International Travel - Laptop Setup, Software, and Support

Summary

This guide is designed to help you better understand the laptop provided for your international travel.

When traveling with your KU-managed device, access to online resources may be limited by the host country’s internet regulations. To ensure continued access to KU resources, you can connect to the Virtual Desktop environment. This allows you to use a virtual computer that simulates working directly on campus, providing a familiar and secure experience no matter where you are.

To request support while traveling internationally, please use the contact information within the reference section below. Please be explicit that you are traveling internationally with a loaner laptop. You will be rerouted to a support agent who can handle that call.

If you have a international travel laptop mailed to you, you must complete the steps in section "Initial Laptop Setup (Only if Received by Mail)" below, before you leave the country.

Reference Items

  1. Cloud Email and OneDrive File Storage

  2. International Travel - Computer Preparation, Overview, and Steps

    • Public article detailing the International Travel Device process end to end.

  3. International Travel Support Information

    • IT Help Desk between 8:00 a.m. to 5:00 p.m. CT Monday through Friday.

    • Laptop or AVD Issues, email: ithelpdesk@ku.edu to create a ticket.

    • International After-Hours Support Line for emergencies only: 1-877-526-7278.

  4. KU Data Classification Policy

    • Definitions and handling guidelines for differing sensitivity levels of data.

  5. KU Global Risk and Security

    • Website for GRS, who oversees the International Travel Program.

  6. KU Password Change Site

    • Method to change KU Online ID password while traveling abroad.

  7. Multi-Factor Authentication - Setup and Device Management

    • Public article detailing adding Duo to one or more devices.

  8. OneDrive in the Cloud

    • Recommended storage location for traveler's data while abroad.

  9. Splashtop - Connecting to a Remote Computer

Initial Laptop Setup (Only if Received by Mail)

The following steps only necessary if you receive an International Travel Laptop via mail. Most International Travel Laptops are deployed to you in person with your IT support technician present to help with setup. If you are meeting in person, the following steps will be completed with them.

Important: Don't attempt to set up a travel laptop on a KU or campus network other than eduRoam. The login and setup will fail. These laptops are designed to be used outside the KU Campus network. You must complete the initial login below prior to traveling internationally and while on either your home network, a hot spot, or eduRoam.

  1. To login, enter your login username as KUOnlineID@home.ku.edu, your KU Online ID password, then click the arrow icon or press the Enter key.

    • Example: Jay Hawk's KU Online ID is j123h456, so their login username would be j123h456@home.ku.edu.

Entering your KUID@home.ku.edu and KU Online ID password on the initial login screen.

  1. Once logged in, it may take a few minutes to build your user profile on the laptop. After the profile build completes, you'll be logged into the laptop. You can view the installed applications by clicking the Windows Start menu icon and browsing the list of available apps.

Screenshot showing step 2 above.

You are now ready to use the laptop. For more information about available apps and use, see section "Software and Applications" below. If you encounter any errors during first time access and setup, contact the IT Help Desk.

Security and Multi-Factor Authentication

Duo is essential for multi-factor authentication (MFA) while traveling. Although most phones already have Duo installed, see the steps below if support is needed for KU managed or personal phones.

Duo for KU Managed Phones

For international travelers who are assigned a KU-provided iPhone due to security concerns, it's essential to have the Duo app installed, configured, and the assigned iPhone set as a secondary device in your Duo account. However, if your phone already has Duo installed, such as on an already issued KU phone or a personal cell phone you use for workplace muti-factor authentication, you don't need to complete the following steps.

  1. If KU IT is notified of your travel plans with a KU-provided iPhone, we will enroll the device in a management platform, enabling access to specific applications without linking the device to an Apple ID.

  2. Once you have received the KU-provided iPhone, verify the Duo app is already installed. If it is not, tap Applications and search for the Self Service app and open it.

  3. In the app, you will see a list of available apps. Locate the Duo app and install it.

  4. After installation, follow the instructions within article "Duo Multi-Factor - Setup and Device Management" section Initial Setup - Other Supported Authentication Methods sub-section "Additional Devices" to add the device to your Duo account during travel.

    • This will ensure that any Duo pushes or approvals are sent to the assigned iPhone, rather than your personal smartphone.

