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Recruitment Documentation Policy

I. Purpose of Policy

The purpose of this policy is to ensure that all applicants who interview at Dartmouth-Hitchcock (D-H) receive the required recruitment documentation and that all residency and fellowship programs utilize a standard format for documenting the provision of these documents and to ensure that all residency and fellowship programs apply the standard, institutionally approved filters prior to the review of any applicant files in the Electronic Residency Application Service (ERAS).

II. Policy Scope

This policy applies to all staff, residents/fellows associated with the Accreditation Council for Graduate Medical Education (ACGME)-accredited residency and fellowship programs at Dartmouth-Hitchcock (D-H).

III. Definitions

Resident: Any physician in an accredited graduate medical education program, including interns, residents, and fellows.

IV. Policy Statement

  • The Program Director/Coordinator is responsible for:
    • Supplying a copy of the eligibility requirements, selection process, and sample Agreement of Appointment to all resident and fellow applicants who interview at D-H.
    • Obtaining a signature from each applicant noting their receipt of the above documents.
    • Maintaining this documentation in the program office.
    • Applying the institutionally approved ERAS filters as described in this policy.

  • The Office of Graduate Medical Education is responsible for:
    • Providing annual updates to all programs of the following documents:
      • Eligibility Requirements
      • Selection Process
      • Sample Appointment Agreement
    • Providing updated information on the institutionally approved ERAS filters.

  • General
    • All training programs must ensure that each resident applicant has received a current copy of the eligibility requirements, selection process and sample appointment form.
    • All programs must document applicant receipt of the above noted documents utilizing the signature page provided by the GME office. Either a multi signature page or single signature page may be used to document this requirement.
    • All programs utilizing a paper application must use the GME Application Form. All programs using ERAS must apply the institutionally approved filters within ERAS. By activating these filters, sensitive information will be screened and hidden from a program's view:
      • Birth Date
      • Birth Place
      • Gender
      • Limitations
      • Photograph
      • Self-Identification
    • Once an applicant has accepted an interview, programs are asked to use the “Scheduled to Interview” filter prior to unlocking photographs of the scheduled applicants. Photographs must then be locked again prior to removing the “Scheduled to Interview” filter in order to view other applicants in the system.

D-H Policy ID: 11325