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Recruitment Documentation Policy

I. Purpose of Policy

This policy defines the documentation and resources programs will use for recruitment of applicants to Accreditation Council for Graduate Medical Education (ACGME)-accredited graduate medical education programs (GME) at Dartmouth-Hitchcock (D-H).

II. Policy Scope

This policy applies to Program Directors and Program Coordinators of ACGME-accredited training programs and to GME Office staff at D-H.

III. Definitions

Resident: Any physician in an ACMGE-accredited graduate medical education program including Residents and Fellows.

Electronic Residency Application Service (ERAS): The centralized online application service used by the Association of American Medical College (AAMC) to transmit residency applications to Program Directors.

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 applicants who interview at D-H.
    • Obtaining a signature from each applicant noting 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 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