This section details specific guidance for appraisers on using SOAR.
For other resources related to the appraiser role, please see the Resources for appraisers section.
Key appraiser tasks on SOAR:
- Check appraisee's appraisal history BEFORE creating an appraisal meeting (otherwise the appraisee might not be able to share documentations with you)
- Create appraisal meetings (so that appraisee can submit and share documents)
- Review appraisees' submission
- This is actioned via the "Export to PDF" function as of 2025
- If you access SOAR via the Edge web browser, you can open PDFs without downloading them.
- Draft Form 4
- Complete Form 6B feedback
Before you arrange a new appraisal and an appraisee, please check their appraisal history FIRST.
If the appraisee has an old/opened/incomplete appraisal - SOAR will make them complete the oldest appraisal first.
If you were to create another appraisal on top of it, your appraisee cannot submit anything to it until the oldest appraisal(s) are closed off.
To check an appraisee's Appraisal History:
This will take you to the appraisee's full appraisal history on SOAR. If there is any old opened appraisals (i.e. not the current one) then please contact the appraisee and the health board admin team right away to resolve this to avoid delaying the current appraisal.
You can contact the helpdesk for assistance as required also.
After you have checked the appraisee's appraisal history, you next need to agree a meeting date/time and location with the appraisee via phone / email etc (outside of SOAR).
Once agreed, you just need to pop the details to SOAR so that the appraisee can then share their completed forms with you.
Please Note:
Appraisal Period is used to log WHEN an appraisal took place in fiscal years (April to March) – rather than what materials were discussed.
This is to satisfy Revalidation requirements and allows us to track whether an appraisee has
been engaging in their annual appraisals.
We expect appraisal discussions to be centred around material within last 12 months/since
last appraisal.
For example:
An appraiser can overwrite/ignore this message in instances of late appraisals (typically in April/May time).
If you are unsure about this, please check with your health board admin teams in the first instance.
If the scheduled meeting has had to be postponed or rescheduled, as the appraiser, you can amend the meeting dates on SOAR, which should then realign the automated emails.
Simply navigate to the appraisal in question, click in the fields that need amended and edit as appropriate - click Save at top of the page when finished.
Alternatively...
...there will be occasions where more than one meeting is required for an appraisal, for example:
DO NOT create a new appraisal.
Repeat to add more dates as required.
When an appraisee has submitted their completed appraisal forms, you will be sent an email confirmation. You can click on the link which will take you to SOAR, or you can simply login to SOAR and navigate to the appraisal in question and the submission from there.
Please note - as of 2025, all appraisal submissions can only be accessed via PDF function.
To review the PDF, if you use the Edge web browser, it allows you to open PDFs without the need to download them.
Form 4 is the summary document of the appraisal discussion and is drafted by the appraiser; then forwarded and reviewed/approved by the appraisee. It is often used by appraisees as proof of appraisal.
To create a Form 4, navigate to the appraisal in question with the appraisee, on the right of the page will be a series of buttons and the appraiser will see the "Create Form 4" button at the top. Click on this and a new page is created and the appraiser just needs to complete the various sections and forward to appraisee when ready.
(Appraisers not expected to complete this in one sitting - use the "Save" button at top of page to save; and when ready, use "Forward" button at bottom of page to send.
Once Form 4 is signed off, the appraisal is marked as completed and archived. If the appraisee wants to make changes to Form 4 at this stage, a request needs to be sent to the Health Board Admin (or SOAR Helpdesk) for unlocking.
Appraisees will not be able to amend submitted appraisal forms when the Form 4 has been signed off, but can add further documentation if required (e.g. MSF, PSQ etc) - but again it needs to be enabled by the admin team (see below).
Appraisee instructions are available in the Appraisees section.
When an appraisal is concluded, the submitted forms and documents are archived. The appraisee's draft appraisal forms is wiped to allow for the preparation of next appraisal.
Because of this, it is NOT possible to amend submitted forms or documents after the appraisal has been completed - but further documents can be added if required.
This requires Form 4 to be unlocked via Health Board admins (or SOAR Helpdesk) and the "Additional Documentation" function enabled.
Once Form 4 has been unlocked and "Additional Documentation" is enabled:
Form 5A is used in lieu of a Form 4 if the appraisee has a legitimate and valid reason for
exemption from appraisal in a particular appraisal year. Reasons for exemption include:
To create a Form 5A:
Please Note:
Appraisers should consult with their Appraisal Lead first before filling out this form.
NB: Form 5B is used to log anyone who fails to engage with the appraisal process. Again, consult with Appraisal Lead in the first instance.
As of mid-2018, a site-wide autosave function was introduced to appraisers.
By default, Autosave is disabled for all users.
But when enabled, it is triggered every 60 seconds, saving whatever form you were filling in. If you altered your form and tried to leave the page before the autosave kicked in, you will be prompted to save the content of your form before leaving the page.
However, there are compatibility and performance issues (speed) for those using Internet Explorer as their web browser.
We appreciate that it is not always possible to change or upgrade the web browser you use, especially if you are in hospital offices or using GP practice computers. So to remedy this, we made the Autosave an opt-in function.
If you are using Internet Explorer and you experienced speed performance issues on SOAR, please consider using an alternative web browser first. If not possible, then you can disable the Autosave.
As an appraiser, please consider (if possible) enabling the Autosave for the purposes of drafting Form 4s.
Autosave can be enabled / disabled by:
Feedback Form 6 is enabled after appraisal Form 4 is signed off by appraisee. Appraiser completes Form 6B; appraisees complete Form 6A.
Form 6 appears as an additional tab along the top of the appraisal details page; and also as a reminder on the appraisal timeline function on the appraiser dashboard. It will remain on the dashboard for 8 weeks and is hidden automatically thereafter.
For appraisers, the first ten Form 6B are used for benchmarking purposes; thereafter it is optional and the form is designed as a reflective tool with different questions set.
The Form 6 feedback received is collated anonymously into a report which can be accessed via the Reports section from the menu on the left.
The report is anonymised and is designed to help you reflect on your practice in the appraiser role.
Prior to the report being generated, appraisers are asked to set a date parameter. To ensure the process is anonymous, a report is only produced if the search criteria includes at least 3 results.
This applies if your appraisee is a clinical academic.
If when you are creating the appraisal meeting and you notice that the university co-appraiser is not listed - find out from appraisee who the university colleague involved is, and liaise with your health board admin team ASAP to request:
If appraisal is created before a co-appraiser is assigned, then they will need to be manually added to the appraisal so that they have access to the appraisal forms and be involved with the Form 4 sign off.
For more information about the joint appraisal process, please check guidance on Clinical Academics appraisal.
If a duplicate appraisal was created in error please liaise with either the health board admin team or the SOAR helpdesk to delete from the system.
SOAR is designed to handle only one appraisal at a time, duplicate appraisals will lead to appraisee submission confusion and also potentially cause issues in PDP section when signing off Form 4.
Apart from significant system updates, SOAR will not send out notifications about various events or news unless you opt-in to receiving them. The news alerts categories are:
To opt in to receiving the relevant news alerts:
The "NES-Run Events" category typically is used to contact appraisers re the Appraisers Conference or Refresher programme of activities.
This page was last updated on: 09/02/2025