RoT Forms completion

Form Completion on SOAR

Guidance on Appraisal Form completion for RoT section on SOAR

From mid-May 2015, trainers performing the four 'named' roles - as defined by the GMC - will be expected to complete an additional ROT form within SOAR to demonstrate that they meet the requirements for formal GMC recognition.

Where does my Trainer data come from?

All Trainer details (named trainer roles, linked health boards and Educational Organisations) are imported into SOAR from Turas - the NES Training Management system.

It is the responsibility of the Directors of Medical Education (DMEs) to maintain the data on Turas.

We (SOAR) have no editing access to Turas.  If you have been incorrectly flagged as a Trainer, please contact the DME's office and a member of the team will update Turas, and the information will sent to SOAR in automated overnight processes.

link to this faq

Who needs to complete this?

Primary Care (GPs)

You will need to complete the RoT form if you are a:

  • Non approved GP Trainer who supervises foundation trainees; or
  • Non approved GP Trainer who provides supervision in OOH in “named trainer role”

Approved GP Trainers and Supervising Clinicians DO NOT complete the RoT form.

Secondary Care

If you are not a trainer and do not plan to be, please leave this section blank.  (Even typing in "I am not a trainer" will trigger automated sections on Form 4.)

If you have been identified from the Turas data import as a named trainer, you will be asked to complete the RoT section on Form 3 and this is mandatory.

If you are not a named trainer but are working towards becoming one, the RoT form is optional for you (but only in Sec Care, not GPs).

If you are listed as a named trainer, but you have since ceased to be a trainer - please contact your DME (Director of Medical Education) as soon as possible.  They will amend the details on Turas and SOAR will be updated thereafter.

"Clinical Supervisors" vs. "Supervising Clinicians"

Those who are "Clinical Supervisors" are considered to be named trainers, and therefore are required to complete the RoT section on your appraisal forms; "Supervising Clinicians" are not, and subsequently do not need to complete the RoT questions.

link to this faq

How do the RoT forms work?

There are three sections to the RoT form:

  • A:  Educational Governance requirements
  • B:  Role-specific requirements
  • C:  Generic Trainer Skills

Recognition of Trainers is a self declaration process. Depending on how you complete this form, it might or might not get flagged for your DME and EO's (Educational Organisation) attention.

To be able to submit the forms:

Section A needs to have all the tickbox selection ticked; or if some of them are not ticked, a summary of why will need to be documented in the text box provided.

Section B needs to have the tickbox ticked.

Section C needs to have  the tickbox ticked.

Supporting Information for Appraisal - upload the relevant supporting information in this section, or provide appropriate commentary as to why no supporting information is available (this section cannot be left blank if you have a named-trainer role).

When the completion critera above is met, you will be able to submit your appraisal forms to share with your appraiser as per normal.

The RoT section is simply another aspect of supporting information needed for your appraisal, so accordingly we have treated it as such.


link to this faq

My Form 4 has been flagged?

Recognition of Trainers is a self declaration process. Depending on how you completed the RoT section on Form 3, your Form 4 might get flagged for your DME (Director of Medical Education) or EO's (Educational Organisation) attention.

It does NOT impact on your revalidation and you should proceed with the signing off of Form 4 if you are happy with the content.


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Will RoT affect my revalidation?

No - your status as a Trainer will NOT impact your ability to revalidate.

However, if you fail to revalidate, this is likely to impact your RoT process.


link to this faq

What happens after my appraisal?

Once your appraisal is completed (Form 4 signed off), a ROT-specific Form 7 will be automatically generated by SOAR.

Form 7 will consist of the ROT form the Appraisee submitted, and the Appraiser's comments on ROT from Form 4.

Form 7 will ONLY contain ROT information from the appraisal - nothing else.

(More information on Form 7.)

Form 7 is reviewed by the DMEs (Director of Medical Education) and EOs (Educational Organisation) as part of the recognition process; and Form 7 is the ONLY access they will have in relation to appraisal.

link to this faq

How will I get "recognised"?

Depending on how the RoT form was completed (as part of the form 3 submission), the system will place the Form 7 in "Ready", "Partial Ready" or "Not Ready" lists.  The Director of Medical Education (DME) will review these lists and make a recommendation to support (or otherwise) your status as a trainer.

The Educational Organisation (EO / Medical School) will review the DMEs' recommendations and approve (or overwrite) them accordingly.

Once the EO has completed the sign off - the trainer will then be considered "recognised".

The process is similar to that of Revalidation, in that they are both processes which happen in the background.  Unless requested specifically or additionally by your DME or EO, you simply complete the RoT forms as part of your appraisal's supporting information (where you are expected to discuss the entirety of your work).

link to this faq

Do have to have complete the ROT form every year?

Yes.  So long as you have one of the four GMC 'named-trainer' roles, you are expected to complete the ROT self-declaration as part of your annual appraisal.

It will not be reviewed by the DME or EO every year, but will be reviewed as part of the recognition process in due course.

link to this faq

Who has access to my ROT data on SOAR?

Trainer role details:

The Appraisee's Trainer details is imported to SOAR from Turas.  This includes the Trainer's GMC number, named-trainer role(s), linked health board(s) and Educational Organisation(s).

Local Health Board and System Admins will see the imported information on the Appraisee's profile on SOAR when dealing with any ROT related queries.

Form 7 / Appraisal documents:

As explained above, a Form 7 is generated on completion of appraisal, and it extracts the ROT information ONLY from the appraisal process.

Form 7 is accessible to the Appraisee and Appraiser of the interview.  Most crucially, Form 7 is accessible to the DMEs and EOs for them to base and make the recognition decisions on.

DMEs and EOs have no other access to the Appraisee's records or appraisal documents.  If it was not submitted in the ROT form, it will not be on Form 7.

link to this faq

This page was last updated on: 04/06/2018