DC Procedure II

8/3/2019 DC Procedure II

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DCO Training WorkshopCOMMONWEALTH GAMES DELHI 2010

© WADA ± April 2009 ± Version 1.0



Types of Tests




Types of Tests

In Competition

A test where an Athlete is selected for dopingcontrol in connection with a specific

competition or event

Examples:- Olympic Games

- Commonwealth Games- Asian Games- World Championships- National Games




Types of Tests

Out of Competition

Any doping control not conducted in connectionwith a specific competition or event

No Advance Notice

Examples:

- At home/Residence- Training location

µAnywhere, anytime¶




Urine Sample Collection

± Specific procedures for collection

± DCO Training to focus on urine samplecollection only




Blood Sample Collection

± Some substances cannot be detected in urine± Human Growth Hormone± Blood Transfusions± HBOCs

- Qualified medical personnel to collect blood

- Specific storage and shipping requirements




Introduction toEquipment and Forms




Intro to Equipment and Forms

± Tamper proof / tamper evident

± Two universally recognized kits ± Berlinger

± Sample Collection Equipment± Collection Vessel± Sample Collection Kit± Partial Sample Kit

± Refractometer± Courier Transport Bag± Seals





Collection Vessel





Sample Collection Kit





Partial Sample Kit





Courier Transport Bag and Seal





Labstix / Refractometer




Doping Control Form




6. Doping ControlProcedure




Doping Control

- Process one Athlete at a time

- All other Athletes, Representatives in waitingarea

- DCO¶s role is to explain, not action (or touch)




Doping Control

DCO must ensure:

- Integrity of the sample

- Security of the sample

- Identity of the sample

- Respect the privacy of the Athlete




Doping Control

DCO must ensure:

- Collection is done in accordance with the CGFAnti Doping Standard

- The sample is of the quality and quantityrequired

- The sample is clearly and accurately identified

- The sample is securely sealed




6.1 Urine Sample Collection

- Complete DCF with Athlete details

- Ask Athlete whether they have been tested

before and explain procedures

- Inform Athlete that 90 mLs of urine isrequired





- Ask athlete to select a sample collectionvessel (SCV) and inspects it

- Ensure there is a selection of at least 3 SCV

to choose from

- If the Athlete is not happy with theirselection, ask them to select another SCV.





What to do if Athlete is not happy with anySCV¶s?

-If DCO agrees and no other options available,

contact VDCM and possibly cancel testingsession

-If DCO does not agree, proceed with sample

collection and ask Athlete to record theirconcerns





- Witness DCO to accompany Athlete to toilet±must be same gender

- Ensure a clear and unobstructed view of the

passing of sample

- Athlete maintains control of sample at alltimes

- Modifications for Minors or Athletes with adisability





Why observation is important?1.Prevents tampering2.Detects foul play





- Athlete will wash their hands

- Athlete will open SCV ± removing only thecup and not lid

- Athlete will disrobe from mid-waist to mid-thigh and roll up sleeves

- Witness will position to ensure directobservation




6.2 Urine Sample Processing

- Athlete will be asked to empty bladder

- When finished Athlete will remove lid fromplastic and put on vessel

- Athlete and witness return to processing area

- Witness signs form confirming he/shewitnessed the passing of the sample





- DCO records the volume of urine on DCF

- The DCO will record the time of the sampleprovision.

- Athlete selects a sample collection kit (SCK)and inspects it (all seals)

- Ensure there is a selection of at least 3 SCKto choose from

- If the Athlete is not happy with theirselection, ask them to select another SCK.





What to do if Athlete is not happy with anySCK¶s?

