Category Archives: Random Selection

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.

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

Random Selection Scheduling for Non-Consortium Members

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Random Selection: Schedule for Non-Consortium Members / Individual Pools

Introduction

For random drug and alcohol testing, a company may choose to join a consortium, where the random selection is conducted across all the member companies from a list comprised of all the members’ eligible personnel. A company may prefer not to join a consortium and have the random selection pick participants for testing from their list of personnel as a stand alone or individual pool.

For drug and alcohol testing management, one challenge many TPAs face is ensuring that every account has random selection conducted as per the company requirements for DOT regulation and/or their Drug Free Workplace policy. The challenge is especially pronounced for companies that are not part of a consortium, where individual management of employee lists can lead to oversight. DrugTestNetwork addresses this challenge with its proprietary scheduling feature, specifically designed for non-consortium members; stand alone pools.

The Importance of Scheduling for Non-Consortium Members

For companies that do not participate in a consortium—referred to as “Individual Pools”— the task of managing random drug and alcohol testing can be a concern so the company’s random selection is not overlooked.  Unlike consortium members, whose employees are drawn from a shared pool, non-consortium companies are managed individually.

How the Scheduling Feature Works

The scheduling feature in DrugTestNetwork is designed to eliminate the guesswork and manual tracking associated with managing random selections for non-consortium members. Here’s how it works:

  • Customizable Frequency: Each account can be set up with a specific random selection profile that includes the frequency of testing. Users can choose from options such as Weekly, Monthly, Twice Annually, or Annually. This ensures that each company’s unique requirements are met without manual intervention.
  • Automated Date Tracking: Once a random selection is conducted, DrugTestNetwork automatically updates the “Next” date for the next scheduled random. This is calculated based on the frequency set in the profile, ensuring that no account is ever overlooked.
  • Query-Based Alerts: Users can easily query which accounts are due for their next random selection based on the current date. This feature is particularly useful for users who manage multiple accounts, providing a quick overview of upcoming obligations and reducing the risk of missing critical testing dates.
  • Historical Records: The system also keeps track of the “Previous” random selection date and the date the random selection list was sent to the company contact. This historical data is invaluable for audits, compliance checks, and internal reviews.

Tutorial: Configuring the Scheduling Parameters

To make full use of the scheduling feature for non-consortium members, it’s essential to correctly configure the account’s scheduling parameters. These parameters are found under the “Random Selection Parameters” section of the account profile editor. Here’s a step-by-step guide on how to set them up:

  • Access the Account Profile Editor:
    • Navigate to the specific account you need to configure.
    • Open the account’s profile editor by selecting the account from your list of managed companies.
  • Locate the “Random Selection Parameters” Section:
    • Within the account profile editor, scroll down until you find the “Random Selection Parameters” section. This section contains all the settings you need to control the scheduling of random selections for this account.S
  • Set the Attribute for the Account: Participates in Random Selections:
    If the TPA is not managing random selections for a company, this attribute should be set to No. Under the Utilities menu the TPA will find a report to show all accounts whose attribute is set to No.
  • Set the Frequency:
    • In the “Frequency” dropdown menu, choose how often random selections should occur. Options include Weekly, Monthly, Twice Annually, and Annually. Select the option that aligns with the company’s testing requirements.
  • Review the “Next” Date:
    • This is the date the next random selection will be conducted for the account. When the random selection control is opened to generate the randoms, the “Next” date will be calculated automatically, based on the frequency indicated for the account. You can review and adjust this date if necessary, although it’s recommended to let the system handle this automatically for consistency.
  • Monitor the “Previous” Random Selection Date:
    • The “Previous” date field will display the last time a random selection was conducted. This field is automatically updated by the system after each random selection, and is useful for tracking and auditing purposes.
  • Save Changes:
    • After configuring the scheduling parameters, be sure to save your changes. This will ensure that the system follows the newly set parameters for all future random selections.

Benefits of the Scheduling Feature

  • Ensures Compliance: By automating the scheduling of random selections, DrugTestNetwork helps users maintain compliance with regulatory requirements and company policies, reducing the risk of penalties or legal issues.
  • Reduces Administrative Burden: The scheduling feature significantly reduces the administrative load associated with managing random drug and alcohol testing, allowing users to focus on other critical tasks.
  • Increases Efficiency: With the ability to quickly identify which accounts need their random selections conducted, users can efficiently manage their workload and ensure that no account is left behind.

Summary

The scheduling feature for non-consortium members is a convenience and a great tool for ensuring the integrity and reliability of your drug and alcohol testing program. By automating the process and providing clear, actionable insights, DrugTestNetwork empowers users to manage their responsibilities effectively and with confidence. This feature is essential for any organization committed to maintaining a safe and compliant workplace.

DOT MIS Modes and Categories

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Software applications for drug and alcohol testing data management must maintain exhaustive data audits of DOT (Department of Transportation) employee Modes and Categories when random selections are generated in order to address the requirements of DOT MIS reporting as per CFR-49 of the Federal Guidelines for random drug and alcohol testing.

DrugTestNetwork, the web-based software application, and RandomWare desktop software (http://RandomWare.com) both automatically generate a DOT MIS Report for every Mode/Category represented by all employees tested.  The number of employees represented in each category is defined by the average number of employees included in each random selection conducted for the pool.  To calculate those averages, each of the software applications review the audit trails for all the random selections conducted for the period requested for the report.

