Designated employer representatives
Keep the pool, approve draws, follow each chain and rule on refusal questions
- The year-end count while the period is open
- Draws approved before any name is seen
- Each late arrival laid out on one clock
Features
DOT drug and alcohol compliance features, from the morning count to a ruling
The DER, the safety director and HR use them to keep the random program on its own record, through one November morning and one late arrival.
demoSample data throughout: the carrier, its drivers and staff, the collection sites and each figure shown.
- 01Year-end runway
Random testing rate projected to Dec 31 from verified and open tests
- Minimums worked from average driver positions. The drug and alcohol rates are applied to the year's average, period by period, so the DER sees the exact count the annual summary will be held to.
- Departed drivers struck from the open count. A selected driver who left the company no longer props up the projection, which counts only tests that can still happen inside the period.
- What-if on departures and excused selections. The DER sees the margin a supplemental draw needs before sizing it, with each assumption labeled.
- 02Challenger
Program challenged as an FMCSA investigator would on a compliance review
- Equal chance, notice logs and untested selections questioned. The questions asked on a compliance review are put to the program while the carrier can still act on them.
- The agents' own drafts sent back. A supplemental draw drafted from an old pool snapshot is returned before approval, so new hires get their chance and departed drivers drop out.
- Points split between records and people. What a record settles is answered with its source; a judgment, such as which collection site a notice should name, goes to the DER.
- 03Supplemental draw
Supplemental random draw sized from the quarter's loss of selections
- Draw size worked from selections already lost. The draw covers the shortfall plus the drivers likely to leave before their test, instead of drawing the bare gap and missing again.
- Seed fixed before the DER sees a name. The DER approves the size and the reason before any name appears, so nobody can shape the draw around who happens to be on the road.
- Requests that break equal chance declined. Asked to leave drivers on approved leave out of a draw, the agents decline, cite the equal-chance rule and name who decides on an alternate.
- 04Selection record
Random selection record reproducible from its pool snapshot and seed
- Snapshot, method, seed and time kept per draw. The record shows which drivers were eligible at the moment of selection, so a stale pool cannot hide.
- Reproduce from the seed on request. An investigator reruns the draw from the record alone and gets the same drivers in the same order.
- Filed as a collection-process record. Selection records follow the two-year retention the rule sets for documents on the random selection process.
- 05Test chains
Each selected driver followed from notice to an MRO-verified result
- Notice, site, laboratory and MRO stages per driver. The DER sees which selections are still open against the days left, without waiting on the testing administrator's report.
- Late-arrival alert counted from the notice. A notified driver not at the site after the alert threshold is flagged that morning, while dispatch and the site still remember the day.
- Leave and departures marked as not countable. Selections that cannot be tested inside the period show up early enough to draw again.
- 06Outside request
Testing administrator answers check-in and collection times in fixed fields
- Check-in, collection start and finish as times. The site's times land on the case clock directly, with no email paraphrase in between.
- Custody and control form number carried over. The answer stays tied to the right collection, so a reply cannot land on another driver's chain.
- Collector remarks attached exactly as written. Remarks reach the DER as free text the agents never parse, so nobody softens or sharpens what the collector saw.
- 07Refusal question
Refusal to test question laid out on one clock: notice, dispatch, ELD, site
- Notice, in-cab messages, duty status and site times aligned. The DER sees in one line whether the driver was unloading, driving or idle between the notice and the check-in.
- Notice-to-check-in time broken into its parts. Unloading, driving and parking are added up from the records, so the gap is explained by them or it is not.
- Ruling held until the records are opened. The DER rules on the dispatch message, the ELD record and the collector's remarks, because the ruling stays locked until each is opened.
- 08Collector remarks
Collector remarks kept as free text for the DER, unsummarized by any agent
- Free text marked as not compared. What the collector wrote reaches the DER and the co-signer in the collector's own words, outside the agents' reasoning.
- Each read logged against the case. The record shows who read the remarks before ruling, the first thing a second signer and an auditor check.
- 09Ruling
Refusal determination ruled by the DER and co-signed by the safety director
- Determination, reason code and reason on the record. The ruling cites the employer's own duty to decide, and a code that contradicts the determination is refused.
- Second signature only after opening the evidence. The safety director cannot co-sign until the dispatch message, the ELD record and the remarks are opened in that view; nobody co-signs their own ruling.
- Outcome sets the lapse record and the Clearinghouse path. A delay the carrier caused is recorded as its own program lapse with nothing reported; a refusal opens a two-person report against the business-day clock.