frequently asked questions
CHOOSING YOUR PROFICIENCY TEST & PLACING ORDERS
PAYMENT FOR PROFICIENCY TESTS & TEST MATERIALS
REPORT & TEST MATERIAL DELIVERY
SUBMISSION OF RESULTS
REPORTS, STATISTICAL EVALUATION & INTERPRETING RESULTS
CHOOSING YOUR PROFICIENCY TEST
Where can I get the current programmes and other information for new participants?
How do I place an order for proficiency tests or test materials?
Can the test material, report and invoice be sent to different people?
How do I know if my order has been received?
The amount of test material advertised is not enough for my method, what should I do?
When is the closing date for the test?
The proficiency test I wanted to take part in has already started/finished can I still participate?
FAPAS doesn't offer the combination of matrix and analytes I want, what should I do?
Do I have to submit results for every analyte in a test?
I have three analysts in my laboratory, can they all return results?
Can I register for additional tests this year?
I've changed my address (or other details), what should I do?
Where can I get the current programmes and other information for new participants?
The programmes for the current/next financial year can be found from the schemes' page. You can also contact us for a paper copy. If you are new to proficiency testing you may wish to read the FAPAS or FEPAS protocol, which explains how
we are organised.
How do I place an order for proficiency tests or quality control materials?
A step by step guide on how to order can be found here.
Can the test material, report and invoice be sent to different people?
Yes, please state clearly on the order form what needs to go to each contact and the relevant addresses.
How do I know if my order has been received?
You should receive a confirmation of your order within 30 days, (if not please contact us to check that we
have received your order).
The amount of test material advertised is not enough for my method, what should I do?
When you register for the test, tell us! We always try to send enough test material for all types of analytical method but we are
aware some methods require much more test material than others. If this is the case and you tell us when you register, we will ensure you receive
enough material. You will be charged for the extra test material(s) in accordance with the current price list. If you do not realise you require
extra until the test material is delivered to you, contact us immediately. We will arrange for you to be sent more test material. You will be
charged for the extra test material(s) and for postage.
When is the closing date for the test?
A letter stating the closing date for the
test will be sent to you with the test material. However, you can expect FAPAS and GeMMA tests to finish 6 to 8 weeks after the dispatch date.
FEPAS tests usually finish three weeks, and LEAP two to three weeks, after the dispatch date.
The proficiency test I wanted to take part in has already started/finished can I still participate?
If the test has already started and you can return results before the closing date, you may still be able to participate.
If the test has finished you may be able to purchase the test material which will be supplied with the assigned value and
satisfactory range from the test. Test materials become available for sale once the report becomes available.
FAPAS doesn't offer the combination of matrix and analytes I want, what should I do?
Please let us know, we keep a record of all ideas and requests. If there appears to be enough interest we will be happy to run these tests for you.
If you are from a large organisation with a number of laboratories wishing to take part in a particular test we may be able to organise a special closed scheme
for you. Proficiency testing depends on you the participants. We want to offer tests that both current and prospective
participants wish to take part in.
Do I have to submit results for every analyte in a proficiency test?
No, participants may submit results for all or any of the analytes requested in a test. You will not be penalised for not reporting results for
all analytes. However where identification is part of the test (e.g. pesticide and veterinary drug residue tests) you must specify which compounds
you are not analysing for.
I have three analysts in my laboratory, can they all return results?
The cost of participation in the test only includes the calculation of one z-score per analyte. You could register your laboratory
three times but you would be charged the cost of three tests. However, it is quite straightforward to calculate your own z scores from information in the report and we will be happy to guide you
through this procedure if you have any problems.
Can I register for additional proficiency tests this year?
Yes, we continue to take orders throughout the year. Please use the information on the scheme pages to build your wishlist, and send us your order form when completed.
I've changed my address (or other details), what should I do?
Please contact us with the updated information as soon as possible.
PAYMENT FOR PROFICIENCY TESTS & TEST MATERIALS
Where can I obtain your current price lists?
When should I pay?
How should I pay?
Am I liable to VAT/local taxes?
What are Fera's Bank Details and VAT Number?
What happens if I cancel an order?
Where can I obtain your current price lists?
Pricing information is available within each of the scheme sections on this website.
When should I pay?
When you order our proficiency tests we will consider you for a credit account. This means we will issue you with an invoice. Invoices should be
paid according to our credit terms (usually within 30 days). Please do not pay until you receive the invoice. If you do not pay your invoice within the
credit period we reserve the right to withhold proficiency test materials and results. You will be invoiced soon after we receive your order, therefore
it is possible that you will be paying for some tests in advance and others in arrears. If we are unable to offer you credit we will ask for full payment
before we can send you proficiency tests or quality control test materials. Please note that you will be responsible for paying any local customs duties or excise duties
where applicable. You can order and pay for quality control test materials (but not proficiency tests) directly from the website using your credit card.