- If DCO agrees and no other options available,

contact VDCM and possibly cancel testingsession

- If DCO does not agree, proceed with samplecollection and ask Athlete to record theirconcerns





- Athlete will open SCK, remove the A and Bbottles and ensure they are clean and intact

- Athlete will confirm all sample codes on

equipment match

- Athlete will read sample code number to DCO

- DCO will visually confirm the sample codenumber and record on DCF





- Athlete will begin pouring the sample into theB bottle ± to at least the minimum volumeindicator

- Pour 30 mL into B sample

- Pour 60 mL into A sample

- Any additional urine ± begin filling A and thenB if necessary; use as much as possible

- Leave small amount in SCV to measurespecific gravity





- Athlete will seal the A and B bottles

- The Athlete can request assistance if required

- Athlete will confirm the A and B bottles aresealed

- DCO will verify that the A and B bottles aresealed





- DCO will measure the specific gravity usingthe residual urine left in the SCV

- DCO will record all medications andsubstances declared by the Athlete

DCO should not provide any adviceregarding medications





- Athlete to complete Consent for Researchsection

- DCO to verify the DCF to ensure it is

complete ± no blank spaces; mistakes;sample codes and names correct

- DCO will review the DCF with the Athlete toconfirm all information

- Athlete will be given an opportunity toprovide comments on the DCF





- Everyone involved in process will sign theDCF

- Witness (if he/she has not signed already)

- Athlete Representative

- DCO ± who will also record the finalcompletion time

- Athlete ± should be the last person to sign





- DCO will show the Athlete the lab copy of DCF ± demonstrating that the athlete name isnot included

- DCO will give the Athlete his/her copy of theDCF

- DCF cannot be changed after the Athlete hassigned the DCF

- DCO will ask Athlete to discard any excessurine




6.3 Measuring Specific Gravity

- Specific Gravity (SG) relates to theconcentration of the urine

- Drinking too much water may result in a

dilute sample

- SG will be be measured with Refractometer




6.3 Measuring Specific Gravity

- Refractometer = greater than or equal to1.005




6.4 Partial Sample

- If the Athlete is unable to provide 90 mL,then DCO will inform athlete that the partialsample will be secured

- DCO will record the volume of the sampleprovided in the partial section of the DCF

- Athlete will select a partial sample kit

- DCO will record the partial sample codenumber in the partial section of the DCF




6.4 Partial Sample

-Athlete will secure and seal the partial sampleusing the partial sample kit

-DCO will record the time that the partial

sample was sealed in the partial section of theDCF

-Athlete and DCO will initial the partial sectionof DCF

-Do not record specific gravity of the partialsample




6.4 Partial Sample

- DCO retains possession of the sealed partialsample

- Chaperone will accompany the Athlete

- Athlete will be given an opportunity tohydrate

- When the Athlete is ready to provide more

urine, he/she will be asked to select a newSCV

- The witness will observe the Athlete passingof the sample




6.4 Partial Sample

-Athlete will return to processing area withsample

-DCO will give Athlete their sealed partial

sample

-Athlete will inspect partial sample to ensure ithas remained sealed

- Athlete will open their sealed partial sample




6.4 Partial Sample

- Athlete will select a new SCV

- Athlete will mix their samples

- pour original (first) partial sample intonew SCV

- add any subsequent samples untildesired volume is collected

- If new volume is not sufficient, the partialsample process will be repeated




6.4 Partial Sample

- If an Athlete provides more than 2 partialsamples ± DCO may need to use a new DCF

- Ideally, the same witness would observe all

samples provided by the Athlete

- If a different witness is used, then theperson who witnessed the last samplewill sign the DCF

- DCO will record the reasons why adifferent witness was used




Practical ± Partial Sample

- Break into groups

- Conducting an in-competition test at the

National Athletics Championships

- Begin with notification through to thecompletion of sample processing

- 1st attempt = Athlete provides 40 ml- 2nd attempt = Athlete provides 60 ml




6.5 Additional Sample

- There are several reasons why you may needto collect an additional sample:

- Athlete did not maintain custody of unsecure

sample

- Foreign objects in sample which may affectintegrity

- The authenticity of sample is in doubt

- The Athlete failed to comply with the sampleprovision procedures





- The witness could not directly observed thepassing of the sample

- The Athlete is demonstrating unusual

behaviour

- The partial sample kit was tampered with

- The sample was improperly sealed

- DCO must record the reason for theadditional sample on a supplementary report





- The most common reason for an additionalsample is specific gravity (less than 1.005)

- Athlete should wait at least 30 minutes before

providing the additional sample

- Athlete must be chaperoned at all times whilewaiting to provide an additional sample





- For each additional sample, repeat thesample collection and processing procedures

