Photo: Lawrence Hislop (NPI)
II – Project preparation and logistics
Having decided to run your project in Ny-Ålesund, part two of the Researchers' Guide provides you with a detailed overview of the practical steps you need to take before travelling to Ny-Ålesund. Where and how to register your project, what permissions are needed (and how to apply for them), how to book lab facilities and logistical support, etc.
You planned your research, you got funding and now you are preparing your project logistically. This chapter guides you through steps to take and to be aware of.
Research permissions and applications
Those conducting research and educational activity in Svalbard must familiarize themselves with the applicable regulations. Much of Norway’s legislation applies to Svalbard, but the archipelago also has its own regulations to protect its unique environment and conditions.
As a rule, most field activities will require permission from The Governor of Svalbard, but you also might need permissions from other agencies as well. Permission to carryThe Svalbard Science Forum Guide to Research Permissions lists some of these agencies that may be relevant to address, depending on your planned activity. A quick overview of commonly needed permissions:
- Field work (sampling, set up of instruments etc.) from the Governor of Svalbard;
- Use of firearms (polar bear protection) from the Governor of Svalbard;;
- Conduct research within the land-use planning area of Ny-Ålesund from Kings Bay / the Governor of Svalbard;;
- Use of equipment emitting radio waves;
- Use of scientific unmanned aerial vehicles (UAVs) ;
- Performing animal experiments;
- Transporting (exporting / importing) biological material;
Read more about research permissions and applications to Ny-Ålesund
Book your stay in Ny-Ålesund through the RiS portal
Depending on your host institution in Ny-Ålesund, you will either have to register your project in the Research in Svalbard (RiS) data portal yourself, or your host institution will do this for you.
RiS is a combined system where you can register new projects, update existing projects, book facilities in Ny-Ålesund, and apply for permits from the Governor of Svalbard (if relevant for your project). Before you book, please read the Help and FAQ pages from RiS, and check out the “How to” presentations (link in the right hand panel on the RiS web site).
Read more on how to do the booking in RiS
Travel to Svalbard
In RiS you can book your round trip Longyearbyen-Ny-Ålesund. Your travel to and from Longyearbyen will have to be booked separately.
Scandinavian Airlines (SAS) and Norwegian have regular flights to Longyearbyen from Oslo and Tromsø.
Please note that while both Oslo and Tromsø are inside the Schengen Area, Svalbard – while being an integral part of Norway – is not part of the Schengen Area. This means that travellers from outside the Schengen Area may need a visa for transiting mainland Norway (both ways) even though a visa is not required for staying in Svalbard. Note that all passengers must present their passports before boarding a flight to Svalbard.
If you need a support letter to include with your visa application, please contact NPI – Sverdrup.
Shared research facilities in Ny-Ålesund
There are several research facilities available for shared use in Ny-Ålesund. Most of these are owned and operated by Kings Bay. Many of these can be booked through the RIS portal.
Read more about infrastructure and resources
Logistical support
Kings Bay will normally be the main provider of logistical services in Ny-Ålesund. In addition, both your host institution and NPI will be able to provide some logistical support. Reservation of major equipment (boats, snowmobiles, etc.) and other key items (chemicals, rifles, etc.) should be made as part of your RiS booking. Final approval of your RiS booking to Ny-Ålesund might depend on the availability of major equipment needs that you have specified.
Read more about the available logistical support in Ny-Ålesund
Cargo and freight
Due to limited air cargo capacity to and from Ny-Ålesund, heavy or large volume cargo related to research activity should preferably be sent by cargo ship.
Read more about procedures for air cargo, ship cargo, dangerous goods and special handling
Safety issues
There are many challenges you as a researcher might face when visiting Ny-Ålesund.
First and foremost there are risks associated with conducting field work in the Arctic. Challenges may be related to the rapidly changing and extreme weather conditions, to the physical environment, polar bears, and to limited search and rescue capacity.
Also if your project takes place within Ny-Ålesund itself, you still have to think about safety, for instance when working in the laboratories.
Any researcher or research group with activity in Ny-Ålesund is responsible for her/his/their own safety. (The only exception to this is if the institution hosting your activities takes this responsibility and for example accompanies you and/or your research team out in the field).
More information on how to operate safely in Ny-Ålesund
Rental of firearms
Carrying out field work outside of Ny-Ålesund, you are required to bring with you appropriate means for frightening and chasing off polar bears – typically a flare gun, and a rife. In order to rent a rifle, there are a set of formal requirements that you must meet, and an application process you must complete well in advance of your arrival in Ny-Ålesund. You will find detailed information on how to go about renting a rifle here.
Medical services
Kings Bay offers limited medical services in Ny-Ålesund in the form of a full time nurse. Any serious incidents/situations will have to be dealt with by the hospital in Longyearbyen.
Outreach – including media in your project
If you plan on bringing a media group or a journalist/photographer to Ny-Ålesund as part of an outreach activity connected to your project, there are some procedures you need to follow.
More information for media here
Contact persons
The local head of the institution hosting your project is your main point of contact. Other relevant points of contact include:
| Who | Contact | Purpose |
|---|---|---|
| Head NPI Ny-Ålesund | HeadNPI.nya@npolar.no | General questions related to Weekly Meeting, etc. |
| NPI research coordinator | Research.Nya@npolar.no | General research related questions, including use of radio emitting devices, GIS system, flagship related questions, etc. |
| NPI Programme leader Ny-Ålesund programme and Head NPI Ny-Ålesund | Visit.NyA@npolar.no | Support letter to include with your visa application, and general questions regarding visits by non-researcher groups to Ny-Ålesund, including VIP and media. |
| Kings Bay advisor | adviser@kingsbay.no | Questions regarding Land-Use Plan and applications for installation of equipment on KB property |
| Kings Bay lab technician | engineer@kingsbay.no | Questions concerning use of the common laboratory facilities and their equipment |
| Kings Bay research advisor | research@kingsbay.no | General questions related to research logistics and services provided by Kings Bay. |
| NySMAC Secretariat | nysmac@npolar.no | Coordination of research activities in Ny-Ålesund |
Other tools and resources
Ny-Ålesund research station has various tools, such as online maps, web cameras, handbooks and a GIS system for instruments and field sites in Ny-Ålesund, available for all.
Read more about available tools
Next chapter
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