Appendix 2 — Calibration and Verification Schedule

Parent procedure: 08 – Equipment Maintenance, Calibration and Verification

Purpose

To provide a consolidated schedule of all calibration and verification activities, enabling the laboratory to plan resources, track due dates, and prevent equipment from being used when overdue for calibration.

Instructions

1. The Technical Manager defines the calibration type, interval, acceptance criteria, and responsible person for each item.
2. The Quality Manager maintains the schedule, updates dates after each calibration event, and issues reminders at least 30 days before due dates.
3. This schedule is reviewed at least annually and updated when equipment is added, removed, or when intervals are changed.
4. Equipment that appears overdue on this schedule must be immediately placed out of service until calibration is completed.

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Part A — Calibration and Verification Schedule

Equipment ID	Description	Calibration / verification type	Internal or external	Interval	Acceptance criteria	Responsible	Last performed	Next due	Status	Notes
Analytical instruments
AI-001	ICP-OES	Daily calibration curve	Internal	Each run	r² ≥ 0.9995; QC recovery ±5%	Analyst	[Date]	Each run	☐ Current
AI-001	ICP-OES	Annual service and qualification	External	Annually	Manufacturer OQ criteria	Service engineer	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
AI-002	HPLC	System suitability (SST)	Internal	Each run	Resolution, tailing, %RSD per SOP	Analyst	[Date]	Each run	☐ Current
AI-002	HPLC	Wavelength accuracy, flow rate	Internal	Annually	Per SOP acceptance criteria	Technical Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
AI-003	Karl Fischer	Certified water standard	Internal	Each batch	Recovery ±3% of certified value	Analyst	[Date]	Each batch	☐ Current
AI-004	Laser diffraction	Certified size standard	Internal	Monthly	Mean within ±3% of certified value	Analyst	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
AI-005	BET analyzer	Certified BET reference material	Internal	Quarterly	SA within ±10% of certified value (or per cert.)	Analyst	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
AI-006	XRD	Peak position standard (e.g., LaB₆)	Internal	Monthly	2θ deviation ≤ ±0.02°	Analyst	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
Balances
BA-001	Analytical balance	External accredited calibration	External	Annually	≤ ±0.2 mg at test loads	Quality Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
BA-001	Analytical balance	Internal verification (ref. weights)	Internal	Monthly	≤ ±0.3 mg at test loads	Analyst	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
BA-001	Analytical balance	Daily check (single weight)	Internal	Daily (before use)	≤ ±0.5 mg	Analyst	[Date]	Daily	☐ Current
BA-002	Analytical balance	External accredited calibration	External	Annually	≤ ±0.2 mg at test loads	Quality Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
Volumetric delivery
VD-001	Pipette 10–100 µL	Gravimetric calibration	Internal	Annually	Accuracy ≤ ±1.0%; CV ≤ 0.5%	Technical Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
VD-001	Pipette 10–100 µL	Intermediate gravimetric check	Internal	Quarterly	Accuracy ≤ ±1.5% at nominal	Analyst	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
VD-002	Pipette 100–1000 µL	Gravimetric calibration	Internal	Annually	Accuracy ≤ ±0.8%; CV ≤ 0.3%	Technical Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
Reference standards
RS-001	Reference weight set	External accredited calibration	External	Every 5 years	Per calibration certificate	Quality Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
RS-002	Reference thermometer	External accredited calibration	External	Every 2 years	≤ ±0.1 °C	Quality Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
Environmental monitoring
EM-001	Data logger — ICP room	External accredited calibration	External	Annually	Temp ≤ ±0.5 °C; RH ≤ ±3%	Quality Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
EM-002	Data logger — Balance room	External accredited calibration	External	Annually	Temp ≤ ±0.5 °C; RH ≤ ±3%	Quality Manager	[Date]	[Date]	☐ Current · ☐ Due · ☐ Overdue
Supporting equipment
SE-001	Water purification system	Resistivity check	Internal	Daily (before use)	≥ 18.2 MΩ·cm (Type I) or per SOP	Analyst	[Date]	Daily	☐ Current
[Add rows]

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Part B — Interval Adjustment Record

When calibration intervals are changed from the default, document the justification here.

Equipment ID	Description	Previous interval	New interval	Date changed	Justification	Approved by
[ID]	[Description]	[e.g., 12 months]	[e.g., 18 months]	[Date]	[e.g., Four consecutive calibrations within tolerance with minimal drift; historical data reviewed]	[Technical Manager]

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Part C — Annual Calibration Calendar

A visual planning aid. Mark the month in which each calibration is due. Helps with resource planning and scheduling external providers.

Equipment ID	Description	Jan	Feb	Mar	Apr	May	Jun	Jul	Aug	Sep	Oct	Nov	Dec
AI-001	ICP-OES annual service						●
BA-001	Balance external cal.			●
BA-002	Balance external cal.			●
VD-001	Pipette calibration							●
VD-002	Pipette calibration							●
RS-001	Weight set cal.												●
RS-002	Ref. thermometer cal.					●
EM-001	Data logger cal.	●
EM-002	Data logger cal.	●
[Add rows]

● = calibration due in this month. Adjust annually based on actual calibration dates.

Schedule maintained by: [Quality Manager name] — Last reviewed: [Date]

Adapt this template

Replace the sample entries with your actual equipment. If you have many items, consider maintaining this schedule electronically (spreadsheet or LIMS) with automated reminders. Regardless of format, a controlled, reviewable version must be available for audit and management review.