quality education for a healthier scotland introduction to academic appraisal processes on soar ...

Quality Education for a Healthier Scotland

Introduction to Academic Appraisal processes on

SOAR

www.appraisal.nes.scot.nhs.uk

Last updated: 13th August 2014

Outline of this presentation

• Brief introduction to Academic Appraisal • Overview of processes on SOAR

– Form 4 process – includes Co-Appraiser actions

• Breakdown of tasks– For Appraisers, co-Appraiser and Appraisees– Screenshots guidance

• Important tasks• Summary• Support

2

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

• The co-Appraiser from the university will/should already be an Appraiser on SOAR

• This applies to both Primary and Secondary Care

3

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.

4

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

5

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

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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)

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Overview: Academic Appraisal on SOAR

8

Assign & LinkAppraisal

Co-ordinator(Uni Admin)

Health Board Admin

AssignCo-Appraiser

(Uni Appraiser)

MarkAppraisees as

ClinicalAcademics

AppraiseeAppraisal Co-ordinator

CompletesAppraisal Forms(inc Academic

Form)

Appraiser Co-Appraiser

Reviewssubmitted

Appraisal Docs

Appraiserdrafts Form 4summary...

SubmitAppraisal Forms

& AcceptConfidentiality

CreateInterview

APPRAISALINTERVIEW

Optional: Manual trigger of notification email toAppraisee, Appraiser and co-Appraiser

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Co-Appraiser = CoAPR

Co-Appraiser

AppraiseeAppraiserAPR sends (signed)Form 4 to CoAPR

Co-APR signs andsends to Appraisee

Co-APR makes changes,APR sign off is removed,edited Form 4 sent to APR

Has CoAPRsigned off? Yes

No

Approveand Sign? YesNo

Approveand Sign?

Form 4signed off

If APR makes changesto CoAPR draft, thenCoAPR sign off is removed

YesNo

APR and CoAPR sign-offs are removed,APR and CoAPR receives email notification of change request,Form 4 process repeats with APR editing it as appropriate,and then forwarding to CoAPR etc

Form 4 process: After Appraiser has drafted Form 4

Appraisee = APEEAppraiser = APR

Process completed:automated email

confirmations sent

Breakdown of tasks (1/4)

… First steps

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1. Health Board Admins assign Appraisal Co-ordinators (University Admins); and

2. Link Appraisees to Appraisal Co-ordinator(s)

3. Admins (Health Board or Uni) assign co-Appraisers to an Appraisee; and

4. Mark the Appraisees as Clinical Academics

• This adds the Academic Form to Form 3

AdminTeams



Health Board Admin

AssignCo-Appraiser

(Uni Appraiser)

MarkAppraisees as

ClinicalAcademics

Appraisee


Form)

Appraiser Co-Appraiser

Reviewssubmitted

Appraisal Docs




CreateInterview

APPRAISALINTERVIEW

Appraisal Co-ordinator


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(1) Assigning University Admins as Appraisal Co-ordinator

• University Admins probably won’t have a SOAR login– In which case, click to create “New

User”

• If they are on SOAR already, then you just add “Appraisal Co-ordinator” to their roles

12

Click on New User• Add Name, Email, dummy

GMC number (MUST prefix with initials), and Login name / password

• Finish by clicking Save

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• When Saved, click on “Roles” to add Co-ordinator role

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• Select “SC Appraisal Co-ordinator” under Role

• Click “Add New Role”• Click “Save”, and you should see

“Saved successful” message15

(2) Linking Appraisal Co-ordinator(s) to Appraisees

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• Once Appraisal Co-ordinators have been assigned, they need to be linked to the Academic Appraisees

• This allows them to manage their appraisees– Assign co-Appraisers– Mark Appraisees as Clinical Academics– Kept informed of appraisal process (via Form 4

automated emails)• Linking can be done either individually or

as batch operation

Link Appraisees to Appraisal Co-ordinators (1/3)

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• To allocate multiple Appraisees to one Co-ordinator, click on “Appraisee Assignment”

• Sort the list according to the column headings• Select the Appraisees via tick box on the left• Expand the “Assign new Appraisal Co-ordinator”

function• Select the Appraisal Co-ordinator from the

dropdown menu, and Submit• We will be implementing a more flexible search filter

in the future to make this more user friendly


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• To allocate individual Appraisees to Co-ordinator(s), you can either click on “Assignment details” from the current page

• Or you can click on “Appraisees” or “User Search” to look up a particular Appraisee and click on their name from the list


