At UK NEQAS CPT, we are committed to maintaining the highest standards in diagnostic accuracy, patient confidentiality, and laboratory safety. This section outlines our key operational policies, including specimen handling, turnaround times, data protection, consent, and quality assurance procedures. These guidelines ensure we provide reliable, ethical, and compliant cellular pathology services to patients, clinicians, and healthcare partners.

Proficiency testing involves the interlaboratory comparison of a named investigation. To demonstrate their technical competence and integrity, proficiency testing providers are able to gain accreditation to an internationally recognised consistent set of standards.



The standards that govern these aspects of a proficiency testing provider are known as; "ISO17043 Conformity Assessment – General Requirements for Proficiency Testing"

UK NEQAS CPT is a UKAS accredited proficiency testing provider No. 8268. Our accreditation is limited to those activities described on our UKAS schedule of accreditation found at https://www.ukas.com/ 

UK NEQAS CPT operates primarily in accordance with the guidelines and standards set forth by the Human Tissue Act, ISO 17043 standards, and the Royal College of Pathologists (RCPath) concerning the use and supply of human tissue.

UK NEQAS CPT Governance

• Material used for special stains is “left over from investigations” and does not involve the removal of additional tissue beyond what is required for routine clinical care.
• The use of this tissue for EQA and proficiency testing purposes does not interfere with or compromise routine diagnostic assessments.
• Such tissue is solely utilised for educational purposes and for auditing the quality of care through the implementation of quality control and assurance programs.
• All tissue is anonymised to ensure confidentiality and adherence to ethical standards

The points outlined above serve as a justification for exempting UK NEQAS CPT from the requirement to seek approval or guidance from Local Research Ethics Committees.

• UK NEQAS CPT operates on a not-for-profit basis, ensuring that all activities and services are focused on supporting the quality and integrity of proficiency testing and EQA services.
• Transactions do occur between UK NEQAS CPT and suppliers of tissues, primarily to facilitate the provision of materials required for the scheme’s operations.
• Only reasonable handling charges are applied, and the tissue itself is neither purchased nor sold as part of these transactions.
• Consumables may be provided to tissue suppliers to support the provision and handling of tissues, ensuring efficient and effective operations. 
• The preparation and distribution of tissue are conducted in full compliance with current Health and Safety legislation, ensuring the safety of all personnel involved and adherence to regulatory standards.

UK NEQAS CPT Material 

• Sourcing material for UK NEQAS CPT EQA and proficiency testing is subcontracted to approved external laboratories and organisations.
• All tissue-providing laboratories or organisations must hold ISO accreditation or an equivalent standard and are required to submit a formal written declaration confirming their adherence to the relevant guidelines.
• All tissue supplied undergoes a rigorous validation process—initially at the point of origin in accordance with strict protocols, and again by UK NEQAS CPT prior to distribution, to ensure quality, suitability, and compliance.
• The tissue procurement criteria established by the UK NEQAS CPT EQA / Proficiency Testing Scheme are specifically designed to align with the regulatory requirements set forth by the Human Tissue Authority (HTA) for the ethical and lawful use of human tissue

If any distributed tissue is identified as compromised, the material will be subject to immediate recall, and the associated assessment run will be suspended to maintain the integrity of the process.

Alternative Sources

• In instances where suitable human tissue cannot be sourced, validated animal tissue may be used as an alternative.
• Animal tissue used in UK NEQAS CPT activities undergoes validation through parallel testing against an already validated human tissue control for the same target or attribute, ensuring its suitability for assessment purposes. 
• All tissue, whether human or animal—used within the UK NEQAS CPT EQA and Proficiency Testing schemes is validated according to established UK NEQAS CPT assessment criteria. This ensures that the material contains an appropriate quantity and quality of the target attribute, supporting effective demonstration and reliable performance evaluation
  

Information Governance (IG) mandates that EQA and proficiency testing providers manage all information with the utmost confidentiality, in accordance with legal requirements and best practice standards. UK NEQAS CPT is committed to safeguarding participant information, ensuring it always remains secure and confidential.

Information Governance is a shared responsibility between UK NEQAS CPT and the Participant. UK NEQAS CPT is not responsible for any issues related to assessment run distribution or performance when outdated or incorrect participant details are provided.

Key personnel

UK NEQAS CPT requires four primary points of contact within each laboratory or organisation:

Main Contact

This is designated as the Clinical Lead within a department, or the Consultant Pathologist departmental head.

Technical Head

The Technical Lead with managerial responsibility for the registered department. This may also be the Laboratory/Organisation Manager.

Day-to-Day

The individual within a department who has section or day-to-day responsibility for the laboratory / organisation workings.

Education Lead

The individual within a department who manages/ books education such as workshops, webinars and training.

Finance
The person responsible for managing the payment of subscription fees.

In addition, other personnel can be added to the participant record as “Quality Manager” or “Web Member” to ensure that additional staff members receive relevant communications

It is essential that UK NEQAS CPT is notified immediately of any changes to key personnel. This ensures that login privileges are promptly revoked, and new login IDs and password details can be issued as needed. Additionally, if a user changes their email address, they must inform UK NEQAS CPT without delay to ensure continued access to necessary services and communication.

At UK NEQAS CPT, all our shipments are conducted in accordance with international regulations for the transport of clinical materials (IATA standards). 