- Use the same DCF for additional samples

- If more space required, use an additionalDCF

- Transcribe all Athlete info on additionalDCF

- All collected samples are sent to thelaboratory




Practical ± Additional Sample

- Get into groups

- Conducting an in competition test at theSummer Olympic Games

- Begin after sealing the first sample andmeasuring the specific gravity as 1.000; andinform Athlete of need for an additionalsample

- Complete processing of additional sample

- 2nd sample SG = 1.010




Thanks




Mock Test




6.6 Completion of the SampleCollection Session

- The DCF should never be revised after theAthlete leaves the DCS

- If DCO observes an error on the DCF, he/shewill document this error on a SupplementaryReport Form and inform the VDCM as soon aspossible





-Samples must never be left unattended,unless secured in a locked area with controlledaccess

-Samples to be kept under the DCO¶s controluntil handed to courier

-Where possible, samples should be kept in acool location





- VDCM will organize all documentation

- VDCM will review lab copies of the DCFs andmatch with the samples

- VDCM will complete a Chain of Custody form(COC) for the shipment of samples to the lab

± all samples collected to be recorded onCOC form

- All samples and lab copies of DCFs should beplaced in the courier transport bag as soon aspossible





When leaving the DCS, the VDCM may:

- Transport the samples to another location- Transfer the samples to the courier

- Take the samples directly to the laboratory

- VDCM should document all movements of thesamples on the CoC form

- Lab copy of DCFs and lab copy of CoC will besent to the lab with the samples





-VDCM should ensure the samples are sealedin the transport bag for shipping

-VDCM will complete a VDCM Report and all

other relevant documents to be sent to theOC/CGF

-VDCM will ship all documents to the OC/CGFas soon as possible

- SA should leave the DCS in a clean state




6.7 Testing Athletes with a Disability

-Athletes with a disability should be treatedlike every other Athlete

-They will let you know what, if any,

modifications they would like / need

-Special needs should be considered as muchas possible

-Modifications must not effect the integrity,security or identity of the sample





- Identify and prepare for testing of athleteswith a disability in advance (if possible)

Athletes with:

- Restricted mobility or coordination

- Visual impairment

- Neurological or developmental disabilities

- Catheter or condom device to allow urineproduction





- May need assistance with mobility, sealing,etc.

- Athlete with visual or intellectual impairment

- Accompanied at all times- Representative may sign DCF on their

behalf





- Consider third party notification

- Athlete Representative and/or DCO mayassist when requested by the Athlete

- Write complete name of sport on the DCF(i.e. Wheelchair Rugby)

- Document any modifications on the VDCMReport or a Supplementary Report Form





- Athletes with condom drainage or indwellingcatheter drainage:

- Athlete shall remove the existingcollection bag and replace with a new

bag; OR

- Drain the bag so a fresh sample can becollected

- Athletes with a self catheter ± they can usetheir own; or the DCO may provide one




6.7 Testing Athletes who are Minors

- Consider third party notification

- Athlete Representative should be present forentire process

- Athlete may be accompanied by theirrepresentative during the collection of thesample; however the Rep. cannot directlyobserve the passing of sample unless Athlete

requests this





- There should always be a SecondaryObserver in the toilet area:

-Should not witness the passing of sample

- Present to observe the witness

- Document any modifications on the VDCMReport or a Supplementary Report Form








8.Post SampleAdministration




8.1 Sending Samples to theLaboratory

- Use the CGF approved method

- Ideally ± use a courier transport bag that can

be sealed.

- VDCM is responsible for the samples untilthey are sent to the lab ± should not leavewith anyone

- Samples always sent to WADA accredited lab

- Use OC approved courier




8.1 Sending Samples to theLaboratory

- Complete one Chain of Custody Form pertransport bag

- Include lab copies of DCF with samples

- Documentation to lab never identifies athlete

- Ensure shipment is labeled properly (i.e.

complete address)

- Send as soon as possible after session




8.2 Returning Paperwork to theOC/CGF

-Important to write good and accurate reports

-Assists with continual improvement andfeedback

- Possibly used in disciplinary hearings

-Timely ± e-mail or fax initial report to the CC- athlete names and sample codes

- courier tracking number for shipment of samples to lab





- Will be transported by you

- Send original documentation to OC/CGF,

- Ensure shipment is well labeled





What is returned?

