Wageningen Evaluating Programmes For Analytical Laboratories

INSTRUCTION MANUAL (for IPE, ISE, SETOC, MARSEP, BIMEP)

WEPAL PROFICIENCY TESTING Wageningen Evaluating Programmes for Analytical Laboratories

Index General Information ...................................................................................................................................... 3 Time Schedule .............................................................................................................................................. 3 Sample distribution ........................................................................................................................................ 3 Preparation of Samples................................................................................................................................. 3 Homogeneity .................................................................................................................................... 3 Storage ......................................................................................................................................................... 3 Subsampling and pre-treatment .................................................................................................................... 3 Analysing ....................................................................................................................................................... 4 Ovendry material .............................................................................................................................. 4 How many determinants can we analyse ........................................................................................ 4 Method Indicating Codes .............................................................................................................................. 4 Reporting of Data .......................................................................................................................................... 4 Reports ......................................................................................................................................................... 5 Errors ......................................................................................................................................................... 5 Log Received ................................................................................................................................................ 4 Aim ......................................................................................................................................................... 5 Report form ................................................................................................................................................... 5 Confidentiality of results ................................................................................................................................ 5 Use of results ................................................................................................................................................ 5 Subcontracting .............................................................................................................................................. 5 Complaints and or remarks ........................................................................................................................... 6 Responsibility ................................................................................................................................................ 6 Collusion and falsification.............................................................................................................................. 6 Internal Reference samples .......................................................................................................................... 6 Terms of payment ......................................................................................................................................... 6 Participation fee ............................................................................................................................................ 6 Participation .................................................................................................................................................. 6

Documentcode: Versienummer:

PF11_03 04 (16 september 2013)

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WEPAL PROFICIENCY TESTING Wageningen Evaluating Programmes for Analytical Laboratories This instruction manual contains important information for participation in the evaluating programmes within WEPAL. General Information This instruction manual contains all information you will need to participate in the proficiency testing schemes of Wepal. Most programmes Time Schedule Wepal proficiency testing schemes are held 4 times a year. The following time schedule is used on a yearly basis: Time schedule IPE, ISE, SETOC, MARSEP and BIMEP Period

Month

Deadline submission

# samples

1 2 3 4

January - March April - June July - September October - December

31 March 30 June 30 September 31 December

4 4 4 4

# g per sample ISE 100 g 100 g 100 g 100 g

# g per sample IPE 20 g 20 g 20 g 20 g

# g per sample SETOC 150 g 150 g 150 g 150 g

# g per sample MARSEP 20 g 20 g 20 g 20 g

# g per sample BIMEP 40 g 40 g 40 g 40 g

The samples are numbered with a code such as IPE 2012.1 sample 3, indicating that this is sample 3 from period 1 of the year 2012 in the IPE programme. Reports are sent to the participating laboratories around 2 weeks after the deadline. It is possible to receive an electronic report (just contact [email protected] with a request for an electronic report) Shipment Sample distribution Samples are distributed 2 - 4 weeks before the start of a period in sealed plastic bags or plastic flasks. The exact shipment dates can be found on our website (www.wepal.nl) under important dates. Additional information about the distributed samples can be found by clicking on the appropriate sample link Damaged Samples When samples do not arrive in time or when bags or flasks are damaged or opened during transport, participants should report this to WEPAL and send back the suspicious samples together with a request for replacement. Participants should inform WEPAL about any restriction concerning import of samples into their country. Preparation of Samples Homogeneity Within WEPAL a device for automatic subsampling is used for the distribution of materials (see Houba V.J.G., Fresenius J. Anal. Chem., 345 (1993), 156 - 157). Homogeneity is tested on every sample. For these tests some representative parameters are chosen. Variations established by homogeneity tests should always be smaller than the between laboratory variations. Results and conclusions of these tests will be published in the annual reports. Homogeneity is guaranteed for the mentioned procedures and parameters. Storage All samples can be stored at room temperature before use. Subsampling and pre-treatment The samples should be analysed as obtained, i.e. no further milling or drying. For that purpose the distributed samples should be homogenized by gentle shaking or mixing just before weighing out.

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PF11_03 04 (16 september 2013)

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WEPAL PROFICIENCY TESTING Wageningen Evaluating Programmes for Analytical Laboratories Analysing Ovendry material o We request everyone to report the results based on 105 C ovendry material (except moisture and results without dimensions). How many determinants can we analyse Participants can determine any number of determinants that are listed on the result forms and can choose their own methods to do so. Wepal does recommend that you do report the method indicating codes to give Wepal and other participants an idea what methods were used. Reporting of Data Method Indicating Codes Only use the MIC column to report new or changed MIC codes (see report or MIC form for description of the codes) Results o The analysed components are reported as mmol/kg, g/kg, mg/kg or μg/kg in ovendry (105 C) material. For this purpose the moisture content has to be determined separately and the analytical results have to be recalculated (see the form to report the results). We prefer that you send your results using the Wepal Members Website. (For more information see our webpage www.wepal.nl – products – Wepal Members Website) If you don’t use the website please make sure we get clearly readable results. When reporting data for the WEPAL programs by mail or fax please use our premade forms for reporting results (www.wepal.nl – wepal – forms – result forms). It is also available on request from [email protected]). Send the results to [email protected]. Make sure you always mention your lab code and lab number, the year and the period to which the data belong. Example : you have analysed samples labelled: PROGRAM PER. 2012.2 SAMPLE 1 (or 2,3,4) on the form for results you fill in for the year: 2012 and for the period: 2 Report final results, we cannot process duplicate values Do not change the (element)numbers and units for the analytes, these are essential to process your results correctly Log Received Log Received is a log file with records of all result files that were received and/or processed by Wepal. All participants can check in this file whether their result files (submitted to Wepal in any form) were received and if they are processed. You can find this logfile on our website (www.wepal.nl – Logreceived.

