NOTE It is advisable to consider the need to retrain staff periodically. Staff training policies can take account of technological change, the need to demonstrate ongoing competence and aim at continual skills upgrading.

  1. The proficiency testing provider shall ensure that staff receive the necessary training to ensure competent performance of measurements, operation of equipment and any other activities which affect the quality of the proficiency testing scheme. The effectiveness of training activities shall be evaluated.

NOTE Objective measures can be used to assess the attainment of competence.

  1. Equipment, accommodation and environment

    1. The proficiency testing provider shall ensure that there is appropriate accommodation for the operation of the proficiency testing scheme. This includes facilities and equipment for proficiency test item manufacturing, handling, calibration, testing, storage and despatch, for data processing, for communications, and for retrieval of materials and records.

    2. The proficiency testing provider shall ensure that the environmental conditions do not compromise the proficiency testing scheme or the required quality of operations. Particular care shall be taken when operations are undertaken at sites away from the proficiency testing provider's permanent facilities or are undertaken by subcontractors. The technical requirements for accommodation and environmental conditions that can affect the proficiency testing shall be documented.

    3. Access to and use of areas affecting the quality of proficiency testing schemes shall be controlled. The proficiency testing provider shall determine the extent of control based on its particular circumstances.

    4. The proficiency testing provider shall identify environmental conditions that can significantly influence the quality of the proficiency test items and any testing and calibration carried out, including conditions that are required by relevant specifications and measurement procedures. The proficiency testing provider shall control and monitor these conditions, and shall record all relevant monitoring activities. Relevant proficiency testing activities shall be stopped when the environmental conditions jeopardize the quality or the operations of the proficiency testing scheme.

NOTE Conditions can include, for example, biological sterility, dust, electromagnetic disturbances, radiation, humidity, electrical supply, temperature, and sound and vibrations levels, as appropriate to the technical activities concerned.

    1. There shall be effective separation between neighbouring areas in which there are incompatible activities. Action shall be taken to prevent cross-contamination.

    2. Proficiency testing providers shall ensure that performance characteristics of laboratory methods and equipment used to confirm the content, homogeneity and stability of proficiency testing items are appropriately validated and maintained.

  1. Design of proficiency testing schemes

    1. Planning

      1. The proficiency testing provider shall identify and plan those processes which directly affect the quality of the proficiency testing scheme and shall ensure that they are carried out in accordance with prescribed procedures.

NOTE Stakeholders' interests can be considered in developing a plan and relevant information.

  1. The proficiency testing provider shall not subcontract the planning of the proficiency testing scheme (see 5.5.2).

NOTE The proficiency testing provider can utilize advice or assistance from any advisors, experts or steering group (see 4.4.1.4).

  1. The proficiency testing provider shall document a plan before commencement of the proficiency testing scheme that addresses the objectives, purpose and basic design of the proficiency testing scheme, including the following information and, where appropriate, reasons for its selection or exclusion:

  1. the name and address of the proficiency testing provider;

  2. the name, address and affiliation of the coordinator and other personnel involved in the design and operation of the proficiency testing scheme;

  3. the activities to be subcontracted and the names and addresses of subcontractors involved in the operation of the proficiency testing scheme;

  4. criteria to be met for participation;

  5. the number and type of expected participants in the proficiency testing scheme;

  6. selection of the measurand(s) or characteristic(s) of interest, including information on what the participants are to identify, measure, or test for in the specific proficiency testing round;

  7. a description of the range of values or characteristics, or both, to be expected for the proficiency test items;

  8. the potential major sources of errors involved in the area of proficiency testing offered;

  9. requirements for the production, quality control, storage and distribution of proficiency test items;

  10. reasonable precautions to prevent collusion between participants or falsification of results, and procedures to be employed if collusion or falsification of results is suspected;

  11. a description of the information which is to be supplied to participants and the time schedule for the various phases of the proficiency testing scheme;

  12. for continuous proficiency testing schemes, the frequency or dates upon which proficiency test items are to be distributed to participants, the deadlines for the return of results by participants and, where appropriate, the dates on which testing or measurement is to be carried out by participants;