Duo for Personal Phones

Duo is likely already installed on your phone. However, if you need to reinstall Duo or adjust any settings, see article Duo Multi-Factor Authentication - Setup and Device Management.

Software and Applications

International Travelers have the option to use software specifically designed for them as they travel abroad. Expand the sections below for more information about these applications, tools, and software.

International Azure Virtual Desktop (AVD)

Windows Virtual Desktop, also known as Azure Virtual Desktop (AVD), is available for international travelers and provides access to many applications typically found in on-campus labs and workstations. Connections to KU file storage systems and information is also available within International AVD. This allows travelers to access KU services and licenses from a virtual environment without storing sensitive information on the laptop itself.

Note: While it is recommended to use AVD for most applications and software while traveling abroad, Teams and Zoom must be used on the International Travel Laptop itself.

  1. To access the International Virtual Desktop at KU, in the search bar type: Windows App, then click its entry in the list.

Screenshot of step 1 above.

  1. Click: Sign in.

Screenshot of step 2 above.

  1. Enter your email address/username as KUOnlineID@home.ku.edu, click: Next, then authenticate via KU’s Single Sign-On if prompted.

    • Example: Jay Hawk's KU Online ID is j123h456, so their sign in username/email would be j123h456@home.ku.edu.

Screenshot of step 3 above.

  1. Once logged in, click: AVD-INTERNATIONAL, then enter your KU Online ID password, and click: OK.

Screenshot of step 4 above.

  1. Your profile will take a moment to build and you will see an Access Screen. Click: OK to proceed to the AVD environment.

Screenshot of step 5 above.

  1. In the virtual desktop environment you’ll find applications like: OneDrive, EndNote, IBM SPSS and SPSS Amos, web browsers, etc. Search for the application you want to use by using either the Windows Start button, the search bar, or by clicking its shortcut on the desktop.

    • Important: Don't save or leave any important information within the AVD Desktop, Documents, Pictures, or Downloads folders, as documents in these locations may be lost after you log off. Save all necessary and important information within your OneDrive.

Screenshot of step 6 above.

  1. To end your session and log out, in the top-left, click the X within the SessionDesktop tab. 

Screenshot of step 7 above.

PowerPoint

PowerPoint presentations don’t need to be loaded onto the International Travel Laptop. As long as they’re already loaded onto your OneDrive, you can access and present them.

  1. Provided your Microsoft Office documents are already stored in OneDrive, navigate to: onedrive.ku.edu in a web browser.

  2. Open the presentation PPTX.

  3. Once the presentation opens in the web browser, in the upper-right click: Editing, then select: Open in Desktop.

  • The presentation will open in the PowerPoint app and keep your document stored in the cloud while you conduct your presentation. 

Screenshot of step 3 above.

Splashtop Remote Access

Splashtop is the remote access solution for international travelers while abroad. If a traveler has a computer (hosted device) that they will need to access while abroad, but can't take it with them, KU IT will host that device within Price Computing Center and Splashtop will be used to allow the traveler to remote in to it from their assigned travel laptop.

If you wish to use Splashtop while traveling, contact the KU IT Help Desk as soon as possible, and before you pick up your International Travel Laptop, by responding to your open international travel IT support ticket and they will coordinate with you and send instructions for access and setup detailed within article: Splashtop - Connecting to a Remote Computer. 

FAQ

Expand the sections below to see commonly asked questions and helpful tips about traveling internationally with an International Travel Laptop and KU device.

Data and Security

Q - Data: Can I access drives like the G Drive or other departmental or KU network shared drives?
A: Yes. The IT Help Desk can configure your network drives for you, if they are told of this requirement before traveling.

​​​​​Q - Data: Can I store data on an International Travel Laptop?
A: Don't transfer any data from the KU Network or drives to the International Travel Laptop. All data must be accessed through AVD. 

Q - Data: Can I use a thumb drive with this laptop?
A: Don't transfer KU data to external media such as thumb drives, external drives, DVDs, etc. without applying for and receiving an exception through the International Travel Laptop Exception procedure with the KU Global Risk and Security Office detailed within article "International Travel - Computer Preparation, Overview, and Steps" section 1. Preparation to Travel step 2.

