Random Selection Tests Collected in 2025 for 2024

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We asked ChatGPT . . .

Third Party Administrators, and Employers often ask about DOT compliance when a participant is selected for random drug testing and the drug test collection is conducted the following year. The issue raises the question: What year does the collection count toward annual percentages.  It’s a fairly common question for randoms conducted late in the fourth quarter and the collection isn’t performed until January the following year.

DOT Random Testing Compliance

Question:

If a driver was selected for random testing in December 2024, who was on vacation at the time, and the company wants the driver to get their test done now, in January 2025, will it count towards the company’s annual target percentages (50% tested of the average number of eligible drivers) for 2024 as required by the DOT?

Answer:

No, the test completed in January 2025 would not count toward the company’s annual testing percentages for 2024 under DOT regulations.

DOT regulations require that random drug and alcohol tests be spread reasonably throughout the calendar year to ensure compliance with the annual testing percentages. Tests conducted in one calendar year cannot be retroactively applied to the annual percentage calculations for the previous year.

In this case, even though the driver was originally selected for testing in December 2024, the test was not completed until January 2025. Therefore, it would count toward the company’s 2025 random testing percentages, not 2024.

Key Points to Consider:

  • Documentation: Document why the test was delayed and note the driver’s unavailability in December 2024 due to vacation. This can demonstrate due diligence during an audit.
  • Missed Tests: If the company falls short of its 2024 testing percentages due to this situation, maintain records explaining the challenge for potential DOT audits.
  • Proactive Adjustments: To avoid shortfalls, increase the number of drivers selected earlier in the year or have contingency plans for unavailable drivers.

Follow-Up Question:

The test won’t count for 2024 even though the random selection was conducted in 2024?

Answer:

Correct, the test still won’t count for 2024 because the test date, not the selection date, determines which calendar year it is credited to under DOT regulations.

Explanation:

DOT rules specify that to meet the annual random testing percentage requirements, tests must be completed and recorded within the same calendar year for which the percentage is calculated. Even though the driver was selected in December 2024, the actual completion of the test occurred in January 2025, meaning it counts toward the company’s 2025 testing statistics.

Why the Selection Date Doesn’t Matter:

  • Annual Testing Percentages: The DOT requires companies to test at least 50% of their average number of eligible drivers (for drugs) and 10% (for alcohol) within a single calendar year. This is based on tests conducted, not selections.
  • Audit and Recordkeeping: When audited, DOT inspectors will look at the collection dates of completed tests, not the random selection dates, to verify compliance.

Key Takeaway:

To meet 2024′s targets, the test must have been completed and logged in 2024. If it wasn’t, the company will need to ensure other eligible drivers were tested in sufficient numbers to avoid falling below the required percentage.

Follow-Up Question:

The percentage is calculated based on the average number of employees eligible for testing. The statistics for percentage completed for 2024 is based on the average number of employees participating in 2024 randoms. If the test is conducted in 2025 for a random in 2024, wouldn’t it distort the percentage for 2025?

Answer:

You’re correct to raise that concern! A test conducted in 2025 for a random selection made in 2024 can potentially distort the percentage calculations for 2025, but this is how the DOT handles such situations:

DOT Compliance Perspective

  1. 2025 Testing Pool:The driver’s test conducted in 2025 will count toward the 2025 annual random testing percentages. Since the driver is part of the eligible population in 2025, including their test in that year’s calculation aligns with the DOT’s rules for compliance.
  2. Impact on 2025 Percentages:If a test intended for 2024 is conducted in 2025, it adds to the completed tests count for 2025 without affecting the eligible population for 2024. While this might slightly inflate 2025’s percentage of completed tests, DOT regulations prioritize completing the test (even if delayed) over strictly matching it to the year of selection.
  3. Avoiding Distortion:The best way to avoid distorting the percentages is to ensure tests are conducted within the same year they are scheduled. Employers should emphasize completing random tests promptly, even if that means making arrangements for employees who are on vacation or otherwise unavailable.

Handling Audit Concerns

DOT auditors focus on whether the annual percentage requirements (e.g., 50% for drugs and 10% for alcohol FMCSA) were met within each calendar year. If a test is delayed, you should document why it was not conducted on time and show that it was completed as soon as possible.

Additional Follow-Up Question:

Since the test will not apply to 2024 statistics, is the driver still required to submit to testing?

Answer:

Yes, the driver is still required to submit to testing. DOT regulations mandate that all selected individuals, regardless of timing, must complete their random drug or alcohol tests unless a valid reason, such as termination or ineligibility, applies.

