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:
First, agree a meeting date/time and location with the appraisee via phone / email etc (outside of SOAR).
There will be occasions where more than one meeting is required for an appraisal, for example:
DO NOT create a new interview.
Repeat to add more dates as required.
Alternatively, rather than adding a new meeting date as per step 4 above, you could overwrite the original meeting date/time instead.
Appraisal Period is used to log WHEN an interview 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 maintaining their annual appraisals.
We expect appraisal discussions to be centred around material within last 12 months/since
Whilst a red text message will appear on SOAR prompting you if the selected appraisal period does not match the meeting date, you can overwrite/ignore this message in instances of late appraisals (typically in April/May time). Check in with your local health board admin team in the first instance if you are unsure.
When 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 1-3 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 interview is completed, the submitted Forms 1-3 are archived; and the appraisee’s draft Form 3 is wiped to allow for the preparation of next appraisal (Forms 1 and 2 are not reset, but appraisees can amend details here if needed).
Because of this, it is NOT possible to amend submitted Forms 1-3 after interview 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:
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 all users.
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 interview 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 universoty 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.
This page was last updated on: 28/01/2022