Frequently asked questions

Corona virus: Policies and procedures

Frequently asked questions


Campus

Campus

Working from home and digital meetings will be the main rule until the end of 2020

Rector has decided that home offices and digital meetings will be the main rule until the end of 2020, with some exceptions to ensure that NTNU's campuses are kept open.

The university will not be closed, but will continue with a mix of digital and physical operations. For the rest of the semester, however, a larger part of the activity must take place digitally.

The reason for the rector's decision is the tightening that the government introduced on 5 November as a result of the corona situation in Norway having deteriorated in several places. The government has asked us all to stay at home as much as possible and limit social contact with other people, in order to prevent further spread of infection.
 

Working from home is the main rule

On Friday, the rector encouraged employees to work from their home office to a greater extent than now. She says all employees who can, should work from their home office until the end of the calendar year.

However, in order for the campuses to be kept open and ensure that important functions are taken care of, a number of employees must still be physically present. Those who have jobs that cannot be done from home must still show up at their regular place of work. This includes:

  • Employees with research and teaching assignments that require you to be on campus
  • Employees who work in workshops, laboratories, cleaning and building operations.
  • Employees with collaborative tasks where physical presence streamlines necessary progress.
  •  Employees who, for work environment reasons, have difficulty working from home.

As much digital teaching and digital meetings as possible

Meetings or supervisory meetings between students and teachers should take place digitally where possible. At the same time, NTNU's management is concerned with safeguarding students' learning outcomes and progression. If the learning outcome is reduced, or the teaching or learning activities cannot be carried out digitally,  teaching can still be conducted on campus.

Other types of meetings, as well as courses and management meetings, shall as a general rule be conducted digitally, but exceptions may be made if needed .

Here you can read the entire memo from the rector about "physical presence on campus - about home offices and digital meetings during the coronavirus pandemic", which was sent out to managers at the university.

Students

Students

NTNU will facilitate campus attendance with a combination of digital lectures, group activities and academic meetings. 

International master's students: All teaching activities will be digital as entry into Norway is not possible with current corona regulations.

Check Blackboard, your email or other channels used for information about your courses.

The final timetable is published on the courses webpage

Timetabling is a very complicated task, and it is drawn up only once for the autumn. This means that it will not be changed even if infection control becomes less stringent.

Check the page on Innsida for about exam - for students.

The Norwegian State Educational Loan Fund (Lånekassen) will continue paying loan and grant funding to students who must return home because of the coronavirus situation.

For information regarding the libraries, please see the university library's webpage.

Students who have spent their own money in order to return home from abroad in connection with the coronavirus, may be eligible for a refund.

Read about what you can be refunded for and how to apply.

Do you need to cut short or postpone your exchange visit?

Contact the student adviser for your study programme and ask about the opportunities for returning to your studies here at NTNU.

If you are doing practical training or have been asked to help with extra shifts in connection with the coronavirus situation, you must consider whether you need to ask for an extended deadline for submission.

Each faculty decides which procedures must be followed for extending deadlines for submission. We encourage you to monitor the information that your faculty posts.

NTNU's Board decided on 12 March 2020, to authorize the faculty to give students the opportunity to make an assessment in the course even though compulsory activities are not approved.

The faculty may require students to attain approved compulsory activities within a specified deadline for the assessment result to be valid.

Information on the routines that the institutes should follow, regarding registration of compulsory activities, will be provided later.

Prepare for moving to Norway

Prepare for moving to Norway

Students from non-EU/EEA countries will require a valid student visa, obtained in advance, in order to be allowed into the country. EU/EEA citizens are not required to obtain a visa before arrival. In order to be eligible for a student visa you need to document:

Self-financed students must deposit the required amount to NTNU’s deposit account and submit the confirmation of deposit with their visa application.

Exchange students who are non-EU/EEA citizens, but who will be going to NTNU through an Erasmus+ agreement, may apply for a visa upon arrival in Norway, as long as they have a valid Schengen visa. Exchange students with an Erasmus+ scholarship do not need to transfer money to NTNUs deposit accound. If you have questions regarding this, please contact our Exchange officer: exchange@st.ntnu.no

Visa applications are continuously being processed by the Directorate for Immigration (UDI) -  see UDIs webpages for further information about visa application.

