We are excited to be updating the format of our Healthcare Leadership Model online tools questionnaire from the 31st August 2016.

 

The updates will have an impact on users of both the self assessment tool as well as the 360 degree feedback tool, including our facilitators, trainers and batch coordinators.  To help answer any questions you may have about what’s changing, why it’s changing, as well as what the impact on you might be, please explore the questions and answers given below.  They are grouped into three main sections:

 

General online tools update queries

Self assessment tool related queries

360 degree feedback tool related queries.

 

This last section includes:

 

Queries from current participants/users

Queries from batch coordinators

Queries about group reports

Queries from facilitators

Queries from Train the trainers

 

Please scroll down to find out more.

General online tools update queries:

Is the Healthcare Leadership Model itself changing?

No. Although we do plan to review the Healthcare Leadership Model in the future, all that is being updated currently is the format for the online tools questionnaire (i.e. self assessment and 360 degree feedback), and thus the format of the individual reports that users receive as part of this process as well.

 

Why is the questionnaire format for the online tools changing?

We are continually seeking to improve the 360 questionnaire, the online system and the reports, so as to provide the best possible service to our users. Earlier this year we carefully reviewed user feedback and conducted statistical analysis on the data to identify any areas of potential improvement.

 

The most consistent piece of feedback we’ve received is that users feel the length of time it takes to complete the questionnaire is currently too long.  We were keen to address this while retaining the robustness of the user report that we know is well received.  We also wanted to address the trend in our analysis that respondent’s ratings were on average scored towards the higher ends of the rating scales, both in terms of the importance ratings as well as performance.

 

After discussions with colleagues at JCA Global (the developers of the online questionnaire, reports and Appraisal Hub system) we ran a pilot with over 200 staff to test a revised version of the questionnaire and were pleased with the results. By moving away from the frequency scale on performance (rarely to nearly always) to the original performance levels used in the Model we’re now keeping closer to the original Model while also encouraging raters to use the full range of the scale. Users were also able to complete the questionnaire in less time while retaining a positive user experience. Further information about the pilot results is available to download here.

 

How is the questionnaire format for the online tools changing?

The biggest difference will be the way in which we ask participants to rate themselves (or their colleagues) on the nine dimensions of the Healthcare Leadership Model. Rather than asking people to rate each individual behavioural indicator (resulting in over 80 questions to complete), we will now be asking them to rate against the overall dimension itself.  This means participants will need to select the level of the dimensions that best describes their leadership behaviour – essential, proficient, strong, exemplary (or insufficient).

 

They will still be asked to rate the importance of each dimension to the individual’s job role, though the scale we ask them to rate against will change slightly to provide greater clarity.  They will also still be asked four free-text questions that are unchanged from the previous version: What do they do well in their role as a leader?  What do they do less well in their role as a leader? How can they improve in their role as a leader?  Other advice you could offer them?

 

Finally, we will also be including a new additional set of questions for staff who have a direct responsibility to formally lead others.  These questions will explore the impact the leadership behaviour of the individual (as measured by the nine leadership dimensions) has on these staff in terms of their satisfaction, loyalty, productivity and engagement.

 

Overall, the new version will take less time for users to complete than the previous version while still producing a robust individual report.

 

Why has the number of items been reduced?

The most consistent piece of feedback we’ve received is that users feel the time it takes to complete the questionnaire is currently too long. We were keen to address this while retaining the robustness of the user report that we know is well received.  We also wanted to address the trend in our data analysis that respondents’ ratings were on average scored towards the higher ends of the rating scales, both in terms of the importance ratings as well as performance.

 

By moving away from using a frequency scale on performance (rarely to nearly always) to the original performance levels used in the Model we’re now keeping closer to the original Model while also encouraging raters to use the full range of the scale.  And by having less questions to answer individually, the overall time it takes to complete has reduced.

 

Will the two questionnaire formats run in parallel?

Yes, for a limited period. We want to ensure that anyone who is currently in the middle of completing a self assessment or 360 degree feedback questionnaire will have time to complete it.  Current users will therefore have until 31st January 2017 to ensure they complete the process.

 

We also want to ensure that anyone who is expecting to produce a Group Report will have an opportunity to do so.  It will only be possible to produce a Group Report for individual users on the same version of the questionnaire, so batch coordinators will need to ensure they manage their batches accordingly.  Please see the ‘batch coordinator’ section of this FAQ for further information.

 

What’s the cut-off date for creating a questionnaire using the original format of the questionnaire?

For individual users, new questionnaires created from the 31st August 2017 will automatically be the new version of the questionnaire. If you would like to use the original format, please ensure you create and start a new questionnaire (including payment, if required) before this date.

 

For users being invited to be part of a batch, or pre-paid place, you may be asked to use the original version of the questionnaire until January 2017.  It will be up to your batch coordinator to decide which version you are invited to use.

