Common queries on Form 4 (summary document)
Appraisal Form 4 is drafted and edited by the Appraiser (for quality assurance and avoidance of collusion purposes), it summarises your appraisal discussions and acts as confirmation / proof of appraisal.
It records details of the appraisee's agreed actions and outcomes from the interview, as well as their Learning Needs. Once the form has been signed off by both Appraiser and Appraisee, the Learning Needs on this form become the Appraisee's PDP for the year ahead.
After your appraisal interview, your appraiser will fill in the Form 4. Once this is done, they will notify you, via SOAR, that a draft Appraisal Form 4 is ready for your review. Follow the link in the automated email, login to SOAR and you will be redirected straight to Form 4.
If for whatever reason you are unable to get to the page with the provided link in the automated email, simply login to SOAR as you normally would, go to the Dashboard, then click on "Approve Form 4" from the timeline.
For older form 4s, from the Dashboard page, click on "Appraisal History", select the interview you need to review the Form 4 for, and click on the corresponding notepad icon to take you to the interview details page. Then, simply click on the "Form 4" tab along the top, and that will take you to your Form 4.
For quality assurance of appraisers, and avoidance of collusion purposes, only the Appraiser can draft and edit the Form 4 summary.
If you have changes you wish to make on Form 4, simply make a "Change request" once the Form 4 has been forwarded to you, and document the changes you wish for the appraiser to make (e.g. "typo in paragraph 2 under domain 1"; or "missed discussion about my medication" etc).
If your appraiser forwards you the form and you are not totally happy with it (maybe the appraiser missed out certain issues that were discussed, or there's a typo etc), you need to reject the form first so that your appraiser can make the necessary changes. Form 4 is locked from further editing once it has been forwarded to an appraisee for clarity and reassurance that no changes are made when it is under review.
To do this, scroll to near the bottom of the Form 4 page, and underneath the 4C (PDP) section you should see a button near the bottom right that says "Change Request". Click on this, and you will then be prompted to leave a message as to why you rejected this form. Detail the things you wish changed and when finished, click on "Request change". An automated email will be sent to the appraiser, along with your message.
Your appraiser may contact you again for clarification before making the necessary amendments and reforwarding the form to you for review and sign off again.
To sign off the Form 4, scroll to near the bottom of the form where you will see two buttons, the "Change Request" button mentioned above, and next to it, the "Approve" button. Simply click on this, you will be prompted with an "Are you sure?" message, click OK, and that's the interview completed.
Once the process is completed, the system will send an automated email confirmation to the Appraisee, the Appraiser, and the Health Board Administration team.
At the moment, the appraisees and their currently assigned appraiser have access to the Form 4 (including previous ones if available). Local Appraisal Advisers / Leads also have access to them, but only for quality assurance purposes. Local Administration teams have access to the Confirmation/Sign off section ONLY; they do not have access to the actual summary itself.
Responsible Officers and their approved delegates (usually the Appraisal Leads) will also have access to the Appraisal Form 4s.
If the appraisee is being revalidated this year, and the current appraisal is marked as "not on track" on the Form 4 - then they will be flagged for the Responsible Officers attention.
Note that unless they fail to produce key supporting information at the appraisal meeting, we would expect most appraisees to be on track for Revalidation.
This page was last updated on: 15/05/2015
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