Packaging and Identification:

Distributed materials are posted in barcode-labelled slide mailers. Each barcode is unique to the participant and is used by UK NEQAS CPT to confirm receipt and accurately log submissions.

Validation and Quality Assurance:

All materials undergo rigorous validation at both the source and again by UK NEQAS CPT prior to dispatch. If any material is compromised, it will be recalled and the associated assessment run suspended. (See Ethical Considerations for more information.)

Shipping Methods:

UK and non-EU destinations: Materials are sent via Royal Mail Tracked First Class Recorded Delivery.

EU destinations: Materials are sent via courier.

Optional Courier Service: Available to all participants at an additional cost.

Distributor Handling (if applicable):

In some regions, materials may be distributed and returned through a designated distributor. Participants should follow the specific instructions provided by their distributor for handling distributions, submissions, and collections

Delivery Letter and Instructions:

Each assessment run includes a delivery letter with detailed submission instructions and key participation information. Participants must follow these instructions carefully.

Postage Recommendations:

• It is strongly recommended that all physical submissions be sent in using tracked postage or a courier service to ensure safe delivery.
• UK NEQAS CPT provides return postal address labels for convenience.
• If submitting via a distributor, follow their specific return procedures.

Submission Timeliness and Tracking:

• Early submission is encouraged. Our system records the date of submission and calculates turnaround time in days.
• An email confirmation is issued when your material is received by the UK NEQAS CPT Logistics Team.

Submission Deadline and Late Entries:

• The submission closing date is stated in the delivery letter and is also available in the UK NEQAS CPT Scheme Schedules.

Assessor Expertise:

Submitted materials are evaluated by expert pairs of trained assessors. Assessment criteria are defined by a dedicated Task Group under the UK NEQAS Steering Committee.

Assessor Training and Calibration:

All assessors undergo comprehensive training and competency evaluations at each session to ensure consistency, fairness, and reliability in scoring.

Assessment Criteria:

Definitions for all assessment criteria are available in the Staining Criteria Handbooks, specific to each module. These can be accessed in the Members’ Area on the UK NEQAS CPT website.

All submitted material is anonymised, so that assessments are carried out blind and all physical submissions are returned following assessment. Complete participant confidentiality is maintained throughout all of our processes.

Run assessment distributions are sent Royal Mail Tracked First Class Recorded to all destinations with the exception of the EU. All EU packages are sent via courier service. An optional courier service can be provided at an additional cost to all Participants.

For some participants, submission distribution and returns for UK NEQAS CPT scheme participation, is via a distributor. In these instances, the distributor will therefore communicate the process for slide submission distribution and collection to participants.

Assessment Result Reports:

Available online following each assessment run. Participants are notified by email when results are ready. 

Reports include:

• Individual scores from each assessor (out of 5), and a total score (out of 10)
• Performance breakdown against each assessment criterion
• Constructive comments for improvement
• Summary of performance across the last five assessment runs
• Frequency charts showing participant score distribution and mean scores

Annual Reports:

• Accessible at the end of each subscription year after completion of assessment runs.
• Reports include detailed score summaries, frequency charts, international mean comparisons, and league tables.
• Data may support accreditation and can be used as evidence for organisational KPIs.

Participant performance data and documentation of engagement in appropriate EQA/proficiency testing can be utilised to support individual or laboratory accreditation processes. This information may also be shared with service users as evidence to support organisational Key Performance Indicators (KPIs) and demonstrate ongoing commitment to quality assurance. 

However, UK NEQAS CPT reports and performance data must not be used for promotional or marketing purposes without prior written consent from UK NEQAS CPT. This restriction applies to any use of the data that falls outside the intended scope and ethos of the UK NEQAS CPT scheme. Any suspected misuse of reports or performance data will be formally investigated. If misuse is confirmed, it may result in the suspension or cancellation of the participant’s subscription to the scheme.