This page contains information about technical and administrative support and resources at the Department of Chemistry (IKJ).

Norsk versjon: Tekniske og administrative ressurser ved IKJ

Key contacts at IKJ

Instruments, equipment and analyses

Below you will find contact information for technical staff who can help you with some of the main instruments at IKJ.

Routines for having guests at the Department of Chemistry

You are obliged to inform the Department about visitors/guests in advance of the stay (at the latest 4 weeks prior to arrival).

Inform HR Marie Kristiansen via email about the visit as soon as possible (latest 4 weeks before their arrival for citizens from countries outside of EU/EEC) and attach the "Checklist for guests" which can be found here: Guidelines and forms for export controll (Norwegian only).

There are especially two reasons why it is important to follow the routine:

1. The Department wants to ensure high quality onboarding for all our guests; and
2. The Norwegian export control regulations (Norwegian only) require that NTNU carries out all necessary assessment in advance of each visit.

Export control at a university means that we have control over transfer of knowledge. Export control ensures that strategic goods, services and technology from Norway is not exported to other countries in conflict with our obligations to international laws or Norwegian defence and security policies. Export control also aims to prevent that Norwegian goods, services or technology contribute to the distribution of weapons of mass destruction.

Situations where export control must be considered are:

• When receiving guests from countries outside of EU/NATO; and
• Under cooperation with other universities in Norway and abroad (travels, presentations, exchange students, guest lecturers and guest researchers).

Guidelines and forms for export controll (Norwegian only)

If you have any questions, please contact HR Marie Kristiansen.

Health, Safety and Environment (HSE)

Useful links

HSE for employees at NTNU (also relevant for master students)

HSE at the NV faculty (currently only in Norwegian, with some documents in English)

HSE guidelines

Areas and access control

Here is an overview of IKJ's areas: map (to be updated).

For access to offices, reading rooms and corridors, contact Jon Erik Aaseng.

For access to laboratories, see information in the next section and contact Melanie Siah if you have questions.

Access to laboratories at IKJ (master students and employees)

Before you start working at IKJ's laboratories for the first time, you must do the following:

1. Complete NV's HSE course HMS0003 (for master students) or NV's employee HSE course.
2. Fill out the Application form for access to laboratories at IKJ, which includes the following:
   
   1. Complete a local HSE course for employees or master students at IKJ and a digital gas safety course (contact HSE coordinator Melanie Siah).
   2. Go on a tour of the common IKJ storage and waste rooms.
   3. Identify necessary instrument training (see Instruments, equipment and analyses).
   4. Write a Risk Assessment and send it to the HSE coordinator. This can be done up to three weeks after handing in this form, but it is preferable that you carry out your Risk Assessment as early as possible.
   5. Go on a local tour of your laboratory and receive training in local rules.
3. Hand in the Application form to the HSE coordinator and let them know if you need a key for the common rooms. You will receive key card access after the form is received. You can then start to work in the laboratory and carry out experiments that you have written and sent in a Safe Job Analysis for (see point 3 under Routines for laboratory work under).

Routines for laboratory work

You must follow the routines in this section throughout the entire time you are working in a laboratory at IKJ. You will receive detailed information about each of these points during the local HSE training at IKJ.

1. Read the Safety Data Sheet (SDS) for all compounds you will use (substance manager). If the chemical's SDS is not in the substance manager in your location, notify the HSE coordinator.
2. Write a Safe Job Analysis (NO)/(ENG) for all new reactions or activity in the laboratory and, before commencing work, email it to the HSE coordinator (with your supervisor on CC if you are a master student). See here for suggestions on how to write a SJA.
3. Label ordered chemicals with this year's coloured label. The colours for each year are: yellow (2019), blue (2020), purple (2021), light green (2022), orange (2023), silver (2024), gold (2025). Unoriginal containers and your products must also be correctly labelled following local rules.
4. Label products you have synthesised correctly with the chemical name (and preferrably structure), amount, date and your name, and make a Product Information Sheet for all new products. These Product Information Sheets are to be filed in the correct folder in the laboratory.
5. Partake in Cleaning Weeks twice a year and take particular responsibility for the chemicals you have ordered.
6. Use the Work-Alone Alarm (WAA), if you work outside of normal working hours. Read Information about the Work-Alone Alarm at IKJ and Overview of the WAA-zones, if you are going to work alone.
7. Discard of your waste in a responsible manner (contact the responsible person for the room or the Waste coordinator if you have questions).
8. Report any conditions or incidents that can cause or have caused harm to people, equipment or the environment via the Discrepancy Reporting System. Ask the HSE coordinator if you are unsure if a situation should be reported.

