Random Selection Procedure

The Random Selection Procedure generates random selections for the pool within a specified period, referred to as the selection period.

Med-Stop’s Random Selection service is based on a computer algorithm that ensures the integrity and validity of the selection process.

An initial selection is generated at the beginning of each selection period—for example, on the first day of a quarter. During the selection period, pool data is recalculated daily to update statistics based on completed selections and to adjust for changes in the average number of pool members. Additional selections may be generated if the average number of pool members increases compared to the beginning of the period, to ensure the total number of random selections meets the pool's target.

The Med-Stop Random Selection procedure consists of the following steps:

1. Pool Statistics Update

Completed selections and tests are counted, and the average number of pool members is recalculated. Based on this data, the current pool percentage is updated.

2. Calculation of Required Selections

To ensure random selections are evenly distributed throughout the year, the selection period target percentage is calculated. For example, if the pool covers a full calendar year and the selection period is one quarter, the annual target percentage is divided by four. The number of selections for the quarter is then determined based on this period’s percentage and the current average number of pool members.

3. Verification of Open and Completed Selections

The required number of selections for the selection period is verified against the number of already generated selections. At the start of the period, all required selections must be created. As the period progresses, additional selections may be added if the pool's average size increases.

Important: You cannot complete open selections from previous periods to satisfy current random selection requirements. Selections must be completed within the period they were generated. If not completed, they do not count toward the pool’s target percentage, even if testing occurs later.

Random selection procedures will create new selections to replace those not completed in previous periods.

4. Reserve Selections Validation

Reserve (alternate) selections are generated as backups in case some selections are canceled during the selection period. The number of reserve selections is set at 10% of the required selections, but no more than 5 in total. Reserve selections are assigned a date on the last day of the selection period and can only be activated when designated as replacements for canceled selections.

For example, if an employee selected for random testing is terminated, their selection is canceled, and the first available reserve selection is activated. As the safety officer, you may specify any date within the current selection period for the reserve selection. It does not have to be the last day of the period.

5. Creating Required Random Selections

When the system determines that additional selections are needed during the current period, it performs the following steps:

Random Date Selection: A random date is selected between the start and end dates of the current selection period. The algorithm typically selects a date within five days from the period start to ensure selections are not generated on the same day testing occurs, allowing adequate time to schedule and notify employees.

Random Pool Member ID Selection: Pool members are assigned system-generated IDs that cannot be sorted in any specific order. The system randomly selects one of these IDs, giving all members an equal chance of selection.

Selection Recording: Each selection is logged with the pool service, selected date, and member ID.

This process repeats until all required random selections have been generated.

6. Recording Selection History

Once a random selection is completed, all parameters are recorded in the pool history. Each new selection generated is also logged in the pool’s historical record.

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