We unfortunately cannot guarantee accommodations/housing for EU/EEA citizens or exchange students, but if any options at the student villages open up you will be informed. 
International Master's students from non-EU/EEA countries who have paid their deposit within the deadline are guaranteed accommodations.

You must have (confirmed) accommodations ready before journeying to Norway in order to be allowed to enter the country.

Please note that you cannot complete the mandatory quarantine in shared accommodation. See the section below for more information.

Read more about housing here.
For a guide on finding private accommodations, see this page.

If you have questions regarding accommodation, feel free to contact us by e-mail: housing@st.ntnu.no

Please note that before going on any NTNU campus, you must complete the online course in infection prevention.

The Office of International Relations is closed to the public, but we are available online. 
All signing of contracts and necessary paperwork will be done digitally.

New national regulations mandate that anyone entering Norway from a country marked "red" by Norwegian authorities must present a certificate of a negative COVID-19 test taken within the last 72 hours. You must arrange to take the test within 72 hours before arrival at the airport in Norway, and make sure to have the test result in hand at the border control.

Read the following guide thoroughly


Quarantine hotel:

All students coming from abroad are required to stay in quarantine in a hotel for 10 days upon arrival. You are responsible for observing your own quarantine - please note that breaking quarantine rules may result in fines up to NOK 30 000,- 

The only exceptions to quarantine requirement are students from specified countries/regions in Europe with sufficiently low transmission rates ("yellow" areas -currently only Greenland and select regions of Finland). You can find more information about country/region status here. 

Norwegian authorities have arranged designated quarantine hotels near all border crossings and airports with international arrivals. Upon arrival in Norway, you will be assigned a hotel near your entry point/airport by the immigration authorities. It is not possible to book other hotels or private accommodation.

Be aware that if you travel via Oslo Airport (Gardermoen) you will be quarantined at a hotel near the airport in Oslo, even if you have planned a domestic transfer to Trondheim or Ålesund. Consequently, you cannot have an onward ticket from Oslo to Trondheim/Ålesund the same day. If you have booked your ticket in such a way that you have a transfer in Oslo, but your final destination is Trondheim/Ålesund, your luggage will be sent directly to Trondheim/Ålesund, and you should change your ticket in order to be able to retrieve your luggage in Oslo before going to the quarantine hotel near the Oslo airport.

To reiterate: You will be quarantined at the first airport you arrive at in Norway.

If at all possible, we recommend that you arrive directly at your final destination (e.g. Trondheim Airport Værnes) from abroad without transit/stop-over in Oslo or other Norwegian airports. If that is not an option, please book your onward ticket no earlier than 10 days after your initial arrival in Norway.

You will have full-board accommodation at the hotel during the quarantine - in other words, you do not need to worry about food. Normally you will have to pay an individual share of NOK 500,- per day at the hotel (5000,- in total) out of your own pocket, and the Norwegian Government will cover the remaining cost. Exchange students will have to cover this expense themselves. For full degree/master's students, NTNU will cover the individual share, but be aware that you may have to first pay for this when you check into the hotel and then get a refund from NTNU later.

We are currently working to get an agreement with the quarantine hotel in Trondheim Airport Værnes so that NTNU may pay them directly, meaning you will not have to pay out of pocket. We will inform you later about this as soon as we know the details.

If you arrive in Oslo Airport or other entry points to the country, and stay in quarantine in Oslo or elsewhere you will have to pay for your hotel and get a refund later. Only expenses up to NOK 500,- per day at appointed hotels will be covered by NTNU.

After you have completed your quarantine, will receive a certificate of completed quarantine from the hotel. With this certificate you can move into your SiT housing or private accommodation in Trondheim/Gjøvik/Ålesund.

Note that this does not apply to students who have already arrived and moved in as of 15 November 2020.

 

Upon arrival:

  • Before leaving, familiarize yourself with the FHI's travel advice for travelling to and from Norway.
     
  • You will be required to wear a face mask on the flight to Norway, and must keep the mask on until you arrive at your quarantine hotel room. It is also highly recommended that you take the COVID-19 test offered at the airport when you arrive. Please note that the 10-day quarantine is mandatory regardless of test results from the airport. In other words, you may not break quarantine even if the airport test comes back negative.
     