Field work and field cards

Field work is carried out when students and employees collect data or perform practical tasks in their field of study. Fieldwork is done outside of NTNU's ordinary work and teaching environment. Read more about field with on NTNU's wikipage: Guideline for HSE for felt work (currently under translation). In the meantime, English information for participants can be found here: Fieldwork - for participants.

News! From January 1st 2025, IKJ will use a digital solution for field cards, which can be used by both participants and leaders for the field work. The digital field card can be accessed her: https://nettskjema.no/a/464571.

Laboratory work while pregnant or in the nursing period

Employees or students who are pregnant or in the nursing period must contact their supervisor, laboratory coordinator/leader, or HSE coordinator for guidance on how to work safely in the laboratory during pregnancy and the nursing period. As a general rule, it is not permitted to work with CMR chemicals (carcinogenic, mutagenic, and toxic to reproduction) or organic solvents during pregnancy or the nursing period. This means that pregnant and nursing individuals cannot work in organic chemistry laboratories or participate in laboratory courses where CMR chemicals are used.

Exceptions can be made for employees after a customised risk assessment of the work has been carried out. Employees can contact the HSE coordinator if they want an exception.

For more information about NTNU's policy on working with chemicals during pregnancy, please refer to the wiki pages Pregnancy at NTNU and Pregnancy and Chemicals, and the Norwegian Labour Inspection Authority's page on Pregnancy and the Working Environment (only in Norwegian), which provides information for pregnant and nursing individuals.

It is also possible to contact NTNU's Occupational Health Service (which has a duty of confidentiality) if you have questions or need advice regarding pregnancy/nursing and working with chemicals.

Offboarding of employees and students

New from February 2025! IKJ has implemented a new offboarding routine and Offboarding checklist for IKJ that departing employees and students shall fill out and hand in to HR (employees) or the HSE coordinator (students), before they leave IKJ. This routine is in place to ensure that all employees and students have a good conclusion to their time at IKJ, and to ensure that necessary cleaning and tidying is carried out in their office/reading space, laboratories and storage areas.

For all employees: HR will send this checklist to alle employees when the end of their work approaches. For employees without laboratory activity, write N/A under task 1.

For master students/other students/guests who have worked in the laboratories: Supervisors will send out this checklist to their students toward the end of their laboratory activities here, and follow up that they carry out the tasks on the checklist.

Ordering chemicals or equipment

If you have questions about ordering of chemicals and equipment, contact Roger Aarvik. To order chemicals:

1. Read the Safety Data Sheet for the chemical and risk assess its use. Consider substitution of hazardous chemicals (especially those with statements H340/H341, H350/H351 or H350i, or lead compounds) for safer alternatives.
2. NEW FROM AUTUMN 2022: Fill out NTNU's Purchase Request Form. Faculty/unit: NV-fakultetet, product group/unit: IKJ fagbestiller. You must choose "Yes" for "Are chemicals a part of this order?" and fill out the article number, CAS number and sublocation in the Chemical Manager (e.g. Kjøleskap (D2-102)), and click on "Check CAS". You must do this for each of the chemicals on the order. The CAS number will be checked against NTNU's internal lists for chemicals and gasses where special measures are required. This is useful for you who will be working with the chemical, the chemical orderer and the HSE-coordinator. You must also fill out your K-sted and project number, so have these ready before you order.
3. When you receive the chemical, remember to label it with a sticker with this year's colour (see above under Routines for laboratory work).

IT

Main central service for IT issues: Orakel Support Services

Loan of PCs, projectors or other IT-equipment: Thuat Trinh

Wiki-responsible: Thuat Trinh