myBama
Office of Information Technology

Loaner Laptop Program

Loaner Laptops for International Travel

Certain countries of travel require the use of a loaner laptop instead of your UA-issued device. Please consult ORED to determine if you will require the use of a loaner laptop for your travels. If directed to use a loaner laptop, please see the information below for Loaner Laptop International Travel Procedures. Loaner laptops can be requested using the Loaner Laptop Request Form.

OFFICE OF RESEARCH AND ECONOMIC DEVELOPMENT

Loaner Laptop for International Travel Procedure

18 December 2024

  • Loaner laptops are available on a first-come, first-serve basis. Submitting a request does not guarantee that a device will be available. Priority will be given to researchers with controlled projects and for those traveling to countries of concern.
  • You must complete and submit this Request no later than 10 business days prior to your departure date, but please make every effort to complete the request as soon as possible. This is required to ensure that a device is available, and its services can be successfully provisioned prior to your departure.
  • The laptop should be picked up within 7 business days prior to Travel Departure Date. Reservations will be cancelled if the laptop is not picked up by the departure date. Only the traveler will be allowed to pick up the laptop. Allow sufficient time for pickup due to the onboarding process that RIA requires. Contact RIA (ria@ua.edu) to schedule a time to pick up the laptop.
  • The laptop must be returned within 5 business days of Travel Return Date. Contact RIA to schedule a time to drop off the laptop.

Your UA device cannot be taken to the following countries. Loaner laptops are available for travel to these locations.

  • Belarus
  • Cambodia
  • China
  • Cuba
  • Iran
  • North Korea
  • Russia
  • Sudan
  • Syria 
  • Ukraine (Crimea and other Russian-held Regions) 
  • Venezuela

Request a Loaner Laptop

Laptops are available on a first-come, first-served basis. Submitting a request does not guarantee that a device will be available. You must submit the Request no later than 10 business days prior to your departure date. This is required to ensure that a device is available, and its services can be successfully provisioned prior to your departure.

Complete and submit the Loaner Laptop Request Form to request a laptop for international travel. The RIA team will notify you when the request has been approved and how you can pick up the laptop. THE TRAVELER IS THE ONLY PERSON THAT CAN PICK UP THE LAPTOP. Upon notification that your reservation has been approved, contact RIA (ria@ua.edu) to schedule the pickup. The loaner laptop should be picked up at IT Service Desk in Gordon Palmer Hall. You will need to provide University identification and sign the checkout sheet when picking up the laptop, in addition to completing the loaner laptop onboarding process.

Types of Laptops Available

  • Windows Laptop

Software Installed

  • Zscaler
  • Microsoft Defender for Endpoint
  • Beyond Trust PAM
  • Microsoft Remote Desktop
  • Malware Bytes

Software Available by Request

  • Cisco AnyConnect
  • BitLocker

Some of the available tools may or may not work depending on the location(s) you travel to. Laptops are configured by RIA to match known laws and regulations of the destination countries as closely as possible. Please contact RIA admins (ria@ua.edu) to request other software and applications. ORSEC and RIA will consider requests to install specialized software or applications that are available through the University. However, RIA will only install software or applications on a device if the licensing agreement includes international use rights.

VPN Access

VPN Access is available depending on which country is being visited. During onboarding process with the traveler, RIA will ensure that traveler is able to log in to the VPN. 

Because encryption products can be used for illegal purposes many countries may ban or severely regulate the important and export of encryption products. The import of your laptop with encryption software to certain countries could violate the import regulations of the country to which you are traveling, and could result in your laptop being confiscated, fines, or in other penalties. Contact ORSEC if you know you will need to carry encrypted devices.

Download Microsoft Authenticator App to Your Smartphone

Two-factor Authentication (2FA) is an extra layer of security designed to prevent unauthorized access to your UA account. It protects your data from phishing attempts and other digital threats by determining that you are who you say you are, and not just someone using a stolen password. 2FA requires you to verify your identity twice—once with your password and once with a device—before you can access certain UA systems and protected information. After you sign in with your mybama ID and password, you will verify your identity with a smartphone or token. The process takes just a few clicks or taps. 