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• Click on “Appraisee” tab (either SC or PC) to bring up the user’s Appraisee details

• Select the Appraisal Co-ordinator in the dropdown

• Click “Add Coordinator”• Appraisal Co-ordinator is listed below

(3) Assigning Co-Appraiser &(4) Identifying Clinical Academics

• When Appraisal Co-ordinators (Uni Admins) have been set up and linked, the next steps are:– Assign a Co-Appraiser to an Appraisee– Mark Appraisee if they are Clinical

Academics• Done either by the Health Board

Admins, or the newly added Appraisal Co-ordinators (Uni Admins)

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• If they are Clinical Academics, tick the box• Click Save when finished• Click on “Notify” button to trigger system

email so the Appraisee, Appraiser, co-Appraiser and former Appraiser knows about the new assignments

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• Ensure you are in the “Appraisee” tab• Appraiser Assignment should already be made• You can’t assign a co-appraiser without the main

appraiser first• The co-appraiser can either be from Primary or

Secondary Care, choose carefully from the dropdown menus for the correct co-appraiser


… after Co-Appraiser has been assigned

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• Usual appraisal processes take place on SOAR

5. Meeting date/time/location to be agreed by all 3 participants

6. Main Appraiser logs in to create interview on SOAR

7. Appraisee logs in; completes Appraisal Forms 1-3 and uploads any supporting information as required

Appraisee


… after Co-Appraiser has been assigned

• Usual appraisal processes take place on SOAR

8. Appraisee submits the completed Appraisal Forms to the interview page (step 2) in order to share them with Appraisers

– A read-only snapshot of the forms is created in the interview page (auto email to Appraiser and Co-Appraiser)

– Appraisee can resubmit the forms if they wish (additional supporting information; missed questions on Appraisal Forms etc)

23

Appraisee

24

Appraisal Co-ordinator



Health Board Admin

AssignCo-Appraiser

(Uni Appraiser)

MarkAppraisees as

ClinicalAcademics


Form)

Co-Appraiser

Reviewssubmitted

Appraisal Docs




CreateInterview

APPRAISALINTERVIEW


Appraisee Appraiser

(6) Main Appraiser create Interview on SOAR (1/2)

25

• Login (as Appraiser)• Click on “Interviews”• Click on “New

Interview”

(6) Main Appraiser create Interview on SOAR (2/2)

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• Select Appraisee• If Co-Appraiser is assigned,

they will appear automatically• Enter location• Select Relevant Period (fiscal

year) of WHEN interview is scheduled, NOT what material is discussed;

• That is done in the “Review Period” box below

• Enter Date and Time• Add any additional comments

(if applicable)• Finish by clicking on Save• Optional: button will appear

afterwards near top right hand corner to send automated email confirmation

(7) Appraisee completing Appraisal Forms (1/2)

• Appraisee logs in• Clicks on Forms 1-2• Clicks on Form 3• Save button provided on both

forms (Appraisees not expected to complete forms in one sitting)

• Form 3 documents the appraisee’s supporting information (file attachments / uploads)

• In this example we have used Secondary Care appraisal forms. Primary Care forms are different in content, but same in approach.

Appraisee

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(7) Appraisee completing Appraisal Forms (2/2)

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Appraisee

• Form 3 is split into different sections:

– 4 Domains– Health, Probity, Complaints

Statements have been lifted out as separate sections

– As has Personal Development Plan (PDP) section

• Academic Appraisees should see an additional “Academic Medicine” section

• Complete all the sections (including uploading of supporting information in the Domains) – use Save button

• Once all forms are completed, the last step is to SUBMIT the completed forms to the interview so they are shared with Appraiser (the interview will have been added by the Appraiser in step 2)

(8) Appraisee submits completed Forms

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• Go to interview details page (from “My Interviews”)

• Scroll to bottom of page• Click on “Accept” button to

accept the Confidentiality Statement

• Click on “Submit Appraisal Forms 1-2 and 3” button to submit forms

• Read-only copy of forms is created for the interview

• System notifies Appraiser (and Co-Appraiser) via email

• You can re-submit (additional documents, missing answers on form etc), but contact your Appraiser FIRST

Appraisee


… after Appraisal Forms are submitted

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9. Appraiser reviews the submitted forms and supporting information

10.Appraisal takes place as scheduled11.After the appraisal: Appraiser creates

and drafts the Form 4 summary (from interview details page in step 2)

12.Appraiser forwards the (completed) Form 4 to Co-Appraiser for review and sign off

13.When Form 4 has been approved by both Appraisers, it is then sent to the Appraisee for their review and sign off

Appraiser

(11) Appraiser creates Appraisal Form 4 (1/2)

Appraiser

• Click on “Interviews” from the menu, which will bring up a list of all your scheduled appraisal meetings

• Click on the notepad icon to go to the interview’s details page

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(11) Appraiser creates Appraisal Form 4 (2/2)

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Appraiser

• When you are in the interview details page, click on “Create Form 4” button

• A new tab for “Form 4 (Draft)” will appear along the top, and you are redirected automatically to it.

