Room cards

Room cards provide an overview of specific hazards, chemical and gas quantities, as well as contact information for the person responsible for the room. NTNU has a digital room card system, where you can find information about the room and print room cards. Printed room cards are placed on or by all doors that lead to rooms with specific hazards. NTNU and SINTEF use the same room card system, but there is currently no exchange of information.

English version – Room cards

Subject page about HSE | Pages labelled HSE (in Norwegian)

Rooms that typically require room cards can be laboratories, workshops, experiment halls, waste storage facilities etc.

You can find answers to frequently asked questions under Questions and answers.

Logging on #

 If you need to log on to room cards outside of the NTNU network, you have to use VPN (in Norwegian).

Printing room cards #

  • Room cards can be downloaded from the system in PDF format and printed. Room cards are printed on white paper and placed in the appropriate holder. They can also be laminated or put in a plastic pocket and attached to/by the door.
  • Room cards should be easily visible on or by every door, including back doors, that lead to rooms with specific hazards.

Important information #

  • If the room contains inflammable or toxic fluids, or inflammable, toxic or pressurised gases, these fields must be filled out. Specify the max. amount (litres) and max. number of gas bottles that can be present in the room. You should also specify if the room receives gas from a central gas system (where the gas is distributed from) .
  • If the room has a gas alert system, this must be specified. This information is provided in the field 'Optional field 1 ("Other information" on room cards')
  • If the room is used by other establishments, it must be decided which establishment is the “main establishment”. This is done through a coordination agreement (in Norwegian). The main establishment is responsible for room cards.
  • Reporting requirements can also be specified on the room card. There is currently no system for using information from the room cards system to send alerts from NTNU’s emergency line, technical preparedness or security service. Checking one or more options under “Reporting requirements” does not mean that you are automatically alerted about unwanted incidents. However, this information can be used to send out alerts if NTNU acquires a service for this at a later time.
  • Room cards are, as a rule, filled out in Norwegian. English can be used if it is also used as the working language. This decision is made by the line manager. You can fill out the information in English and generate an English room card.

How to use the room card system #

My room cards #

 Here you can find an overview of the rooms for which you are responsible. Click on the room number to edit and print room cards. You can find procedures for this in the sections Editing room cards and Printing room cards

Find a room  #

You can search for a room in a specific building by selecting the building in the 'Find a room' (Finn et rom) tab. Search for the building in question and select 'View building' (Vis bygning). This view shows all rooms that require room cards: laboratories, workshops, storage rooms and technical rooms. Other rooms that require room cards will also show up here. The following icons are used: 

  • Laboratories           
  • Workshops              
  • Storage rooms       
  • Technical rooms     
  • Other rooms            

Green colour indicates that a room card exists. By clicking on “green rooms”, you can edit, download and print room cards.

Red colour indicates that there is no existing room card for this room. By clicking on “red rooms”, you can choose the option 'Create room card' (Opprette romkort) or to label the room with 'Remove room card requirement' (Fjern krav om romkort).

Rooms without room cards #

If you don’t find the room you are looking for, you can view all rooms in the database by selecting 'View all rooms' (Vis alle rom). If you click on a room from this list, you can choose between 'Create room card' (Opprett romkort) or 'Require room card' (Sett krav om romkort). To return to the view with rooms that require room cards, select 'View rooms that require room cards only' (Vis kun rom med krav om romkort).

Editing room cards #

The option 'Edit room cards' (Rediger romkort) opens the room card for editing. Mandatory fields are marked with a star. The fields that are visible on the room card are marked with R.

Printing room cards #

When the information is filled in and saved, you can download and print the room card. Select 'Download room card' (Last ned romkort) to generate a room card in PDF format and print it. You can choose whether the headlines on the room card should be in Norwegian or English. The rest of the text on the room card depends on the language used when filling out the information. 

Emergency preparedness report #

Select the 'Emergency preparedness report' (Beredskapsrapport) tab and the desired building in the drop-down menu to access an emergency preparedness report. The first page has an overview over the building’s content (rooms, area, volumes of hazardous liquids/gases etc.). Select 'Room details' (Romdetaljer) to display a detailed overview of all rooms in the building that require room cards. You can also select a room to edit/download the room card. The emergency preparedness report and room details can be downloaded in PDF or Excel format by clicking on 'Download emergency preparedness report' (Last ned beredskapsrapport) or 'Download room details' (Last ned romdetaljer) .

