Terms and Conditions
prices are quoted in Australian dollars. Payment must be in Australian
are quoted exclusive of Australian Goods and services Tax.
costs will be added and itemised separately on the invoice. Please
ask us for a quote.
costs will be added and itemised separately on the invoice. Please ask for a
of your order will be facilitated when you send us all relevant permits and
import certificates prior to the shipping date.
to pay IFM
accepts payment in Australian dollars.
issues invoices when payment is required.
and bank Drafts
participate in proficiency testing programs on the understanding that they
will be sharing their results and information anonymously with other
laboratories performing the same analysis. Non-return of results compromises
the spirit of the programs, and reports will not be sent to laboratories
unless they return results. Payment in full is required from all
laboratories enrolling whether they return results or not.
in Participant Proficiency Testing Results
testing reports should reflect the level of accuracy that a regular testing
client would receive.
a participant finds an error in their proficiency testing results, they may
notify us in writing and change their submission prior to 5pm (Sydney
time) on the due date for return. Changes after this time will not be
reports results as submitted by participants. IFM will, however, edit
submissions if they are thought to compromise their confidentiality.
occasion, it seems as though participants have mixed up the samples or not
processed the samples according to the instructions. IFM cannot make
assumptions of this nature and change results 'to suit'. We also cannot
compromise the integrity of the programs by suggesting to some participants
that they should review their results prior to the due date. (This is unfair
to other participants!) It is the responsibility of the participants to check
all aspects of the program, including sample identification, preparation,
testing instructions, calculations and reporting of the results prior to
samples are not in good condition on arrival to the participant laboratory,
IFM must be notified in writing IMMEDIATELY, as often samples can be replaced
in good time. Claims about samples received in bad condition will not be
accepted after the report has been issued.
Enrolments and Late Results
enrolment requests cannot always be accommodated, as sample manufacture must
be scheduled well in advance to the shipping date of the program to allow all
necessary quality assurance activities to be carried out.
of PTP materials and evaluating test results from PTPs out-of-cycle with the
mainstream programs is considerably time consuming and therefore
order not to disadvantage participants able to comply with time frames, IFM
will charge a late fee in the following circumstances:
for enrolment in PTPs after the advertised cut-off date
that IFM staff enters results on behalf of participants
to record results after the due date
for PTP participation that is out-of-cycle with the scheduled dates
or Damage of Samples in "True Round Robin" Programs
applies only to programs where an artefact is tested by many participants,
being passed from one participant to another. The reimbursement cost includes
an administrative fee plus the average cost expected if the sample were
replaced and the program re-sent to the affected participants. All
participants will be notified of the specific replacement cost when applicable
to the program being undertaken.
fees and Customs clearance
incurred for shipping samples and clearance of same through customs are the
responsibility of the laboratory unless otherwise indicated in program
retains the right to with-hold reports and/or test materials and services when
invoices are outstanding.
data and information received by IFM from its clients are considered
confidential unless the client has given express permission to pass on
information. For electrical testing laboratories, please also see relevant
pages within this site for more information about confidentiality.
Use of Reports
Test Reports are the copyright of IFM Quality Services Ltd. They are issued
under controlled conditions to participants and to organisations with
responsibility for the participation of laboratories in PT Schemes. Reports
may not be passed to or used by other organisations without the express
authority of IFM Quality Services Ltd.
for participation in IFM proficiency testing programs or provision of other
IFM products and services may be accepted by receipt of a written request (ie
by fax, letter, or official company order form), sent to the company.
an order is placed, it can only be cancelled in writing. This MUST occur more than one week
before the scheduled date of dispatch. Once samples have been dispatched, an order cannot be cancelled.
