Coordinator & Observer Training MCAS, YUMA, AZ

How important is your role as a Drug Testing Coordinator and Observer? Remember, every bottle of urine holds a service member’s military career, so treat it accordingly.

Learning Objectives Describe and discuss the urinalysis collection procedures. State the requirements for Observers and Coordinators.

Critical Aspects of Urinalysis Collection is the WEAKEST link. Following chain of custody procedures are CRITICAL.

Critical Aspects of Urinalysis You must be responsible and trained. United States V ABH3, USN (Suppress Urinalysis Results) It is critical to make DIRECT observations.

Critical Aspects of Urinalysis Urinalysis must be conducted IAW MCO 5300.17A. United States V R. Rountree, USN United States V T. Ryan, USMC

Critical Aspects of Urinalysis Urinalysis must be conducted IAW MCO 5300.17A. Commanders will designate in writing responsible individuals as the urinalysis coordinators and observers.

The Unit Coordinator

The Unit Coordinator will: Ensure that all materials and personnel are ready for the collection and accountable for the collection site security and urine specimens.

The Unit Coordinator: Responsible for setting up and maintaining positive control over the urinalysis area. Ensure the testing location is adequate. Coordinator’s instruct observers prior to conducting any testing.

The Unit Coordinator should: Keep a constant surveillance of all personnel who are selected for the urine sample collection. Assemble personnel to be tested.

The Unit Coordinator Cont. Verify positive identification of member being tested. Use the member’s military ID Card. Verify social security numbers on ID Card. matches Bottle label and Testing Register. DT Discrepancy: “LY” – SSN not forensically corrected. “MG” – SSN on the bottle does not match SSN on DD 2624. “LW” – No SSN on label.

The Unit Coordinator Cont. Have provider remove blouse, if in flight suit or coveralls half mast.

The Unit Coordinator Cont. Have member verify bottle is empty. (female’s will also receive female cup). Statement to use: “Take a bottle. Open it. Look inside make sure it’s empty. Do not stick your finger in it. Do not blow in it. Do you accept this bottle?”

The Unit Coordinator Cont. Verify required information on label legibly and place label on bottle. This can be done before or after the bottle is given to the member.

The Unit Coordinator Cont. Under direct observation by the observer, member provides urine sample and personally tightens cap on the bottle. DT Discrepancy: “BK” – Specimen leaked in shipment, tested. “PH” – Leakage noted.

The Unit Coordinator Cont. Provider needs to wash hands before and after providing sample. Insure bottle contains at least 45 ML of urine; this is approximately half full. DT Discrepancy: “SC” – Quantity not sufficient to test.

The Unit Coordinator Cont. Provider verifies his/her data on specimen bottle label. Provider and coordinator initial bottle label in space provided. Provider places label on the bottle.

The Unit Coordinator Cont. Provider applies tamper resistance tape, then initials across the top and center of the tape. The unit coordinator inspects the urine sample for color and feels bottle for warmth.

The Unit Coordinator Cont. Provider places sample into box and recovers ID Card. The unit coordinator maintains continuous control of samples and completes documentation on Specimen Custody Document (DD 2624). Verify social security numbers on bottle label match Specimen Custody Document (DD 2624).

CHAIN OF CUSTODY Proper chain of custody must be maintained at all times, beginning with specimen collection

The Unit Observer

OBSERVERS will: Be familiar with all duties of the Urinalysis Coordinator. Be briefed on their duties and responsibilities before EVERY urinalysis by the Coordinator. Be the same sex as the provider.

OBSERVERS will: Be responsible for maintaining constant surveillance of all personnel who are selected to provide urine samples. Maintain control of the Marines in the area. Only allow one (1) Marine to approach the Coordinator table at a time.

OBSERVERS will: Act as a second set of eyes, and may catch something that is over looked by the Coordinator. Ensure all Marines remove their blouses or “half-mast” their flight suits/coveralls prior to receiving a sample bottle. WILL NEVER TOUCH THE BOTTLE AT ANY TIME.

OBSERVERS will: Will never lose sight of the sample bottle from the moment the member assumes control of the sample bottle from the Coordinator, until the moment they return the bottle to the Coordinator and sign all documents. Over right/left shoulder. NOT IN FRONT of the provider. Walk behind the provider to and from the head.

OBSERVERS will: Have the provider wash hands before and after. Ensure males use urinal only. Stand 90 degree angle for male. If the provider is female, keep the stall door open.

OBSERVERS will: Will direct the Marines to fill bottles at least 2/3 full. Stand or position him/herself to clearly view the urine actually entering the bottle or dispensing cup and then the bottle. Will maintain constant eye contact with the groin area and the bottle to ensure that the sample given is not contaminated in any way and is from that Marine.

OBSERVERS will: Female observers must observe the Marine transferring urine from wide-mouth bottle into the standard sample bottle. What to look for: Tampering DT Discrepancy: “SB” – Specimen appears to be adulterated.

Tampering Devices

OBSERVERS will: Once the Marine has filled the bottle, the Observer will escort the Marine back to the Coordinator. Ensure only one (1) provider and observer are with the Coordinator at any time. Sign the ledger on the appropriate line, when the Coordinator is ready for you to sign. Do not leave the provider unless the Coordinator gives you the OK.

THERE WILL BE NO FAVORITISM!

SPECIAL CIRCUMSTANCES If a Marine fails to give a sample after being escorted to the head . . . The OBSERVER will escort the Marine back to the COORDINATOR . The Marine will return the bottle to the coordinator and wait in the DESIGNATED AREA until able to produce a sample. The Coordinator will maintain custody of the Marine’s ID until the sample has been provided.

SPECIAL CIRCUMSTANCES If a Marine drops a bottle in the urinal . . . The OBSERVER will instruct the Marine to pick up the bottle. If urination had begun and the sample was spilled, the Observer will escort the Marine back to the Coordinator so the Marine can return the sample bottle and wait in the DESIGNATED AREA until s/he can produce a sample.

SPECIAL CIRCUMSTANCES If a Marine drops a bottle in the urinal . . . and urination had not begun. . . The OBSERVER will return the Marine to the Coordinator for a NEW bottle.

SPECIAL CIRCUMSTANCES You caught the Marine using a tampering device or using “whizzinator,” what do you do?

Problematic Situations When one (1) Observer tries to observe multiple providers at the same time. When the Coordinator and/or Observer are unprepared for the mission. When the same procedures are not used on every provider. When the Observer fails to sign the ledger or no ledger is maintained.

Problematic Situations When the label is attached to the bottle with incorrect or missing information. DT Discrepancy: “OI” – Service member’s name received on the bottle. “LW” – No SSN on label. “GC” – Specimen number missing/illegible/Incomp. When an atmosphere of confusion surrounds the collection process.

Problematic Situations When the Coordinator/Observer signs the chain of custody/ledger with his/her own urine sample on the same sheet. When an atmosphere of confusion surrounds the collection process.

Problematic Situations When there are “write-over’s” on the Urine Sample Custody Document (DD2624), labels or ledgers. DT Discrepancy: “LY” – SSN on label not forensically corrected. NOTE: TO MAKE ANY CORRECTIONS OR CHANGES TO DOCUMENTS, THE COORDINATOR OR SACO WILL DRAW A SINGLE LINE THROUGH THE INCORRECT INFORMATION, WRITE THE CORRECT INFORMATION, INITIAL AND DATE.

RECIPEINT OF DEPARTMENT OF DEFENSE COMMUNITY DRUG AWARENESS AWARD (2011 – 2012 – 2013)