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Export Controls - Travel Laptops (Employee Only)

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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.

FAQ

Setup, Access, & Device Returns

Q: How do I sign into the computer?
A: User name format is: onlineID@home.ku.edu

Q: Do you have any Mac computers?
A: At this time we only have Windows based devices.

Q: How do I access the virtual desktop environment?
A: You should see an application installed called "Windows App". From here you should see "International AVD Desktop". You will press "Connect" and enter your password when requested. Be sure you allow access to camera and microphone for Zoom & Teams purposes.

Q: When do I need to return this laptop
A: All devices must be returned with in 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.

Can I do X?

Q: Will I be able to remote connect to my office computer?
A: At this time remote connections from the laptop or virtual environment are prohibited. You must speak with Global Risk and Security team?

Q: Can I access services like: Dropbox, Spofity, Etc..... (Personal Software)
A: Any service accessible through a web browser is permitted. Services that require the installation of software

Q: Can I use KU Anywhere, or a personal form of VPN connection.
A: KU anywhere is not needed when using the virtual desktop environment. The installation of software for personal VPN connection is prohibited.

Q: Can I have X,Y,Z software installed on this computer?
A: Any software not found on the device, or in the virtual desktop environment (AVD). Must be requested through grs@ku.edu. If they approve of the software then KU IT will deploy the software accordingly.

Q: Can I access drives like the G Drive or other departmental shared drives?
A: Yes, the IT Customer Service Center can configure your network drives for you.

How To's:

Q: How do I do a presentation with out storing data on the computer?
A: Provided your Microsoft Office documents are stored in one drive you would follow these steps.

Browse to https://onedrive.ku.edu
Open your office document
Upper right corner you will see a button called "Editing". Click on it followed by "Open in Desktop"

This will keep your document stored in the cloud while allowing you to conduct a presentation.

Q: How do I access a Zoom meeting?
A: To use Zoom you must open "Windows App" and connect to the virtual desktop environment.

Q: How do I access a Team's meeting?
A: To use Team's you must open "Windows App" and connect to the virtual desktop environment.

Security

Q: Can I store X type of data on this computer?
A: Do not transfer any data from University Network or Drives to the Loaner Device. All data must be accessed through AVD.

Q: Can I use a thumb drive with this laptop?
A: Do not transfer University data to external media (e.g., thumb drive, external drives, DVDs).

Q: X person gave me a thumb drive to access a power point, excel, word or or set of data can I plug it into this device?
A: Do not accept thumb drives, install unfamiliar software, open suspicious links, or connect to unsecured wireless networks on loaner device.

Q: 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.

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

Please note: Changing your phone number will disrupt Duo authentication. If this occurs, you will need to contact the IT Customer Service Center for assistance. We strongly recommend resolving any Duo-related issues before traveling, as a photo ID may be required for verification.

Q: When should I change my password?
A: If traveling individual(s) are on an extended trip, change passwords periodically using the trusted loaner device. It's strongly recommend that everyone changes their password upon returning from international travel.

Q: I left some data on the laptop when returning it. Can I get my data back?
A: No, laptops are reset upon return to the IT Customer Service Center.

Travel Laptop Initial Setup

IMPORTANT: DO NOT attempt to set up a travel laptop on a KU or campus network – it will fail with the exception of eduRoam. These laptops are designed to be used when away from the KU Campus. We recommend you complete this task prior to traveling and on your home network when possible. A hot spot is also suitable.

This step will be completed during device check out. These instructions will guide users through the process who are unable to do this in person with a helpdesk agent.

Connect the laptop to power before turning it on for the first time.
Upon boot, you will see the initial startup, followed by Microsoft’s remote setup (Autopilot).
Once booted, the Microsoft Windows logo will appear, and you will be prompted to answer basic setup questions such as preferred language, country (always select United States for country/region, regardless of your travel destination), and other general preferences.
Connect the device to a non-KU network when prompted and enter the necessary network credentials.
When prompted to set up the device, select Set up for work or school (if not already selected) and log in using your ONLINEID@home.ku.edu credentials. This will direct you to KU’s SSO page, where you will enter your online ID, password, and authorize via Duo (as with other KU services).
- Note: If you see an error about a lost internet connection, but are still connected to Wi-Fi, it is likely caused by incorrect credentials during the SSO login.
The setup process may take 20-30 minutes to complete, during which time configuration data, applications, and settings will be downloaded. Be patient and leave the laptop connected to both power and the network.
The laptop may restart once or twice during the setup to apply updates. Once complete, you will be presented with the Windows 11 login screen. Log in using your KU credentials.

Logging in to travel laptops is different from logging into standard KU Windows devices. You must enter your username/email as onlineID@home.ku.edu, not just onlineID.
Once logged in, it may take a few minutes to build your user profile on the laptop. After this, you'll be logged into the device. You can view the installed applications by browsing the Windows 11 “Start” menu.

You are now ready for Step 2: Accessing the KU Virtual Desktop Environment.

Accessing International Virtual Desktop Environment

KU IT has created a Windows "Virtual Desktop" (also known as "Azure Virtual Desktop" or "AVD") for international travelers, providing access to many applications typically found in on-campus labs. This allows travelers to access KU services and licenses from a virtual environment without storing sensitive information on the laptop itself.

To access the International Virtual Desktop at KU:

Open the preinstalled Microsoft Windows App
Click Sign In
Log in with your onlineID@home.ku.edu credentials, then authenticate via KU’s SSO and Duo sign-on.
Once logged in, select the "AVD-INTERNATIONAL" SessionDesktop by clicking Connect.
Enter your credentials again.
Your profile will build, and you will see the Access Screen—click OK to proceed to the virtual desktop environment.
In the virtual desktop environment, you’ll find applications like OneDrive. To log out, click the X on the SessionDesktop tab or sign out using your credentials in the top-right corner of the virtual desktop environment.

Duo and General Support

For international travelers assigned a KU-provided iPhone due to security concerns, it is essential to have the Duo app installed and configure the assigned iPhone as a secondary device in your Duo account.

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.
Once you have received the KU-provided iPhone, check if the Duo app is already installed. If it is not, search for the "Self Service" app and launch it.
In the "Self Service" app, you will see a list of available apps. Locate the Duo app and install it.
After installation, follow the instructions in the related article "Duo Multi-Factor - Setup & Device Management" under "Enroll Additional Devices in Duo" to temporarily add the device to your Duo account. This will ensure that any Duo pushes or approvals are sent to the assigned iPhone, rather than your personal smartphone

To request support while traveling internationally, please use the contact information 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.

Phone Support:

Standard Hours (CST/CDT) via KU IT Customer Service Center
785-864-8080 | For support related to accounts, Duo, etc.
International After-Hours Support Line (For Emergencies Only)
1-877-526-7278 | For emergencies only.

Email Support:

Laptop or AVD Issues
Email itcsc@ku.edu to generate a ticket
AVD / iPhone Application Requests
Email grs@ku.edu

Details

Article ID: 18981

Created

Wed 1/22/25 3:17 PM

Modified

Tue 5/20/25 12:40 PM