Laboratory Qualification Program

Title 23, Code of Federal Regulations, Part 637, dated June 1995, charges all states with developing a procedure for qualifying companies and personnel performing tests used in acceptance decisions for federal aid projects on the National Highway System. This includes all contractors, consultants, and state labs involved in sampling and testing. This program will ensure that companies providing testing for WisDOT have the following:

  • Laboratory or Testing Facility Quality System Manual
  • Appropriate equipment for the required test.
  • Equipment that is properly maintained and calibrated.
  • A commitment to quality to ensure consistent, accurate, and reproducible test results.

This program will be applied to all highway improvement projects for ease of implementation. The following series of documents contains program criteria with which companies performing acceptance sampling and testing on improvement projects must comply.

Announcements and list of qualified laboratories

An 11-member committee comprising of representatives from WisDOT, contractors, consultants, and the industry participated in developing the contractor and consultant component of the Wisconsin Laboratory and Materials Testing Qualification Program. The committee aimed to keep the program simple by avoiding unnecessary complexity, ensuring uniform application statewide, and minimizing variability in sampling and testing through qualified laboratories, testing facilities and personnel. The committee identified the following desirable characteristics for laboratories, as well as any materials testing facility (including permanent, temporal, trailer, portable field) or company performing materials testing:

  • Highly organized leadership committed to accurate sampling and testing.
  • Well-trained and certified personnel.
  • A comprehensive technical manual to ensure consistent operations.
  • Capable, permanent staff that can quickly train new employees and manage turnover effectively.
  • Effective calibration and verification of equipment.
  • Well-supervised personnel with periodic internal reviews of methods and procedures.
  • Traits that support the development of good sampling and testing abilities in prospective employees.
  • A strong commitment to meeting customer needs and providing accurate, timely sampling and testing results.
  • Proper equipment and good working conditions for staff.

This program is administered by the Division of Transportation System Development, Bureau of Technical Services, Materials Management Section (MMS). All application for recognition of qualification, granting of recognition, renewals, inspection, evaluation of inspection results, removal of recognition for cause and all other duties related to administration shall be the responsibility of MMS. All laboratories, companies and materials testing facilities performing acceptance sampling and testing for highway improvement projects in this state must be recognized as qualified through this program before being considered for acceptance sampling and testing on any such project.

A laboratory or company wishing to be recognized as qualified under the program shall complete the online Wisconsin Testing Qualification Application form housed on a secure server. The form can be accessed by first self-registering for a user ID and password at this State of Wisconsin self-registration site. If you already have a user ID and password, you may go directly to the application form through the link provided below

Laboratory Qualification Application Form

The applicant shall indicate those general testing categories they are requesting qualification recognition such as fresh concrete; hardened concrete; concrete aggregate; asphalt cement; asphalt aggregate; asphalt mix analysis; asphalt mix design; soils laboratory testing; and soils field testing; etc, as well as the specific sampling and testing activities they are seeking certification to be WisDOT qualified. The applicant must also certify that:

  • All personnel doing acceptance sampling and/or testing are certified.
  • It has a complete laboratory manual.
  • It has well maintained and calibrated equipment.
  • It can perform the listed sampling and testing.
  • Documentation of all material test results at project labs will be neat, accurate and made readily accessible to all authorized WisDOT individuals.
  • AASHTO and MOTP procedures and standards are available to each employee who performs testing.

A laboratory, company or materials sampling and testing facility’s qualification recognition will be granted by the MMS if the above requirements are met. Although submittal of fee is not required, submittal of documents to support the qualification of your facility may be requested. The qualified laboratory, company or sampling and testing facility’s information will then be placed on an Internet statewide list of WisDOT Qualified Laboratories for public accessibility. Current qualified list can also be obtained by contacting the MMS.

