Dartmouth-Hitchcock

Recruitment Documentation Policy

Scope

The policy applies to all DHMC residency and fellowship programs.

Purpose

1. To ensure that all residency and fellowship applicants who interview at the Dartmouth-Hitchcock Medical Center:
   • receive a copy of the Eligibility Guidelines documentation (as distributed by the GME office annually).
   • receive a copy of the Selection Process documentation (as distributed by the GME office annually).
   • are provided with a written, sample Agreement of Appointment.
2. To ensure that all programs utilize a standard format for documenting the provision of the above named documents.
3. To ensure that all programs utilizing ERAS apply the standard, institutionally approved filters prior to the review of any applicant files.

Policy Guidelines

Responsibilities

1. 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 DHMC. 
   • Obtaining a signature from each applicant noting their receipt of the above documents.
   • Maintaining this documentation in the program office and providing it to GME during the Internal Review file audit. 
   • Applying the institutionally approved ERAS filters as described in this policy.
2. 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
   • Review of the required documentation as part of the Internal Review process.
   • Providing updated information on the institutionally approved ERAS filters.

General Guidelines

1. All training programs must ensure that each resident and fellow applicant has received a current copy of the eligibility requirements, selection process and sample appointment form.
2. 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.
3. All programs utilizing a paper application must use the application form provided by the GME office.
4. All programs using ERAS must apply the institutionally approved filters within ERAS. 
5. The following filters must be in place prior to the review of any applications files in ERAS:
   • Birth Date
   • Birth Place
   • Citizenship/Visa Status
   • Gender
   • Limitations
   • Photograph
   • Race/Ethnicity
   • Social Security Number
6. 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.