Key Points:

  • Mandatory Compliance: A driver selected for random testing remains obligated to comply with the testing requirement, even if the test no longer counts toward the annual percentage statistics for the year selected.
  • Reason for Completion: The purpose of random testing is to deter and detect substance use. Allowing a driver to skip testing undermines the integrity of the program and could lead to compliance issues during a DOT audit.
  • Documentation: If the test is delayed, the employer should document the reasons for the delay and ensure the test is conducted as soon as possible to demonstrate efforts to comply with DOT regulations.

Conclusion:

The driver must still submit to the test, even if it is conducted in year after the selection, to fulfill the random testing requirement. Employers should ensure prompt compliance to maintain program integrity.

How Drugtestnetwork manages these details

DrugTestNerwork’s drug test data management software considers the date of the collection for annual percentage calculations.

EDI: Review Results – Map Account, MRO, Panel, Clinic

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DrugTestNetwork is a comprehensive drug and alcohol testing program management platform designed to support drug-free workplace initiatives and ensure compliance with DOT regulations. Ideal for TPAs and employers, it features software tools for managing every aspect of testing programs, including seamless integrations to electronically import results from laboratories and Medical Review Officers (MROs).

The technology is called EDI: Electronic Data Interchange.  EDI test results are provided as a text file, contain one or multiple test results, and are referred to as an EDI File Record.

When you open an EDI File Record (EFR), the included results are listed, allowing you to identify and map the reports to the appropriate client account. Additionally, you’ll map the associated MRO, Panel, and Clinic codes. Once these elements are mapped, subsequent EFRs with matching codes will automatically recognize and link to the corresponding elements from the EDI source.

To learn how to get to the screenshot below, review the articles: Getting Started

The screenshot below is a partial display (not all columns are included) of the list of results in an EFR:

When you’re on the actual page with data from one of your EFRs, press the icon for Overview to get an explanation of the symbols presented and the options to prepare the data for transfer into the reporting tables.

To map the account, MRO, panel and clinic, click the icon under the Edit column to open the EDI Editor.

From the EDI Editor, refer to the sections below to map the client, MRO, panel and clinic:

  • Donor/Account: Map Client Account
  • Clinic: Map the clinic when clinic information is provided.
  • MRO: Map the MRO code
  • Results/Panel: Map the panel code.

EDI: Getting Started – List EDI File Records

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DrugTestNetwork’s Drug Testing Program Management Software for both drug and alcohol testing, provides the capability to manage test results electronically transferred from the Lab or MRO.

The technology is called EDI: Electronic Data Interchange.  EDI test results are provided as a text file, contain one or multiple test results, and referred to as the EDI File Record.

When the EDI module receives a file, the contents are processed and a test result record is created for each report in the file.  EDI test results are maintained separately from the reports that are provided to clients.  The steps to transfer an EDI result into the reporting tables is referred to as Resolving EDI Records.

To review your EDI File Records, tap the short-cut option at the top of the page:

When the page opens, it automatically lists the EDI File Records (EFR) received within the last 30 days. By default, only EFRs with one or more results not yet transferred into the reporting tables are displayed. To include EFRs that have had ALL results transferred, choose the option: ALL.

To List files by date, enter the calendar period and press the List button:

When the EDI File Records (EFR) are listed, tap the Manage icon to open the EDI File Record and review the test results included: when that page opens, you’ll find Help and Overview options to explain what’s presented and how to proceed.

Click HERE to review the page that shows the EDI reports included in the EFR and how to map data elements and start the transfer into the reporting tables.

EDI: Getting Started – Connect

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DrugTestNetwork’s data management system, a drug testing administration software platform, for both drug and alcohol testing, provides the capability to receive test results electronically from the Lab or MRO.  The technology is usually referred to as Electronic Data Interchange, or EDI.  EDI test results are provided as text files with one or multiple test results.  The file is referred to as the EDI File Record. When the EDI module receives a file, the contents are processed and a test result record is created for each report in the file.

To see if you have test results, tap the short-cut option at the top of the page:

When the EDI page opens, click the Connect symbol:

A progress window will report if any files are available.  Close the window when it reports the number of new files found.  The underlying page will refresh to show the new files.

This example shows 3 EDI File Records (EFRs) transferred with the connection.
Tap the manage icon to open the EFR and review the records of results and transfer into the reporting tables.

Click HERE to review the page that shows the EDI reports included in the EFR and how to map data elements and start the transfer into the reporting tables.

