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Typically step #1 will be completed during device checkout. These instructions will guide users in setting up an international travel prior to leaving. Users will be required to connect to Wi-Fi or a hot spot to complete setup process.
In many cases, VPN access may not be available. When travelers need access to firewalled resources or KU-based data, KU IT must implement alternative secure methods for access.
Step 1: Travel Laptop Initial Setup
IMPORTANT: DO NOT attempt to set up a travel laptop on a KU or campus network – it will fail. These laptops are designed to be logged into and configured for the first time using an off-campus network. You can set it up on any network, such as your home network, a coffee shop, or your smartphone's Wi-Fi tethering. However, it cannot be on a KU network (e.g., JAYHAWK, KU Guest, etc.). eduRoam is permitted
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Connect the laptop to power before turning it on for the first time.
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Upon boot, you will see the initial startup, followed by Microsoft’s remote setup (Autopilot).
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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.
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Connect the device to a non-KU network when prompted and enter the necessary network credentials.
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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.
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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.
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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.
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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.
Step 2: Accessing the KU Virtual Desktop Environment
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
By default, Duo will send approval requests only to the last device you set as primary. Before leaving your personal phone at home and traveling with a KU-provided device, you must set your temporary device as the primary device in Duo. Failure to do so will prevent access to Duo-protected sites until you contact the KU IT Customer Service Center at 785-864-8080 to reassign the primary device.
FAQs
- How do I sign into the laptop?
- Can I have access to my G Drive or other departmental drives?
- Yes but only through virtual desktop.
- Can I install software including but not limited to Cisco Secure Connect (VPN)
- VPN is not available on these devices. Any software you wish to have installed locally on the computer must be first vetted by Global Risk and Security office. If they approve of this. They will notify IT.
To request support while traveling internationally, please use the contact information below:
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, or AVD Application Requests
Email itcsc@ku.edu to generate a ticket
- iPhone App Requests/Support
Email itcsc@ku.edu, and the team will deploy the apps via Self Service on your phone.