Appraisee User Guide

For Primary and Secondary Care Appraisees

SOAR user guidance for Appraisees

Please see other resources available for Appraisees (listed in sub menu on side and at bottom of page)

Changes to SOAR

We are pleased to confirm that the latest SOAR updates have been deployed.  Our thanks for your continued patience and support.

Key new functions added:


User Interface Re-design

We have redesigned SOAR with the aim of improving navigation and ease of use in mind, following user feedback collated and a review of our helpdesk queries from the past few years.


New Dashboards

As part of the redesign we have created a new "Dashboard" for each user role.  It is designed to bring key user functions and information to the user as soon as they login.

For Appraisees:

A new "Timeline" feature is available on the dashboard to show within an appraisal cycle, where they are at, what they still have to do - and with quick link to take them to the page that requires actioning (Accept confidentiality, complete forms, submit, etc).

An Appraisee should only have one timeline on their dashboard.  If you login and see more than one timeline, it means you have an incomplete/open appraisal from the past that either needs manually closed off or deleted.  Please contact the helpdesk for further assistance.

For Appraisers:

A new interviews list is available on their dashboard to show list of appraisals that's been scheduled and what the status is (forms submitted, Form 4 to be reviewed, etc).  As part of this, there is also a feature that displays a list of all the appraisees who are due an appraisal within 3 or 6 months, so that you can make contact / necessary arrangements.

Similar features have been made for Admins, Appraisal Leads, ROs, and other Trainee related roles.


Documents Upload Changes

Previously we had a lot of users who were confused about uploading documents and the need to link them to Form 3.  As a result, we have removed the "My Documents" facility on SOAR.  All previously uploaded documents on SOAR are now held in the "Archived" section when you login, and they can be reused for future appraisals if so desired.

To upload documents now, it can only be done directly on Form 3 Domains.

The idea here is to help you focus on the appraisal you are working through, and to help / limit you to one appraisal at a time.


New Form 4 PDF Re-Design

From the user feedback, we have redesigned the PDF of Form 4 so that it is a better formatted document.  This allows Appraisees to download the new PDF and forward it to their relevant agencies or place(s) of employment as proof of appraisal.


Sessional GPs Claim Form

In collaboration with NSS, we have developed a Sessional GPs Claim Form on SOAR.

The claim form will automatically appear on your appraisal pages once Form 4 has been approved. (You will also be reminded of this via system automated emails.)

The submitted claim forms are downloaed and processed by NSS in regular intervals (monthly/quarterly etc), and this all takes place outside of SOAR.  We will only be able to show you when you submitted your claim forms and when the forms were downloaded by NSS.

Once forms have been downloaded by NSS, you can contact them directly for updates thereafter (contact details will appear on your submitted claim forms).


RoT

A new section has been added to the bottom of form 3 to allow Secondary Care users with trainer roles to add further information.  


ROs and Appraisal Leads requesting access to submitted Forms 1-3

ROs and Appraisal Leads are now able to request permission to view an Appraisee's forms 1-3 through SOAR.

 

link to this faq

How SOAR works (the appraisal process)
  1. Appraiser create interview meeting on SOAR

  2. Appraisee completes appraisal Forms 1-2 and 3 (this can be started before interview is created)

  3. Appraisee submits forms and agrees to confidentiality statement

  4. Appraisal meeting takes place

  5. Appraiser drafts Form 4

  6. Appraiser forwards Form 4 to Appraisee for review and sign off

  7. Process is completed whenever Appraisee signs off Form 4

  8. Automated email confirmation sent

    Process Overview 1

link to this faq

Checking who your appraiser is
  1. Click on "My Details" > "Details" from the menu on the left

  2. Click on the "PC/SC Appraisee" tab - Check Your Appraiser 1

  3. You can see who your Appraiser is, and their contact details

  4. If you are a Clinical Academic, your CoAppraiser will be listed here too

  5. “Co-ordinators” are those who need to be informed of their appraisal but not involved with process (line manager, clinical director etc)

If the appraiser assignment is incorrect, contact your local Admin team for further assistance.