Below is the list of covered-employee categories for the DOT Modes of Transportation [FMCSA, FAA, PHMSA, FRA, USCG, and FTA] reported for random testing of drugs and alcohol (all other “reasons for testing” are covered in the DOT MIS Report as well):

  • FMCSA (one category):
    • Driver
  • FAA (eight categories):
    • Flight Crew-member
    • Flight Attendant
    • Flight Instructor
    • Aircraft Dispatcher
    • Aircraft Maintenance
    • Ground Security Coordinator
    • Aviation Screener
    • Air Traffic Controller
  • PHMSA (one category):
    • Operation/Maintenance/Emergency Response
  • FRA (five categories):
    • Engine Service
    • Train Service
    • Dispatcher/Operation
    • Signal Service
    • Other: Includes
      •  yardmasters
      • hostlers (non-engineer craft)
      • bridge tenders
      • switch tenders
      • other miscellaneous employees performing 49 CFR 228.5 (c) defined covered service.
  • USCG (one category):
    • Crew-member
  • FTA (five categories):
    • Revenue Vehicle Operation
    • RevenueVehicle and EquipmentMaintenance
    • Revenue Vehicle Control/Dispatch
    • CDL/Non-Revenue Vehicle
    • Armed Security Personnel

Importing Personnel Data for Random Selection for Drug and Alcohol Testing

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DrugTestNetwork’s online application software for drug and alcohol testing data management and random selection has easy to use import features to manage the upkeep of employer personnel rosters.

One of the biggest challenges faced by TPAs is keeping employee rosters up-to-date for the random selection of personnel for drug and alcohol testing.  Importing data is an easy task with resources that read Excel spreadsheets saved as “tab delimited” text files.

Employers often have the capability to review their active personnel/employee lists in an Excel spreadsheet.  From there it’s easy to modify the spreadsheet to import the data into the Employer’s account.  The system has the capability to import far more than simply an employee’s first name, last name and employee ID whether it is a Social Security Number or other proprietary employment ID, however, this article will limit the discussion to a subset of the possible fields for import. Continue reading →

Random Selection Audit for Drug & Alcohol Testing

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When you generate a random selection for drug and alcohol testing, the online software application, DrugTestNetwork, a cloud based SaaS system, maintains a thorough and complete audit trail.

The original list of employees eligible for random drug and alcohol testing from which the randomization was conducted is saved as a permanent record.  If John Doe was in the list at the time the random selection was conducted, his name will appear in the audit trail record.  If John Doe is removed from the personnel roster for the company in which he was employed, his name is forever maintained in the audit record.

A safety sensitive employee who must comply with Federal DOT guidelines must have passed a pre-employment drug test prior to his or her employment and must be eligible for random drug and alcohol testing from that point forward.  Therefore, one of the most frequently asked questions regarding random selection for drug and alcohol testing is whether an employee was in the list at the time a particular randomization was generated regardless if the employee is currently in the client’s pool of personnel eligible for selection.

The random selection audit answers the questions:
Users can query a list of random selections for a client by date as shown below.  To review the list of personnel eligible for the selection, the user simply clicks the icon to review the entire list that participated in the random selection generated for a specific randomization request.

In the application the user clicks the personnel icon (seen on the right) to review the list of employees eligible for each random selection in the report.

 

The Random Selection Listing for a specific account for a specified period of time:random selection audit trail

 

Quick Result Tools

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DrugTestNetwork’s Data Management Software provides resources to generate random selections for drug and alcohol testing from individual client “pools” or across multiple personnel rosters from any number of separate client accounts managed as a “consortium.”When you generate a random selection the program automatically creates a drug and alcohol test result record for each person selected with the status of “Not-Collected.”  These “uncollected” tests are used to determine if a company is in compliance with their drug free workplace policy or their federally mandated requirements.If you are manually resolving test result records, you’ll find a “Quick Result” option that let’s you automatically set test results for the block of data generated as a result of the random selection.
List Random Selections
Click the icon to access the “Quick Results” manager.

DrugTestNetwork.com is an Internet based (SaaS: Sofware as a Service) software application for drug and alcohol testing; resources for TPAs, MROs, Labs, Employers or School Administrators to manage drug testing data for their drug free workplace, DOT compliance or drug free schools.

Random Selection for Drug & Alcohol Tests: Options

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DrugTestNetwork’s online, cloud based software application for drug and alcohol data management includes comprehensive random selection generators to pick employees for random drug testing to meet employers’ drug free workplace policies and to comply with DOT Federal guidelines.

You’ll find 3 ways to generate a random selection for both a drug and an alcohol test when you’re generating a draw for both in a single request. Continue reading →

Random Selection: Drug & Alcohol

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Drug & Alcohol Random Selection StatsWhen you open the drug and alcohol random selection control, the software presents the annual target percentages set for the account calculates the current year to date collection stats by percentage and number of tests collected for both drug and alcohol tests.

Annual Target Percentages for both the substance test and the alcohol test are provided so you can easily adjust your percentages to stay on track as required.  The percentages are automatically adjusted based on the average size of the personnel roster and the number of previous randoms generated year to date.