Renewal of qualification recognition must be carried out for every registered laboratory, company and or materials sampling and testing facility on an annual basis. Regardless of when the original request for qualification recognition is granted, the first Monday in January will be used as the anniversary date for most renewals. A notice will be sent by the MMS to every registered facility in about 30 days preceding the yearly renewal date offering the opportunity for renewal and update of registration. Failure to comply in the allotted time will result in the loss of recognition. Recognition may also be lost by the facility seeking renewal if the records show that it has not resolved outstanding deficiencies found during formal inspections by the MMS.

The address of the MMS to which correspondence or inquiries must be directed is:

Quality Operations Engineer
Wisconsin Department of Transportation Materials Management
Section 3502 Kinsman Blvd.
Madison, WI 53704-2507 Phone: (608) 246-5388 Fax: (608) 245-8959
Email: kenneth.nwankwo@dot.wi.gov

AASHTO R-18 provides effective general guidance in the creation of a laboratory as part of a total quality system including the basic leadership and organizational structure required. The MMS will usually look for the indicators of good organization and leadership and then use this as a determinant during its inspections. Contact AASHTO resource and request Accreditation information and copies of AASHTO R18. Phone: (240) 436-4900; Fax: (240) 436-4899 or visit their webpage for more information.

Mailing address:
AASHTO resource
4441 Buckeystown Pike, Suite A Frederick,
MD 21704-7507

For information on AASHTO publications:
American Association of State Highway and Transportation Officials
444 North Capitol Street, NW Suite 249
Washington, DC 20001
Phone: (202) 624-5800
FAX: (202) 624-5806
Visit their website

For information on ASTM and publications:
ASTM
100 Barr Harbor Drive West Conshohocken,
PA 19428-2959
Phone: (610) 832-9585
Fax: (610) 832-9555
Visit their website

A company’s organization and materials testing manual is a significant element in implementing and accomplishing an effective quality management system program. The manual serves as a ready reference document for laboratories and or materials sampling and testing personnel so that they do not have to resort to memory and risk mistakes related to forgotten items. The MMS requires each laboratory, company, sampling and testing facility to develop its manual very carefully and assure that it is complete in every respect. Each laboratory / testing facility can structure the contents as it sees fit as long as the general categories recommended by AASHTO R-18 are addressed.

The intent of equipment maintenance, verification and calibration is to be able to achieve a degree of accuracy such as that spelled out in the AASHTO or ASTM tests prescribed for the various materials tested on a project. As a result, WisDOT feels that this is essential to the success of all laboratories, as well as sampling and testing facilities. Normally, following the manufacturer's recommendations for care and cleaning that accompany the equipment is a good way to keep the equipment in good working order. Periodic verification and calibration of the dimensional and/or measurement aspects of the equipment will assure that accurate results can be achieved when in use. A schedule similar to the Equipment Inspection and Calibration Schedule with minimum intervals should be created to assure that minimum standards are met.

Common sense must also be applied to determine when additional evaluations of lab equipment should be made. Such things as moving, dropping, bumping and any other traumatic events that might change the ability of the equipment to provide accurate service to the user should be grounds for re-verifying and/or re-calibrating. Directions provided in the manufacturer's manuals, WisDOT Construction and Materials Manual, the Standard Specifications, QMP documents or other appropriate accuracy requirements defined in the highway project testing procedures should be applied to achieve the specified accuracy.

All laboratories are expected to maintain test records in a manner similar to the direction provided in AASHTO R-18. Proper record storage and ready accessibility for any inspections by the MMS or their representatives will be an important factor as well.

All project test records shall be retained for a period of not less than five years.

All personnel performing materials acceptance sampling and/or testing for laboratories, companies and or sampling and testing facilities requesting or seeking renewal of qualification recognition shall be certified through the Wisconsin Highway Technician Certification Program (HTCP). Consideration for other nationally recognized programs which result in the same or similar levels of capabilities may be reviewed for full or partial acceptance upon request. Final determination for any such requests will be made by the University of Wisconsin – Platteville which administers the HTCP Program and the MMS of WisDOT.

