When an employee submits to a urine drug test, the following specific steps must be followed by the collector. These are for Federal collections, but are generally followed for non-DOT tests a well. A donor who does not cooperate with the process may be considered to have refused to test. Here are the instructions for completing the federal drug testing custody and control form. Download PDF here: DOT-Collection-Instructions

When making entries on a paper CCF, use black or blue ink pen and press firmly

  • The Collector marks the Urine box located above STEP 2.
  • Next, they confirm the name and address of the HHS-certified Instrumented Initial Test Facility (IITF) or HHS-certified laboratory appear at the top of the Federal CCF.
  • Then, the Collector verifies that the Specimen Identification (I.D.) number at the top of the Federal CCF matches the I.D. number on the labels or seals.

STEP 1:

  • The Collector checks that all required information is filled in STEP 1.
  • If the Donor refuses to provide a Social Security Number or Employee I.D. number, the Collector enters a remark in STEP 2.
  • They also observe and document any unusual behavior or appearance of the Donor in the remarks line of STEP 2.
  • When the Donor’s actions suggest an attempt to tamper with the specimen at any point during the process, the Collector notes the conduct in STEP 2 and immediately takes the required action.

STEP 2:

  • Collector checks either the Split or Single specimen collection box. If observing the collection, the Collector marks the Observed box and writes a remark in STEP 2.
  • Next, the Collector gives the collection container to the Donor and instructs them to provide a specimen.
  • Within 4 minutes of receiving the specimen, the Collector checks its temperature. They mark the correct temperature box in STEP 2. If the temperature is outside the acceptable range, they add a remark and follow the required procedures.
  • Afterward, the Collector inspects the specimen and records any unusual findings in STEP 2. They also take appropriate action. A specimen showing unusual physical traits—such as strange color, foreign objects, or odor—must go to an HHS-certified lab instead of an IITF.
  • The Collector measures the specimen volume. If the volume meets the federal requirement, they proceed. If it’s too low, the Collector documents the issue in STEP 2 and follows the required steps.
  • When no urine specimen is collected by the end of the process, the Collector marks the None Provided box, adds a remark in STEP 2, discards Copy 1, and distributes the remaining copies as instructed.

STEP 3:

  • Donor watches Collector pour the specimen from the collection container into the specimen bottle(s), place the cap(s) on the specimen bottle(s), and affix the label(s)/seal(s) on the specimen bottle(s).
  • Collector dates the specimen bottle label(s)/seal(s) after placement on the specimen bottle(s).
  • Donor initials the specimen bottle label(s)/seal(s) after placement on the specimen bottle(s).
  • Collector instructs the Donor to read and complete the certification statement in STEP 5 on Copy 2 (signature, printed name, date, phone numbers, and date of birth). If Donor refuses to sign the certification statement, Collector enters a remark in STEP 2 on Copy 1. Electronic CCF: if the donor refuses to sign electronically but is willing to sign a paper CCF, Collector prints ECCF Copies 1-5. Donor signs in STEP 5 of Copies 2-5 using a wet-ink signature and Collector signs in STEP 4 of Copies 1-5 using a wet-ink signature.

STEP 4:

  • The Collector completes the chain of custody in STEP 4 on Copy 1. This includes their signature, printed name, collection date and time, and the name of the delivery service. They then place the sealed specimen bottle(s) in a leak-proof plastic bag.
  • For a paper CCF, the Collector places Copy 1 in a separate compartment of the leak-proof plastic bag. With an electronic CCF, they place a printed copy of Copy 1 in a separate compartment. They may also attach the package label on the outside of the bag. This label includes the Specimen I.D. number, test facility name and contact details, and collection site name and contact details.
  • Once sealed, the Collector prepares the specimen package for shipment. They also distribute the remaining CCF copies as required.

If you have checked the instructions for completing the federal drug testing custody and control form, now you can have a look at an example of a completed custody and control form.