hours, provider details, relevance to role and whether the entry has been recorded in the competence register.

CPD Non-Compliance and Remediation

The template includes procedures for dealing with CPD non-compliance. It assists the FSP to record the nature of non-compliance, immediate controls, remedial action, responsible persons and closure evidence.

This is especially important where CPD non-compliance may affect a representative’s fit and proper status, supervision status or authority to continue rendering financial services.

Section 13 Letter of Authority CPD Controls

The pack includes a Section 13 Letter of Authority CPD Control Checklist. This helps the FSP confirm that a representative’s CPD requirement has been checked, evidence has been verified, the competence register has been updated and no unresolved CPD non-compliance exists before a Section 13 authority is issued or renewed.

Who Should Use This CPD Policy and Procedures Template?

• Authorised Financial Services Providers
• Key Individuals responsible for competence oversight
• FSPs with appointed representatives
• FSPs with representatives under supervision
• Compliance officers assisting FSPs with CPD monitoring
• CPD administrators and office managers
• FSPs preparing for compliance monitoring or FSCA queries

Editable and Customisable CPD Template

This CPD Policy and Procedures Template is editable and must be customised before use. The FSP must insert its name, FSP number, policy owner, key individual, compliance function, CPD administrator, authorised product categories, CPD monitoring frequency, evidence storage location and internal deadlines.

The annexures should be completed and aligned to the FSP’s actual representative structure, licence categories, supervision arrangements, competence register and CPD monitoring process.

Important Compliance Note

This CPD Policy and Procedures Template is a compliance support document. It does not replace legal advice, regulatory advice, compliance officer monitoring, fit and proper assessment, FSCA engagement or a full competence review. Each FSP remains responsible for ensuring that its final policy is accurate, practical, implemented, monitored and aligned with its licence categories, representatives, key individuals and current regulatory obligations.