 

 

 

NIDA-5 Drug Test Panel: Drug Test Data Management

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DrugTestNetwork’s data management system, a drug testing administration software platform, for both drug and alcohol testing, allows the user to create custom panel configurations to manage test results for reporting.  For DOT drug testing, the most common panel is the NIDA-5.

NIDA stands for the National Institute on Drug Abuse, which is a part of the U.S. National Institutes of Health (NIH). The term “NIDA-5″ refers to the original five-panel drug test developed under guidelines influenced by NIDA. This test screens for five categories of drugs commonly abused in the workplace:

  1. Marijuana (THC)
  2. Cocaine
  3. Opiates (e.g., morphine, codeine)
  4. Amphetamines (e.g., methamphetamine)
  5. Phencyclidine (PCP)

Although NIDA no longer directly oversees drug testing programs, the term “NIDA-5″ is still widely used to refer to these standard panel tests, especially for federally regulated drug testing, including DOT-mandated testing.

DOT Record Keeping

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What documents to maintain . . .
The content below was copied from the DOT website on 10/11/2024.
To obtain a recent copy in pdf format:
https://www.transportation.gov/sites/dot.gov/files/docs/ODAPC Recordkeeping Requirements.pdf

Click HERE for the complete document: 49 CFR Part 40: https://www.ecfr.gov/current/title-49/subtitle-A/part-40 [CFR: Code of Federal Regulations].

U.S. Department of Transportation
Office of the Secretary
Office of Drug & Alcohol Policy & Compliance

Employer Record Keeping Requirements
For Drug & Alcohol Testing Information


Requirement: Employers covered under DOT drug & alcohol testing regulations must maintain records that document their testing program consistent with 49 CFR Part 40 and other industry specific regulations.

Click HERE for the complete document: 49 CFR Part 40 document: https://www.ecfr.gov/current/title-49/subtitle-A/part-40 [CFR: Code of Federal Regulations].

Industry specific regulations requiring record keeping are listed in the following:

Industry

Regulation
FAA – Airline 14 CFR part 120, Subpart E, section 120.11114 CFR part 120, Subpart F, section 120.219
FMCSA – Motor Carrier 49 CFR part 382.401
FRA – Railroad  49 CFR part 219.901 and 219.903
FTA – Transit  49 CFR part 655.71
PHMSA – Pipelines  49 CFR part 199.227
USCG – Maritime  46 CFR Part 16.260

Note: Employers are required to thoroughly document their program, decision- making and compliance with respective DOT regulations. The drug & alcohol testing documents listed below will only make up a part of the over-all records you will need to keep.

While actually reading the regulations are the best practice, we hope this fact sheet provides a good starting point in answering your questions on record keeping.

What do I keep: Employers are required to keep the following documents:

  • Test results.Testing process administration.
  • Return-to-duty process administration.
  • Employee training.
  • Supervisor training.

You may also be required to submit an annual report to a DOT agency regarding testing activity and results. For more information on Management Information Systems (MIS) Data reports, please visit: www.dot.gov/ost/dapc/mis.html.

How do I keep them: All DOT drug & alcohol test records must be kept in a secure location with controlled access. Records should be in locked file cabinets. If records are kept electronically, they should be password protected.

Best Practice: Some employers have found separating their drug & alcohol records from personnel records or medical records limits the access of employees to the drug & alcohol records.

May a consortium or Third Party Administrator keep the records: Yes, you may arrange to have a consortium or third party administrator keep some or all of your records. You do not have to maintain a duplicate set of records, but ultimately, it is the employer’s responsibility to ensure procedures are in place that guarantee accurate and current records are saved according to DOT regulations.

After a request has been made by an authorized representative of the appropriate DOT agency, records need to be made available for inspection at the employer’s principal place of business. Please refer the DOT agency regulation to determine the time frame records need to be made available.

How long must I keep records: Depends on the type of transportation industry in which you are operating. Most DOT agencies have similar requirements, but please see the charts below for a break-down of agency-specific requirements:

FMCSA Requirements
1 Year:
  • Negative drug test results.
  • Alcohol test results less than 0.02.
 2 Years:
  • Records related to the alcohol and drug collection process.
 3 Years:
  • Previous employer records.
 5 Years:
  • Annual MIS reports.
  • Employee evaluation and referrals to SAPs.
  • Follow-up tests and follow-up schedules.
  • Refusals to test.Alcohol test results 0.02 or greater.
  • Verified positive drug test results.

Indefinite period: Education and Training records, plus two years after

ceasing to perform functions.