Please note:

  • Appraiser assignment is organised locally within each Health Board
  • The Appraiser cannot be chosen by the Appraisee; they are assigned by the local admin team
  • The Appraisee can request a change of Appraiser if the assignment is not appropriate e.g. neighbours; socialise outside of work; in-laws etc
  • The Appraisee should not have the same Appraiser for more than 5 appraisals
  • In a revalidation cycle (5 years) they should be appraised by 2 (or more) Appraisers

link to this faq

Uploading documents
  1. Click on "Form 3" from the menu on the left

  2. Navigate to the Domain you wish to add the document to, and click on the "Add Document" button - How Do I Upload Documents 1

  3. From here you can add new documents by either dragging and dropping files from your computer, or clicking to search for files 

    How Do I Upload Documents 2
    You can also "Add Existing" files already uploaded to SOAR, by clicking on the appropriate tab at the top of the popup box

  4. It may take a few seconds for the file to upload - a green tick will appear to let you know the upload was successful
    How Do I Upload Documents 3

  5. Click "Close" and that's it.

Remember your appraiser will not be able to see your documents until you submit your forms

link to this faq

CPD Log

SOAR now includes a generic CPD log, to replace the downloadable spreadsheet.

To add a new CPD entry:

  1. The CPD Log can be accessed either by clicking "View CPD Log" on the Dashboard page, or through the draft Form 3, Domain 1, from the menu on the left

  2. Once in the CPD Log tab, click on  CPD Log 2 near the top of the page

  3. Fill out each section of the CPD entry. Mandatory fields are marked with an asterix (you won't be able to save the entry until all mandatory fields are completed):

    • *Learning Activity/Topic
    • *Activity Type - Select from Clinical, Management or Teaching
    • *GMC Domain - Select which of the 4 GMC domains is appropriate
    • *Activity Date
    • End Date (if applicable)
    • *Description of your activity (what did you do?) 
    • *Credits/hours claimed
    • Linked to PDP - link it to a particular PDP item that was agreed from last year's Form 4
    • Description of learning outcome/impact and your reflection -you can add reflections on a CPD entry here, or if you wish in the "Collective Reflection" section (see below)
    • Set Reminder - You can set Reminders for a particular CPD entry if you wish (SOAR will send an email reminder on the date set)
    • *Linked to Interview - select which open appraisal you wish to link the CPD entry to (this should usually be your upcoming appraisal)

  4. You can also upload any supporting info (certificates, etc) to individual CPD entries using the "Add Document" button. For more information on this, see the "Uploading Documents" section

  5. Click "Add to CPD Entries List" button at the bottom to save - CPD Log 6


Editing CPD Entries and Collective Reflection

  1. You can also edit saved CPD entries. First you need to select the appropriate open appraisal the CPD entry was saved to, from the dropdown menu called "Show CPD Entries":
    CPD Log 3

  2. A table listing the saved CPD Entries for that appraisal should appear. Click "Edit" to make changes, or "Delete" to remove a saved CPD Entry

    CPD Log 5

  3. Underneath this is the "Collective Reflection" section, where you can add a collective reflection highlighting your most significant learning(s) since your last appraisal.

CPD entries are submitted to appraisals for sharing with Appraisers, just like PDP and all other pieces of supporting information.

link to this faq

Submitting appraisal forms

First make sure your draft forms 1-3 are completed and all supporting information has been uploaded*

    1. Click on "My Dashboard" from the menu on the left

    2. From here you should see your appraisal timeline - if you have completed Forms 1-3, there should be red text saying "Submit forms 1-3". Click on this text to go to interview details page

    3. Scroll to the bottom of the details page, where you will see the "Accept" Confidentiality button and the "Submit Appraisal Forms" buttons - just click on both and that's it

How Do I Submit Appraisal Forms 3

 

*If you have problems submitting the forms, it is likely that a section is incomplete. The Health, Probity and Complaints/Critical Incidents statements must all be completed first.

link to this faq

Re-submitting appraisal forms

 Appraisees should check with their Appraiser before re-submitting forms

    1. Click on "My Dashboard" from the menu on the left

    2. In the "Appraisal History" section, click on the appropriate interview (latest appraisal will be listed on top)

      How Do I Create Pdfs 1

    3. This should open the interview details page, where you will see the "Re-submit Appraisal Forms" button at the bottom - click on this

Why might I want to re-submit?

