TITLE AND APPROVAL PAGE

Project Name:
Responsible Agency:
Date:
Project Manager signature:
Name/Date:
Project QA Officer signature:
Name/Date:
USEPA Project Manager signature:
Name/Date:
USEPA QA Officer signature:
Name/Date:
Names of other organizations involved in project (such as field operations manager, laboratory
managers, State and other Federal agency officials etc.): , , , , ,
, .

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TABLE OF CONTENTS
Section 1: Distribution List
Section 2: Project/Task Organization
Section 3: Problem Definition/Background
Section 4: Project/Task Description
Section 5: Measurement Quality Objectives
Section 6: Training Requirements and Certification
Section 7: Documentation and Records
Section 8: Sampling Process Design
Section 9: Sampling Method Requirements
Section 10: Sample Handling and Custody Procedures
Section 11: Analytical Methods Requirements
Section 12: Quality Control Requirements
Section 13: Instrument/Equipment Testing, Inspection
and Maintenance Requirements
Section 14: Instrument Calibration and Frequency
Section 15: Inspection/Acceptance Requirements
Section 16: Data Acquisition Requirements
Section 17: Data Management
Section 18: Assessment and Response Actions
Section 19: Reports
Section 20: Data Review, Validation and Verification
Section 21: Validation and Verification Methods
Section 22: Reconciliation with DQOs

page 3
page 4
page 5
page 6
page 7
page 8
page 9
page 10
page 11
page 12
page 13
page 14
page 15
page 16
page 17
page 18
page 19
page 20
page 21
page 22
page 23
page 24

(List of figures)
(List of tables)
(List of appendices)

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DISTRIBUTION LIST
1. Name:
2. Name:
3. Name:
4. Name:
5. Name:
6. Name:
7. Name:
8. Name:
9. Name:
10. Name:
11. Name:
12. Name:
13. Name:
14. Name:
15. Name:

Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:
Phone Number:

Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?
Project Mgr?

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PROJECT/TASK ORGANIZATION*
V o lu n t e e r M o n ito r in g P ro je c t
D e c i s io n M a k e r s
N JD E P
D a n i e l le D o n k e r s l o o t
P r o je c t M a n a g e r
N JD E P
D iv is io n o f W a t e rs h e d M g m t
J u lie H a jd u s e k
A s s is t a n t C o o r d in a t o r
N JD E P
A d v is o ry P a n e l

Q A O f f ic e r

C h r is t in e H ir t
A m e r iC o r p s P r o g r a m D ir e c t o r
N JD E P
D iv is io n o f W a te rs h e d M g m t

D a n D i L o l lo
A s s is t a n t C o o r d in a t o r
N JD E P

F ie ld / S a m p lin g L e a d e r

L a b o r a t o r y M a n a g e r/
Leader

D a ta U s e rs

*Example of a organization chart

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PROBLEM DEFINITION/BACKGROUND
In a narrative, briefly state the problem your monitoring project is designed to address. Include
any background information such as previous studies (that indicate why this project is needed)
and historical/scientific/regulatory perspective. Identify how your data will be used and who will
use it.
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PROJECT/TASK DESCRIPTION
A. In a narrative, give a general overview of the project. Identify the work that your volunteers
will perform and where it will take place. What kinds of samples will be taken? What will they
measure? Which conditions are critical that they measure? Which are of secondary performance?
Indicate how you will evaluate your results. Include maps and tables showing geographic
locations of sampling stations.
(This narrative should explain how the project will resolve the problem that you stated in the
previous section Problem Definition/Background.
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B. Project timetable
Activity

Projected Start Date

Anticipated Date of
Completion

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MEASUREMENT QUALITY OBJECTIVES

A. Data Precision, Accuracy, Measurement Range
Matrix

Parameter

Measurement
Range

Accuracy

Precision

B. Data Representativeness
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C. Data Comparability
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D. Data Completeness
Parameter

No. Valid
Samples
Ancicipated

No. Valid
Samples
Collected &
Analyzed

Percent
Complete

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TRAINING REQUIREMENTS AND CERTIFICATION

A. Training Logistical Arrangements
Type of Volunteer
Training

Who Will Conduct

Training

Frequency of
Training/Certification

B. Description of Training and Trainer Qualifications

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C. Description of how you will evaluate volunteer performance
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DOCUMENTATION AND RECORDS

Describe the process and responsibilities for ensuring the appropriate project personnel have the
most current approved version of the QAPP, including version control, updates, distribution and
disposition.
Itemize the information and records which must be included in the data report package and
specify the reporting format for hard copy and any electronic forms. Records can include raw
data, data from other sources such as databases or literature, field logs, sample preparation and
analysis logs, instrument printouts, model input and output files, and results of calibration and
QC checks.
Identify any other records and documents applicable to the project that will be produced, such as
audit reports, interim progress reports, and final reports. Specify the level of detail of the field
sampling, laboratory analysis, literature or database collection, or modeling documents or
records needed to provide a complete description of any difficulties encountered.
Specify or reference all applicable requirements for the final disposition of records and
documents, including location and length of retention period.
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SAMPLING PROCESS DESIGN

