FAQs

Q) How do I find out about the EQA’s that are available?

A) Information including time of distribution, sample type, accepted testing methods cost and EQA requirements can be found by clicking here.

 

Q) How do I register for an account?

A) If you previously had an account with CEQAS or UK NEQAS for Molecular Genetics, your account information has been moved to the GenQA website. Please use the email address registered with your previous account and reset your password using the “forgotten my password” button.

If you are new to GenQA, please register for an account by clicking here and completing the short online registration form. Once your registration has been approved you will receive a unique laboratory number and login details.

 

Q) When will samples be distributed?

A) There are multiple distributions throughout the year and all EQA distribution dates can be found in the EQA timetable. Participants will also be notified by email when samples have been dispatched for an EQA they are enrolled to participate in. EQA dates can also be found on the Scheme Page of the website once you are logged in.

 

Q) How do I know when my EQA results are available to view?

A) EQA participants are notified by email when results are releasead.

 

Q) How can I view my results and other details on my website account?

A) A user website guide can be found here.

 

Q) I cannot log in

A) Please ensure that you are using the correct username and password. If you are unsure what they are then enter your email address in the User Name field of the log in page and click ‘Forgot Password’.  A link allowing you to re-set your password and giving you your user name will be sent to you by email.

 

Q) How do I change my Password?

A) To change your password you need to log in, select ‘User Preferences’ and then click the ‘Change Password’ option. 

 

Q) How can I change my User Name?

A) Your user name is fixed to your account and cannot be changed. However, you can set up an ‘Alias’ account to avoid having to use your user name. To set up the Alias, you need to log in, select ‘User Preferences’, enter the Alias User Name you want to use and click ‘Create Alias’.

 

Q) I cannot submit EQA results?

A) Only Primary Contacts and designated members of staff can upload or finalise EQA results. If you are not the Primary Contact or a designated member of staff then your Primary Contact can change your permission level. If you have permission levels enabling you to submit EQA results  please check the EQA submission period as the upload facility may have closed, please contact the Scheme on XXX. Please note that the system will only accept pdf files so make sure you convert your reports to pdf before uploading them to the system. 

 

Q) I want to add another member of staff to my laboratory contact list?

A) Only the Primary Contact can add staff to the laboratory contact list. You need to log in, select ‘Laboratory Staff’ and then click on ‘Add Staff member’.  The system defaults to ‘qamanager.labuser” which will allow the member of staff to access EQA but not to enrol in EQA or submit results. If your new member of staff requires these additional permission levels then please select ‘qamanager.labadmin’. Equally, if that particular new staff member participates in G-TACT then please add the appropriate permission levels. Please note that staff can have more than one permission level.

 

Q) I need to change the permission levels for a member of staff?

A) Only the Primary Contact can change permission levels of their staff. You need to log in, select ‘Laboratory Staff’ and then click on ‘Add Staff member’.  In order to allow a particular member of staff to enrol in EQA or submit results you need to change their permission levels to ‘qamanager.labadmin’. Please note that staff can have more than one permission level.

 

Q) I have accidentally uploaded/submitted the wrong results.

A) If you realise before the EQA closing deadline that you have uploaded the wrong results for a Sample Distribution EQA then you can delete the document you have uploaded and upload the correct document at any time before the EQA closes. If your submission is incorrect for an Online Image Analysis EQA or a Tissue-i module, please contact the Scheme Office immediately by email and the Scheme staff will allow re-submission. Unfortunately no changes to EQA submissions can be made once the EQA has closed. Please make sure that you check your submission once you have uploaded it.

 

Q) Online enrolment has closed. Can I still participate in EQA?

A) General enrolment closes in March, however, it may still be possible to enrol in EQAs that are offered later in the year. Please contact the Scheme Office by email if you have missed the enrolment deadline and we shall accommodate your request if possible.

 

Q) My samples arrived late/damaged, what do I do?

A) If your samples do not arrive by the date stipulated in the EQA Open Email or arrive damaged/incomplete then please contact the Scheme Office by email immediately. Fresh samples will be sent to you as soon as possible if available.

 

Q) I am trying to enrol in EQAs but I cannot see the catalogue when I log in?

A) Only Primary Contacts and designated members of staff can enrol in EQAs. If you are not the Primary Contact or a designated member of staff then please ask your Primary Contact to add the necessary permission levels to your account.

 

Q) The name of my organisation has changed, can I amend the account details?

A) The name of the organisation can only be changed by the Scheme Office. Please email the new organisation name along with your laboratory EQA number to bettina.qp@ouh.nhs.uk  and  the necessary amendments will be made to the account.

 

Q) The organisation name on our Participation or Performance Certificate is incorrect, how can I change this?

A) The organisational name on your certificates is the one given in your account. This name can only be changed by the Scheme Office. Please email the new organisation name along with your laboratory EQA number to bettina.qp@ouh.nhs.uk  and the necessary amendments will be made to your account. You will then be able to download an updated certificate.

 

Q) The Primary Contact for our laboratory has changes, how can we amend our account details?

A) The Primary Contact can only be changed by the Scheme Office. Please email the name of the new Primary Contact, their email address along with your laboratory EQA number to bettina.qp@ouh.nhs.uk and the necessary changes to your account will be made.