FTA Requirements
1 Year:
  • Negative drug test results.
  • Alcohol test results less than 0.02.
 2 Years:
  • Education and training records.
  • Records related to the alcohol and drug collection process.
 3 Years:
  • Previous employer records.
 5 Years:
  • Annual MIS reports.
  • Employee evaluation and referrals to SAPs.
  • Follow-up tests and follow-up schedules.
  • Refusals to test.
  • Alcohol test results 0.02 or greater.
  • Verified positive drug test results.

 

FAA Requirements
1 Year:
  • Negative drug test results (except for pilot records).
  • Alcohol test results less than 0.02(except for pilot records).
 2 Years:
  • Education and training records.
  • Records related to the alcohol and drug collection process.
 3 Years:
  • Previous employer records.
 5 Years:
  • Annual MIS reports.
  • Employee evaluation and referrals to SAPs.
  • Follow-up tests and follow-up schedules.
  • Refusals to test.
  • Alcohol test results 0.02 or greater.
  • Verified positive drug test results.
  • Employee dispute records.
  • Negative drug test results for pilots.
  • Alcohol test results less than 0.02 for pilots.

 

PHMSA Requirements
1 Year:
  • Negative drug test results.
  • Alcohol test results less than 0.02.
 2 Years:
  • Training records, alcohol only.
  • Records related to the alcohol and drug collection process.
 3 Years:
  • Previous employer records.Training records, drug only.
 5 Years:
  • Annual MIS reports.
  • Employee evaluation and referrals to SAPs.
  • Follow-up tests, and follow-up schedules.
  • Refusals to test.
  • Alcohol test results 0.02 or greater.
  • Verified positive drug test results.
  • EBT calibration documentation.

 

FRA Requirements
 2 Years:
  • Negative drug test results.
  • Alcohol test results less than 0.02.
  • Education and training records.
  • Records related to the alcohol and drug collection process.
  • Employee dispute records.
 3 Years:
  • Previous employer records.
 5 Years:
  • Annual MIS reports.
  • Employee evaluation and referrals to SAPs
  • .Follow-up tests and follow-up schedules.
  • Refusals to test.
  • Alcohol test results 0.02 or greater.

 

USCG Requirements
1 Year:
  • Negative drug test results.
  • Alcohol test results less than 0.02.
 2 Years:
  • Records related to the alcohol and drug collection process.
 3 Years:
  • Previous employer records.
 5 Years:
  • Employee evaluation and referrals to SAPs.
  • Follow-up tests and follow-up schedules
  • .Refusals to test.
  • Alcohol test results 0.02 or greater.
  • Verified positive drug test results.

Note: The prudent employer establishes a record retention policy that addresses
both the DOT agency minimum requirement and other business information
needs, e.g. statute of limitations for accidents, etc.

Do I have to keep paper files: Yes. Employers may also keep electronic records for
their own purposes, but DOT requires that paper records be kept. Not only does this help answer questions that arise regarding specific documents, such as the federal custody and control form, but the practice facilitates work by inspectors, who have found many companies reluctant to allow them access to their computer systems.

May employees get drug & alcohol records from their current or previous
DOT covered employer: Yes. Upon request, employees are entitled to all records
about their drug & alcohol tests. An employer must provide records promptly. While
some employers require employees to sign a release before releasing records, release of the records cannot be contingent upon receiving any kind of payment from the employee. Employers are required to provide test results and return-to-duty testing records.

May employees get records from the Medical Review Officer (MRO): Yes.
Upon request, the MRO must provide all records that are available related to the
employee within ten working days. In most instances, the MRO requires a release signed by the employee, and the MRO may charge no more than the cost of preparing,
reproducing and shipping the records. Also, the release of the records cannot be
contingent upon receiving any kind of payment from the employee.

As an employer what records do I release to other employers: You must
provide all the information in your possession concerning employee’s DOT drug &
alcohol tests that occurred in the two years (or three years for FMCSA covered
employees) preceding the request.* This includes information you received from a
former employer.

Note: If you provide information about an employee’s DOT drug & alcohol tests
obtained from a former employer dating back more than two (or three) years, this is not a violation of DOT regulations or DOT agency rules.

* This does not impact the Pilot Record Improvement Act’s 5-year requirement for pilots applying to work for FAA covered employers. (See 49 USC 44703(h)).

For more information: Visit our website at http://www.dot.gov/ost/dapc or e-mail us (DOT) at ODAPC@dot.gov or call 202.366.DRUG (3784).

