Quality Education for a Healthier Scotland

Overview of Form 4 processes on SOAR

for ALL roles associated with Academic Appraisals on SOAR(Primary and Secondary Care)

• If you do not know how the Appraisal process or Form 4 works, please review other guides first

• This PowerPoint is created as supplementary guidance for Academic Appraisals on SOAR

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 returned 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 emailconfirmations sent

Form 4 processes1. Main Appraiser creates interview2. Appraisee completes and submits appraisal forms3. Appraiser and co-Appraiser review submitted forms

and documents4. Joint Appraisal takes place5. Main Appraiser drafts Form 4, signs and forwards to

co-Appraiser when finished6. Co-Appraiser reviews Form 4:

– Signs and Forwards to Appraisee if ok with form; or– Makes changes and returns to Appraiser if not

7. Appraisee receives Form 4 when both Appraisers sign:– Reviews and signs Form 4 if ok with form; or– Makes change request if not – form is returned to

Appraiser

Appraiser creating Form 4:• Make sure co-Appraiser

is included in interview first

• Click “Create Form 4”• This creates the Form 4

and you will automatically be taken there

• Three sections to complete:

• Summary of Discussion

• Summary Assessment of Supporting Information

• PDP• Click “expand” to

open each section• In Section A, there is an

additional “Academic Medicine Summary” to be completed

• When finished, click “Approve and Forward to Co-Appraiser” for their review

• When forwarded, Appraiser “sign off” is added and Form 4 is locked

• Co-Appraiser will be notified via system auto email

Co-Appraiser to review:• Content of drafted Form

4• If no further changes are

required, Co-Appraiser approves and forwards to Appraisee for their review

• If changes are needed, Co-Appraiser “Unlocks Form 4 for Editing”, makes the changes, and returns form to Appraiser for their review and sign off (again)

• Form 4 goes back and forth between Appraiser and Co-Appraiser until both have approved

• When both have approved, Form 4 is sent to Appraisee for their review and sign off

Appraisee will receive auto email requesting review:

• When Appraisee approves, interview is completed

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)