Further details are available by emailing or calling:
Director or Program Assistant Highway Technician Certification Program
University of Wisconsin-Platteville
049 Ottensman Hall
1 University Plaza Platteville, WI 53818-3099
Phone: (608) 342-1545/1580
Fax: (608) 342-1982
Email: Jodi Pluemer. pluemerjo@uwplatt.edu
Office hours - 8 a.m. to 4 p.m., Monday through Friday

The MMS and or designee will conduct periodic inspections of all qualified laboratories as well as sampling and testing facilities to verify that those qualification requirements items that they certified to, have, in fact, all been accomplished. Laboratories will be expected to conduct their own periodic inspections and evaluations to assure that their labs do not have lapses in conformance. Evidence that these internal inspections are being conducted should be recorded by the laboratory and will be verified by the MMS in their inspections.

Since MMS inspections will follow this outline, internal inspections should also normally consist of:

  • Ensuring the laboratory / management quality system manual meets reasonable standards, is up-to-date and readily available to sampling and testing personnel.
  • Verifying all personnel doing sampling and testing are certified.
  • Ensuring the equipment is well-maintained and calibrated and that the calibration records are up to date.
  • Verifying the correct test procedures are available.
  • Personnel are performing the test properly.
    • If optional proficiency tests were run, evaluated and recorded.
  • Validating the lab responds to failed test results in an effective manner.
  • Ensuring samples are processed effectively and test results are recorded and filed properly.
  • Examining the effectiveness of the laboratory qualification program for this particular lab.
  • Checking the availability of a lab chief for every permanent and field lab.

Laboratories should have no major problems passing the MMS inspections if all the above requirements are met

View the WisDOT Transportation Laboratory/Company Inspection Worksheet

Qualification recognition (totally or in part) can be removed from a laboratory by MMS based on failure to comply with or maintain the prerequisites. Inspections by or for the MMS will occur annually after qualification is granted. If major deficiencies are found, the MMS will determine what effect the deficiencies have on the overall capability of the laboratory and its personnel to meet program objectives before deciding whether qualification recognition can be retained. Examples of potentially major deficiencies are:

  • Repeated use of non-certified personnel for sampling and testing.
  • Non-completion of any of the six requirements (see Laboratory Qualification Application Form) after certifying to them.
  • Falsifying records of any type.
  • Repeated failure to follow prescribed sampling or test methods.
  • Repeated failure to keep manual up to date.
  • Repeated failure to correct previous errors and omissions.

If the MMS determines that a laboratory or company shall be removed from the list, the affected laboratory or company will be informed in writing of such a decision. The affected laboratory or company will be given 30 days in which to contest the decision. The affected laboratory or company has the right to request a hearing before the MMS and a panel of peers (representatives of other qualified labs) and provide any further pertinent evidence supporting non-removal. The MMS/panel will then decide whether removal is appropriate by majority vote. If no such request for a hearing is received within the 30-day period, the laboratory or company will be removed from the List of Wisconsin Qualified Testing Program. Removal will occur without delay when a certified letter notice is sent to the affected laboratory or company. The time of removal will not be related to its impact on any highway project sampling and testing involvement. Reinstatement can be achieved by certifying in writing that the deficiencies that caused the removal have been remedied. The MMS will verify through an unannounced inspection of the affected laboratory whether the remedial action has been effectively carried out. Removal is demonstrated by removal from the master list maintained by the MMS, both in hard copy and on the WisDOT Internet website.

Minor deficiencies usually include minor errors or omissions in fulfilling the program requirements. However, it may be obvious to the inspector that the laboratory being inspected intends to and is trying to meet and maintain qualification requirements. The primary focus is assurance that the laboratory in question is operationally effective. If minor deficiencies are found, a specific time frame will usually be specified to correct them.

The address of the MMS to which correspondence or inquiries must be directed is:
Quality Operations Engineer
Wisconsin Department of Transportation Materials Management
Section 3502 Kinsman Blvd. Madison, WI 53704-2507
Phone: (608) 246-5388
Fax: (608) 245-8959
Email: kenneth.nwankwo@dot.wi.gov