Regional ILCs

The five primary disciplines typically offered during these regional events include:

  1. Coordinate Measuring Machines (CMMs)
  2. Surface Plates
  3. Balances/Scales
  4. Hardness Testers
  5. Optical Comparators

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The availability of regional ILCs depends on several factors, including the ability to secure a host and sufficient participation to justify organizing and scheduling the event.

If you are interested in hosting a regional ILC or participating in an upcoming event, please complete the contact form linked below. Once we receive your submission, a member of our team will get in touch with you to provide the current schedule and discuss next steps. For prospective hosts, we will work with you to outline and define the host responsibilities to ensure the event’s success.

We look forward to your involvement in supporting proficiency testing within these critical disciplines!

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Initial Regional Host Considerations

For those considering serving as a host for a regional ILC/PT event, several important initial considerations must be addressed before your laboratory can be approved as a host. Below are the key factors to evaluate:

  1. Availability of Required Artifacts and Equipment
  • In-House Artifacts: Does your laboratory possess the necessary artifacts and equipment to conduct the interlaboratory comparisons (ILCs) for the specified disciplines?
  • Facilitation Through Vendors: If your laboratory does not have all the required equipment, can your facility coordinate with vendors to have the necessary equipment on-site for the scheduled dates?
  • Equipment Condition: All equipment must be in proper working order and in a calibrated state. Initial characterization and verification of the equipment’s performance must be completed prior to the start of the regional ILC/PT.
  1. Host Facility and Safety Considerations
  • Access Control: As a host, your facility must accommodate visiting participants, which may include representatives from competing organizations. While participants will have access to necessary areas of your facility for testing purposes, access to sensitive areas should be restricted to protect proprietary processes or data.
  • Safety Measures: Hosts are responsible for implementing and maintaining appropriate safety measures to ensure the well-being of all participants during the event.
  1. Confidentiality and Non-Disclosure Agreements (NDAs)
  • Protecting Information: All participants, including NAPT and visiting organizations, will be required to sign non-disclosure agreements (NDAs) to maintain confidentiality and protect proprietary information. While competition may be present, these agreements aim to minimize the risk of unintended information sharing.
  • Limited Access: Measures should be in place to limit participants’ access to areas or information not directly relevant to the ILC/PT activities.
  1. Host Responsibilities and Expectations

Being a host entails several responsibilities beyond those listed above. These include:

  • Coordinating with NAPT and participants to finalize schedules and logistics.
  • Preparing the testing environment and ensuring all equipment and artifacts are ready for use.
  • Providing technical support and facilitating smooth operations during the event.

For a full list of responsibilities and expectations, please contact NAPT.

  1. Benefits of Hosting

Hosting a regional ILC/PT comes with several benefits, including:

  • Free Enrollment: Your organization receives free enrollment for all ILC/PTs conducted at your host site during the event.
  • Networking Opportunities: Hosting allows your laboratory to network with other industry professionals, fostering collaboration and knowledge exchange.
  • Recognition: Serving as a host demonstrates leadership within the industry and your commitment to advancing proficiency testing.

 


For more detailed information on hosting responsibilities and the benefits of being a host laboratory, please contact NAPT with your interest. Our team will guide you through the process and help you discover the advantages of serving as a regional ILC/PT host.

 

Regional ILC/PT Policies

Commitment

Organizing regional events is a challenging and time-intensive process, requiring significant planning and coordination. To ensure the success of these events, a strong commitment is expected from all participants. A last-minute withdrawal by a participating company could lead to the cancellation of the entire event, disappointing not only other participants but also the host facility, which has invested substantial time and resources.

To formalize your participation, you must complete and submit a Regional ILC/PT Commitment Form to NAPT no later than 30 days prior to the scheduled event date. By submitting this form, you agree to abide by all the terms and conditions outlined below.

Scheduling

Scheduling for regional events must be finalized at least 30 days in advance of the proposed event dates. This lead time is crucial to allow for:

  • Billing and payment processing
  • Technician work arrangement adjustments
  • Flight and travel scheduling
  • Preparation and setup by the host facility
  • Coordination of participant schedules

Upon receiving your commitment form, an NAPT representative will contact you to arrange specific testing dates and times. Should you need to request a schedule change, you must notify NAPT immediately. However, your reservation will not be considered confirmed until the required deposit payment (see Payment section) has been received.

Approximately two weeks prior to the event, NAPT will issue a final confirmation with details for each participant.

Requirements

Participants are responsible for reviewing the Instruction Sheets and Data Reporting Sheets sent by NAPT no later than 15 days before the event. Sample forms can be requested via email, fax, or phone.

Participants should arrive at the host facility 20 to 30 minutes before their scheduled time and must bring:

  1. Tools and equipment typically used for daily calibration of the ILC/PT being tested.
  2. Calibration certificates, uncertainty budgets, and procedures for the standards being used.

If you prefer to ship any items to the host facility in advance, arrangements can be made upon request.

Participation Guidelines

Participants are expected to respect the host facility’s daily operations by:

  • Keeping voice levels low and avoiding distractions.
  • Remaining in designated areas and not wandering or lingering unnecessarily.

Technicians must check in with the NAPT representative at least 15 minutes before their scheduled time. During testing, mutual respect among participants is essential, including respecting each other’s privacy and workspace.

All results must be recorded on the Data Reporting Sheet provided by NAPT and submitted to the representative before leaving the facility. Uncertainty data must be submitted within one week of participation, along with any additional requested documentation, such as calibration certificates.

Preliminary reports will be issued after the data analysis, and participants will have nine days to address any concerns or corrections. Final reports will be released 10 days after the preliminary reports. Revisions to data after final reports are issued will incur administrative fees.

Payment

Upon submission of the commitment form, NAPT will generate an invoice for participation fees. The following payment terms apply:

  • Deposit: A minimum deposit of 50% of the total invoice is required upon receipt of the invoice. Full payment is also accepted at this time.
  • Membership Credits: If your company has prepaid for tests under an existing NAPT membership package, those credits will be applied first unless otherwise indicated. Additional participation fees will be invoiced as necessary.
  • Balance Payment: The remaining balance is due one month prior to the event’s start date.

Cancellation Policy

Participants must notify NAPT of cancellations via email or fax at least 30 days before the scheduled test date. The following terms apply to cancellations:

  • 30 Days or More in Advance: Participants can select alternative ILC/PTs, reschedule at another regional site, or request a full refund.
  • 20 to 29 Days in Advance: The deposit is forfeited, but additional fees paid may be applied to other ILC/PTs, rescheduling (with a new deposit), or a partial refund.
  • Less than 20 Days in Advance: All fees are forfeited, and any outstanding amounts remain due immediately.

Exceptions: In cases of natural disasters (e.g., hurricanes, floods, fires), cancellations will be accommodated without penalty. Rescheduling at a new location or substituting ILC/PTs will be permitted, with additional costs borne by the participant.

Accommodations and Travel

NAPT will provide participants with information about nearby accommodations, such as hotels, and the closest airports to the host facility. However, all transportation arrangements, including car rentals, taxis, or shuttles, are the responsibility of the participant.

For those unfamiliar with the area, we recommend using online mapping tools for driving directions and a visual overview of the host facility’s location.

By adhering to these policies, we ensure the smooth operation and success of regional ILC/PT events. Thank you for your cooperation and commitment to advancing proficiency testing excellence!