  • It is important that you make as few stops as possible along the way, and maintain the minimum safe distance of 1 meter from other people at all times.
     
  • You are required to familiarize yourself with the Norwegian Institute of Public Health's official regulations for quarantine and isolation. Note that there is a difference between 'quarantine' and 'isolation', with the latter having stricter rules and only being neccessary if you have a confirmed COVID-19 infection.

During quarantine:

While you are quarantined, you are not allowed on campus or in other public places (cafés, shops, etc.), and you may not use the hotel common areas (lounge, lobby, restaurant etc.). You are not allowed to use public transport while in quarantine.

You are allowed to go outside for fresh air as long as you keep good distance from others and do not go to public or crowded places. 

If you experience any symptoms of respiratory tract infection (fever, cough, sore throat, fatigue, etc.) isolate yourself at home and get tested for COVID-19 as soon as possible. Any roommates will have to go into quarantine. On the municipality's webpages, you will find information on how to book a test Trondheim, Gjøvik or Ålesund. As you will not yet have recieved official Norwegian identification (BankID/MinID), you will be unable to book a test online - instead, please call the Corona helpline at:

  • (+47) 905 09 052 - Trondheim
  • (+47) 611 58 911 - Gjøvik
  • (+47) 701 64 060 - Ålesund

Further details about completing quarantine will be provided by e-mail, including through the NTNU Quarantine Calendar, for which you sign up when you provide your date of arrival to NTNU.

Your visa decision letter states that you should report to the police station within 7 days of arrival in order to obtain your residence card. Due to the mandatory quarantine, this is obviously not possible - do not break quarantine to go the police station. You will have to register with the police eventually, but not within the first week.

Due to the pandemic, there are currently very few appointment hours available at the Trondheim police station, but the NTNU Office of International Relations will organize joint group appointments for new international students in late January/ early February. For students arriving during the Autumn semester, we will try to organize group appointments in October/ November as well. Dates and times for Trondheim appointments will be posted here.

Students at NTNU in Ålesund and Gjøvik will receive separate information regarding visa appointments at the police later.

 

This information applies only to International master's students, not exchange students.

Most new international students have already deposited money to the NTNU deposit account in order to document financing. These students will receive a cash card with NOK 60 000,- to cover expenses until they are able to open their own bank account in Norway.

In order to recieve a cash card, you need to deposit the money before arrival in Norway.

Instructions how to obtain your cash card will be posted here.

For more information on financing, see this page.

Students from non-EU/EEA countries staying in Norway for more than 12 months will automatically be covered by the Norwegian National Health Insurance scheme from the moment they arrive in Norway.

It is however important that you arrangee your own travel insurance before going to Norway. This should be done well in advance of your journey. Please note that there may be special circumstances concerning the corona situation in terms of insurance policies.

Students from EU/EEA countries must bring a valid European Health Insurance Card (EHIC).* 
If you do not have a European Health Insurance Card,you must have private insurance.

*Exemption: Nordic citizens are entitled to medical care under the National Health Insurance Scheme without any insurance documentation.

For more information on insurance, see this page.

The 2021 spring semester starts January 11th, though activities and lectures for individual courses may begin later. On NTNUs e-learning platform Blackboard, you will find complete overviews of your courses and their learning materials, including any messages from course administrators/teachers. You log in to Blackboard with your NTNU credentials and password through NTNU's intraweb: Innsida.

Lectures may be online or in-person, depending on the course - this information will also be available in each course's page on Blackboard.

If you have courses with physical attendance, please follow the course digitally during quarantine, and if you experience any kind of sickness (in which case you are required to stay at home).

Please note that before going on campus, you must complete the online course in infection prevention.

The biannual Orientation week for international students will be a hybrid of online and physical (outdoor) meetings. The physical meetings will be held later in January/early February, when most or all arriving international students are out of the mandatory quarantine.
Read more about the Orientation week in:

1. Can I go into quarantine in another city? 
You will be assigned a hotel for quarantine by immigration authorities as soon as you arrive in Norway - in other words, you will not be able to choose where to enter quarantine. If you wish to be quarantined near Trondheim or Ålesund, you must book your ticket in such a way that you have no transfer/stop-over in Oslo or elsewhere, but arrive directly in Trondheim/Ålesund.

