Guidelines for the use of campus areas

Norwegian version: Retningslinjer for bruk av arealer på campus

Main page about HSE

Also see: Regular area regulations | Guidelines for physical attendance on campus

Type of documentGuidelines
Managed byCentral emergency response management
Approved byCentral emergency response manager
ClassificationOpen
Effective fromDate of publication
Effective untilUntil further notice
Exempt from public accessNo
ReferenceThe Government’s central policy of 12 May 2020 – “Ytterligere åpning av universiteter og høyskoler” (Further opening of universities and university colleges)
Reference internal documentsIncident management related to COVID-19 in central emergency response management, letter from the Rector about returning to the Campus from 10 August 2020.
Incident management related to COVID-19 in central emergency response managementPolicy for emergency response capacity

In connection with the reopening of NTNU from week 33, cf. The Rector's note on returning to campus from the start of the semester on 10 August 2020, a safe implementation of NTNU's core activities must be a priority. Infection control and any infection tracing must be taken care of, and the total load for NTNU's physical areas and resources related to the operation of these must be taken into account.

General requirements #

For events and gatherings, participants must follow NTNU’s coronavirus guidelines, rules for short-term booking of campus areas  and area regulations  as well as advice and measures regarding events, gatherings and activities (fhi.no). 

Academic and professional events #

Events and gatherings regarded as necessary for carrying out NTNU’s core activities (activities run or approved by a faculty/division or department/section) can be held. This includes necessary administrative and technical support functions linked with the event.

Student associations can book rooms for meetings and other activities that are  regarded as necessary for day-to-day operations and that cannot be held online without considerable inconvenience. Larger events (seminars, courses, conferences, etc.) can only be held if they are approved by a faculty / department. 

Social events #

Social events cannot be held on campus at present, except for general meetings held by study associations and Student Parliament meetings  

General meetings held by study associations (linjeforeninger) and Student Parliament meetings can be held in some specified auditoriums until 23.00. Auditoriums can be booked by leaders of the study associations  and the NTNU Student Parliament. All requests for booking rooms between 20.00 and 23.00 must be made via the Academic Administrative Division. Send the enquiry directly in NTNU help, or email to: rom@adm.ntnu.no. 

At the end of October, the possibility of allowing further social activities between 20.00 and 23.00 will be evaluated (choirs, revues, art, etc.)    

Bookings can be made for the following auditoriums: 

  • Trondheim - Gløshaugen: R1, R7, S2, S5
  • Trondheim - Dragvoll: D10
  • Trondheim - Kalvskinnet: A001 
  • Gjøvik: S206 
  • Ålesund: Fogdegården 

Rektorvedtak for bruk av arealer på campus mellom kl. 20.00 og 23.00 (Rector’s decision on use of campus areas between 20.00 and 23.00) (PDF, Norwegian). The decision applies to a trial period until the end of October, with the proviso that the infection rate in the community remains at the current level. After the trial period, a new assessment and a new decision will be made.

Infection control and infection reduction measures #

See also NTNU's guideline for infection control and steps to reduce transmission.

  • Number of participants:
    • Professional activities, teaching:
      • There is no limit to the number of participants, but the room must be large enough for all participants to keep at least 1 metre away from other people. Distance requirements apply in all directions. 
    • Social events: 
  • The activities must be risk assessed (see separate section) with regard to the load on, among other things, access roads, toilets, kitchen / dining areas, changing rooms, cleaning and other tenants in addition to infection control. Local conditions and challenges can also lead to a need for risk assessment of other conditions. 
  • Chairs, benches, tables, etc. that cannot be used in order to comply with distance requirements, must be marked in a clear manner, e.g. by using plastic cover or barrier tape. 
  • All participants must clean their hands before and after using the room. 
  • Possibilities for hand washing, or hand disinfection as well as equipment for necessary, local cleaning must be easily accessible. Report any need for equipment in e-custodian.
  • Everyone who uses areas and common equipment on campus must perform simple cleaning, as described in cleaning procedures during the corona pandemic
  • Plans for teaching and other activities must be set up in such a way that there is as little contact as possible between different groups. Different groups should have a break at different times.

