Random Selection and Scheduling

Important Notice: All employees in the pool must have an equal opportunity to be selected and tested during each selection. In a genuinely random selection process, it is statistically likely that some employees may be selected multiple times while others may not be selected at all. After each selection, the employee’s name is returned to the pool, ensuring they have the same probability of being chosen in subsequent selections as any other individual.

Selection and Scheduling : 

As the C/TPA for your company, we will notify your designated company representative upon completion of the selection process. A password-protected spreadsheet containing the names and details of the selected employees will be provided for your review. To ensure employee safety and scheduling accuracy, all necessary information must be entered directly into this spreadsheet. The spreadsheet includes fields for zip codes and any relevant notes.

Prior to scheduling your employees, we require the following information:

1. Confirmation of Availability
   • If an employee selected for testing is known to be unavailable for more than 50% of the selection period for a legitimate extended absence (medical leave, seasonal status, vacation, etc.), please notify our team immediately with the reason they are unavailable. No employee should be excused from testing because of operational difficulties. See your industry specific regulations and interpretations for legitimate exceptions.
   • If an employee is available during the selection period, but unable to test on certain dates, please provide their availability. For example, if the selection period is March 1–April 30 and an employee is unavailable until after March 15, please indicate this.
      
2. Confirmation of Location
   • At a minimum, provide the city and state or zip code for each employee.
     1. If an employee travels for work, please work closely with their direct supervisor to provide us with the best area for testing to occur.

Your cooperation in providing accurate and timely information ensures the scheduling process runs smoothly and efficiently. Should you have any questions or need assistance, please feel free to reach out to [e-mail].

When all required information has been provided, our team will schedule the selected employees accordingly. All ePassports will be sent to the company’s representative for distribution to the employees. When an employee is notified, the employee must proceed immediately to the collection site. Immediately means that after notification, all the employee’s actions must lead to an immediate specimen collection for the integrity of the testing process.

Once the employee is notified to report for testing and the test does not occur, the opportunity for the random testing is over. That employee cannot be given a second chance and an alternate will need to be selected. For DOT regulations that do not allow for alternates, an additional employee can be added to your next selection period.

For details on incomplete testing, please refer to Results & Reporting.

Relocation :

A relocation can be arranged as long as the selected employees have NOT yet been notified of their selection. This can take up to 24 hours for non-urgent requests such as clinic closures, system outages, etc.

If a relocation is necessary due to a clinic issue, such as closure or system outages, please contact our team immediately. Employees are expected to make every effort to complete testing promptly upon notification. If testing cannot be completed due to the clinic issue and same-day relocation is not feasible, an alternate candidate will need to be selected. Once the employee is notified to report for testing and the test does not occur, the opportunity for the random testing is over.

Reorder :

A reorder will only be permitted if the employee was NOT notified of their selection.

Best Practices : 

If the company contact is not the immediate supervisor of the selected employees, please coordinate with their direct supervisors. This helps avoid scheduling conflicts, such as vacations, sick leave, or worker’s compensation leave, etc. which may occur if the company contact is unaware of their status.

Additionally, notify us promptly of any changes in employee availability, such as emergencies, departures, or injuries. Timely updates allow us to quickly identify and select an alternate candidate as needed.