-Doping Control Forms- VDCM Report Forms

- Chain of Custody Forms- Supplementary Report Forms-Entry/Exit Log(s)- Any other relevant documentation




Reporting a PotentialFailure to Comply




6.9 Reporting a Potential Failure toComply

If an Athlete refuses or fails to comply with arequest for doping control:

- DCO/CC/VDCM should do everything possibleto explain to the Athlete the possible

consequences related to a potential failure tocomply

- VDCM should report to the OC/CGFimmediately

- VDCM should contact OC/CGF for assistance /guidance if needed





If an Athlete refuses to be tested or fails tocomply, the DCO/Chaperone should:

- Show the Athlete the DCF and explain they

are required to provide a sample

- Encourage the Athlete to comply

- Inform the Athlete of any possible

consequences, which may include a sanction

- Encourage the Athlete to go to the DCS todiscuss





- Record the Athlete¶s reasons in the commentssection of the DCF or on a SRF and ask theAthlete to sign

- Inform the OC/CGF as soon as possible

- DCO/Chaperone should document allcircumstances related to the potential failure

to comply

- If an Athlete says they have retired, proceedwith sample collection and tell them to inform

their sport federation© WADA ± April 2009 ± Version 1.0



Conducting Out of Competition Testing




5.3 Conducting Out-of-CompetitionTesting

- Review all information prior to attempt

- Try to become familiar with location prior toarrival

- Maintain privacy and integrity of process

- Try to conduct the test in the same locationas where Athlete is notified

- When conducting testing at a residence,respect the surroundings





- Ensure you have the most up-to-datewhereabouts

- Athletes are required to submit 60-minute

time period and location for each day

- You can be asked to test the Athlete withinthis 60-minute window or outside of thisperiod





If testing within the 60-minute time period

- If the DCO/Chaperone arrives but cannot findthe Athlete, the DCO/Chaperone should stay

at location until end of time period and try tolocate the Athlete

- DCO/Chaperone should be discreet whenlooking for the Athlete ± do not identify why

you are looking for the Athlete

- Record everyone you speak with





If testing within the 60-minute time period

- If the attempt is at the Athlete¶s home andthere is no answer at the door, the

DCO/Chaperone should wait somewhere closeto the home where he/she can observe thefront door and attempt the door again beforeleaving.





If testing within the 60-minute time period:

- If the DCO/Chaperone is told that the Athleteis at another location, he/she should record

the info but should not leave until the end of the 60 minutes

- Once the 60 minute time period expires, theDCO/Chaperone will follow the instructions of

the OC/CGF (i.e. whether they should checkthe alternate location)





If testing within the 60-minute time period:

- If the Athlete is not available at beginning of the time but becomes available later on, the

DCO should collect sample and report this tothe OC/CGF





- You may also be asked to test the Athleteoutside of the designated 60-minute period

- If requested to test outside of the 60-minute

time period, the OC/CGF will provide specificinstructions to the DCO/Chaperone

- The DCO/Chaperone should stay at thelocation(s) for a reasonable amount of time,

but no less than 30 minutes


f l



Unsuccessful Attempt Report

-When an Athlete is not found for testing, theDCO/Chaperone should complete anUnsuccessful Attempt Report, detailing:

- Date and times of all attempts made- Locations visited- Length of time waited at each location- Details of everyone the DCO/Chaperonespoke to

- Whereabouts info used- Additional info obtained during the attempt


U f l A R



Unsuccessful Attempt Report




9.Examination


P ti l E i ti µR l ¶



Practical Examination ± µRegular¶

-DCO will act as the Chaperone and notify theAthlete of his/her selection for OOC testing atgym where the Athlete is training

-DCO will be considered the same gender as

the Athlete and will witness/process thesample

-DCO should prepare his/her doping controlstation (i.e. processing area)

-DCO will chaperone the Athlete to the sampleprovision area and simulate the witnessing of the Athlete providing his/her sample


P ti l E i ti µR l ¶



Practical Examination ± µRegular¶

Scenario- Volume of urine = 150 mL

- Specific Gravity = 1.020

- Mission Code: M-778899- Sport: Athletics


P ti l E i ti P ti l



Practical Examination ± Partial

-DCO will act as the Chaperone and notify theAthlete of his/her selection for an out-of-competition test at his/her residence