2. Can I book another hotel for my quarantine? 
No. by decree of Norwegian authorities, anyone entering Norway from abroad will be assigned a quarantine hotel near their entry point (border crossing or airport) by immigration authorities. You will be required to complete your quarantine in this hotel.

3. I am coming to Norway with my husband/ wife. Will NTNU cover quarantine for him/her as well?
When you receive booking confirmation and information about your hotel room, please let us know if you are bringing your spouse and it might be possible to upgrade to a double room. However, NTNU will only cover the cost of a single student, not any additional cost for family members.

4. What about food? 
You will have full-board accommodation at the quarantine hotel - in other words, food will be taken care of. If you have special dietary needs, be sure to let the hotel staff know when you check in upon arrival.

5. What if my flight is changed and I have to change my arrival date? 
Norwegian immigration authorities will ensure that you are placed in an appropriate hotel near your entry point upon arrival - in other words, even if your arrival time changes, you do not run the risk of losing your hotel room. However, for various reasons NTNU still needs to know when you will be arriving. So if your arrival time changes, please fill out the form you were sent to register your arrival time again.

6. I arrived in 2019 but will be going home for the Christmas holidays. Do I need to go into a hotel quarantine when I come back?
No, if you are already living in Norway, you can spend your 10-day quarantine in your own flat/room, as long as you abide by regulations for quarantine and keep as much distance as possible from your roomates.

7. I am coming to Norway on exchange with a friend from my home university. We are going to share an apartment. Can we quarantine together in this apartment?
No, unfortunately not. You will be required to complete quarantine in a hotel assigned by the immigration authorities upon arrival.

8. The semester starts on 11 January. Do I have to arrive in Norway 10 days before this date or can I start my quarantine later and still follow my courses?
You should try to arrive in Norway by 1 January to ensure that your quarantine is over in time for lectures. This might not be possible for everyone, however - tickets might be unavailable, visa applications can run late etc. If you know that lectures start before you are out of quarantine, contact your course supervisor and ask if digital options are available for the first lecture(s). Some courses might also start later (e.g. a week) after the semester starts. Check Blackboard to see when your courses begin.

Safety for all

Safety for all

For NTNU, the infection control rules in effect provide the guidelines for the actual level of return to campus. 

Where full compliance with the infection control rules is not possible, the manager must work together with employees to create a staff rotation system that safeguards infection control and a fully justifiable working environment. 

The basic infection control measures are:

  1. People who are sick must stay at home
  2. Good hand hygiene and cough hygiene, and more intensive cleaning routines
  3. Measures to reduce contact

NTNU will have high emergency-response capacity and will take the measures needed if the transmission situation worsens, such as reducing the level of reopening if necessary. 


Mandatory course in infection prevention

All employees and students must complete the infection prevention e-course before returning to campus:

Face masks cannot substitute the main principles of infection control, but can sometimes be a supplement (ref . FHI).

A risk assessment should be carried out in each case.

Examples:

  • Small laboratories where people stand close together.
  • Practical training: For exemple in the relation between nurse and patient.
  • Student councelling.
  • Other situations where the 1 metre rule cannot be upheld.

If you and your unit need face masks, you may order face masks via e-custodian. Remember to submit what kind of face masks you need. Both medical and non-medical face masks are in stock.

Yes.

If you become infected with the coronavirus, you should notify your line manager immediately.

It is the municipality in which you live that is responsible for the follow-up of infection control and you must follow the information that the municipality provides.

For more information see the chapter on "Measures in case of proven Covid-19 in student or employee" in the guidelines for infection control.

The Norwegian Institute of Public Health has signalled that one can use public transport as long as both organizations and passengers comply with general infection control measures (in Norwegian). The Institute has also issued advice to passengers (in Norwegian), which must be followed.  

Public transport and risk groups

Managers must provide for flexibility in attendance times so that rush-hour traffic can be avoided. Employees are encouraged to cycle or walk if they have the opportunity for this. Dependence on public transport does not alone provide a basis for working from home.

