Drug Screen Procedures
Published in: Faculty Handbook and Division of E&SS Manual
The Office of the Vice President of Enrollment and Student Services (VP ESS) monitors
all drug screen results for both newly admitted and continuing students, provides
program staff with compliance status and ensures that only students with a negative
drug screen participate in clinical experiences.
1.
Policy Requirements
a)
SMU is contractually required by many clinical agencies to require that
students have completed a drug screen prior to participating in a clinical
experience. Drug screen requirements vary by program and clinical
agency as described here.
b)
All newly admitted pre-licensure nursing students on all campuses for all
rotations
c)
All newly admitted post professional graduate MSN nursing students
(CRNA, FNP, CM) on all campuses for all rotations
d)
All Special Status students who must complete a clinical.
e)
All DPM, DPT, MPA, MOT only upon advance notification from their
program clinical faculty/staff or program chair. For the majority of clinical
agencies, if students maintain continuous enrollment, they will not be asked
to repeat drug screening. However, some agencies may establish a
different timeframe for their drug screening and it is possible that some
students will be required to be screened more than one time.
f)
Note: DNP and post professional students whose clinical rotations are
conducted only at their existing place of employment are exempted from
this additional requirement.
2.
Drug Screen Profile
The drug screening is a standard urine panel test with 2 options. The option is dictated
by the clinical agency and continuing students are informed as to which option they must
select.
Screening option 1 - detects the following 10 drugs:
a)
Cocaine Metabolites,
b)
Amphetamines (Class)
c)
Barbiturates,
d)
Benzodiazepines
e)
Marijuana metabolite,
f)
Opiates,
g)
Phencyclidine,
h)
Propoxyphene /Metabolite,
i)
Methadone
j)
Methaqualone
Screening option 2 - detects the 10 drugs above + alcohol
A repeat test is required if there is any abnormal or Dilute report (in most cases indicates
an over-intake of fluids prior to the test) at the students expense.
3.
Medical Review Officer (MRO) Review
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Students taking various kinds of prescription drugs may generate a positive drug screen
result. It is understood that a positive drug screen result does not automatically identify
the specimen donor as an illegal drug user.
a)
Each positive lab result is reviewed by a licensed MRO whose evaluation
service is included in the screening cost. The MRO acts as an impartial
clinician to give a quality assurance review of the donor specimen and
determine if there is a legitimate medical explanation for a positive lab
result.
b)
The MRO’s responsibility is to analyze the drug screen result and make a
determination as to whether the results are possibly due to alternative
medical explanation. That investigation confidentially contacting the
student. In order to conduct the investigation, the MRO will attempt 3 times
to contact the specimen donor within a 48 hour period (Mon.-Fri.).
c)
The MRO posts the findings of the investigation according to the
procedures of the agency conducting the drug screen.
4.
Confidentiality
a)
All student drug screen reports are highly confidential and the University
takes reasonable measures to ensure individual privacy under this policy.
b)
Student drug screen report information is archived in a secure, third-party
online database and can be accessed, viewed, and retrieved as needed at
any time only by both the individual student and the VP ESS.
c)
The VP ESS will provide a confidential copy of the student’s drug screen
report only to the specific person at the clinical agency as identified by the
Program’s clinical management staff
d)
The VP ESS reports drug screen status updates, including status (e.g.
completed/clear, pending, not initiated) via the student information system.
The student information system also includes which clinical agencies
received a drug screen report and when they received it when those are
released to clinical agencies. Specifically designated personnel in the
School, Department or Program have access to this data in the student
information system, but do not have access to the specific results of the
drug screen.
5.
Drug Screen for Incoming Students
Each incoming student receives notification(s) from Admission that s/he is required to
complete a drug screen (Drug Screening, option 1).
a)
The incoming student goes to the third party site that administers the drug
screen (certifiedbackground.com) to initiate their drug screen, including
selecting the lab where they will have the screen done and paying the fee,
by the specified deadline.
b)
The incoming student visits the lab to complete the drug screen.
c)
A final drug screen report takes up to 48 hours to complete from the time of
the lab visit to when the completed confidential report is securely posted
online for the student and the VP ESS access and view.
d)
Incoming students who are required to complete a drug screen as a
condition of admission are not eligible to enroll at the University until the
drug screen is completed.
Timeline for Completion of drug screen Requirement
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In order for the drug screen report to (1) be completed within the timeline specified in the
clinical agency contract and (2) to allow the VP ESS to make enrollment decisions in a
timely manner the drug screen completion timelines are as follows:
 Students admitted more than 30 days prior to the program start date must
initiate their drug screen report no later than 15 working days from the offer of
admission.
