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.

Return Recommendations:

• It is strongly recommended that all physical submissions be returned 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.
• Late submissions may be accepted at the discretion of Scheme Management, provided a valid reason is supplied.

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.

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.

Permitted Use:

Performance data may be used for accreditation purposes or shared with service users as supporting evidence of quality assurance.

Restricted Use:

UK NEQAS CPT data must not be used for promotional purposes without explicit written permission from UK NEQAS CPT.

Misuse Policy:

Any misuse of data or deviation from the intended use and ethos of UK NEQAS CPT will be investigated and may lead to termination of subscription.