How should I pay?
All details of where and how to make your payment will be given on your invoice.
Cheques should be made payable to The Food and Environment Research Agency in GBP (paid using a cheque drawn on a UK bank), or made payable in Euros or US Dollars.
BACS payments (UK participants only) and bank credit transfers are acceptable, please see your invoice for details. Please ensure that your payment
includes all bank charges incurred in transferring fees. Fera will not be liable for these charges and will aim to recover any costs incurred from
participants.
Credit card payments are acceptable for payments in GBP only, unless paying via the website.
If you would like to pay a Euro or US Dollar invoice by credit card the amount charged will be calculated at the daily exchange rate.
Am I liable to VAT/local taxes?
The liability for Valued Added Tax (VAT) on the services provided is as follows:
UK & The Isle of Man participants are liable for UK VAT.
EU (not UK) participants who are not registered for VAT are liable for UK VAT. Participants who are registered for VAT and who receive the supply for
business purposes are not liable for UK VAT and should account for any tax locally. Please supply your VAT number on the registration form, in order
for VAT not to be charged.
Non-EU participants are not liable for UK VAT.
VAT, when charged, is currently at a rate of 17.5% (This is subject to change).
What are Fera's Bank Details and VAT Number?
Fera's bank details and VAT number will be on your invoice.
What happens if I cancel an order?
If you need to withdraw an order for a Proficiency Test there may be a charge for cancellation as detailed in the current price list. Depending on when you cancel, you may be offered participation in an alternative test or a credit for a future programme. There will
be no refund for tests cancelled with less than one months notice.
REPORT & TEST MATERIAL DELIVERY
I haven't received my test material, what should I do?
My test material arrived damaged, what should I do?
How can I avoid my test material being delayed in customs?
I need some more test material for my analysis, what should I do?
How can I purchase test materials left over from a proficiency test?
I haven't received my report, what should I do?
I haven't received my test material, what should I do?
Test materials are dispatched on the date advertised on the programme. In the rare case that a test has been delayed, the contact for the test
will be notified. If you are participating in FAPAS the test materials that are not marked with an F on the programme will be sent by second class
post. These can often take 10 working days from the dispatch date to reach participants. Therefore, contact us if you do not receive your test
material by this date. Test materials that are sent by courier may take up to 4 working days from the dispatch date to reach participants. Therefore,
contact us if you do not receive your test material by this date. Test materials that are sent by courier include tests indicated with an F on the
FAPAS and GEMMA programmes, all FEPAS and all LEAP tests. If you are a laboratory in the UK participating in FEPAS your test material will be sent by first
class post and you should contact us if you do not receive it within four working days of the dispatch date. A working day means a day other than a
public holiday (in the United Kingdom), Saturday or Sunday.
My test material arrived damaged, what should I do?
Contact us within 14 days of the dispatch date. State how much test material is still in its original package and what the problem is.
Some test materials are dispatched by courier to reduce the time taken for the test material to reach your laboratory and with ice packs to prevent
large temperature fluctuations in transit. They are not transported in refrigerated vehicles and customs are not obliged to keep your samples refrigerated.
Even if your test material doesn't arrive refrigerated it is still acceptable for use, as it will have been chilled for most of its journey.
If the unusable condition arises as a result of the negligence of Fera, the postal system or the courier it will be promptly replaced, free of charge.
However, Fera is not in any way liable for damage to Test Materials which arises as a result of the Test Materials being delayed in customs and excise
(for whatever reason).
How can I avoid my test material being delayed in customs?
Participants are responsible for the clearance of their test materials through customs. Although in some countries, the local agent will take
care of this process for you. If you require us to attach documentation (e.g. import permits) to your parcel, we need to receive them at least three
weeks before the dispatch date. Neither DHL nor customs are obliged to keep your test materials refrigerated if there is a delay in clearing your
test material. We are not responsible for damage or non-delivery of materials due to problems in customs. Please refer to our terms and conditions for
full details.
I need some more test material for my analysis, what should I do?
We may be able to send you extra test materials once the test has started, please contact us. However, it is
best to state if you require more than advertised at the time of ordering.
How can I purchase test materials left over from a proficiency test?
If the test has finished you may be able to purchase the test material which will be supplied with the assigned value
and satisfactory range from the test. Test materials (also known as Quality Control Test Materials) become available for sale once the report is available.