Random Selection Application: No. of Randoms Required per Year

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Number of Random Selections Required per Year for DOT Compliance Requirements: DOT Drug Testing Software

DrugTestNetwork provides drug testing software utilities to assist TPAs (Third Party Administrators) and employers to maintain compliance with the U.S. Department of Transportation Regulations (DOT). DrugTestNetwork’s data management software application features random selection modules that generate random selections for DOT Drug Testing Compliance (U.S. Department of Transportation). The Random Selection Modules can also be used for Non-DOT applications as well.

Earlier versions of DOT regulations for random drug and alcohol testing required quarterly random selections, at a minimum, however, the current language seems to suggest quarterly randoms, but doesn’t specifically state that quarterly randoms are required.

The requirement for quarterly random selections seems to have been dropped from their compliance specifications (see the Department of Transportation’s (DOT) rule, 49 CFR Part 40, describes required procedures for conducting workplace drug and alcohol testing for the Federally regulated transportation industry).  Currrently, the language suggests that quarterly random selections should be performed, but doesn’t stipulate that quarterly randoms are a requirement.  However, there are no specific limits on the number of randoms: weekly, monthly, etc.  You can generate randoms as often as needed.

To be in compliance, for DOT drug and alcohol testing, you should ensure your random testing program achieves the annual targets required for the DOT Mode that applies:

  • FMCSA:Federal Motor Carries Safety Administration
  • FAA: Federal Aviation Administration
  • PHMSA:Pipeline and Hazardous Materials Safety Administration
  • FRA: Federal Railroad Administration
  • USCG: United States Coast Guard
  • FTA:Federal Transit Administration

 

Random Selection Completed: Consortium

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Random Selection Completed (Consortium) and Options for Reporting and Documentation.

When the random selection for a consortium is completed, a summary page is displayed with the results of the selection, options to print administrative hard-copy reports for documentation, a link to the distribution module you you can send the selection reports to all the member company contacts who are responsible for notifying the participants of their required testing.

The page is divided into multiple sections:

  • Random Selection Summary: No. of Participants Selected.
  • Distribution / Notification Options
  • Administrative Documentation: Print for hard-copy & Export to CSV
  • Summary of Participants Selected for each consortium member

Consortium Random Selection Completed: Summary and Options:

Random Selection Summary

This section shows the number of Participants selected for substance and alcohol testing, the date the random was generated, the random selection event ID (Selection ID), and the Consortium ID.  The random selection creates an empty drug/alcohol record for every participant selected.  The event ID is a data component included in the drug/alcohol result record and ties the data record to its random selection event.  When you’re provided the results from the MRO, Clinic, or Lab, and you’re ready to enter results for a random drug/alcohol test, the first step is to find the record for the participant for the specific random event.  The drug/alcohol record has a date component named Origination Date, the date the record was created, which is the date the random selection was generated.

Distribution / Notification Options

Click the link to open the Distribution module. For all the accounts in the consortium the Distribution/Notification module will show all the company contacts, their status (Primary, Alternate, Random Coordinator), email address and preferences for notification.  You’ll be able to show all member accounts, only accounts with participants selected, or only accounts with no selections, and send emails appropriately. For each contact,  check their notification box, and click the button to email or print the selection summary for mailing.

Administrative Documentation

You may want to print the random selection to have a hard-copy to file.  If you’re the collector, you will want to print a Worksheet to take with your for the collections.  You can export the random summary to a CSV (comma separated values) file which will open in Excel.

For security purposes, the participant ID can be limited to the last four digits when printing or sending emails with the participant information.  You can choose to print the list in alphabetical order or the order the participants were selected.  You can include the alternates picked or exclude them from the printed material.

 

Random Selection Completed: Individual Pool

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Random Selection Completed (Individual Pool) and Options for Reporting and Documentation.

When the random selection is completed, a summary page is displayed with the summary of the selection and options to print reports for administrative hard-copy documentation and options for the distribution of the selection results to the company contacts who are responsible for notifying the participants of their required testing.

The page is divided into multiple sections:

  • Random Selection Summary: No. of Participants Selected.
  • Distribution / Notification Options
  • Administrative Documentation: Print for hard-copy & Export to CSV
  • Participant Notification Letter Print Options
  • Summary of Participants Selected

Example of the Random Selection Completed Page and Options:

Random Selection Summary

This section shows the number of Participants selected for substance and alcohol testing, the date and time the random was generated, the reference entered that helps identify the random (First Quarter, March Random Selection, etc.) and the random selection event ID (Selection ID).  The random selection creates an empty drug/alcohol record for each participant selected.  The event ID is carried along with each of those drug/alcohol result records.  The result record will eventually report the results of the tests the participant was required to complete.  When you’re provided the results from the MRO, Clinic, or Lab, and you’re ready to enter results for a random drug/alcohol test, the first step is to find the record for the participant for the specific random event.  The drug/alcohol record has a date component named Origination Date – the date the record was created – and corresponds to the date the random selection was generated.