All mybama users are required to use Microsoft Authenticator. Download the Authenticator Mobile app to your smartphone before leaving the U.S.       

Sensitive Data

To comply with the University’s security policy, as well as with federal export and privacy laws, travelers should not copy or download any sensitive data or information onto the internal storage of a loaner laptop. All data on the laptop should be accessed through Microsoft Remote Desktop (if you are in a country that allows VPN applications), Microsoft 365, or web interface. Sensitive data includes, but is not limited to, non-public research data (e.g., export-controlled, controlled unclassified, confidential/proprietary information, trade secrets, etc.), University business information, student information, and personally identifiable information of university employees. Contact ORSEC (orsec@ua.edu) if you must take sensitive information abroad. 

Failure to comply with export and privacy laws could result in fines to be paid by the traveler and the University, and/or imprisonment of the traveler. Please contact ORSEC if you have questions or concerns.

Connecting to UA while Abroad

During your international travel, if you are traveling to an approved country, your device should be securely connected to the UA network by accessing the virtual private network (VPN) profile: “vpn.ua.edu/campus”. To login to the VPN please use your UA mybama credentials and DUO 2FA.

Depending on which country you plan to travel to, electronic communication devices may be subject to involuntary official governmental review or confiscation, and possible duplication of the hard drive’s contents.

Attempts to circumvent national censorship of certain websites, such as some mainstream western social media sites, are discouraged. If you are found to be using a product to circumvent the blocking of censored websites, you may be warned, have your electronic devices confiscated, or you may become subject to criminal charges in your host country.

Personal privacy may not be respected in your country of destination. Even private spaces such as hotel rooms, rental cars, and taxis may be subject to video, audio, or other monitoring. This type of surveillance may be able to track your whereabouts, what you may be doing, what’s on your electronic device, and what you may be entering into it. Conversations either in person or on a phone may be monitored. Local colleagues may be required to report any conversations held with foreigners.

Protect the Laptop and Information while Traveling Abroad

The guidelines and recommendations listed below outline and define steps you can take to protect yourself, your information, and your loaner laptop. 

  • When not in use, shut down the laptop completely. Do not use sleep mode. 
  • Minimize the data contained on the device. This is particularly true of logins and passwords, credit card information, your social security number, passport number, etc. 
  • Assume that anything you do on the laptop, particularly over the Internet, will be intercepted. In some cases, encrypted data may be decrypted. 
  • Maintain positive control of the laptop at all times during your travel. Do not assume it will be safe in your hotel room or in a hotel safe. 

Reporting a Lost, Stolen, Confiscated, or Maliciously Destroyed Loaner Laptop

In the event of a lost, stolen, confiscated, or maliciously destroyed loaner laptop, IMMEDIATELY notify RIA (ria@ua.edu).

The traveler’s department may be held responsible for replacement costs.

Returning the Loaner Laptop

  • The loaner laptop must be returned within 5 business days of your return. Contact the RIAteamto schedule the drop off.
  • At your scheduled drop-off time, return the loaner laptop to the IT Service Desk in Gordon Palmer Hall where it was collected. Be sure to sign the check-in sheet.
  • For security reasons, laptops will be wiped, reformatted, and reimaged immediately upon return. 
  • Any data left on a loaner laptop will be destroyed and will not be retrievable. Neither OIT nor ORED is responsible for lost data. 

Upon returning to the United States DO NOT connect the loaner laptop to the UA network or to any wired network ports at the University
VERY IMPORTANT: Upon returning to the United States, change your mybama passwords as soon as possible. DO NOT USE THE LOANER LAPTOP TO CHANGE YOUR PASSWORD. Using your managed work device, change your mybama password using this form.