FTA Random Drug and Alcohol Testing Selection Log
Use this log to document random FTA drug and alcohol selections, show the selection rate math, and keep an audit trail that stands up to compliance review.
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Built for: Public Transit · Transit Contractors · Transportation Compliance · Third Party Administrators
Overview
This template is a selection log for random FTA drug and alcohol testing. It is built to document the covered-employee pool, the random draw method, the required testing rates for the review period, the selected employees, and the follow-up needed to show the selections were handled correctly.
Use it when you need a defensible record of how random testing selections were made and tracked. It is especially useful for transit agencies, contractors, and administrators that must show the draw was reproducible, that the pool size was current, and that employees were not warned in advance. The log also gives you a place to record substitutions, re-draws, missed tests, and corrective actions so the audit trail stays intact.
Do not use this as a substitute for the actual test record, chain-of-custody documentation, or your written testing policy. It is also not the right tool for non-random testing events such as reasonable suspicion, post-accident, return-to-duty, or follow-up testing, which need separate documentation. If your program uses multiple employer groups, locations, or contractors, keep the pools and calculations separated so the log does not mix unrelated selections. The template is most valuable when it is completed immediately after each draw and reviewed before any compliance submission or audit request.
Standards & compliance context
- Random testing programs for transit and transportation employers should be documented in a way that supports FTA compliance review and record retention expectations.
- The selection method should be reproducible and defensible, consistent with general audit principles used in regulated compliance programs.
- If the log is used alongside broader safety management processes, it should align with employer recordkeeping controls commonly expected under OSHA-style compliance systems and ANSI-based OHS programs.
- Where alcohol or drug testing records are retained with other safety files, access should be controlled to protect employee privacy and limit unnecessary disclosure.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Inspection Scope and Log Identification
This section proves the log belongs to the correct program, period, and review cycle before anyone evaluates the selections.
- Log period and selection cycle are clearly identified
- Covered-employee pool size is documented for the review period
- Random selection log is linked to the correct employer or contractor program
- Supporting source records are available for audit trail review
- Review date and inspector name are recorded
Random Selection Method and Rate Compliance
This section shows that the draw was random, reproducible, and large enough to meet the required minimum rates for the period.
- Selection method is documented and reproducible
- Drug testing selection rate meets the required minimum for the review period
- Alcohol testing selection rate meets the required minimum for the review period
- Rate calculations are shown and mathematically consistent with the pool size
- Selections were drawn without advance notice to employees
Selection Log Detail and Traceability
This section creates the line-by-line trail that links each selection to a date, owner, and controlled employee identifier.
- Selection date is recorded for each draw
- Selected employee identifiers are recorded in a controlled, non-excessive manner
- Selection count is documented for each testing category
- Log shows who performed or authorized the selection
- Any substitutions, re-draws, or corrections are explained and dated
Notification, Testing Follow-Up, and Record Retention
This section confirms the selected employees were handled properly after the draw and that the records can be retrieved later.
- Notification process prevents advance warning of selection
- Documented follow-up shows selected employees were referred for testing or marked with a valid exception
- Missing selections or missed tests are identified and explained
- Records are retained in a retrievable format for compliance review
Corrective Actions and Inspector Certification
This section captures deficiencies, assigns follow-up, and closes the loop with inspector sign-off.
- Deficiencies or non-conformances are documented with specific evidence
- Corrective action owner and due date are assigned when needed
- Inspector certification and signature are completed
How to use this template
- 1. Enter the log period, employer or contractor program, review date, inspector name, and the covered-employee pool size before you document any selections.
- 2. Record the random selection method used, show the drug and alcohol rate calculations, and confirm the draw was made from the correct pool for that cycle.
- 3. List each selected employee with a controlled identifier, the selection date, the testing category, and the person or system that performed or authorized the draw.
- 4. Document notification and referral follow-up, then note whether each selected employee completed testing, had a valid exception, or requires escalation.
- 5. Explain any substitutions, re-draws, missed tests, or corrections with dates and evidence so the audit trail remains reproducible.
- 6. Review the log for deficiencies, assign corrective actions with owners and due dates if needed, and complete the inspector certification and signature.
Best practices
- Use the same employee pool definition for the log, the randomization source, and the testing vendor list so the draw can be reproduced.
- Show the actual rate math on the page instead of only stating that the minimum was met.
- Limit employee identifiers to what is needed for traceability, such as an internal ID or masked name, to avoid unnecessary exposure of personal data.
- Record the selection immediately after the draw so the log reflects the true sequence of events and not a later reconstruction.
- Keep the notification step separate from the selection step so the log clearly shows that employees were not warned in advance.
- Document every re-draw, substitution, or correction with the reason, date, and approving person to prevent audit gaps.
- Retain source records in a retrievable format that links the pool list, selection output, and follow-up status for the same review period.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does this selection log cover?
This template documents the random selection process for covered employees in an FTA-regulated testing program. It captures the pool size, selection method, rate calculations, selected employee identifiers, follow-up status, and any corrections or substitutions. It is designed to support audit review, not to replace the actual test result records or chain-of-custody forms.
How often should this log be completed?
Complete it each time a random draw is performed, and keep the log aligned to the testing cycle used by your program. Many employers run selections on a recurring cadence such as monthly or quarterly, but the key is that the log matches the documented randomization period and required minimum rates for that review window. If your program uses multiple draws, each draw should be traceable on its own.
Who should run or review the selection process?
The selection should be performed or controlled by the person or system designated in the employer or contractor testing program, with enough separation to preserve randomness and confidentiality. A compliance manager, HR administrator, safety lead, or third-party administrator may handle the draw depending on your internal controls. The reviewer should verify the math, the pool size, and that no advance notice was given.
What regulatory requirements does this template support?
This log supports FTA drug and alcohol testing program documentation and audit readiness. It also aligns with broader expectations for defensible recordkeeping, reproducible random selection, and controlled access to employee identifiers. Use it alongside your FTA policy, testing vendor procedures, and any applicable employer record-retention rules.
What are the most common mistakes this log helps catch?
Common issues include using the wrong pool size, failing to show the rate calculation, selecting from an outdated employee list, or leaving no explanation for a re-draw. Another frequent problem is documenting the selection too broadly, which can expose unnecessary personal information. The log also helps identify missed notifications, missed tests, and unsupported exceptions.
Can this template be customized for contractors or multiple locations?
Yes. You can add fields for employer name, contractor program, site, terminal, division, or testing administrator so each draw is tied to the correct covered-employee pool. If you operate multiple locations, it is helpful to separate logs by program or reporting unit to avoid mixing employee pools and rate calculations. Keep the identifiers consistent across all related records.
How does this compare with an ad-hoc spreadsheet or email trail?
An ad-hoc spreadsheet or email chain often leaves gaps in the audit trail, especially around who ran the draw, how the rate was calculated, and whether the selection was made without advance notice. This template gives you a repeatable structure for the same information every cycle. That makes it easier to review, retain, and defend during a compliance audit.
What records should be linked to this log?
Link the source employee pool record, the randomization method or system output, the notification or referral record, and any exception or substitution notes. If a selected employee did not test, include the reason and date the issue was resolved or escalated. The goal is to make the log traceable without exposing more personal data than necessary.
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