DISA360 Reason Codes for Closing Randoms

Below are the Reason Codes and steps to close a Random in DISA360. Note: DOT Regulation must be followed to establish appropriate reasoning for closing a Random. 

1.    Open the employee’s profile on the DISA360 page and select “Remove” on the open random selection

Random Codes1

2.    After selecting Remove, a dropdown menu will appear. Choose the appropriate Reason Code and put a note in the text box.

Random Codes2

Explanation of Reason Codes for Closing Randoms


1.    Transferred to a Non-DOT Position - FMCSA Link 

a.    This option should be selected if the employee is no longer in a DOT position. By selecting this code, it will also remove the employee from the testing pool.

b.    If the employee returns to a DOT position after 30 calendar days, a pre-employment test must be administered to reenter the DOT pool. 


2.    Termination - FMCSA Link

a.    This option should be used if the employee is no longer with the organization. By selecting this code, it will also remove the employee from the testing pool. 

b.    If the employee returns to the organization after 30 calendar days, a pre-employment test must be administered. 


3.    Extended Vacation – Questions 10 & 17 - FMCSA Link 

a.    If the employee will return from vacation or ‘other leave’ before the end of the selection period, the test should still be administered. Do not notify the employee of the test until they are available to return to duty. 


4.    Extended Medical Leave – Questions 10 & 17 - FMCSA Link

a.    If the employee will return from medical leave before the end of the selection period, the test should still be administered. Do not notify the employee of the test until they are available to return to duty. 


5.    Collection Site Error - Question 21 - FMCSA Link

a.    All attempts should be made to have the test administered. If you feel the test cannot be administered, the notes should be specific on what caused this issue. For example: 

i.    A collection was missed on the authorization and the driver did not make anyone aware until a day or more after the test

ii.    A machine is down or “broken” at the collection site and there is no collection site within a reasonable driving distance

iii.    I.E. BAT Machine down or they are not doing BAT collections due to COVID-19

iv.    There is no DOT collector on staff, and no one was made aware prior, and there is no collection site within a reasonable driving distance.