You will have already submitted your appraisal forms, but require to add further documents, or amend appraisal forms

  • It could be at the appraiser’s request; or
  • You submitted your forms without your MSF or PSQ reports; or
  • You amended your proposed PDP

Re-submitting will remove your previously submitted forms/documents, and replace with a
refreshed version based on the current state of your draft appraisal forms (from the menu)

I can't re-submit

If Form 4 has been forwarded to you – you will not be able re-submit your forms until you return the Form 4 to your appraiser first (via Change Request function)

You will NOT be able to re-submit your forms if you are trying to do so AFTER
the appraisal was completed (i.e. Form 4 was signed off).  You can only add further documents to your appraisal at this point (see the section ‘Adding documents after appraisal')

link to this faq

Reviewing and approving Form 4
  1. Click on "My Dashboard" from the menu on the left

  2. If your Appraiser has forwarded the Form 4, you will see the option "Approve Form 4" on the appraisal timeline,- click on this red text
    Approve Form 4 1

  3. This will take you to the Form 4 page - expand each section to review the form in full

  4. Approve button is near right bottom of page - Approve Form 4 2

  5. If you wish to make a change request, click the "Change Request" button instead and detail what you wish to be edited. Form 4 will then be made available to the Appraiser for further editing - Approve Form 4 3

Please note:

  • Form 4 is a summary document of the appraisal discussions used by Appraisees as proof of appraisal
  • For quality assurance purposes, only the Appraiser can draft the Form 4
  • The Signed off Form 4 can be exported in PDF format (see "Creating a PDF of form 4")

link to this faq

Adding documents after appraisal

When Form 4 has been signed off – the appraisal is marked as completed and all appraisal
forms and documents submitted are archived.  No changes to the appraisal forms or documents can be changed beyond this point

However, it is possible to request for additional documentation to be added to the appraisal

  1. Form 4 will need to be unlocked and additional documentation enabled - the request for this will need to be from the Appraiser to the local Admin team. When it has been unlocked, you will receive email confirmation

  2. Navigate to Interview details (this can be found in the "Appraisal History" section of "My Dashboard"), then click on the appropriate interview. 

  3. You will see a new tab for “Additional Documentation” - click on this

  4. Upload any additional files as required - items already submitted to interview will not be available for selection

  5. Click “Notify Appraiser” when finished

  6. Appraiser will receive email, requesting them to review the new files, edit Form 4, and re-forward to you for sign off again

link to this faq

Creating a PDF of form 4
  1. Select "My Dashboard" from the menu on the left

  2. Click on the appropriate interview from your "Appraisal History" list

    How Do I Create Pdfs 1

  3. From the interview's details page, click on the "Form 4" tab along the top - How Do I Create Pdfs 2

  4. Underneath the tabs, click on the "Export to PDF" button - How Do I Create Pdfs 3

  5. You can print or email the downloaded PDF from there


Please note: The Form 4 must be signed off before a PDF can be created

link to this faq

Feedback form 6A

Form 6A will appear for the Appraisee to complete only once the Appraiser has created the form 4, and after the interview date

It will be available for 8 weeks, after which it will be deleted. SOAR will send email reminders after 6 and 7 weeks

  1. Select "My Dashboard" from the menu on the left

  2. Once the form 6A is available, the timeline for the current appraisal will have the option at the bottom "Give your feedback" - click on this

    How Does Form 6A Work 1

  3. This will open form 6A - complete it, then click "Save and Submit" - How Does Form 6A Work 2

How the (anonymised) feedback is used:

  • GP Appraisers are required to undergo annual performance reviews with their Local Appraisal Adviser. System-collated feedback reports are provided to both for discussion
  • Secondary Care Appraisers may wish to review and reflect on the feedback received
  • LAAs, Appraisal Leads and NES can review the collated (and anonymised) reports for improving local processes
  • NES uses the comparable data for annual reports
  • None of the reports are shared with third party agencies

link to this faq

Appraisal period explanation

Appraisal Period is used to log WHEN an interview took place in fiscal years (1st April to 31st March) – rather than what materials were discussed

This is to satisfy Revalidation requirements and allows us to track whether an appraisee has
been maintaining their annual appraisals

We expect appraisal discussions to be centred around material within last 12 months/since
last appraisal

For example:

  • If an interview took place on 12th March 2015, it would fall under the Appraisal Period of 2014/2015
  • If an interview took place on 8th April 2015, it would fall under the Appraisal Period of 2015/2016

link to this faq



This page was last updated on: 15/05/2015