There will be no charge for NTNU’s parking spaces at the start of the semester (more info for TrondheimGjøvik and Ålesund)

People defined as being at particularly high risk must work together with their human resources manager to clarify their need for working at home. Each individual is responsible for discussing this with their immediate manager.

No, it is sufficient that the departments have an overview of the students that are registered for the specific courses.

Yes, it is okay as long as people adhere to the infection control measures regarding cough habits and hand hygiene, and stay at home if they have respiratory tract symptoms.

Employees

Employees

As timetabling is a very complicated task, it is drawn up only once for the autumn. But academic communities can make adjustments, sucha as allowing larger groups of students, or combining smaller groups

In week 27, the draft timetable will be sent to the faculties, which will then share it with the academic communities. The phase up to week 32 will be used for adjustments and changes in close dialogue with the departments. The final timetable is announced in week 32.

 

 

When the timetable has been finalized in week 32, information will be available specifying the room assigned to you and the number of students there will be space for.

The Faculty of Medicine and Health Sciences and the Faculty of Natural Sciences are working on their own guidelines for this, and the HSE section is looking at the need to change central policy for work in laboratories and workshops.

Must students work in shifts? 

It will be up to each member of the teaching staff to ensure that the way that activities are organized allows for good infection control. It is therefore not possible to make a general statement about this, other than that the 1-metre rule must be respected.  

 

  • The letter from the Ministry of Education and Research dated 12 May 2020 states: “At universities and university colleges, in principle there are no requirements for group sizes or registration of students and staff, as long as the infection control regulations are followed. NTNU will take account of this, and will not register attendance. For infection tracking, the municipality will relate to the individual and not to NTNU as an organization. The exception would be if the municipality wanted NTNU to introduce specific measures. 
  • Universities Norway (UHR) has asked the Ministry of Education and Research to consider whether the arts disciplines may have cohorts for those who cannot do satisfactory work without being closer than the 1-metre rule allows. We are waiting for a reply. 

Some rooms will be updated with new technical equipment, but not all.

Some rooms will have a system for streaming/recording with chat (with a delay of about 10-15 sec, Panopto / Omnom), and some rooms will enable teaching with a digital real-time solution allowing questions from students (Zoom).  

Yes, in autumn one can meet students in groups as large as the infection control rules allow. The size of the groups that can meet will depend both on the infection control rules and on the capacity of the rooms used for teaching.

The one-metre rule still applies, and places some restrictions on the number of people allowed in each teaching space.  

We strongly recommend planning physical introductory meetings if possible.

All new students should get the opportunity to meet their class, or at least parts of their class, as soon as possible. As far as possible, this should take place on the campus to which the student belongs, but using other premises can be considered if it is difficult to find enough space on campus.

Will the students meet face-to-face afterwards? Will they sit together in smaller groups and have a shared experience, or will they be at home and watch it on a screen there?  

The enrolment ceremony itself will be completely digital. It is up to the units whether the students watch it at home and meet others in the programme of study later, or whether students meet before the ceremony and watch it together. Both are possible.

The State is a self-insurer, which means that NTNU will generally not enter into special insurance agreements and so must cover any losses.

For more information, see message on Innsida: Reimbursements for corona-canceled travel and events.

Restrict the use of VPN

Many people do not need to use VPN to work from home. You can use Outlook or webmail without being connected to VPN. The same goes for Blackboard, Innsida, Skype for business and Sharepoint.

It is very important that VPN is used only when needed. Turn it off when you are finished using the programs that require VPN.

Examples on services that require a VPN connection

How to install VPN

If you have a Mac, we recommend using the VMware Horizon Client

Alternative to VPN

By logging into farm.ntnu.no, you are automatically on the inside of NTNU, and can use Paga, Basware, ephorte, etc, as if you were on Campus. This saves the VPN network too much traffic and you can work from your own machine.

Instead of using VPN to access NTNU programs (Paga and Basware, etc.), you can use Programfarm via farm.ntnu.no to connect. This saves the VPN network too much traffic and you can work from your own machine.

Teaching from home

It is recommended that digital teaching takes place on a home network. It will provide the most stable network. If you are going to show files or content, you should have these saved on C / your own machine before you start the lecture. Make sure that you use certified audio equipment as it affects the sound quality of your teaching.