 

Q) I cannot see the Individual Laboratory Report (ILR/EQA Results) or Summary Report for the EQAs I participated in previously.

A) All EQAs that you participated in with CEQAS or UK NEQAS for Molecular Genetics are available on these Scheme websites. You need to log into the respective website (www.ceqas.org or www.ukneqas-molgen.org.uk) with your old login details, select ‘Schemes’ from the main menu and then set the Scheme Season to the year you wish to view. These EQA documents are NOT available on the GenQA website.

If you are trying to view the ILRs or Summary Reports for a GenQA EQA, please select ‘Schemes’ from the main menu and then set the Scheme Season to the year you wish to access.

 

Q) How do I know when in the year EQAs I am interested in will run?

A) There is a timetable available on the website (link) giving the planned dates for the different EQAs. Enrolled participants will receive an EQA open email once the EQA is available. Enrolled participants will also be able to see the EQA dates on the website under ‘Schemes’ once the EQA is live.

The Scheme Office reserves the right to change EQA start dates;  in that case enrolled participants will be notified by email of the change in date.

 

Q) How do I know what EQAs I am enrolled in?

A) Once your enrolment has been processed by the Scheme Office you will be able to see all the EQAs your laboratory is enrolled in under ‘Schemes’. Prior to your enrolment being processed by the Scheme Office you can check the EQAs you enrolled in. Select ‘Administration’ from the main menu and then click on ‘Orders to call up all the orders you have places. To see the details of each order please click on ‘View’. Please make sure that you have the correct EQA Season selected (i.e. the current EQA year). Once your enrolment has been processed the EQAs you are enrolled in will be shown under ‘Schemes’.

 

Q) I have been asked to confirm that I agree with the Terms and Conditions of GenQA. What are they?

A) The Terms and Conditions of participation in GenQA are outlined in the Participants Manual.  You will be asked to agree to adhere to the GenQA Terms and Conditions annually.

 

Q) Is there a discount I can apply for to help with the EQA cost?

A) GenQA offers a 30% discount on the cost of EQA for laboratories from Evolving Economies. To find out if your laboratory qualifies and details on how to apply, please see our Evolving Economies Discount Policy. Please note that the discount only applies to the cost of the EQAs you enrol in, the Annual Subscription Fee (currently £150) is still payable in full.

 

Q) How much does participation in GenQA EQAs cost?

A) GenQA is a not-for-profit, self-funding organisation and strives to keep EQA fees as low as possible. EQA prices are reviewed annually and may rise in line with inflation (United Kingdom Consumer Price Index). You can find a comprehensive price list here. Please note that an Annual Registration fee of £150 is added to every invoice.

 

Q) Is my laboratory information confidential?

A) When you register your laboratory with GenQA you will be given a unique Laboratory Number (G*****). You should not disclose this number to anyone outside your laboratory. All documentation such as ILRs and Appeals will state only your laboratory number, not the name of the laboratory. The only documentation that gives the laboratory name are the Participation/Performance Certificates.

You are also asked to remove all information that could identify your laboratory (name, address, accreditation number, staff names and signatures) from the reports you submit for any GenQA EQA. That way you can ensure the integrity of the marking process as the assessors will not be able to identify your laboratory. Please note that, if you should fail to anonymise your reports the Scheme Office will not be able to remove this information from your submission therefore ensure that you check for this before you upload/finalise your reports.

Your laboratory information is stored by GenQA in accordance with EU regulations (GDPR). If you have any further questions regarding confidentiality of your data please contact the Scheme Office.

 

Q) I do not agree with the score/comments I received for an EQA. What can I do?

A) Once you have been notified by email that the initial EQA results are available online you have 10 working days to appeal your results. To do this, please click on the ‘Appeal’ option under the EQA in questions and download the appeals form. As this is a dynamic form to which both you and the Scheme Office can add comments it is important that you save this form on your computer without changing the file extension (.rtf). Enter the details/reason for your appeal in the relevant field of the form, save it and re-upload it to the website within the 10 day period (the closing date for appeals is also visible on the website under Schemes). The Scheme Office cannot accept appeals received after the deadline. Please note that there is no appeals process for pilot EQAs.

All appeals are submitted to the relevant Specialist Advisory Group (SAG) for consideration. The SAG will either accept your appeal, partially accept your appeal or reject your appeal. The decision of the SAG will be added to the Appeals Form and you will be notified by email once the process is completed and your Appeals Form is available for you to download. If the appeal has been accepted or partially accepted there will be a change to your ILR and you will be asked to download the revised ILR for your records. The decision of the SAG is final.

 

Q) How do I login to Tissue-i?

A) Please navigate to www.genqa.org and click on the G-TACT button at the top of the home page, you will then be prompted to enter your username and password. Once you have been granted access to G-TACT, select Tissue-i  and you will be redirected to the Tissue-i module.

 

Q) How do I participate in Tissue-i?

A) Please contact the Scheme Office and we will set you up with an account to participate in Tissue-i and you will receive an email with details of the next EQA when it becomes available. You will be asked to disclose if you are linked to a NHS Genomic Medicine Centre or a particular laboratory for billing purposes, and also to state which tumour types you assess for molecular analysis.

 

Last updated: Wednesday, 04 July 2018
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