This pages covers guidelines for guest visits and guest stays at the Department of Materials Science and Engineering (IMA)

Guidelines for guest visit at IMA

A stay of more than 2 days is defined as a guest visit. Such visits must be approved by the Head of department.

Contact Marianne Lenes to complete the checklist. In some cases, there may be a need for additional information related to export control. In connection with the Head of department's possible approval, there may be a need to apply for an e-license in accordance with the export control guidelines.

Everyone need to draw attention to which information is given to our guests, such as ongoing and planned research activities, unpublished results, customer information, IPR, sensitive information, etc.

We have to follow national laws and guidelines with regard to residence permits in Norway.

Visiting researchers (PhD, postdoctoral fellow, professor)

• The stay and budget must be approved by the head of department at least 1 month before arrival.
• The person hosting the guest, contacts Marianne Lenes to set up a budget.
• We will write an official invitation signed by the head of department, if this is requested.
• When the stay is approved by the head of department, please inform HR and Vidar to get access and office space.

Short-term visitors, meetings and delegations (limited to 2 days)

• The Head of department must be informed on all short-term visits. This applies in particular in cases where the visitor is from a risk country/is associated with a risk country or a country subject to sanctions.
• Visitors should not have access to the lab and must only stay in areas that are openly accessible to everyone. Exceptions to this are assessed by the Head of department.

Guidelines for guest stays at IMA

Guest stays must be approved by the Head of department. Contact Marianne Lenes to complete the checklist (see link). In some cases, there may be a need for additional information related to export control (see link). In connection with the Head of department's possible approval, there may be a need to apply for an e-license in accordance with the export control guidelines.

• Salary, accommodation, travel, insurance, etc. shall be covered by the guest/their employer/home country.
  • A monthly salary/stipend of NOK 17,000 should be the minimum for PhD students stay for more than 6 months
  • If someone salary/stipend is only NOK 12,000 per month, we will not refuse but inform that this is unlikely to be enough to live in Norway.
  • Amount below NOK 12,000 per month is not enough and the stay should be refused.
  • The limits mentioned above, can be discussed and should be regulated over time.
• IMA will provide an office work space when the stay is planned and notified in advance (minimum 1 month before arrival).
• IMA may cover supervisor capacity available for PhD students and postdoctoral fellows.
• IMA may cover lab rental costs at the research group laboratories.
• Upon request, IMA will be able to cover some of the lab rental costs for IMA's core facilities; SEM, X-ray, APT etc.
• IMA does not cover use of laboratories not owned by IMA, such as Nanolab, TEM etc.
• Costs covered by IMA will have an upward limitation for each individual visitor. This is decided in each individual case, based on the budget made.
• Consumables and operating costs will not be covered by IMA.
• IMA support visiting stay up to 12 months. Visiting stay for more than 12 months must be entirely funded by the guest/their employer/home country.

Limitations of visitors

IMA may have to limit the number of visitors due to, among other factors, economy and lack of space.

The Head of Department will consider such limitations, i.a. based on

• Limitation to each individual supervisor/host/research group.
• The research area and planned use of laboratories and equipment must be checked against the guidelines for export control. Limitations of access when necessary in relation to the Ministry of Foreign Affairs' guidelines (export control, etc.)