I haven't received my report, what should I do?
From April 2006 paper reports will only be issued when requested, and at an additional cost.
Electronic copies are available via the fapas website and notification will be sent to the report contacts via email when available.
Reports are usually dispatched 5 weeks after the closing date for a test. However there are exceptions - an approximate report dispatch date is given in the letter accompanying the test material. They may take a further 10 working days to reach you in the post. If after this time you still haven't received the report please contact us. A working day means a day other than a public holiday (in the United Kingdom), a Saturday or Sunday.
Is the website secure?
My password and userid don't work, what should I do?
I've lost the instructions on how to use the secure website to submit results, can I have another copy?
I've made a mistake in my submission, what should I do?
Has FAPAS received my results?
Can I submit my results later than the closing date?
Is the website secure?
Yes. A secure website uses encryption to transfer data across the Internet. If a website is secure there will be a closed padlock symbol in the status bar at the bottom of the browser. We use 128 bit encryption on all pages which serve personalised data. Most modern browsers support this high standard.
My password and userid don't work, what should I do?
Ensure you have copied the password and userid exactly as stated on the letter supplied with the test material. Use the same case for the letters.
If you have changed your password you should use the password you set.
If you cannot remember your password, you can click on the "forgotten your password" link. You will need to supply your email address (i.e the email address of the sample contact) and userid to proceed.
I've lost the instructions on how to use the secure website to submit results, can I have another copy?
You can download a pdf version here.
I've made a mistake in my submission, what should I do?
Please email: info@fapas.com stating which proficiency test you wish to change results for and state your laboratory name.
If it is before the closing date we will allow re-submission via our secure website. You will need to re-submit your result by the closing date.
Has FAPAS received my results?
When you submit your results via our secure website you will be presented with a confirmation page telling you your laboratory number, this page
is your confirmation that your results has been received by, you should print this page for your records. In case of dispute you will be required to produce this confirmation.
Can I submit my results later than the closing date?
We can't guarantee that results received after the closing date will be included in the statistical report. Reports are normally available to
participants within five weeks of the closing date and therefore, we can't always wait for late results as this may cause the report
to be delayed. If we can't incorporate your late result in the report, you can easily calculate what z-score you would have received from the
information contained in the report. If you require a formal letter from FAPAS a charge will be made to cover administration costs.
REPORTS, STATISTICAL EVALUATION & INTERPRETING RESULTS
I haven't been able to send in results for this test, can I still have access to the report?
I have received the report and realised that I have made a mistake (e.g. reported in the wrong units), how can FAPAS help?
What are the procedures followed when producing the reports?
Is the homogeneity data used for the assigned value?
How was my z-score calculated?
My z-score is greater than 2 what should I do?
I haven't been able to send in results for this test, can I still have access to the report?
All participants who have registered for a test have access to the report on line whether they have submitted results or not. This means that you can
carry out the analysis another time and calculate your z-score or use the methods section to compare methods.
I have received the report and realised that I have made a mistake (e.g. reported in the wrong units), how can FAPAS help?
You can easily calculate what z-score you would have received from the information contained in the report. If you require a formal letter from
FAPAS explaining what your z score would have been, a charge will be made to cover administration costs.
What are the procedures followed when producing the reports?
Information on the procedures we follow can be found in the FAPAS and FEPAS protocols.
These deal with the requirements, organisation and statistical analyses employed in FAPAS and FEPAS. You may also wish to read the ISO/IEC Guide
43, �Development and Operation of Laboratory Proficiency Testing Schemes� and the international IUPAC/AOAC/ISO harmonised �Protocol for the Proficiency
Testing of Chemical Analytical Laboratories� which our procedures follow.
Is the homogeneity data used for the assigned value?
No, the homogeneity data is not used in the calculation for the assigned value. The results produced by the homogeneity laboratory are used only to show
that each participant is receiving an equivalent test material.
How was my z-score calculated?
The equation for calculating z-scores is shown in the report, but if you require further help, please contact us.
My z-score is greater than 2 what should I do?
A guide to interpreting z-scores can be found here. A z-score outside the range -2 to +2
indicates your result is at the extreme of the distribution of results submitted. You should consider if there is any obvious reason for this and
if you are an accredited laboratory your assessor may ask for evidence that you are carrying out remedial action. However, it must be remembered
that z-scores are statistics, they depend on probabilities. There is about a 1 in twenty chance that even a 'well behaved' result will get a z-score
of 2< |z| <3 and about a 1 in 300 chance of |z| >3. When you have implemented your corrective procedures make sure you are registered for the next
appropriate proficiency test to make sure that you have the problem under control.
