Overview of Appraisal Processes on SOAR for ALL

Overview of Appraisal Processes on SOAR for ALL roles associated with Academic Appraisals on SOAR (Primary and Secondary Care) Quality Education for a Healthier Scotland

Outline • Brief introduction to Academic Appraisal • Overview of processes on SOAR – Form 4 process (including Co-Appraiser actions) • Important tasks • Support

Introduction (1/5) …Academic Appraisal on SOAR • For those Appraisees who are Clinical Academics with an honorary role with the NHS, their appraisals will require 2 Appraisers: 1 from the university, 1 from Medical Appraisal (NHS) • The co-Appraiser from the university will/should already be an Appraiser on SOAR • This applies to both Primary and Secondary Care

Introduction (2/5) …Differences in Academic Appraisals • Those identified as Academic Appraisees will have an additional Academic Form on their Form 3; • The Form 4 sign off process will include the co-Appraiser.

Introduction (3/5) …New roles on SOAR • Co-Appraiser (the university Appraiser) – Included in system emails – Has access to submitted Appraisal Forms – Involved in the drafting of Form 4 • Appraisal Co-ordinator (university admin) – Has Admin access to assigned Appraisees – Can be included in system emails

Introduction (4/5) …University Administrator • The way we differentiate between Health Board Admin and University Admin is via the Appraisal Co-ordinator role: – Health Board Admin has access to everyone in their Health Board – Appraisal Co-ordinator (University Admin) has access only to those who have been assigned to them

Introduction (5/5) …Initial set up required • Academic Appraisees need to be identified • Local Health Board Admins assign the University Administrator(s) as “Appraisal Co-ordinator” • Pending local arrangements, either Local Admins or University Admins to: – assign the Co-Appraiser; and – mark Appraisee as Clinical Academic • (important – this brings up the Academic Form on Appraisees’ Form 3)

Overview: Academic Appraisal on SOAR Health Board Admin Appraisal Co-ordinator Assign & Link Appraisal Co-ordinator (Uni Admin) Assign Co-Appraiser (Uni Appraiser) Mark Appraisees as Clinical Academics Appraisee Appraiser Completes Appraisal Forms (inc Academic Form) Create Interview Submit Appraisal Forms & Accept Confidentiality Optional: Manual trigger of notification email to Appraisee, Appraiser and co-Appraiser Co-Appraiser Reviews submitted Appraisal Docs APPRAISAL INTERVIEW Appraiser drafts Form 4 summary. . .

Form 4 process: After Appraiser has drafted Form 4 Appraiser = APR Co-Appraiser = Co. APR Appraisee = APEE No APR and Co. APR sign-offs are removed, APR and Co. APR receives email notification of change request, Form 4 process repeats with APR editing it as appropriate, and then forwarding to Co. APR etc Appraiser APR sends (signed) Form 4 to Co. APR If APR makes changes to Co. APR draft, then Co. APR sign off is removed Has Co. APR signed off? Yes Approve and Sign? Process completed: automated email confirmations sent No No Approve and Sign? Form 4 signed off Appraisee Co-Appraiser Co-APR makes changes, APR sign off is removed, edited Form 4 returned to APR Yes Co-APR signs and sends to Appraisee Yes

Important Tasks (1/3) • For Health Board Admins – Assign Logins – Assign Appraisal Co -ordinators (University Admins) – Allocate Appraisal Co-ordinators to Appraisees – Allocate Appraisers and Appraisees • For University Admins (Appraisal Co-ordinators) – Assign logins – Assign Co-Appraisers to Appraisees – Mark if Appraisees are Academic Appraisees

Important Tasks (2/3) • For Appraisers – Create Interviews – Review Appraisal Forms / Docs – Appraisal Form 4 (create and forward) • For Co-Appraisers – Review Appraisal Forms / Docs – Appraisal Form 4 (approve and forward)

Important Tasks (3/3) • For Appraisees – Complete Forms 1 -2 – Complete Form 3 • Upload Supporting Information • Academic Medicine form – Go to Interview page: • Agree Confidentiality Statement • Submit Appraisal Forms – Sign off Form 4 – Complete Feedback Form 6 A

Further support • Medical Appraisal Scotland website: – www. appraisal. nes. scot. nhs. uk – Resources, FAQ and other useful sections • Local Administration teams: – Contact info on Medical Appraisal Scotland site • SOAR Helpdesk – Black “Help” box on right when logged into SOAR; – or SOAR@nes. scot. nhs. uk • Due to capacity issues we are unable to offer telephone support – You can request a call back via the Helpdesk, but we need detailed descriptions of the issue(s)