Terms and Conditions

Revised 12/28/20

Terms and Conditions

By registering for participation in a Proficiency Testing, Inc. (PTI) offered proficiency test, participants agree to the following requirements and conditions:

  1. Participants must follow all instructions.  Complete instructions are provided in the test folder found in your portal.  This included return packaging and handling instructions.  Failure to follow all instructions could lead to delay in receiving reports, unsatisfactory performance in the test or the participant being responsible for damage to the proficiency test kit.
  2. You must assure your laboratory has equipment capable of performing the measurements required.   Contact PTI with any questions prior to enrolling in the PT/ILC.
  3. Complete and upload completed data entry forms electronically.
  4. Laboratories must complete data entry forms ensuring the measurement data and uncertainty values entered are in the unit of measure indicated on the form.  Inaccurate data entry may lead to failures on reports.
  5. The laboratory agrees to pay for the repair or replacement of any proficiency test kit damaged while in its possession and control.  Test kit items are not to be adjusted or altered in any manner.  Adjustment will invalidate the entire test and affect all participants.  Failure to follow this condition will result in the participant laboratory being held financially responsible for the cost of the artifact including calibration costs and up to a $1000 administrative fee to cover other incurred expenses.  The remaining balance from the participant will also be subject to collection.
  6. PTI is responsible for shipping costs to the participant laboratories. Participants are responsible for the return shipping costs including additional expediting costs that may be incurred for not adhering to the scheduled return dates.
  7. Artifacts are shipped in protective containers or with special packing materials. The instructions will include directions for re-use of these materials.  Failure to re-use the protective containers or materials for safeguard the PT artifacts will result in the participant being charged for any damages to the artifacts.  Paragraph 5 above may also be enforced.
  8. Artifacts are inspected for damage and photographic images made and stored at Proficiency Testing, Inc.  Participants will be advised of damages.
  9. PTI test cycles are designed to allow your laboratory at least seven days for artifact testing and reporting results.  With outliers, there is enough time to correct and retest.  A $50.00 administrative fee is charged for each retest.
  10. The artifacts must be return shipped no later then Tuesday prior to the end of your test cycle. This will allow us to inspect the artifact for shipping damage, repack and send to the next participant.  Artifact kits must be returned even if there are outliers on Preliminary Reports.
  11. Participants are required to email Proficiency Testing, Inc. with the tracking number of the shipment.
  12. A penalty of $100 per day will be charged to your credit card if the artifacts were not shipped as agreed and they do not arrive at PTI in time to be sent to the next participant.
  13. Additional shipping charges caused by the participant laboratory are the responsibility of the laboratory and will be charged back by PTI.
  14. All information that is requested of a participant including all data must be submitted as specified in the instructions.
  15. If a participant chooses to withdraw from a test within 60 days, the reservation fee of $100.00 will be forfeited.
  16. PTI will send the participant an email with the tracking number when the artifact is shipped. The participant is required to notify PTI if the artifact is not received on the scheduled date.
  17. The containers will be clearly marked to be delivered to the person that has been designated as the contact during the application process. The participant contact is required to unpack the artifact and inspect it for any damages.  Upon discovery of any damages, the participant is to contact PTI immediately for further instructions.  Failure to notify PTI of any discrepancy in the PT/ILC kit will indicate participant has caused the discrepancy and will then be fully responsible for the discrepancy in the kit. Participants are asked to take photos of damage and be ready to share those with the PTI staff.
  18. There is a required deposit fee of $100.00 to reserve the desired test.  The balance is due upon completion of the proficiency test and before the Final Report will be issued.
  19. The laboratory agrees to maintain confidentiality of results provided in the final report and do not disclose the information to other participant laboratories.  Breaches in confidentiality will be reported to the accrediting bodies of the laboratories involved or suspected.
  20. Laboratories are responsible for the validity of reported data and uncertainty calculations.