Distribution / Notification Options

Click the link to open the Distribution module. The page will show all the company contacts, their status (Primary, Alternate, Random Coordinator), email address and preferences for notification.  Check the notification box for each contact, and click the button to email or print the selection summary for mailing.

Administrative Documentation

You may want to print the random selection to have a hard-copy to file.  If you’re the collector, you will want to print a Worksheet to take with your for the collections.  You can export the random summary to a CSV (comma separated values) file which will open in Excel.

For security purposes, since each participant ID could be a social-security number or a driver’s license number, you might choose to limit the printed ID to the last four digits only.  You can choose to print the list in alphabetical order or the order the participants were selected.  You can include the alternates picked or exclude them from the printed material.

 

Random Selection Software: Generate a Random Selection

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DrugTestNetwork’s Random Drug and Alcohol Selection Software will generate random selections from a single account (an individual pool) or multiple accounts combined as a consortium; each account represents a list or participants.

This tutorial will guide you through the details to generate a random selection to pick a number of participants for drug and alcohol testing.

The random selection control provides details about the random selection in multiple sections.  In the final section, the user will review the number of participants to select: by percentage and count.

  • DOT Category control for DOT randoms when participant categories are missing.
  • Annual Selection/Testing Targets.
  • Number of random selections required and conducted to date.
  • No. of currently eligible participants and the average number over the year..
  • Random Selection Method.
  • Year to Date collection statistics that contribute to the percentages.
  • Random test results that are not referenced to a random selection event.
  • Percentages & Counts automatically set for current random.
  • Picking Alternates.
  • Random Selection Notes.

Random Control Page:

Below is a screen shot of the random selection module.

The design is Top/Down: the parameters used to generate the random are outlined at the top so the user can easily review the details sequentially, from the top of the page, to the bottom, where the button is located to generate the random. Take a moment to familiarize yourself with the layout.

The random selection parameters that are account specific for individual pools or consortia, are managed in their respective profiles and include:

  • Annual targets and no. of alternates to pick.
  • No. of random selections planned for the year
  • Selection Method
  • Date to schedule the random and the roll over for the next random.
The random selection control will use the annual target information to calculate the percentage/count to pick with each random selection based on the number of randoms scheduled for the year, the average size of the participant list, and the number of drug and alcohol tests already collected.  It’s important that results are entered for previous random tests so the percentage calculations are accurate to date.

Random Selection Participant DOT Category:

A DOT Category must be specified for each participant for the DOT Mode specified in the account profile. Modes: FMCSA, FAA, PHMSA, FRA, USCG, FTA.

The Category is essential for the preparation of the Quarterly and Annual MIS Report.  You will see a warning if the category is missing for a single participant. You can select a default category to use for participants missing their category before you generate the random.  If you don’t select a default category to apply, you can resolve the issue later when you prepare the DOT MIS Report.  Resolving missing categories after the fact is routine and straightforward.

You will see the message below when categories are missing:

WARNING: A DOT category is MISSING for one or more employees. You can pick a default category here.  The category you pick will be applied to EACH PERSONNEL RECORD MISSING A CATEGORY. The DOT MIS Report requires a Mode & Category specification for everyone in a random selection pool.

Annual Targets:

This section shows the annual targets specified for the consortium or the individual pool.  For example, in 2024, according to the DOT Mode FMCSA, you are required to test 50% for substance and 10% for alcohol.  The percentages vary by Mode.  For a consortium, the percentages are specified in the consortium profile.  For individual accounts, the percentages are specified in the Account Profile under the section: Random Selection Parameters.  The Random Selection Control Module shows the percentages.  You can edit the random selection parameters for the consortium or the individual pool (account) directly.  At the top of the page, on the left, you will see the edit icon – click the icon to open the profile editor where you can manage the parameters.  When the consortium or account profile is saved, there will be a link to come back to the random selection control.

This example specifies 52% 11%. If you’re generating randoms quarterly, for the first quarter randoms you’ll select 13% for substance (52/4=13), 2.75% for alcohol (11/4=2.75).  If everyone picked is tested, the percentages for each subsequent quarter would be the same.  If some are not tested, the percentages will be automatically adjusted to so you will achieve your target percentage with the fourth quarter random.  The percentages for each random are calculated based on the number of drug and alcohol tests collected and the average size of the pool across all the randoms generated for the year.

