A collection is a controlled handoff between the person tested and the testing system. The goal is to obtain the correct specimen from the correct person, protect reasonable privacy, prevent contamination or tampering, and create records that allow every later step to be traced.
Procedures differ among federal workplace, DOT, clinical, court, and private programs. The steps below describe a well-controlled collection and highlight federal practice; the governing program controls.
Before the specimen is provided
The collection site receives the employer or ordering party’s instructions, including the donor’s identity, test reason, specimen type, laboratory, MRO, and designated representative. The collector verifies identity using an acceptable document, explains the process, and starts the custody form. Personal belongings and access to water or potential adulterants may be controlled according to the rule.
The donor should check that identifying information is accurate and ask which authority governs the test. Medication information is generally discussed with the MRO rather than written for the employer or collector.
Urine collection
For an ordinary unobserved urine collection, the donor enters a secured restroom or stall and provides the specimen in the collection container. The collector then checks specimen volume, temperature within the required time, and signs of unusual color, odor, or material. A specimen outside required conditions can trigger an immediate second collection under the governing rule.
Federal collections normally divide urine into a primary bottle and a split bottle. The collector applies tamper-evident seals in the donor’s presence, dates the seals, and asks the donor to initial them. The donor should watch the bottles remain in view and confirm the specimen ID matches the form.
Oral-fluid collection
The collector checks for items or recent activity that could affect collection, follows the approved device instructions, and observes the specimen being collected. The device must collect sufficient volume. Primary and split specimens are sealed, identified, documented, and shipped under the applicable procedure.
Federal programs authorize only specified devices, forms, collectors, and HHS-certified laboratory testing. Authorization in a rule does not mean every program can operationally use the method; current laboratory and agency requirements must be checked.
When direct observation is used
Directly observed urine collection is not the default. DOT requires or authorizes it in defined situations, including return-to-duty and follow-up tests and specified evidence of possible tampering. The collector must explain the reason when required and follow the rule’s observer requirements. A private program should have clear legal authority and a proportionate policy before using observation.
Completing the collection
The collector completes and signs the chain-of-custody entries, gives the donor the appropriate copy, packages the sealed specimen with required documentation, and transfers it to the delivery service or laboratory. The specimen should never be left unsecured or relabeled later without a documented correction process.
Common collection problems
- insufficient specimen volume;
- temperature outside the accepted range;
- broken, mismatched, or missing seals;
- incorrect or incomplete custody-form entries;
- expired oral-fluid devices;
- leakage or transport damage;
- failure to maintain privacy or required observation; and
- delay that conflicts with a post-accident or program deadline.
Some errors can be corrected with contemporaneous documentation; others require cancellation or recollection. The collector, laboratory, and MRO should follow the controlling rule rather than improvising.
What the donor should retain
Keep the donor copy of the custody form and note the collection date, site, specimen type, and any unusual event. If a verified result is disputed, these details help the MRO or program administrator locate the record. Learn how the documentation continues in Chain of Custody Explained.
Sources
- SAMHSA: 2026 Federal CCF and Collection Instructions
- U.S. DOT: Part 40 Subparts C–E
- U.S. DOT: Direct Observation Procedures
Scientific and regulatory review: October 29, 2026.