(12) Appraiser forwards Appraisal Form 4

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Appraiser

• Form 4 is split into 3 sections:

– Summary– Assessment of Documents– PDP

• Expand each section to complete

• Same as for Appraisees, Appraisers are not expected to complete this in one sitting -use the Save button when working on the form

• When finished, click “Approve and Forward to CoAppraiser”

• System will notify Co-Appraiser via email

34

Co-Appraiser = CoAPR

Co-Appraiser

AppraiseeAppraiserAPR sends (signed)Form 4 to CoAPR

Co-APR signs andsends to Appraisee

Co-APR makes changes,APR sign off is removed,edited Form 4 sent to APR

Has CoAPRsigned off? Yes

No

Approveand Sign? YesNo

Approveand Sign?

Form 4signed off

If APR makes changesto CoAPR draft, thenCoAPR sign off is removed

YesNo

APR and CoAPR sign-offs are removed,APR and CoAPR receives email notification of change request,Form 4 process repeats with APR editing it as appropriate,And then forwarding to CoAPR etc

Form 4 process: After Appraiser has drafted Form 4

Appraisee = APEEAppraiser = APR

Process completed:automated email

confirmations sent

Co-Appraiser reviews forwarded Form 4 (1/2)

Appraiser

• Co-Appraiser logs in (using existing SOAR Appraiser login)

• Navigate to Form 4:– Either via link in email, or– Click on Interviews, from the

list, click on appropriate Form 4• The interviews listed also

indicate the Co-Appraiser status (under the “Co” column):

– U = You are the Co-Appraiser– Yes = Co-Appraiser involved– No = No Co-Appraiser involved

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Co-Appraiser reviews forwarded Form 4 (2/2)

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Appraiser

• Co-Appraiser reviews Form 4

• If changes are required:– click on “Unlock for

Editing”– proceed to make the

necessary changes– when finished, click on

“Approve and Return to Appraiser”

• If happy with the form, then simply click on “Approve and Forward to Appraisee”


… after Form 4 has been forwarded

• Form 4 is sent to Appraisee after both Appraisers have approved it

14. Appraisee reviews draft Form 4– If Appraisee wants changes made, they click "Change

Request" button and detail accordingly in the popup box. The system will unlock the form for the Appraiser to make the necessary changes and re-forward to the Co-Appraiser, and then to the Appraisee.

– If Appraisee is happy with the content of the form, they click "Approve Form 4" and the interview is marked as completed - the system sends an automated email to both Appraisers, Appraisee, and local Admins (inc university) to confirm the interview has taken place and Form 4 has been completed.

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(14) Appraisee sign-off of Form 4

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Appraisee

• Appraisee reviews each section on Form 4 (click “Expand” to view full section)

After review:• If amendments are needed, appraisee clicks on

“Change Request” button and enters details in popup box

– Form 4 is then unlocked and Appraiser is notified of change request. Appraiser then logs in to make the necessary edits and re-forward to Co-Appraiser, and then Appraisee.

• If happy with Form 4, Appraisee approves it, and the process is marked as completed.

– Auto email sent to Appraisers, Appraisee and Health Board and University Admin teams

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

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• 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)

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• For Appraisees– Complete Forms 1-2– Complete Form 3

• Upload supporting information

– Go to Interview page:• Agree Confidentiality Statement• Submit Appraisal Forms

– Sign off Form 4

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Further support

• Medical Appraisal Scotland website:– www.appraisal.nes.scot.nhs.uk– Resources, FAQ and other useful sections

• Local Administration teams:– Contact details on Medical Appraisal Scotland

• SOAR Helpdesk– Black “Help” box on right when logged into SOAR;– or [email protected]

• 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)

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http://www.appraisal.nes.scot.nhs.uk/

mailto:[email protected]

quality education for a healthier scotland introduction to academic appraisal processes on soar ...

Documents

appraiser slide

appraiser appraisee

university appraiser

appraisees form

appraisal forms

appraisal coordinators

academic appraisees

health board appraisal