 

 

Self assessment tool related queries:

 

I’m part-way through my self assessment.  How will this affect me?

Provided you finish your self assessment before 31st January 2017 then it will not affect you. When you log in to the Appraisal Hub you will automatically be taken to your existing questionnaire.

 

If you are unable to complete your self assessment before 31st January 2017 however, then you will be asked to start again using the new version of the questionnaire when you log in after this date, and you will not be able to access your previous questionnaire.

 

Will my completed questionnaires on the original version still be saved in my main user screen?

Yes. Provided you have finished your self assessment before 31st January 2017 and generated the report, the PDF will be saved in your main user screen so that you can download it again for reference.

 

Will I be able to convert my previous self assessment to a 360?

Only if you choose to convert your self assessment prior to 31st August 2016.

 

If you try to convert your self assessment after this date, you will receive a message to let you know that your questionnaire can’t be converted.  Instead, please create a new questionnaire and select ‘360’ from the dropdown menu.

 

 

360 degree feedback tool related queries:

 

Queries from current participants/users:

 

I’m part-way through my 360. How will this affect me?

Provided you finish your 360 before 31st January 2017 then it will not affect you. When you log in to the Appraisal Hub you will automatically be taken to your existing questionnaire.

 

If you are unable to complete your 360 before 31st January 2017 however, then you will be asked to start again using the new version of the questionnaire when you log in after this date, and you will not be able to access your previous questionnaire.

 

What happens if I don’t finish my 360 in the original questionnaire format by 31st January 2017?

You will be asked to start again using the new version of the questionnaire when you log in after this date, and you will not be able to access your previous questionnaire.

 

Can I still create a 360 using the old questionnaire format?

For individual users, new questionnaires created after 31st August 2016 will automatically use the new version of the questionnaire. If you would like to use the original format, please ensure you create a new questionnaire before this date.

 

For users being invited to be part of a pre-paid batch, it may still be possible to use the original version of the questionnaire until January 2017.  It will be up to your batch coordinator to decide which version you are invited to use.

 

How will I know if my facilitator is accredited in the version I’m using?

Facilitators on the register will be responsible for replying to any requests for a feedback session if the questionnaire is a version they are not accredited for.  All facilitators will have access to update their accreditation to the new version of the questionnaire in their own time, though any who do not complete this by 28th February 2017 will be taken off the register.

 

Queries from batches coordinators:

 

I’m a batch coordinator. How will this affect me?

Anyone who has an open batch with places that haven’t been allocated yet, or with invitations that were sent but not yet accepted/claimed by a user, will have these unused places transferred into a new batch on the 31st August 2016.  Any invitations sent from this new batch will automatically ask participants to complete the new version of the questionnaire.  This new batch will not have the details of any outstanding participants automatically included, in case they need to be replaced with new/different participants.

 

However we know that some coordinators are using their batches for development programmes or other group work that will require their participants to remain on the original version of the questionnaire.  You will be able to contact the Help Desk (360support@jcaglobal.com or 0124 228 2979) who will be able to arrange for the required number of places to be moved back to your old batch, and so allowing participants to access the original version of the questionnaire.  This will be possible until January 2017, after which we will no longer be able to provide access to the original questionnaire for new users.

 

If you have sent invitations from your open batch and you would like your participants to use the original version of the questionnaire, please encourage them to start their 360 as soon as possible and preferably before the 31st August 2016.

 

Finally, please note that only the new version of the questionnaire will be available for new batches created after 31st August 2016.

 

Will leftover batch places automatically transfer?

Yes.  You will see a new batch created using the same name as your existing batch but with ‘v1.1’ added so that you can differentiate between them.

 

Will new users I add to my batch be automatically sent to do the new version of the questionnaire? Or will I have a choice on which version they should do?

If you created your batch prior to 31st August 2016 then any unused places in your batch will be automatically transferred to a new batch. Any users invited to join this new batch will automatically be sent to the new version of the questionnaire.

 

If you feel it is necessary for a user to access the original version of the questionnaire, you can contact the Help Desk on 360support@jcaglobal.com or 0124 228 2979 and they will be able to help you get access to this version for your users.

 

Any batches created from the 31st August 2016 will automatically invite users to use the new version of the questionnaire.

 

Queries about group reports:

 

I’m planning to compile a Group report from a batch that I manage. How will this affect me?

You should note that participants will need to be on the same batch, and thus using the same version of the questionnaire, for a Group Report to be generated.

 

Therefore, if you need any new users to be included in a Group report with users who have used the original version of the questionnaire, please contact the Help Desk on 360support@jcaglobal.com or 0124 228 2979 and they will be able to help you set up access to this version for your users.

 

When will I need to request by Group report by?

We suggest requesting Group reports as soon as possible, to make it easier to manage your batch.

 

If your users are on the original version of the questionnaire you should aim to request any group reports by the end of January 2017.