Access to digital room cards #

  • NTNU employees have, by default, read and write access to room cards at their own department. This includes the ability to create new room cards.
  • Employees who need to read and/or edit room cards outside their department, can be granted extended rights. See Contact.
  • Employees in the Technical Management Section, including security guards, have read and write access to all room cards at NTNU.

Contact the HSE coordinator if you need to read or edit room cards outside your own unit.

Missing rooms, missing addresses, wrong room number, etc. #

The room card system receives this information from Lydia, NTNU’s administration, operation and maintenance system. Notifications of incorrect information should be emailed to the Campus Services Division: fdv@campusservice.ntnu.no. Note that if rooms don’t immediately show up, this could mean that they have no defined room card requirement. See Rooms without room cards.

Room card system terms #

  • Other gases: Gases that are not part of the other categories, but are labelled with “H280: Contains gas under pressure; may explode if heated”, or “H281: Contains refrigerated gas; may cause cryogenic burns or injury”.
  • Other reporting requirements: May, for instance, apply to compressed air.
  • Inflammable gases: Gases labelled with “H220: Extremely flammable gas”, or “H221: Flammable gas”.
  • Inflammable liquids, categories 1 and 2: Category 1: Liquids with flash point < 23 °C and boiling point ≤ 35 °C, labelled with “H224: Extremely flammable liquid and vapour”. Category 2: Liquids with flash point < 23 °C and boiling point > 35 °C, labelled with “H225: Highly flammable liquid and vapour”. Note that the information on room cards is the sum of inflammable liquids in categories 1, 2 and 3.
  • Inflammable liquids, category 3: Liquids with ≥23 °C [flash point]  ≤ 60 °C, labelled with “H226: Flammable liquid and vapour”. Note that the information on room cards is the sum of inflammable liquids in categories 1, 2 and 3.
  • Gas from a central gas system: Specify where the gas is distributed from.
  • Toxic gases: Gases labelled with “H300: Fatal if swallowed”, “H310: Fatal in contact with skin”, “H330: Fatal if inhaled”, “H301: Toxic if swallowed”, “H311: Toxic in contact with skin”, or “H331: Toxic if inhaled”.
  • Toxic liquids: Liquids labelled with “H300: Fatal if swallowed”, “H310: Fatal in contact with skin”, “H330: Fatal if inhaled”, “H301: Toxic if swallowed”, “H311: Toxic in contact with skin”, or “H331: Toxic if inhaled”.
  • Contact persons: The person responsible for the room or the line manager. You can select NTNU employees from the drop-down menu. Phone numbers are automatically updated. Names and phone numbers for persons not in the NTNU user database, can be entered as free text by
    selecting 'External person'.
  • Risk assessment: Has a general risk assessment been performed for this room? Which processes/equipment are part of the risk assessment? Which barriers are established? (Barriers are measures implemented to reduce the likelihood of unwanted incidents, or measures implemented to reduce the consequences if an unwanted incident occurs. The barriers can be human, technical or organisational.) Any reference to risk assessment in RiskManager (ID no.).
  • Room name: E.g. “The concrete laboratory”, “Nanolab”, etc. The name must be familiar to those who will be using the room card.
  • Specific hazards (incl. specific hazards following an incident): Security-critical information that can be significant in terms of emergency preparedness; max. quantities of other chemical categories than those specified on the room card, hazardous equipment/setups, hazardous biological factors, ionising radiation, electricity, high/low temperatures, pressurised components, special precautions in case of or after fires (e.g. risk of spreading of hazardous dust or high concentrations of gas), or others.
  • Optional field 1 (“Other information" on room cards): If the room has a gas alert system: Specify the type of detection and any connection to automatic shutdown and alerts to the fire department. Can be used for optional information. The field is included on the room card, if filled out.
  • Other optional fields: Not displayed on the room card. Can be used if needed, e.g. for information about first aid equipment, fire extinguishing equipment, etc.

Distribution of responsibility #

Line manager #

The line manager should:

  • make sure that rooms with specific hazards have a person responsible for the room (including deputies).
  • make sure that risk assessments are performed and measures to reduce the risks are implemented.
  • clarify which employees who might need read and write access to room cards outside their own unit.

