Center compliance with CPI requirements is assessed three times per year.
For US Centers, assessment trimesters are:
- January 1 – April 30
- May 1 – August 31
- September 1 – December 31
For Non-US Centers, assessment trimesters are:
- March 1 – June 30
- July 1 – October 31
- November 1 – February 28
Centers should continually monitor their compliance to the CPI requirements throughout the trimester, especially in the form completion categories, as the total number of forms needed to meet the targets will fluctuate throughout the trimester. This fluctuation is a result of the center registering new CRIDs during the assessment period, resulting in additional forms that become part of the overall count for the trimester. For example, if a Pre-TED (2400) Form and the Disease Classification (2402) Form are completed, additional forms are triggered. If the due date for any additional forms fall within the applicable trimester, the form will count toward the total forms expected for that trimester.
Centers can monitor their specific forms due for the assessment trimester by going to the Center Forms Due tool within FormsNet3.
Additionally, for centers utilizing their own IRB for the approval of the Research Database and Research Sample Repository Protocols, it is necessary for centers to ensure these protocols are always current. Failure to have current IRB approval may affect your center’s ability to meet this CPI requirement for the trimester.
CPI Compliance Stages
A center is considered in “Good Standing” by meeting all the standards of CPI by the end of the trimester. A center that fails to meet any of the CPI standards is given a non-compliance status. Below is the non-compliance schedule:
- First Warning: First trimester of non-compliance
- Probation: Second consecutive trimester of non-compliance
- Suspension: Third consecutive trimester of non-compliance
One successful trimester, in all the metrics, returns the center to Good Standing.
A center that fails to comply with the standards during the CPI period will receive a letter from CIBMTR informing them why they did not meet all the CPI metrics. By the next trimester, the center must return all metrics to Good Standing or they will be moved to the next stage of non-compliance. While there may not be any direct consequences to being in First Warning or Probation status, CIBMTR encourages centers to return to Good Standing as soon as possible. This ensures the database is as complete and accurate as possible. Additionally, at the end of each trimester, the center CPI letters are archived on the CIBMTR Portal for center use in the notification process for FACT (re)certification.
A center that reaches “Suspension” status could be suspended from initiating new patient searches for a NMDP donor and from participating in CIBMTR leadership activities. Failure to submit the forms may also affect Center Volume reporting and the Center Specific Analysis. Failure to report data to CIBMTR in a timely and accurate manner affects the quality of the database and ultimately could affect published reports.