The main rules are that employees in home quarantine have a home office and must perform their work duties from home as far as possible.

An employee on a work-related trip who because of suspected infection is quarantined abroad, at home, or somewhere else in Norway must contact their primary care doctor to get a medical certificate.

An employee who travels abroad for work reasons must, according to NTNU’s guidelines, self-quarantine when they return home. Based on a dialogue between the employee and their line manager, the employee should have an ordinary home office during the quarantine period.

If the person in quarantine has a job in which it is not possible to work from home, the employer must arrange for other tasks. If this is not possible, the employee must record ordinary working hours.

If, because of personal travel in Norway or abroad, an employee is quarantined during the journey or after returning home, this absence is not normally covered by the employer. The person must then either be able to provide a medical certificate in accordance with Section 1 a) above or consider taking holiday leave, compensatory time off or earned flexitime, or possibly unpaid leave.

This applies to journeys started from Friday 13 March. However, in consultation with the line manager, a home office can be agreed on where work tasks can be adapted to this.

Blackboard Collaborate is very well suited for online real-time teaching. 


Prepare to teach online from home

  • Bring your PC.
  • Bring a headset if you have. If you do not have one, contact your local purchasing representative.
  • Bring a network cable to avoid wireless connection.
  • There is great pressure on digital systems and services - Consider downloading your teaching material locally on your portable unit.

Research

Research

NTNU will make a decision in the autumn of 2020.

At this stage, one should avoid incurring irreversible financial obligations related to work visits abroad in 2021. Here, NTNU follows the authorities’ recommendations and travel advice.  

Can I apply for Horizon 2020 in the autumn?

Yes, you can, but note that most application deadlines under Horizon 2020 have been postponed.

NTNU researchers who are planning applications to Horizon 2020 must keep up to date on the changes at Funding & tender opportunities, and at the European Research Area (ERA) Corona Platform.

NTNU researchers who are preparing applications for Horizon 2020 need to be especially careful when the consortium is assembled, and to have an open dialogue with partners about the possibilities of long-term commitment and deliverables throughout the project’s lifetime.

How should I relate to participation in my H2020 project?

In principle, Horizon 2020 projects that have been awarded are running normally, with the adjustments needed due to the coronavirus situation.

The European Commission encourages the consortiums to find practical solutions that make it possible to complete the project and if necessary to make adjustments. The Commission has signalled that “maximum flexibility” will be practised.

All NTNU’s Horizon 2020 projects are recommended to carry out a risk assessment of possible consequences of the coronavirus situation for the remaining activities and deliverables. This should take place jointly for the whole consortium and be organized by the coordinator. 

Coordinators for projects led from NTNU have a special responsibility. 

See information page about H2020 projects and the coronavirus on this page.

As far as we know, Horizon Europe will start as planned on 1 January 2021.

Will the Research Council of Norway’s deadlines be postponed due to the coronavirus situation?

Calls for new projects are generally taking place according to plan.

Keep track of the Research Council’s website to be sure that there are no delays.

I have a Research Council project and am afraid of being delayed. What should I do?

For ongoing projects that are experiencing problems with implementation due to the pandemic, one must contact the Research Council directly.

They are flexible and have launched a number of measures.

Apply to make changes in the project via “My RCN Web”

If you have direct delays due to the coronavirus situation, changes will normally be granted.  

See more information from Research Council of Norway about coronavirus here.  

Public defences will still be partially digital in the autumn.

Depending on the guidelines from the authorities, and possibilities for complying with infection control rules in the public defence room, presence at public defences in addition to the supervisor and candidate can be considered.

The faculty/department must carry out assessments for each public defence individually in consultation with the room owner and the PhD candidate.

Due to the pandemic, most new employees from outside Norway are currently prevented from entering Norway. 

By agreement, they can work temporarily from their home country. 

See more information about the appointment of new employees who are to work abroad here (in Norwegian).

The general infection control rules apply, and access to laboratories will take place in accordance with them.

Contact your own manager for approvals.

At present, the decision on Presence on and visits to campus and guidelines for Work in laboratories and workshops apply.