Random Selections Conducted:

This section displays the number of random selections scheduled for the year and the number that have already been conducted.  This example shows that randoms are generated quarterly (4) and one random selection has been completed.  If the percentage yet to complete, for example, is 33%, the percentage for the next random would be calculated as 33/3=11%.

No. of Participants:

The current and average no. of participants is displayed.  The average is used to calculate the percentages of collected test results for the year.  If the random is for a consortium, it also reports the number of accounts that are members of the consortium.

 

Random Selection Method:

There are three ways to pick people from a list for both a drug and an alcohol test.  Using Double Jeopardy (DJ), the random selection control first picks participants for the substance test, and then random selections for the alcohol tests are picked from the participants who were already selected for the substance test.  DJ minimizes the number of participants selected and no one is picked for just an alcohol test.

Click the information symbol to read how the other two methods select participants for substance and alcohol tests.

Tests Collected:

This section shows the number and percentage of substance and alcohol tests collected.  The percentages are based on the average size of the list of participants across all random conducted for the year.  In the example below, 42 and 11 substance and alcohol tests were collected which represents 35.59% and 9.32% for substance and alcohol, respectively.

Random Test Result Records NOT Referenced to an Event:

For each participant selected, an empty drug/alcohol record is created.  When you get test results from the Lab, MRO, or Clinic, for a random, you will want to find the existing record and enter the results.  If you create a new test result record, as you do with a Pre-Employment or other test results, the originally created test result record, with no test results entered, will appear as a  random test that was not conducted. The originally created record references the random selection event that created it.  If you create a new record for a random selection test, it will not reference the selection event.

In this example, 3 substance test results and 2 alcohol test results do not reference a random selection event.  The 3 substance and 2 alcohol tests represents approx. 10.23% and 6.82%, respectively.  The percentage of substance and alcohol tests that reference selection events have been calculated as 23.86% and 6.82%, respectively.

If the percentage calculations take the non-event records into account, the percent calculation for the substance test is:  (50 – 23.86 – 10.23)/2, i.e., the annual target (50) minus the percent calculated for event related records, minus 10.23% for the non-event related tests counted, divided by 2, the number of random selections left to conduct the year – it’s spreads out the annual target over the number of randoms scheduled.

Click the about icon to read more about the numbers reported.  If you want to include these test results in the percentages for the random selection you’re about to generate, click the option:
Use ALL Random Test Results in % Calculation.

Percentages and Counts for the Random Selection:

The counts shown here are the number of participants that will be selected for a Urine Substance Test and a Breath Alcohol Test.  The panel represents the list of substances that will be tested.  NIDA-5 is generally the 5-Panel Federal Drug Test that includes the 5 substances required by the DOT.

In this example, 50 participants will be selected for the substance test and 10 participants will be selected for a breath alcohol.  16.67% of the no. of participants in the current list who are eligible for testing calculates as 50.  If the percentage is a fractional number, it is rounded up to the next whole number.  The no. of alcohol tests is calculated identically.  You can change the numbers as needed. Enter a new percentage and the count will change.  Enter a new count and the percentage will be recalculated.  Enter zero (“0″) if you want no one selected.

The Reference is automatic when the number of randoms scheduled for the year is 4 (quarterly) or 12 (monthly), otherwise, enter a Reference that is appropriate for the occasion. The Reference appears on the printed lists of participants selected.

Alternates:

When you generate a random for a consortium, you can specify a number of alternates to pick from each company, if a primary selection was picked from the company (member account).  The value entered can be a count or a percentage and is indicated by choosing Count or Percent option. It is recommended that you specify the value as a count.  If you enter 2, for example, then every consortium member who has a participant picked, will have 2 alternates picked from their list.  Alternates are not picked from member accounts that had no primary selections picked.

If the random selection is for an individual pool (a single account) you will specify a percentage or count for the number of alternates to pick in the same way you enter the selection values for the substance and alcohol test.

Notes:

In the account profile (individual pool) or the consortium profile, a note can be entered that appears in the random selection control to help the user remember details that may need consideration.

Click the button to generate the random:

When the random selection is complete, you’ll be presented with the list of participants selected and options to print the list(s).  The initial page provides a number of options to print the random selection for the administrative user.  You will also find an option on that page to open the email/print module so the random selection for each account in the random selection (an individual account or each account in the consortium) can be emailed the account contact or printed including with the company address if you need to mail the selection to the account contact.