-DCO will be considered the same gender as


-DCO should prepare his/her doping controlstation (i.e. processing area)

-DCO will chaperone the Athlete to the sampleprovision area and simulate the witnessing of the Athlete providing his/her sample


P ti l E i ti P ti l



Practical Examination ± Partial

Scenario- Sport: Swimming- Volume of 1st attempt = 50 mL

- Volume of 2nd

attempt = 75 mL- Specific Gravity = 1.010- Mission Code: M-556677


P actical E amination Additional



Practical Examination ± Additional

- DCO will act as the Chaperone and notify theAthlete of his/her selection for an in-competition test

- DCO will be considered the same gender as


- DCO should prepare his/her doping controlstation (i.e. processing area)

- DCO will chaperone the Athlete to the sampleprovision area and simulate the witnessing of the Athlete providing his/her sample


Practical Examination Additional



Practical Examination ± Additional

Scenario- Sport: Boxing- Event: World Boxing Championships- Selection: 1st place

- Mission Code: M-334455

First Sample:Volume of urine = 125 mL Specific Gravity = 1.000

Second Sample:Volume of urine = 90 mL Specific Gravity = 1.010


Doping Control Form



Doping Control Form

± Use the 24 hour clock (i.e. 21:00; 07:00)

± Use block capital letters

± Press hard when writing

± Mark a clear line through any part of the formthat is not used or not applicable


Doping Control Form



Doping Control Form

± If you need more space ± use aSupplementary Report Form and link it to theDCF by recording the form number

± Section 3: Information for Analysis ± shouldnever contain any info that can identify theathlete

± The last copy of form should be split

± Lab copy± Athlete notification


Doping Control Form



Doping Control Form

T op Right Section of the Form


Doping Control Form



Doping Control Form

Section 1. Athlete Information


Doping Control Form



Doping Control Form

Section 2. Notification


Doping Control Form



Doping Control Form

Section 3. Information for Analysis


Doping Control Form



Doping Control Form

Section 4. Confirmation of Procedure


Doping Control Form



Doping Control Form

Splitting the DCF:

1. Commonwealth Games Federation

2. World Anti Doping Agency

3. International Federation

4. Athlete

5. Laboratory


Supplementary Report Form









± Can be completed by the DCO, Athlete,Athlete Representative or other personinvolved in process

± Signed by the DCO and the personcompleting form

± Each SRF has a unique identification number

± Use when space is required or irregularitiesoccur (i.e. an additional report is written)






- If used to record additional medications, thenthe athlete name must not be on the form

Use the sample code number to link the

SRF to the DCF






U nique Identification Number






1. Completed by






2. Purpose of Report






3. Report






4. Confirmation of Procedure






Splitting the DCF:



3. Person completing the Supplementary Report Form

4. Laboratory (if required)


Chain of Custody Form









± Documents the time from the end of thesample collection session to the arrival of thesamples at the lab

± A clear line to be drawn through any partthat is not used or not applicable

± Record all sample code numbers






- Record all movement of samples ± from endof session to transfer to lab or courier

- VDCM will record the date, time and details of each location

- VDCM will record seal numbers if used





o o y o

T op Right Section





y

1. Doping Control Session





y

2. Sample ID





y

3.T ransportation and Storage





y

4. DCO T ransfer to Lab, Courier or Other





y

Splitting the DCF:



3. International Federation

4. Laboratory


VDCM Report Form



p


VDCM Report Form



p

± VDCM will record all details related to thesample collection session

± One report for each session conducted

± Return all copies to OC/CGF


VDCM Report Form



T op Right Section


VDCM Report Form



1. Description of Session


VDCM Report Form



2. Personnel


VDCM Report Form



3. Athlete Selection


VDCM Report Form



4. Notification


VDCM Report Form



5 . Facilities


VDCM Report Form



6. Sample Collection


VDCM Report Form



7 . Sample Storage


VDCM Report Form



8. General Comments and Suggestions


VDCM Report Form



9. Confirmation


VDCM Report Form



p

Splitting the DCF:




Report Writing Checklist



- Record facts ± not opinions

- Be relevant and specific

- Be concise

- Be objective

- Record all observations

- Record chronologically




Conclusion


Conclusion



- Remember - Procedures over personality!