  13. any information on methods or procedures which participants need to use to prepare the test material and perform the tests or measurements;

n) procedures for the test or measurement methods to be used for the homogeneity and stability testing of proficiency test items and, where applicable, to determine their biological viability;

  1. preparation of any standardized reporting formats to be used by participants;

  2. a detailed description of the statistical analysis to be used;

  3. the origin, metrological traceability and measurement uncertainty of any assigned values;

  4. criteria for the evaluation of performance of participants;

  5. a description of the data, interim reports or information to be returned to participants;

  6. a description of the extent to which participant results, and the conclusions that will be based on the outcome of the proficiency testing scheme, are to be made public; and

  7. actions to be taken in the case of lost or damaged proficiency test items.

  1. The proficiency testing provider shall have access to the necessary technical expertise and experience in the relevant field of testing, calibration, sampling or inspection, as well as statistics. This may be achieved, if necessary, by establishing an advisory group (named as appropriate).

  2. Technical expertise shall be used, as appropriate, to determine matters such as the following:

  1. planning requirements as listed in 4.4.1.3;

  2. identification and resolution of any difficulties expected in the preparation and maintenance of homogeneous proficiency test items, or in the provision of a stable assigned value for a proficiency test item;

  3. preparation of detailed instructions for participants;

  4. comments on any technical difficulties or other remarks raised by participants in previous proficiency testing rounds;

  5. provision of advice in evaluating the performance of participants;

  6. comments on the results and performance of participants as a whole and, where appropriate, groups of participants or individual participants;

  7. provision of advice for participants (within limits of confidentiality), either individually or within the report;

  8. responding to feedback from participants; and

  9. planning or participating in technical meetings with participants.

  1. Preparation of proficiency test items

    1. The proficiency testing provider shall establish and implement procedures to ensure that proficiency test items are prepared in accordance with the plan described in 4.4.1.

NOTE It is advisable that the proficiency testing provider give due consideration to the preparation of sufficient numbers of proficiency test items, in order to allow for the need to replace any such proficiency test items lost or damaged during distribution, or intended to be provided for use after the results of the proficiency testing scheme have been evaluated. Such uses can include training aids for participants or use as a reference material.

  1. The proficiency testing provider shall establish and implement procedures to ensure appropriate acquisition, collection, preparation, handling, storage and, where required, disposal of all proficiency test items. The procedures shall ensure that materials used to manufacture proficiency test items are obtained in accordance with relevant regulatory and ethical requirements.

  2. Proficiency test items should match in terms of matrix, measurands and concentrations, as closely as practicable, the type of items or materials encountered in routine testing or calibration.

  3. In proficiency testing schemes that require participants to prepare or manipulate, or both prepare

and manipulate, the proficiency test item and submit it to the proficiency testing provider, the proficiency testing provider shall issue instructions for preparation, packaging and transport of the proficiency test item.

  1. Homogeneity and stability

    1. Criteria for suitable homogeneity and stability shall be established and shall be based on the effect that inhomogeneity and instability will have on the evaluation of the participants' performance.

NOTE 1 The requirements in this subclause are intended to ensure that every participant receives comparable proficiency test items, and that these proficiency test items remain stable throughout the proficiency testing. Careful planning, manufacture and shipping are necessary to achieve this, and testing is usually needed to confirm it.

NOTE 2 In some cases, it is not feasible for proficiency test items to be subjected to homogeneity and stability testing. Such cases would include, for example, when limited material is available to prepare proficiency testing items.

NOTE 3 In some cases, materials that are not sufficiently homogeneous or stable are the best available; in such cases, they can still be useful as proficiency test items, provided that the uncertainties of the assigned values or the evaluation of results take due account of this (see B.3.1.3 and ISO 13528:2005, Annex B).

NOTE 4 Considerations for homogeneity and stability are further discussed in ISO Guide 34, ISO Guide 35 and ISO 13528.

  1. The procedures for the assessment of homogeneity and stability shall be documented and conducted, where applicable, in accordance with appropriate statistical designs. Where possible, the proficiency testing provider shall use a statistically random selection of a representative number of proficiency test items from the whole batch of test material in order to assess the homogeneity of the material.