Random Selection Results Summary Pages

Entering Test Results for Drug & Alcohol Testing

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DrugTestNetwork provides three data entry editors for drug & alcohol testing results and reporting:

  • Full Editor
  • Quick Editor
  • Collection Editor

Use the Full Editor to create new test result records for existing and new participants so every detail of the report record can be managed, including features for reporting by the Medical Review Officer (MRO).

The Quick Editor is designed for TPAs and Employers to quickly enter a new test result so the entry is efficient with the fewest clicks and data entry fields and allows the user to leverage as much existing data as possible.

The Collection Editor provides data entry for users that operate a clinic with features to create invoices for self-pay customers or services that are automatically added to the customer’s invoice that will be generated later.

Reason for Testing

One consideration for the choice of editors is whether the test result is for random testing or another reason for testing: pre-employment, post-accident, follow-up, return to duty, reasonable cause, etc.

Random Selection

If the reason for testing is Random Selection, the test result record for the report already exists in the database.  When the random selection is conducted, an empty drug/alcohol record is created for each participant selected in the random.  These unresolved records are used to help notify clients that some random selection testing may not be complete. To find an existing test result, from the main page, at the top of the page, near the left, click the Edit Results symbol:

This option will open the Full Result Editor.  Enter a portion of the person’s name and click the button Search by Name.  When names are retrieved, click the edit symbol to open their record and complete the entry for the test.

Pre-Employment, Post Accident, Follow-Up Testing, …

From the Clients page, search for the company to which the report belongs.

On the line that represents the Client, click the symbol to open the module that will allow you to enter a new report record. This option is usually referred to as the Quick Result Editor. Using this resource you can find an existing personnel record for the person tested or enter a new personnel record if their name is not already in the database for the Client.  If the report is for pre-employment testing, their name may have not been yet entered.

To find an existing personnel record, enter a portion of their name and click the search symbol or click the option to Show ALL names in the participant list.
If the participant’s name is found, click the select symbol to choose their name for the report.  If the name is not found, enter their information in the area below.

Scroll down the screen to enter the rest of the information for the result and click Save when you’re done.

List All Non-Consortium Members

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DrugTestNetwork: List All Non-Consortium Members

A new feature was released today in the DrugTestNetwork application streamlines the account management: the List All Non-Consortium Members option. This new “search request” is selected from the dropdown list of Consortia, on the main page where users search for companies to manage, or list the accounts that are members of the consortia setup by the subscriber.  The search query is not new. It has simply been added as a one click option.

What Does This Feature Do?

The “List All Non-Consortium Members” option is designed to make it easier for users to identify and manage accounts that are not part of any consortium. By selecting this option from the dropdown, you can instantly view a complete list of all non-consortium member companies under your management. This feature is particularly useful for quickly accessing and updating the random selection parameters (profile) for these accounts, ensuring that no company is overlooked in the random drug and alcohol testing process.

Why Is This Feature Important?

  • Simplified Account Management: Quickly access and manage all non-consortium member accounts in one place, without having to sift through individual companies or consortia.
  • Enhanced Oversight: Ensure that all accounts, including those not part of a consortium, have their random selection parameters accurately configured and up-to-date.
  • Improved Efficiency: Reduce the time and effort required to manage non-consortium members, allowing you to focus on ensuring compliance and maintaining a safe workplace.

How to Use This Feature

  1. Navigate to the Main Page: Start by logging into the DrugTestNetwork application and navigating to the main page where you typically search for companies to manage.
  2. Open the Dropdown List of Consortia: Locate the dropdown that lists the consortia you have created.
  3. Select “List All Non-Consortium Members”: Click on the new “List All Non-Consortium Members” option. This will immediately display a list of all accounts that are not currently part of a consortium.
    From the drop-down the option select ALL Non-Consortium Accounts:
    and click the first symbol on the right
  4. Manage Account Profiles: From the list, select an account to review and adjust their random selection parameters (profile) as needed. To open the account profile editor, click the edit symbol on the far left on the line that lists the account:

other list options

This search query can also be initiated from the main page, Clients, by clicking on the symbol under Search By:

When you click the symbol more query options are presented to list accounts:

SUMMARY

The addition of the “List All Non-Consortium Members” feature is part of our ongoing commitment to making DrugTestNetwork as user-friendly and efficient as possible. We believe this new feature will greatly enhance your ability to manage non-consortium accounts, ensuring that every company under your management receives the attention and oversight it needs.

We encourage you to explore this new feature and see how it can improve your workflow and account management processes. As always, we welcome your feedback and are here to support you in getting the most out of DrugTestNetwork.