 

Will I be able to compile a Group report with individuals who are on different versions of the questionnaire?

No.  It will not be possible to generate a Group Report that combines users on the original version of the questionnaire and users on the new version.

 

Queries from facilitators:

 

What training will I need to complete to update my accreditation?

If you would like to remain on the register to provide feedback for participants on the new version of the questionnaire, you will be required to update your training to ensure that you understand how the new reports are structured and how to help participants interpret their results. The training will be based within the eLearning system originally used for your initial training.  We will be contacting all facilitators directly with details on how to access this training.

 

When will the training become available?

The online modules will become available in early September 2016, and we will be contacting all registered facilitators with information on how to access them. If you have not received a communication from us by this date but expected to, please contact 360support@jcaglobal.com.

 

How long will the training to update my accreditation take?

We expect it will take 2 hours maximum to complete the relevant updated modules and quiz. You will not need to complete the relevant modules in one sitting, but can access these in your own time.

 

How long will I have to complete the training?

We are asking all existing facilitators to update their training as soon as they reasonably can and no later than 28th February 2017. You will not be able to access user reports from the new version of the questionnaire until you have completed this training, though you will still be able to take requests for the original version should you wish to.

 

If you do not complete the update to your training by 28th February 2017 then your details will be removed from the register, and you will need to contact 360support@jcaglobal.com to discuss updating your accreditation.

 

Can I fail the eLearning?

There is a quiz at the end of the eLearning which will focus on ensuring that you understand how the new reports are structured and how to help participants interpret their results. This will not be pass or fail, but is an opportunity to test your own knowledge and ensure you understand the changes so that you can be confident delivering a feedback session using the new format of report.  If you do answer a question incorrectly you will be directed to review the relevant module of the eLearning, which we would strongly encourage you to do to ensure you understand the material.

 

What if I would like additional support?

We suggest contacting your Local Delivery Partner organisation in the first instance to find out what opportunities are already planned, or what opportunities can be developed for you. If you are based outside of England, please contact the Academy team at enquiries@leadershipacademy.nhs.uk to see what other opportunities for support are available.

 

What happens if I don’t want to update my accreditation?

Please contact 360support@jcaglobal.com as soon as possible to let us know that you would prefer not to update your accreditation.

 

If you would like to remain on the register to facilitate sessions using the original questionnaire, this will be possible until 31st January 2017, after which your details will be removed.

 

Will users be able to see that I’m accredited to facilitate both versions of the questionnaire?

To minimise any potential confusion for users we will not be specifying which version of the questionnaire facilitators are accredited for. Instead, we ask all facilitators to reply directly to any requests for feedback sessions, and if you are not accredited for the relevant version to either ensure you complete the relevant training, or else to ask them to select a different colleague from the register.

 

Queries from Train the trainers:

 

What will I need to do to update my training?

You will need to update your training as a Facilitator so that you understand how the new reports are structured and how to help participants interpret their results. This training will be based within the eLearning system and you will be contacted directly with further information on how to complete this. (Please see also Facilitator FAQ section above)

 

JCA Global will also be running dedicated webinars to support Train the Trainers to ensure all Trainers are confident and competent in delivering the new materials.  Dates for these sessions will be distributed to trainers directly via email, and we will record at least one session for Trainers to access in their own time should they be unable to access one directly.

 

Additionally your Local Delivery Partner organisation may be organising a face-to-face or additional session for you to access.  Again, you will be contacted directly via email with relevant opportunities planned in your region.

 

How long will the training to update my accreditation take?

We expect the Facilitator eLearning and quiz to take a maximum of 2 hours to complete. The webinar will be an additional 1.5 hours (approximately) and will provide a walk through of the new report format, any changes to the Facilitator training timetable and an opportunity for questions.  Any additional opportunities may vary, with relevant details regarding time required communicated with you directly.

 

When will this training become available?

The online modules will become available from early September 2016, and we will be contacting all registered facilitators on this date with information on how to access them. If you have not received a communication from us by this date but expected to, please contact 360support@jcaglobal.com.

 

Webinars for trainers will be available from mid-September, with dates distributed to all trainers directly via email. Please ensure that if you are planning in New Facilitator training that you leave enough lead up time to complete your own training and also for Facilitators to complete their pre-course work, including completion of their own 360 questionnaire.  We recommend a 6-week lead in to any training to allow for this.

 

Where can I access the updated materials for my training sessions?

All updated materials will be available once you have completed your training. We will confirm access to this with you directly via email.

 

What if I would like additional support?

We suggest contacting your Local Delivery Partner organisation in the first instance to find out what opportunities are already planned, or what opportunities can be developed for you. Alternatively JCA Global are happy to provide further support in enabling you to deliver Facilitator training in the new version of the questionnaire and report, though please note there may be an additional cost depending on your requirements. The Helpdesk can be contacted on 360support@jcaglobal.com or 0124 228 2979.