A. Rationale for Selection of Sampling Sites
Indicate whether any constraints such as weather, seasonal variations, stream flow or site access
might affect scheduled activities, and how you will handle those constraints. Include site safety
plans. You may cite the sections of your programs SOPs which detail the sampling design of the
project, in place of extensive discussion.
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B. Sample Design Logistics
Type of
Sample/Parameter

Number of
Samples

Sampling
Frequency

Sampling
Period

Biological
Biological
Biological
Physical
Physical
Physical
Chemical
Chemical
Chemical

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SAMPLING METHOD REQUIREMENTS

Matrix Parameter

Sampling
Equipment

Sample
Holding
Container

Model Sample
Preservative

Maximum
Holding Time

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SAMPLE HANDLING AND CUSTODY PROCEDURES

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ANALYTICAL METHODS REQUIREMENTS

List the analytical methods and equipment needed for the analysis of each parameter, either in
the field or the lab. Also include sub-sampling or extraction methods, lab decontamination
procedures and materials, waste disposal requirements, and any specific performance
requirements for the method.
If your program uses standard methods, cite these. If your programs methods differ from the
standard or are not readily available in a standard reference, describe the analytical methods or
cite and attach the programs SOPs.
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QUALITY CONTROL REQUIREMENTS

For each of the following QC checks (A-C), list the associated method or procedure, acceptance
criteria and corrective action. State the frequency of analysis for each type of QC activity, and
the spike compounds sources and levels. State or reference the required control limits for each
QC activity and corrective action required when control limits are exceeded and how the
effectiveness of the corrective action shall be determined and documented.
Describe or reference the procedures to be used to calculate applicable statistics (e.g., precision
and bias). Copies of the formulas are acceptable as long as the accompanying narrative or
explanation specifies clearly how the calculations will address potentially difficult situations
such as missing data values, less than or greater than values, and other common data
qualifiers.
A. Field QC Checks
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B. Laboratory QC Checks
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C. Data Analysis QC Checks
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INSTRUMENT/EQUIPMENT TESTING, INSPECTION AND MAINTENANCE

REQUIREMENTS
Equipment Type

Inspection
Frequency

Type of Inspection

Acceptance
Testing
Standards

How will instrument/equipment deficiencies be resolved?

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What is the process for final acceptance (by independent personnel)?
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INSTRUMENT CALIBRATION AND FREQUENCY

Equipment Type

Calibration Frequency

Standard or Calibration
Instrument Used

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INSPECTION/ACCEPTANCE REQUIREMENTS
Describe how you determine if supplies such as sample bottles, nets and reagents are adequate
for your programs needs.
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DATA ACQUISITION REQUIREMENTS

Identify any types of data your project uses that are not obtained through your monitoring
activities. Examples include historical information, information from topo maps or aerial photos,
or reports from other monitoring groups.
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DATA MANAGEMENT
Trace the path your data take, from field collection and lab analysis to data storage and use.
Discuss how you check for accuracy and completeness of field and lab forms, and how you
minimize and correct errors in calculations, data entry to forms and databases, and report writing.
Provide examples of forms and checklists. Identify the computer hardware and software you use
to manage your data.
Also include the process for assuring that applicable EPA information resource management
requirements are satisfied (see EPA Directive 2100). Other EPA standards may apply; all must be
satisfied and described in the plan.
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ASSESSMENT AND RESPONSE ACTIONS

Discuss how you evaluate field, lab and data management activities, organizations (such as
contract labs) and individuals in the course of your project. Include information on how your
project will correct any problems identified through these assessments. Also include how and to
whom the results of the assessment will be reported.
For self-assessments, identify potential participants and their exact relationship to the projects
organization.
For independent assessments, identify the organization and person who will perform the
assessments.
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REPORTS
Identify the frequency, content and distribution of reports issued to management (EPA or
otherwise) or any other data users.
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DATA REVIEW, VALIDATION AND VERIFICATION

Brief statement of how you review data and make decisions regarding accepting, rejecting or
qualifying the data.
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VALIDATION AND VERIFICATION METHODS

Describe the procedures you use to validate and verify data. Include a description of how errors,
if detected, will be corrected, and how results will be conveyed to data users.
Precisely define and interpret how validation issues differ from verification issues. Include any
forms or checklists used.
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RECONCILIATION WITH DATA QUALITY OBJECTIVES (DQOs)

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