University IT

Why use a loaner device?

Travelling internationally to any country brings a greater risk to the security of the data on your laptops, phones, and mobile devices.

Traveling with devices to some specific countries is also considered high risk due to increased cyber risks and risks associated with government sanctions. For the purposes of the University’s Information Security Guidelines for International Travel, the following countries and regions are defined as “High-Risk Destinations”: Russia, China, North Korea, Iran, Cuba, Syria, and the Crimea, Donetsk, and Luhansk regions of Ukraine.

University travelers may be subject to searches or inspections by U.S. Customs and Border Protection that involve electronic devices when returning to the U.S. from their travel abroad.

Traveling with a loaner device lessens the security risks associated with international travel while allowing access to University systems during travel.

Who may request a loaner device?

Faculty and staff may request a loaner device for their international travel, and students may request a loaner device for their international travel if they are traveling for University business purposes.

Can I request a loaner device for any international travel, even if that travel is not to a “high risk” country?

Yes, you may request a loaner device for any travel outside of the U.S.

What type of devices are available?

University IT and ISD can provide both laptops and cell phones for international travel.

When must I return the loaner device?

Loaner devices must be returned within one week after you return to the University from your travel.

How long does the process take?

We suggest that you make your request at least two weeks before your expected travel date to allow time for the equipment setup and configuration.

Can I request a Mac?

No, unfortunately not. We use a basic Chromebook laptop that connects securely to a Windows Virtual Machine (VM) located in one of our data centers. Using this process, no data is physically stored on the laptop, while still allowing you full access to programs and documents you may need. This way, if something happens to the laptop, no data is compromised. Once you return, the VM and Chromebook are wiped and readied for the next use.

What types of cell phones are available?

We stock both iPhones and Android devices. Currently, iPhone 13s and Samsung Galaxy S22s.

Is there a cost associated with the loaner devices?

No, the university will provide a laptop and cell phone (Including an international phone plan) at no charge. We do require a department charge code that will be used if any of the equipment is not returned, or returned damaged.

Are there recommended security tips I should follow to keep the loaner device secure?

• Avoid transporting devices in checked baggage.
• Never connect to the internet using public Wi-Fi networks unless using a trusted VPN client.
• Communication Tip On all of your mobile devices:
  • Turn off “join wireless networks automatically.” Always manually select the specific network you want to join after confirming its name and origin with the provider.
  • Turn off wireless and Bluetooth when these features are not being used.

• Only connect your own external media to your devices
  • While USB drives and other forms of external media offer convenience in sharing and transferring files, they can also be vehicles for exploits and malware. While traveling, be wary of plugging in any untrusted external media into your devices.
• Do not utilize public USB power stations to resupply power to your devices. Instead, considering bringing along pre-charged battery banks.
• Don’t leave mobile devices unattended and be aware of who’s looking at your screen, especially in public areas.

How can I access University systems with a loaner device?

Once connected to a trusted WiFi connection, the loaner laptop uses Duo Multi-Factor Authentication and a secure connection to a Windows Virtual Machine (VM) in our Data Center. This Windows VM has the Microsoft Office Suite, Box, Chrome, Firefox, and Zoom installed by default. You can request additional software. Once connected, it will allow you to utilize University resources, such as shared network drives, web-based applications, and existing remote desktop connections to other machines.