Loaner Laptop Program

Background

Travel with electronic devices presents risk as it relates to export compliance, loss or compromise of data, and unauthorized access to University IT infrastructure. For example, research data or software may be export controlled and may require a license prior to export from the United States. Work devices with locally stored sensitive data such as Personally Identifiable Information (PII) or research data are at risk of compromise. While encryption is a best practice to protect data on issued devices, some countries may seize or require decryption of encrypted devices prior to entry. Travel also presents the risk of device loss or compromise through untrusted or public networks, such as airports or hotels, potentially allowing unauthorized access to University IT infrastructure. The Loaner Laptop/Azure Virtual Desktop program aims to mitigate these risks.

The Loaner Laptop/Azure Virtual Desktop program allows employees and researchers to access the standard University suite of resources (email, Microsoft Office 365 applications, OneDrive, Teams, Canvas, etc.) as well as data on Research File Storage and Network File Storage for KUL and KUMC, respectively. KUL and KUMC IT departments maintain lists of available specialized software for use in the environment. Employee requirements for use of specialized software, access to storage, or computational resources can be coordinated with IT during the loaner laptop request process. For computationally intensive research, the program also allows researchers to access high performance computing resources (KUL only).

Azure Virtual Desktop (AVD) is a virtual environment accessed through the loaner laptop. In the AVD environment; University data, software, and resources remain U.S. based and can be manipulated and saved via the loaner laptop. This capability protects University data, promotes export compliance, and enhances the University’s cybersecurity posture. Upon return from travel, the laptop is reimaged by central IT and prepared for reissue.

Request Process- KUL campuses

The loaner laptop request is built into the Concur Travel Request workflow. All employees who intend to conduct University business during international travel, regardless of funding source, should submit a Concur Travel Request. The process of submitting University business Travel Requests remains unchanged. However, employees traveling on personal or external funds (e.g. conference or university sponsorship) and conducting University business should submit a “zero-cost” Travel Request. All international travel requests should be submitted at least 30 days prior to travel, per the Official University Business Travel policy. 

For university related “zero-cost” trips where no costs are being covered or reimbursed by the University, use the Personal/Non-Reimbursable expense type and put 0 (with no $) in the Amount and add a comment to explain that you are not seeking university funding.

After submitting a travel request, the employee will receive an email notification from the Office of Global Risk and Security via Concur. This email notification contains a link to the International Travel TDX form. Completion of this form initiates a request to IT for your loaner laptop, review of your travel for export compliance, and is the first requirement for approval of an international travel request. 
 

Request Process- KUMC campuses

All employees who intend to conduct University business during international travel, regardless of funding source, should:

• Register with the Office of International Programs (OIP) RedCap 
• Submit a spend authorization in Workday  (if requesting reimbursement)
• Request a loaner laptop by submitting a ServiceNow ticket

All international travel registrations should be submitted at least 30 days prior to travel.