 Students admitted 15 to 30 days prior to the program start date must initiate their
drug screen no later than 7 working days from the offer of admission.
 Students admitted 14 days or less prior to the program start date must initiate
their drug screen as soon as possible after receiving the offer of admission.
These incoming students will be monitored by VP ESS to assure their CBC is
complete. The VP ESS will communicate with the academic program to notify
them of the status of these students’ CBC completion.
On an ongoing basis the VP ESS
 Monitors the progress throughout the drug screening process via the University’s
third party agent (Certifiebackground.com).
 Sends one urgent reminder to incoming students whose drug screen is
incomplete.
 Communicates with the incoming student in the case of any ‘dilute’ or ‘positive’
screening results.
 The VP ESS reports drug screen status updates to the SMU clinical managers,
Deans, and/or Chairs via the student information system as described above.
Each incoming student with a positive finding on a drug screen receives a letter from the
VP ESS via USPS Certified Mail informing the incoming student that:
 There is a positive drug screen and the person is not eligible to enroll.
 The incoming student has the right to dispute the findings of the report under
Section 612 of the Federal Fair Credit Reporting Act (FCRA), free of charge.
6.
Drug Screen for Continuing Students
Continuing students assigned to clinical agencies that require a drug screen may be
required to either repeat or initiate a drug screen.
1)
Program clinical staff reviews the contractual drug screen requirements for
each rotation site as a critical part of their student placement process.
2)
Based on a clinical agency’s drug screen requirements, program staff
notifies individual students that they must complete a drug screen and
when they must complete it prior to the start date of the clinical experience.
The program staff also provides the student with information on how to
complete the drug screen. Students who fail to complete the drug screen
within the required time will not be allowed to begin the clinical experience
and may have to withdraw from the course.
3)
The designated program staff/faculty member notifies the student to go to
the appropriate third party link (certifiedbackground.com) to initiate their
drug screen and visit the lab to complete their report by the specified
deadline.
4)
The program staff notifies the VP ESS of the students who must complete
a drug screen, the clinical agency to which each student is assigned, and
the contact person at that clinical agency who is to receive the drug screen
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May 21, 2015
5)
6)
results. Once the drug screen report is completed the academic program
staff notifies the VP ESS.
The VP ESS sends an official, confidential communication to the specific
clinical agency contact(s) as specified by the academic program clinical
staff confirming the student drug screen status, including the actual drug
screen report. A copy of this communication is also provided to the
student.
A continuing student with a positive drug screen following the Medical
Review Officer (MRO) evaluation:
 Will be referred to the VP ESS for further review, evaluation and followup.
 The VP ESS may require a follow-up urine drug test, further MRO
evaluation and/or referral to a drug treatment program. The VP ESS
may also place the student on leave or dismiss the student.
 For students whose drug screen results are completed when the
student has started the clinical experience and those results are
positive, the VP ESS will notify the student that the clinical experience is
immediately terminated. The VP ESS also will notify the program and
the clinical agency that the student is on leave.
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May 21, 2015
TO: (name)
SMU Student ID Number: (ID)
Academic Term Entering:
CONGRATULATIONS! on your acceptance to Samuel Merritt University.
**URGENT/TIMESENSITIVE**
In order for you to be eligible to enroll in courses and participate in clinical
rotations you are required to complete a criminal background check and drug
screening within _ days of receipt of this letter.
Please follow the directions below to complete your criminal background and
drug screens.
 Go to the registration page to set up your certified profile account by clicking on the
following link:
https://www.certifiedbackground.com/cgibin/packageCode.pl?company_code=SK10bd






Under the ‘Student Information’ section, in the ‘Student I.D.’ field, be sure to key
in your full SMU student i.d. as it is listed on the your admission information
(include the letter ‘P’ followed by 9 digits ….EXAMPLE: P123456789).
Complete the registration process with your personal information.
Be sure to select the program/campus you are attending from the program drop
down list.
Complete the payment process (cost is $77.75). Please have a credit card
(Visa/Mastercard/American Express/Discover) information ready in order to
process payment for your criminal and drug screen.
Within 24 hours you will receive an email from certifiedprofile.com with your echain (electronic chain of custody form) registration form attached as a pdf
document. Your ‘e-chain’ form has a bar-coded list of authorized lab locations
conveniently located near you to select from.
Please print the form and take it with you when visit your selected lab.