Documentcode: Versienummer:

PF11_03 04 (16 september 2013)

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WEPAL PROFICIENCY TESTING Wageningen Evaluating Programmes for Analytical Laboratories

Reports Compilation of periodic reports will start directly after the submission date of the period. Results, which arrive at our address too late, that means after the deadline of submission, will be returned to the laboratory and will not be processed. The annual reports for IPE/ISE/SETOC/MARSEP/BIMEP are compiled in the first half of the following year. Errors Never use the report forms for reporting errors; errors should be reported separately. You can send your error to [email protected] Before the deadline it is possible to send corrected results. Always indicate which results were changed (or removed) Aim The aim of WEPAL is to offer the participating laboratories the opportunity of comparing their analytical results with those of other laboratories. For this purpose, representative subsamples are sent to the participating laboratories for them to analyse according to their regular procedures. Reported elements are listed on the forms for results. Participation is open for any laboratory. Report form A report form which includes MIC's (Method Indicating Code) is included in the information set for new participants. Only results reported on copies of this form will be accepted. You can send the form by post, e-mail or fax. When you want to use e-mail for sending results, you should use the same format as used in this official form. In case of sending by fax there is a risk of unreadable pages. To avoid missing results in the reports, please send the original as well. Unreadable results will be discarded. Please, mention your participation number and code name in all correspondence to us. Confidentiality of results The confidentiality of the results is extremely important in these programmes. The participants may opt for a code name that indicates their laboratory, or one that ensures their anonymity. In the reports, only the code names will be mentioned. When an accrediting body or a regulatory authority requires the proficiency test results to be provided by Wepal the participants shall be notified and asked for permission. WEPAL will not comment on results unless asked to do so. Use of results Results of the programmes may be useful for other purposes such as publication. Participation in WEPAL programmes implies that the WEPAL organization as well as the WEPAL participants permit use of results for publication. When using WEPAL results, in no way any connection to individual members is allowed. Proper reference to the WEPAL organization should be made. The reports of WEPAL are assembled with the utmost care. WEPAL regrets it can not accept any responsibility for data in any other form than as presented in the original WEPAL-reports! Subcontracting Some aspects of the proficiency testing scheme may from time to time be subcontracted. When subcontracting occurs it is placed with a competent subcontractor. WEPAL is responsible to the scheme participants for the subcontractor's work. The analysis for the homogeneity tests of the samples used in this proficiency test are carried out by a subcontractor.

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Complaints and or remarks The reports of WEPAL are assembled with the utmost care. Please contact us on [email protected] if you feel that the reports are not at a satisfactory standard or if you encountered errors in your results. Also feel free to contact us if you have any other complaints, remarks and or suggestions. Responsibility WEPAL is not responsible for any consequence of the use or non-use of the samples and for consequences of results published in periodical or annual reports. It is the participants' own responsibility to treat the proficiency testing items as if they were routine tests (as mentioned in ISO/IEC 17043, 4.6.1.2d). Collusion and falsification Proficiency testing schemes are primarily intended to help participants improving their performance. It is the participants' own responsibility to make sure that truly independent data are submitted to the organizer. Internal Reference samples Participants can receive a double portion of the samples for use in their own internal quality control programmes, at a cost of 70% of the annual fee for the relevant programme. Terms of payment In January invoices are sent to all members of WEPAL. Payment should be made as soon as possible. When payment does not reach the organizer in time, this could mean exclusion from one or more of the programmes within WEPAL. New participants receive an invoice separate with their confirmation of acceptance. New participants pay for the running year a reduced fee, in proportion to the actual number of periods that they participate. Participation fee Fees can be found on our website (www.wepal.nl. Participants can enter the WEPAL programs throughout the year. WEPAL fees are calculated on the moment of entry into the program. Participants that enter the program during a year will receive a reduction of 25% of the fees for each period that has passed. In other words they pay 25% of the fees for each remaining round. Participation will be continued automatically on a yearly basis. Participation Participation is only possible for the whole set of samples at full costs for the respective programme. No reduction or mixing of different programmes is possible. Membership can only end per December 31 of any year; the participant should give notice of termination before the first of October. Consequently, participation fees will not be paid back.

Documentcode: Versienummer:

PF11_03 04 (16 september 2013)

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