Q - Data: Someone gave me a thumb drive to access a PowerPoint, Excel spreadsheet, Word document or other set of data. Can I plug it into this device?
A: Don't accept USB thumb drives, install unfamiliar software, open suspicious links, or connect to unsecured wireless networks on KU Devices.

Q - Data: I left some data on the laptop when I returned it. Can I get my data back?
A: No. Laptops are reset upon return to the IT Help Desk and all data is erased.

Q - Lost Device: My device was stolen or lost. What do I need to do? 
A: Contact the IT Help Desk so they can provide you with the laptop's serial number and you can file a police report. Once submitted, send an email with the police report information to: ithelpdesk@ku.edu.

Q - Multi-Factor Authenction: How does Duo work?
A: As long as you do not change the SIM card in your mobile device, Duo will continue to function as expected. You can also open the Duo Mobile app to generate a 6-digit passcode, which serves as an alternative to Duo Push notifications.

  • Changing your phone number will disrupt Duo authentication. If this occurs, you will need to contact the IT Help Desk for assistance.

  • Hardware tokens are generally unaffected by international travel, unless they become out of sync.

  • It is strongly recommend to resolve any Duo-related issues before traveling, as a photo ID may be required for verification.

  • For additional Duo information and help, see article: Duo Multi-Factor Authentication - Setup and Device Management.

Q - Password: When should I change my password?
A: If you are on an extended trip, change passwords periodically using the trusted International Travel Laptop by navigating to: https://change.ku.edu. It's also strongly recommended that everyone changes their password upon returning from international travel.

Network and Remote Connections

Q - KU Devices: Will I be able to remotely connect to my office computer while traveling abroad?
A: Remote connections to KU Devices left on the KU campus are handled through Splashtop. Contact the IT Help by responding to your open travel request IT support ticket before you leave to request Splashtop remote access setup.

Q - VPN: Can I use KU Anywhere or a personal VPN connection?
A: KU Anywhere is not needed when using the AVD environment. The installation of software for personal VPN connection is prohibited.

  • For more information about AVD, see section "Software and Applications," sub-section "International Azure Virtual Desktop (AVD)" above. 

Setup and Device Return

Q - Macs: Do you have any Mac computers?
A: At this time we only have Windows based devices. For those who want a Mac-like experience, Splashtop is available to give you remote access to your daily-use Mac device while traveling abroad.

Q - Sign In: How do I sign-in to the computer?
A: Sign into usernames using the format: KUOnlineID@home.ku.edu.

  • Example: Jay Hawk's KU Online ID is j123h456, so their login username would be j123h456@home.ku.edu.

Q - Return: When do I need to return an International Travel Laptop?
A: All devices must be returned within 5 business days of your return date. Access to the KU network will be restricted if the device is not returned in a timely fashion.

Software and Application How-To's

Q - AVD: How do I access the virtual desktop environment?
A: Follow the steps outlined above in section "Software and Applications" sub-section "International Azure Virtual Desktop (AVD)." 

Q - Email: How do I access my KU Email?
A: Outlook email is available by navigating to: outlook.office.com.

Q - MS Teams: How do I access a Microsoft Teams meeting?
A: You must access this service through the International Travel Laptop provided by KU IT and not the AVD environment. Prior to leaving the IT Help Desk and/or IT Support will confirm the microphone, speaker, and camera work in Teams.

Q - Personal/Business Use Software: Can I access services like: Dropbox, Spofity, etc.?
A: Any service accessible through a web browser is permitted. For any services that require the installation of software, contact the IT Help Desk by responding to the email you received for your IT travel support ticket. If necessary, the IT Help Desk will assist with the exception process to install additional software.

Q - PowerPoint: How can I present a PowerPoint presentation without storing it on the computer?
A: Follow the steps outlined within section "Software and Applications" sub-section "PowerPoint" above.

Q - Zoom: How do I access a Zoom meeting?
A: You must access this service through the International Travel Laptop provided by KU IT and not the AVD environment. Prior to leaving the IT Help Desk and/or IT Support will confirm the microphone, speaker, and camera work in Zoom. 

 

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