Contact tracing #

Contact tracing is a municipal responsibility, but in order to be able to effectively assist the municipality, NTNU wish to have an overview of who has participated in activities that have been carried out physically on campus. In order to be able to follow up, the municipality needs names and mobile numbers for those who have participated.

For the individual, this will ensure a faster and more efficient infection detection, which means that the necessary testing, quarantine and any treatment are started as soon as possible.

The registration is temporary and should only be kept until the need for contact tracing is considered to have ceased.

Registration of attendance at teaching activities #

Until registration for courses is completed on 15 September, NTNU does not have an overview of who is present at the various teaching activities.

  • The lecturer encourages students in the auditorium to register manually with name and mobile number. Registration is voluntary. The list of participants should only be used for infection tracking in the event of someone in the room turns out to be infected with COVID-19. By registering the student agrees that the list can be used for infection tracking and thus receive quick follow-up from the infection control office.
  • The lecturer sends around a list at the start of the lecture where those present note down their name and mobile number. Use this template (doc).
  • Everyone who are present in the room write down their name and mobile phone number on the list USING THEIR OWN PEN.
  • The lecturer ensures that latecomers during the lecture also may register on the list.
  • The lecturer collects the list of participants before the lecture ends.
  • The list of participants is scanned and sent to the email addresses below depending on the city in which the activity takes place:
    • For Trondheim: smittesporing@ntnu.no 
    • For Gjøvik: smittesporing@gjovik.ntnu.no 
    • For Ålesund: smittesporing@aalesund.ntnu.no

The individual units establish their own routines for scanning and transmission. A single transmission at the end of the day is preferable to reduce the number of files.

Registration of attendance at other activities #

For other activities, registration of participants will be desirable as long as we have an infection risk that can trigger contact tracing. The registration is voluntary and is solved as follows:

  • The organizer is responsible for registering the names and mobile numbers of participants. How this is done is adapted to the individual activity and determined by the organizer. It is desired that at least name and mobile number is registered. Use this template if you wish.
  • The list of participants is scanned and sent to email, depending on the location of the activity:
    • For Trondheim: smittesporing@ntnu.no 
    • For Gjøvik: smittesporing@gjovik.ntnu.no 
    • For Ålesund: smittesporing@alesund.ntnu.no

Risk assessment #

Factors that should be assessed before employees and students return to campus:

  • Is it possible to carry out the activity and comply with the infection control rules at the same time, and to ensure an acceptable total burden on people, organization and premises? The following must be taken into account: 
    • The availability of rooms of adequate size (everyone must be able to have a distance of at least 1 metre to others – this applies in all directions).
    • Clarification with partners located on NTNU’s premises.
    • Density of traffic in common areas (access roads, toilets, kitchens, changing facilities/locker rooms, etc.).
    • Capacity for cleaning (ordinary cleaning, as well as disinfection where applicable).
    • Capacity of technical and administrative support functions (for example, Orakel Support Services, health, safety and environment (HSE) services, student services, etc.).
    • Opportunity for using premises for different purposes if needed.
  • Is it more practical to carry out the activity through digital tools?
  • Who needs to be present so that the activity can be performed in an appropriate and proper way (balance between safety and the risk of infection)?
  • Are employees and students familiar with NTNU’s guidelines?
  • Has everyone completed the compulsory course in infection control (e-learning)?
  • Is it possible to organize groups of people who can handle critical functions and/or introduce job rotation (to avoid a situation where everyone gets sick at the same time)?
  • Are any employees or students in risk groups, or living with someone in a risk group?
  • Can everyone travel to the workplace in a way that keeps them safe from infection?
  • Is there adequate availability of necessary cleaning equipment and disinfectants? Are there procedures for local cleaning in connection with transfer between/rotation of workspaces and meeting rooms?

Change history #

Published 10 August 2020

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