These samples are integral to our EQA/PT services but hold no commercial value—they are not for resale or use beyond the scope of our schemes. For customs purposes, shipping documentation may include a nominal value, though the samples themselves are not commercial goods.

Participating laboratories are required to complete the requested test on the samples and return to us for assessment of the test quality. These results are reviewed against peer data to determine performance consistency. Following review of test quality, educational feedback is provided—highlighting best practices, methodologies, and lessons learned to drive improvements in patient care. This process is supported by expert analysis from internationally recognised scientists and forms the foundation of our service.)

EU VAT Status:

UK NEQAS CPT services support clinical diagnostic efforts globally. The sample distribution within these services is exempt from VAT in accordance with Council Directive 2006/112/EC (last updated 12/12/2020), Chapter 2, Article 132, which exempts transactions related to hospital and medical care provided by public bodies or recognised medical institutions under comparable social conditions.

At UK NEQAS CPT, we are committed to conducting all aspects of our business ethically, transparently, and in compliance with all applicable laws and regulations, including the UK Modern Slavery Act 2015 and the Bribery Act 2010.

Modern Slavery

We have a zero-tolerance approach to modern slavery, human trafficking, forced labour, and exploitation in any form. We are committed to ensuring that:

• Our supply chains are free from slavery and human trafficking.
• We conduct appropriate due diligence when engaging with suppliers and partners.
• We review our procedures regularly to improve safeguards and accountability.

Anti-Bribery

We are equally committed to preventing bribery and corruption within our organization and in our interactions with external partners. We ensure that:

• All employees, contractors, and stakeholders understand that offering, giving, soliciting, or accepting bribes is strictly prohibited.
• Gifts and hospitality are monitored and must comply with clear ethical guidelines.
• Any suspected misconduct is investigated promptly and thoroughly, with appropriate disciplinary action where necessary.

We take our legal and ethical responsibilities seriously and strive to uphold the highest standards of integrity in everything we do.

Privacy Statement

Your privacy is important to us. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you use our website and services. We are committed to handling your data securely, transparently, and in full accordance with applicable data protection laws.



UK NEQAS Cellular Pathology Technique’s website does not store or capture personal information beyond what is required under our Terms and Conditions, as detailed in our Data Protection Policy. We do not use cookies to collect user data. The only information automatically logged is your IP address, used solely for system administration.

If you choose to provide personal information—such as your email address—through online forms or direct communication, this data will be treated as proprietary and confidential.

Please refer to our full Data Protection Policy and Data Protection Statement for more information about your rights and how we safeguard your information.

Accuracy

Every effort is made to ensure that the information contained on this website is accurate and complete. However, we cannot guarantee that all content is free from error or omission and reserve the right to update or modify information as necessary.

Confidentiality
  Participation in UK NEQAS CPT is governed by strict confidentiality and Information Governance standards, including ISO 17043 and the guidelines set by the Joint Working Group (JWG) on Quality Assurance. To read our impartiality and confidentiality policies, please click the links.

The UK NEQAS Steering Committee for Technology in Cellular Pathology advises all UK NEQAS schemes offering technical EQA in cellular pathology. Its remit focuses on operational aspects and excludes participant performance, except where performance-monitoring mechanisms apply.

The Joint Working Group on Quality Assurance (JWG) oversees the National Quality Assurance Advisory Panels (NQAAP), which act as key reference points for scheme organisers regarding participant performance. As of 18 June 2009, the JWG has been formally incorporated into the Royal College of Pathologists’ Professional Standards Unit.

Intellectual Property

The names, images, and logos identifying UK NEQAS CPT are proprietary marks of UK NEQAS CPT. Copying or use of our logos—or those of third parties accessed via this website—is not permitted without prior written approval from the relevant copyright owner.

All information and materials within the Members' Area are provided to support participants in the continual improvement of cellular pathology techniques. Any intended use of this information beyond its original purpose must be approved in advance by UK NEQAS CPT.

Virus Protection

Every effort is made to check and test website content at all stages of production. However, we recommend that you run an up-to-date antivirus program on all material downloaded from the internet. UK NEQAS CPT accepts no responsibility for any loss, disruption, or damage to your data or computer system that may result from using content derived from this website.

Quality Statement
UK NEQAS Cellular Pathology Technique is committed to maintaining the highest standards of quality across all aspects of our services. We strive to ensure accuracy, consistency, and reliability in our External Quality Assessment programmes by operating in accordance with recognised international standards and established best practices.

Our processes are continually reviewed and improved to ensure they remain effective, transparent, and focused on meeting the needs of our participants and stakeholders. We uphold a culture of integrity, impartiality, and continuous improvement to support high-quality outcomes in cellular pathology.

To read our full Quality Policy, please click here.

At UK NEQAS CPT, we are dedicated to advancing healthcare through responsible and sustainable cellular pathology practices. We recognize that our work in diagnostics and laboratory medicine has an environmental footprint, and we are committed to reducing it wherever possible.

Our approach includes:

• Minimizing laboratory waste and improving recycling protocols.
• Using energy-efficient equipment and optimizing resource use.
• Sourcing environmentally responsible lab materials and suppliers.
• Supporting digital workflows to reduce paper and chemical usage.
• Ensuring compliance with environmental regulations and continuously improving through staff training and innovation.

We believe that scientific excellence and environmental responsibility go hand in hand. Through mindful operations, we aim to protect both patient health and the health of our planet.