Article – Electronic Device Travel Po…

PRINT DISCLAIMER: Official model of this doc is accessible within the on-line coverage library at https://policyoffice.ku.edu/. Printed copies might not mirror the latest updates.

DOCUMENT TYPE:

Policy

PURPOSE:

To define the necessities for the usage of any University digital gadgets (e.g., laptops, tablets, cell telephones) and/or entry to KU IT infrastructure and knowledge throughout worldwide journey.

APPLIES TO:

Any particular person who has entry to University digital gadgets and/or KU IT infrastructure touring internationally.

CAMPUS:

Lawrence, Edwards, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina (KUL), Topeka, Wichita (KUL), Yoder, Medical Center (KUMC), Salina (KUMC), Wichita (KUMC)

DEFINITIONS:

KU IT Infrastructure – Any data system owned, operated, managed, or maintained by the University.

Outside the United States – Outside the 50 states, Washington DC, U.S. territories and possessions. Locations throughout the U.S. the place extraterritorial jurisdiction is required is taken into account “outside the United States”. Examples embrace however will not be restricted to international embassies or consulates, or foreign-owned services or places of work working within the U.S.

Electronic Device – Equipment used to carry out a particular perform reminiscent of processing, storing, or transmitting data.

University Business Travel – For functions of this coverage, University enterprise consists of instructing, convention attendance, analysis functions and exterior actions which might be inside a person’s space {of professional} experience.

Azure Virtual Desktop – a cloud-based service from Microsoft that enables customers to entry virtualized Windows desktops and purposes from wherever.

POLICY STATEMENT:

The University of Kansas and the University of Kansas Medical Center (hereafter, “KU”) acknowledge the inherent threat to knowledge and gadget safety when relevant people journey internationally. Moreover, KU is required to guard delicate knowledge, adjust to federal laws, and keep cybersecurity for individuals who are touring with entry to University digital gadgets and/or University IT infrastructure.

In compliance with the National Security Presidential Memorandum 33 (NSPM-33), Kansas Board of Regents coverage, and federal company necessities, all relevant people who have to conduct University enterprise whereas touring internationally, no matter funding supply for such journey (e.g., college funded, sponsored, personally funded), are required to make the most of the Loaner Laptop/Azure Virtual Desktop (LL/AVD) program to entry KU knowledge and IT Infrastructure. The LL/AVD Program offers entry by means of issuance of digital gadgets as outlined within the Loaner Laptop/Azure Virtual Desktop Procedure.

For the safety of KU knowledge and techniques, KU IT issued digital gadgets, excluding gadgets issued by the Loaner Laptop Program, should not be transported exterior the United States. KU knowledge should additionally not be transported exterior the United States, together with knowledge saved on private gadgets and exterior media (e.g., thumb drives, exterior drives). KU knowledge have to be faraway from the non-public gadget/exterior media previous to travelling internationally. Visit the Loaner Laptop Program Frequently Asked Questions webpage for extra data.

All gadgets issued by means of the Loaner Laptop/Azure Virtual Desktop (LL/AVD) program are outfitted with commonplace mass-market software program (e.g., Microsoft suite) put in for connecting to the digital setting. For safety of knowledge, no knowledge shall be transferred to the loaner gadget. Azure Virtual Desktop (AVD) is the traveler’s answer for accessing and using knowledge. AVD, which requires the usage of DUO Multi-Factor Authentication, is used to entry any University of Kansas community. Under present export management legal guidelines, DUO doesn’t function in OFAC sanctioned programs and countries. Further data concerning restrictions on DUO operation may be found on the DUO website. Accordingly, no loaner gadgets are issued for journey to OFAC sanctioned international locations.

Any relevant particular person conducting University Business whereas on worldwide journey should full an International Travel Request in Concur and obtain approval 30 days previous to journey. Individuals should adjust to all journey necessities inside all relevant University insurance policies.

EXCLUSIONS OR SPECIAL CIRCUMSTANCES:

Special circumstances or questions concerning utility of the coverage, reminiscent of the usage of e-mail on a private cellphone, could also be answered within the Loaner Laptop Frequently Asked Questions webpage, or by contacting Global Risk and Security straight for clarification.

CONSEQUENCES:

Failure to abide by the necessities of this coverage and/or associated procedures might end result within the lack of future journey privileges. Applicable people may additionally be topic to lack of laptop or community entry privileges, together with whereas touring internationally, disciplinary motion, suspension, termination of employment, dismissal from the University, and authorized motion. Some violations might represent felony offenses underneath native, state, and federal legal guidelines. The University is required to report such violations to the suitable authorities.

CONTACT:

Global Risk and Security
KU Innovation Park
2029 Becker Drive
Lawrence, Kansas 66047
785-864-0821
GRS@ku.edu  

RESPONSIBLE UNIT:

Global Risk and Security

APPROVED BY:

Chancellor

APPROVAL DATE:

02/13/2026

EFFECTIVE DATE:

02/13/2026

REVIEW CYCLE:

1 12 months

RELATED STATUTES AND REGULATIONS:

National Security Presidential Memorandum 33 (NSPM-33)

RELATED POLICIES:

KU Medical Center and all reporting items:
Viewing Appropriate Use of Information Systems

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:

02/17/2026: Updated hyperlinks.
02/13/2026: New coverage printed within the Policy Library.

TITLE:

Electronic Device Travel Policy