NOTE In some cases, the use of a random stratified or systematic selection of proficiency test items from the whole batch is more appropriate.

  1. The assessment of homogeneity shall normally be performed after the proficiency test items have

been packaged in the final form and before distribution to participants unless, for example, stability studies indicate that they should be stored in bulk form.

NOTE 1 Homogeneity can be demonstrated prior to packaging where no influence of packaging is reasonably expected.

NOTE 2 On some occasions, homogeneity testing cannot be carried out prior to distribution for practical, technical or logistical reasons.

    1. Proficiency test items shall be demonstrated to be sufficiently stable to ensure that they will not undergo any significant change throughout the conduct of the proficiency testing, including storage and transport conditions. When this is not possible, the stability shall be quantified and considered as an additional component of the measurement uncertainty associated with the assigned value of the proficiency test item, and/or taken into account in the evaluation criteria.

    2. When proficiency test items from previous rounds are retained for future use, the property values to be determined in the proficiency testing scheme shall be confirmed by the proficiency testing provider prior to distribution.

    3. In circumstances where homogeneity and stability testing is not feasible, the proficiency testing provider shall demonstrate that the procedures used to collect, produce, package and distribute the proficiency test items are sufficient for the purpose of the proficiency testing.

  1. Statistical design

    1. Statistical designs shall be developed to meet the objectives of the scheme, based on the nature of the data (quantitative or qualitative, including ordinal and categorical), statistical assumptions, the nature of errors, and the expected number of results (see B.3.2.2).

NOTE 1 Statistical design covers the process of planning, collection, analysis and reporting of the proficiency testing scheme data. Statistical designs are often based on stated objectives for the proficiency testing scheme, such as detection of certain types of errors with specified power or determination of assigned values with specified measurement uncertainty.

NOTE 2 Data analysis methods could vary from the very simple (e.g. descriptive statistics) to the complex, using statistical models with probabilistic assumptions or combinations of results for different proficiency test items.

NOTE 3 In cases where the proficiency testing scheme design is mandated by a specification given by, for example, a customer, regulatory authority or accreditation body, the statistical design and data analysis methods can be taken directly from the specification.

NOTE 4 In the absence of reliable information needed to produce a statistical design, a preliminary interlaboratory comparison can be used.

  1. The proficiency testing provider shall document the statistical design and data analysis methods to be used to identify the assigned value and evaluate participant results, and shall provide a description of the reasons for their selection and assumptions upon which they are based. The proficiency testing provider shall be able to demonstrate that statistical assumptions are reasonable and that statistical analyses are carried out in accordance with prescribed procedures.

  2. In designing a statistical analysis, the proficiency testing provider shall give careful consideration

to the following:

  1. the accuracy (trueness and precision) as well as the measurement uncertainty required or expected for each measurand or characteristic in the proficiency testing;

  2. the minimum number of participants in the proficiency testing scheme needed to meet the objectives of the statistical design; in cases where there is an insufficient number of participants to meet these objectives or to produce statistically meaningful analysis of results, the proficiency testing provider shall document, and provide to participants, details of the alternative approaches used to assess participant performance;

  3. the relevance of significant figures to the reported result, including the number of decimal places;

  4. the number of proficiency test items to be tested or measured and the number of repeat tests, calibrations or measurements to be conducted on each proficiency test item or for each determination;

  5. the procedures used to establish the standard deviation for proficiency assessment or other evaluation criteria;

  6. procedures to be used to identify or handle outliers, or both;

  7. where relevant, the procedures for the evaluation of values excluded from statistical analysis; and

  8. where appropriate, the objectives to be met for the design and the frequency of proficiency testing rounds.

  1. Assigned values

    1. The proficiency testing provider shall document the procedure for determining the assigned values for the measurands or characteristics in a particular proficiency testing scheme. This procedure shall take into account the metrological traceability and measurement uncertainty required to demonstrate that the proficiency testing scheme is fit for its purpose.

NOTE Metrological traceability is not always possible or appropriate.