NOTE: To avoid repeating an abnormal drug screening result, please make
sure that you:
o Avoid drinking too much fluid prior to the exam, it will cause a
dilute and an abnormal result.
o Screenings indicating abnormal results are sent to a medical
review officer, who will contact the individual student directly if
they have questions.
Results:
 When your reports are completed you will be able to go online to your
Certifiedbackground.com account to access, view and print your results.
 The Office of the Vice President of Enrollment & Student Services automatically
receives and securely houses your confidential information.
Questions:
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Student Support Line: 888-666-7788, extension 1
Hours: M-Th 5am-5pm PST, Friday 5am-3pm PST, Sun 9am - 5pm PST
Email: customerservice@certifiedbackground.com
Sincerely,
Kathie McWilliams
Office of the Vice President
Enrollment & Student Services
3100 Telegraph Ave., Suite 1000, Oakland, CA. 94609
Tel. 510.869.6715
Fax. 510.869.1518
Premier Health Sciences since 1909
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May 21, 2015
STUDENT DRUG SCREEN LETTER EXAMPLE: INCOMING


Date
Student NAME
59 Miller Road
Deersberg, Mass. 02332
Dear STUDENT NAME:
Samuel Merritt University requires “clear” background and drug screenings for all
students as part of our agreement with clinical agencies. You did not receive a clear
drug screen based upon information in your screening report obtained from
Certifiedbackground.com. Because you have a positive drug screen you are not
eligible to enroll in the _______________ Program.
You are able to access, view and print a copy of your criminal background and drug
screen reports through your CertifiedProfile.com (powered by
CertifiedBackground.com) online account. You have the right to obtain, under
Section 612 of the Federal Fair Credit Reporting Act (FCRA), free of charge, a copy
of a consumer report on you from CertifiedBackground.com by making a request to
their Student Support Line within sixty (60) days of receiving this notice. You also
have the right to dispute, under Section 611 of the FCRA, with
CertifiedBackground.com, the accuracy of completeness of any information
contained in a consumer report they furnish to you. Enclosed with this letter is a
description of your rights under the FCRA. The CertifiedBackground.com contact
information is as follows:
Student Support Line: 888-666-7788, extension 1
Hours: M-Th 5am-5pm PST, Friday 5am-3pm PST, Sun 9am - 5pm PST
Email: customerservice@certifiedbackground.com
Enclosed is a copy of your drug screen results. If you have any questions or need
additional information, please contact me.
Sincerely,
Vice President
Enrollment and Student Services
cc:
Registrar
Program Chair/ Dean /Managing Director
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May 21, 2015
STUDENT DRUG SCREEN LETTER EXAMPLE: CONTINUING


Date
Student Smith
59 Miller Road
Deersberg, Mass. 02332
Dear Ms./Mr. Smith:
Samuel Merritt University requires “clear” background and drug screenings for all
students as part of our agreement with clinical agencies. You did not receive a clear
drug screen based upon information in your screening report obtained from
Certifiedbackground.com. Because you have a positive drug screen you are not
eligible to enroll in the _______________ Program.
You are able to access, view and print a copy of your criminal background and drug
screen reports through your CertifiedProfile.com (powered by
CertifiedBackground.com) online account. You have the right to obtain, under
Section 612 of the Federal Fair Credit Reporting Act (FCRA), free of charge, a copy
of a consumer report on you from CertifiedBackground.com by making a request to
their Student Support Line within sixty (60) days of receiving this notice. You also
have the right to dispute, under Section 611 of the FCRA, with
CertifiedBackground.com, the accuracy of completeness of any information
contained in a consumer report they furnish to you. Enclosed with this letter is a
description of your rights under the FCRA. The CertifiedBackground.com contact
information is as follows:
Student Support Line: 888-666-7788, extension 1
Hours: M-Th 5am-5pm PST, Friday 5am-3pm PST, Sun 9am - 5pm PST
Email: customerservice@certifiedbackground.com
Samuel Merritt University is a drug free institution. The University Code of Conduct
states that “Students enrolled at Samuel Merritt University assume an obligation to
conduct themselves in a manner compatible with the philosophy of the institution, the
codes of ethics, and California laws and regulations pertaining to their respective
professions.” Behaviors for which students are subject to discipline include the
category of violations of policy on alcoholic beverages and illegal substances. No
student shall have in possession any controlled substance, except that furnished to
such person upon the prescription of a physician, dentist, or podiatrist.
Enclosed is a copy of your drug screen results. If you have any questions or need
additional information, please contact me.
Sincerely,
Vice President
Enrollment and Student Services
cc:
Registrar
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Program Chair/ Dean /Managing Director
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May 21, 2015