Collusion and Falsification of Results
policy satisfies the requirements of our accreditation to ILAC G13:2000 to
prevent collusion and falsification of results.
dictionary definitions of “collusion” and “falsification” are as
A secret agreement or cooperation for a fraudulent or deceitful
Falsification: Deliberately changing something to be false.
proficiency testing terms, collusion is comparing data (and perhaps changing
data) to fit in with a believed “correct” result. This is contrary to the
spirit of proficiency testing programs, which are issued with the intention of
providing an objective comparison of a laboratory’s performance with others.
tries to minimise the occurrence of collusion by being aware that laboratories
should be objective when they report their results, and should therefore not
know the intended results at the time they are reporting to us.
Answers are not provided to clients until results have been submitted.
are also vigilant about checking the similarities in data which is submitted
by more than one participant, particularly if the answers are incorrect.
it is seldom possible to substantiate suspicions of copied data from
submitters and it would therefore be difficult to make accusations. It is
ultimately up to the participating laboratories to get the most benefits from
a PT program. This is achieved
through integrity, completing the tests without foreknowledge of the intended
or possible results and submitting the answers they actually generate
prevent collusion and falsification our advice to clients is:
confer with others about PT
samples or results.
accept the fact that everyone makes errors.
average the results or opinions of every person in the laboratory before
selecting the answer to be submitted. Instead, use one of the answers AS
SUBMITTED to you or take advantage of the IFM internal QA services and
submit all answers generated by the technicians.
have confidence in your own results.
Testing (PT) is a compulsory part of laboratory accreditation, but it is also
an important tool for giving you confidence in your results. “Enhancing”
your PT results with assistance from another participant cannot increase
confidence in your laboratory’s performance.
also take care to ensure that collusion does not occur within IFM. Within the
testing laboratory on our premises we participate in many of the programs that
we issue. Below are examples of ways IFM prevents collusion and falsification
participate in programs that are issued by other PT providers as well as
are not told what the expected results are, nor what we are expecting.
subject ALL staff results to analysis, even if they are different.
staff have the right to check that the results we enter on their behalf
are correctly transcribed.
use our incident (non-conformity) system to investigate and deal with
possible collusion / falsification of results.
are always welcome to contact IFM to seek advice or information about
collusion or falsification of data.
Policy for Participant Appeal of
PTP Performance Assessment
participants disagree with their performance assessment in a proficiency
report, they should inform IFM in writing.
submissions are assessed by IFM staff, and a response should be expected
within 7 days.
will include IFM’s interpretation of the outcome of the re-assessment and an
explanation of that outcome. (For example, explanation of a calculation, or
the rationale for the outcome of the evaluation.)
If a mistake
has been made by IFM, it will be dealt with via IFM’s non-conformity
mistake is seen to be the customer's, it will be entered as customer
feedback in IFM's incident register for further review. The incident register is used to
improve programs and customer service, and will result in clearer
documentation where deemed appropriate.
Regarding IFM's Role in Monitoring Corrective Actions for PTPs Supported by
the IECEE System
"follow up activities" in this policy refers to corrective actions
and all other types of follow up that may be required as a result of engaging
in PTP programs supported by the IECEE System.
IFM's role as a
service provider in this scheme is to monitor completion of follow up
activities required of laboratories when these have been identified in the
course of operating PTP programs.
The period of time
that IFM monitors follow up activities is 3 months from the date of issue of
the final report.
IFM will record in
a database, the date of receipt of communication that covers all required
aspects of the relevant follow up activity. Incomplete follow up
activity reports should not be submitted to IFM.
The laboratory has
responsibility to ensure they download the main report and read it to
determine whether follow up activities are required, the nature of such
activities and the type of documentation necessary for closure of actions in
The laboratory has
responsibility to retain records of corrective actions/follow up activities in
accordance with ISO/IEC 17025:2005. To protect the confidentiality of
participants, reports of follow up activities received by IFM from
participants will be deleted once sighted and recorded.
assessment team has responsibility to review the technical suitability of
corrective and follow up actions.
up activities will be closed after the due date by issue of a referral report
to the IECEE secretariat and/or the relevant NCB and/or the laboratory's
management, dependent on the type of laboratory and their status within the
IFM reserves the
right to charge an additional fee to laboratories causing IFM to spend
excessive time in this monitoring process.
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