The person responsible for the room #

The person responsible for the room should:

  • participate in risk assessments and HSE processes.
  • have knowledge of the work performed in the room and make sure that it does not cause health, environment or safety hazards.
  • make sure that the necessary equipment is available.
  • make sure that room cards are filled out and placed on the doors, as described under Printing room cards.
  • check and, if necessary, update the information on the room card at least once a year and/or in case of changes. If there are no changes, it is enough that the person responsible for the room signs the room card(s) already in place.

Questions and answers #

 Do all rooms need room cards?

 No. Rooms that typically need room cards are laboratories, workshops, experiment halls, waste storage facilities, rooms used for storage of toxic or inflammable chemicals and gases, as well as rooms that receive gas from central gas systems.

 When do all room cards have to be registered in the new room card system?

 No deadline has been set. However, reports from the room card system will not have significant value until we are sure that the majority of the data is included.

 What about Gjøvik and Ålesund?

 Building and room information is received from NTNU’s administration, operation and maintenance system (Lydia). This also includes Gjøvik and Ålesund. Any information about buildings and rooms registered at those locations will be visible in the room card system. 

 Weren’t room cards supposed to be printed on green paper?

 Room cards were previously printed on green paper. However, the readability of the new layout is not good enough if printed on green paper. Consequently, we have decided to start printing room cards on white paper.

 We share rooms with SINTEF. Who are responsible for the room cards?

 It must be decided which is the main establishment. This is done through a coordination agreement. The main establishment is responsible for room cards. Room cards are stored in the main establishment’s system.

 Our building has rooms that are allocated to SINTEF. Will these be part of a report for the entire building?

 No. There is currently no exchange of information between the NTNU and SINTEF room card systems. However, NTNU and SINTEF use the same type of system. This enables exchange of information, and there are plans to make this happen in the future.

 What about St. Olavs Hospital?

 St. Olavs Hospital does not use room cards. However, it is possible to use the St. Olavs Hospital logo on the room card.

 Is there an English version of the system?

 The system headlines are only available in Norwegian, but it is possible to generate an English room card. All you have to do is to add the English headlines in the system.

 Is there an option for mass printing of room cards?

 No, not currently. We are aware of this need, however, and will discuss it with the provider.

 Is the system secure?

 The system is encrypted (https). You need to be on an NTNU network to log on. Logging on to the room card system from outside NTNU requires VPN. There are also limitations on what employees can view and edit. As a rule, employees only have access to their own department. Students do not have access to the system.

 I get the wrong “icon” for the room for which I am responsible. How can I correct this?

 Icons are chosen based on the room’s category in Lydia, NTNU’s administration, operation and maintenance system. If the room has been incorrectly categorised, you should report this to fdv@campusservice.ntnu.no.

 In order for the custodian to be included on the room card, the “Custodian phone” field must be filled out. How can I find the custodian’s phone number?

 You can find the custodian’s phone number on the page Contact Custodial Services. For the time being, the custodian’s phone number must be added to each individual room card to be included on the printed card. The system is currently not configured to pre-register these phone numbers for all rooms in the buildings.

 What is the most efficient way to register several room cards in the system?

 It is possible to enter all the information in an Excel format and import the data to the room card system. It is recommended to compile the data for the entire faculty, as an import is somewhat resource-demanding. Please contact arve.johansen@ntnu.no if you would like to make an import. 

NTNU regulations #

Legislation #

Contact #

  • Person responsible for the room: See the room card on/by the door, or log on to the room card system. The person responsible for the room is not responsible for emergency preparedness, which means you cannot expect this person to be available at all times.
  • HSE coordinators: If there is no person responsible for the room, if you need extended rights, or if you have questions about room cards at your unit:
  • Team leader / custodian: For operational issues. 
  • System administrator / HSE Adviser: Arve Johansen. For general questions about room cards and use of NTNU’s digital room card system, and if you need extended rights.
  • fdv@campusservice.ntnu.no: In case of incorrect/missing building/room numbers, addresses, etc. The room card system receives this information from Lydia, NTNU’s administration, operation and maintenance system.
  • Emergency: In case of an emergency.
  • NTNU's emergency line: Phone no. 800 80 388 (Available 24/7 for alerting NTNU’s emergency preparedness team of serious incidents.)

Approval/signature #

Approved by the Director of HSE – 8 February 2018 – HMSR27

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