PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Procedure
PURPOSE:
To provide guidance on how to fulfill the requirements regarding the use of any University electronic devices (e.g., laptops, tablets) and/or access to KU IT infrastructure when traveling for University of Kansas (KU) related business.
APPLIES TO:
Any individual who has access to University electronic devices and/or KU Information Technology infrastructure traveling internationally.
CAMPUS:
Lawrence, Edwards, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina (KUL), Topeka, Wichita (KUL), Yoder, Medical Center (KUMC), Salina (KUMC), Wichita (KUMC)
DEFINITIONS:
Electronic Device – Equipment used to perform a specific function such as processing, storing, or transmitting information.
University Business Travel – For purposes of this policy, University business includes teaching, conference attendance, research purposes and external activities that are within an individual’s area of professional expertise.
Azure Virtual Desktop – a cloud-based service from Microsoft that allows users to access virtualized Windows desktops and applications from anywhere.
PROCEDURE STATEMENT:
In accordance with the Electronic Device Travel Policy, all individuals who intend to conduct University related business while traveling internationally must participate in the Loaner Laptop / Azure Virtual Desktop (LL/AVD) Program as outlined in this procedure. The LL/AVD Program offers loaner laptops/devices and information technology resources to applicable individuals traveling internationally. This loaner program is designed to protect University data and networks and ensure export compliance.
Through the program, individuals are provided with all appropriate equipment, including a loaner device with accessories and applications needed for conducting business while traveling. IT will equip these devices with essential security protection and monitors.
International Travel Registration Process for Lawrence campus and all reporting units:
- Individuals must submit a travel request via Concur regardless of funding source (e.g., university funded, sponsored, personally funded).
- If travel is international, the individual must complete the International Export Control & Laptop Checkout form within the Concur Travel Request.
- Completion of the form automatically generates a request to the IT service desk for a loaner device and an Azure Virtual Desktop account.
- The IT Help Desk coordinates Loaner device pickup.
International Travel Registration Process for KU Medical Center campus and all reporting units:
- Individuals must initiate a travel request via Concur regardless of funding source (e.g., university funded, sponsored, personally funded).
- If travel is international, the individual must complete the International Export Control & Laptop Checkout form within the Concur Travel Request.
- Once approved in Concur, employees should receive a notification to complete a spend authorization in Workday, per standard process.
- Completion of the form automatically generates a request to the IT service desk for a loaner device and an Azure Virtual Desktop account.
- The IT Service Desk coordinates Loaner device pickup.
Security Measures
To minimize security risks and support export compliance, individuals should adhere to the following security practices while traveling internationally:
- Do not transfer data from University Network or Drives to the Loaner Device. All data must be accessed through AVD.
- Do not transfer University data to external media (e.g., thumb drive, external drives, DVDs).
- Do not accept thumb drives, install unfamiliar software, open suspicious links, or connect to unsecured wireless networks on loaner device.
- If traveling individual(s) are on an extended trip, change passwords periodically using the trusted loaner device.
- Do not leave loaner devices unattended or unsecured.
Visit Global Risk and Security’s Foreign Travel Security website for resources and considerations to enhance your personal safety, cybersecurity, and compliance with export control regulations.
All loaned devices, including associated equipment, are property of the University. The traveler and their unit are responsible for any damage or loss while the equipment is in their possession.
Potential Restrictions
Depending on the country of destination, disk encryption and DUO software may violate US export law and the legal codes of the destination country. Through the Travel Request process, the Office of Global Risk and Security will be notified of individuals travelling internationally and will provide notice to the individual if any restrictions apply.
If the device goes missing or is confiscated by domestic or foreign government authorities (e.g. TSA, Customs, law enforcement), contact the appropriate IT Help or Service Desk as soon as possible. If loaner device is confiscated, individuals may relinquish the device without penalty and should request appropriate documentation for any seized equipment. If it is returned, assume the device is compromised; do not turn it on or conduct any business on it for the remainder of your trip.
Loaner Device and Equipment Return
Upon return to the University, the individual must return any loaned devices and/or equipment to IT within 5 business days. Failure to return loaned equipment will result in loss of network access until the device is returned.
For security reasons, the loaner device is erased when it is returned to IT; data shall not be transferred to KU network storage drives or devices (e.g., University issued laptop, research network storage) before returning the loaner. In the event data has been stored on the loaner device, user shall utilize web-based O365 (OneDrive) to transfer data from the host.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
If there are special requirements not met by the loaner laptop program, contact Global Risk and Security.
CONTACT:
General Inquiry
Global Risk and Security
KU Innovation Park
2029 Becker Drive
Lawrence, Kansas 66047
785-864-0821
GRS@ku.edu
IT Help Desk
Lawrence Campus and all reporting:
IT Help Desk
ithelpdesk@ku.edu
(785) 864-8080
KU Medical Center and all reporting:
Service Desk
KITS_servicedesk@kumc.edu
RESPONSIBLE UNIT:
Global Risk and Security
APPROVED BY:
Chancellor
APPROVAL DATE:
02/13/2026
EFFECTIVE DATE:
02/13/2026
REVIEW CYCLE:
2 years
RELATED STATUTES AND REGULATIONS:
National Security Presidential Memorandum 33 (NSPM-33)
RELATED POLICIES:
KU Medical Center and all reporting units:
Viewing Appropriate Use of Information Systems (login required)
RELATED RESOURCES:
U.S. Department of State Travel Advisory List
Office of Global Risk & Security Export Compliance
U.S. Export Controls
Microsoft Exporting - Exporting Information
International Engagements
Foreign Travel Security
Loaner Laptop Program
CHANGE HISTORY:
02/13/2026: New Procedure published in the Policy Library.
TITLE:
Loaner Laptop/Azure Virtual Desktop Procedure