  1. Proficiency testing schemes in the area of calibration shall have assigned values with

metrological traceability, including measurement uncertainty.

  1. For proficiency testing schemes in areas other than calibration, the relevance, needs and feasibility for metrological traceability and associated measurement uncertainty of the assigned value shall be determined by taking into account specified requirements of participants or other interested parties, or by the design of the proficiency testing scheme.

NOTE The required metrological traceability chain can differ depending on the type of proficiency test item, the measurand or characteristic, and the availability of traceable calibrations and reference materials.

  1. When a consensus value is used as the assigned value (see Annex B), the proficiency testing provider shall document the reason for that selection and shall estimate the uncertainty of the assigned value as described in the plan for the proficiency testing scheme.

  2. The proficiency testing provider shall have a policy regarding the disclosure of assigned values. The policy shall ensure that participants cannot gain advantage from early disclosure.

  1. Choice of method or procedure

    1. Participants shall normally be expected to use the test method, calibration or measurement procedure of their choice, which should be consistent with their routine procedures. The proficiency testing provider may instruct participants to use a specified method in accordance with the design of the proficiency testing scheme.

    2. Where participants are permitted to use a method of their choice, the proficiency testing provider shall:

  1. have a policy and follow a procedure regarding comparison of results obtained by different test or measurement methods;

  2. be aware of which different test or measurement methods for any measurand are technically equivalent, and take steps to assess participants' results using these methods accordingly.

  1. Operation of proficiency testing schemes

    1. Instructions for participants

      1. The proficiency testing provider shall give participants sufficient prior notice before sending proficiency test items, providing the date on which the proficiency test items are likely to arrive or to be despatched, unless the design of the proficiency testing scheme makes it inappropriate to do so.

      2. The proficiency testing provider shall give detailed documented instructions to all participants.

Instructions to participants shall include:

  1. the necessity to treat proficiency test items in the same manner as the majority of routinely tested samples (unless there are particular requirements of the proficiency testing scheme which require departure from this principle);

  2. details of factors which could influence the testing or calibration of the proficiency test items, e.g. the nature of the proficiency test items, conditions of storage, whether the proficiency testing scheme is limited to selected test methods, and the timing of the testing or measurement;

  3. detailed procedure for preparing or conditioning, or both preparing and conditioning, of the proficiency test items before conducting the tests or calibrations;

  4. any appropriate instructions on handling the proficiency test items, including any safety requirements;

  5. any specific environmental conditions for the participant to conduct tests or calibrations, or both, and, if relevant, any requirement for the participants to report relevant environmental conditions during the time of the measurement;

  6. specific and detailed instructions on the manner of recording and reporting test or measurement results and associated uncertainties. If the instructions include reporting of the uncertainty of the reported result or measurement, this shall include the coverage factor and, whenever practicable, the coverage probability;

NOTE This instruction usually includes parameters such as the units of measurement, the number of significant figures or decimal places and reporting basis (e.g. on dry weight, or “as received”).

  1. the latest date for the provider to receive the proficiency testing or measurement results for analysis;

  2. information on the contact details of the proficiency testing provider for enquiries; and

  3. instructions on return of the proficiency test items, when applicable.

  1. Proficiency test items handling and storage

    1. The proficiency testing provider shall ensure that proficiency test items are appropriately identified

and segregated and cannot become contaminated or degraded, from the time of preparation to their distribution to participants.

  1. The proficiency testing provider shall provide secure storage areas or stock rooms, or both, which

prevent damage or deterioration of any proficiency test item between preparation and distribution. Appropriate procedures for authorizing despatch to, and receipt from, such areas shall be defined.

  1. When appropriate, the condition of stored or stocked proficiency test items, chemicals and

materials shall be assessed at specified intervals during their storage life in order to detect possible deterioration.

  1. Where potentially hazardous proficiency test items, chemicals and materials are used, facilities

shall be available to ensure their safe handling, decontamination and disposal.

  1. Packaging, labelling and distribution of proficiency test items

    1. The proficiency testing provider shall control packaging and labelling processes to the extent necessary to ensure conformity with relevant national, regional, or international safety and transport requirements.