- DCOs are the face of OC/CGF

- Continual learning process

THANK YOU




3. Sample CollectionPersonnel


3.1 DCO Roles and Responsibilities



Doping Control Officer

- An official who has been trained andauthorized by OC/CGF for the on-sitemanagement of a sample collection session

- Face of the anti-doping organization

- Plays an important role in protecting the

rights of Athletes

Document what you do and do what youdocument!!





Expectations of a DCO:

- Accountability

- Direct interface between OC/CGF and Athlete

- Confidentiality

- Follow procedures / instructions

- Communication





Expectations of a DCO:

- Sensitivity to athlete and situation

- Problem Solver

- Professional Approach

- Leadership

- Flexible schedule





- Independence is critical

- OC/CGF-DCO Agreement (3.2)- Outlines expectations- Roles and responsibilities- Declare real and potential conflicts of interest

- Volunteer





DCOs must not:

- Speak to the media at any time

- Ask athletes for autographs or photos

-Enter areas of sporting venue where they arenot accredited

- Accept gifts

- Divulge confidential information





DCOs must not:

- Gamble on sporting events where you areconducting testing

- Keep personal files of anti-doping activities

- Become too friendly with an Athlete

- Drink alcohol at events where you areconducting testing


DCO Accreditation



- Phased approach- 1st phase: Theoretical training

- 2nd phase: In and Out of Competitiontesting supervised by an experiencedDCO

- DCO Accreditation will be for a fixed term(i.e. 1-2 years)

- Reaccreditation is required at least every 2years


3.3 Recruiting and TrainingChaperones



Chaperones

Chaperones

An official who is trained and authorized bythe OC/CGF to carry out specific dutiesrelated to the sample collection session.

- Notification- Escorting





Chaperones

- Chaperones play a critical role

- First contact with Athlete for doping control

- Recruiting the right people is important

- Effective training is required





Chaperones

Recruiting Chaperones:

- Not a Minor

- Communication skills

- No conflict with Athlete or sport

- Respect confidentiality

- Sensitivity to Athletes and situation





Chaperones

Recruiting Chaperones:

- Follows instructions

- Respects Athlete¶s privacy

- Can work in demanding conditions

- Problem solver





Chaperones

DCO should:

- Assess Conflicts of Interest ± specifically askChaperones

- Ensure the gender of Chaperones matchesthe gender of athletes

- Prepare and ensure enough time for training

(i.e. especially if training prior to collectionsession)





Chaperones

Training:

1.Explain± thoroughly explain all steps of notification,

chaperoning and witnessing

2. Show± demonstrate notification; outline what to

say; inspect venue for notification areas

3. Practice± have chaperones practice with each other;





Chaperones

Training:

- Provide scenarios to Chaperones

- Provide clear instructions for notification andwitnessing

- If Chaperone is uncomfortable with any partof the process, including witnessing, he/she

should inform us immediately.





Chaperones

OC D2010 will:

- Ensure proper authorization / ID is provided

- Ensure Chaperones are adequately trainedand understand their responsibilities

- Take into consideration all Sport specificrequirements

- Ensure Chaperones have a watch


Chaperones



Remember:

- Must remain with athlete at all times

- Must never touch sample collect vessel

- If ever in-doubt, talk to CC

- Athlete to choose their sealed beverages


Chaperones



Remember:

- Report any irregularities or suspiciousbehaviour

- Do not answer questions outside of scope of notification and chaperoning





Chaperones

Chaperone must not:

- Speak to the media at any time

- Ask athletes for autographs or photos

- Enter areas of sporting venue where they arenot accredited

- Accept gifts

- Divulge confidential information





Chaperones

Chaperone must not:

- Gamble on sporting events where you areconducting testing

- Keep personal files of anti-doping activities

- Become too friendly with an Athlete

- Drink alcohol at events where you areconducting testing


3.4 Chaperone Responsibilities /Code of Conduct Form



Code of Conduct Form

- Chaperone must read and understand

- Chaperone to complete and sign

- Chaperone Coordinator to sign form

- Chaperone Coordinator to return completedform to the DC Command Centre.