Scenario 3: Chemical Engineering Professor in India – Higher Risk Travel, University Device
Scenario Heading link
A chemical engineering professor has been invited to go on a tour of invited lectures in India. Because their research work requires supercomputer time, they plan to arrange that time before they leave and then resume project work after they return. Their research team also is working on a DOD contract.
Considerations Heading link
- Will need access to her University email and to University systems like Box
- Expects to have consistent internet access
- Is working on IP related research
Checklist Heading link
Chemical Engineering Professor in India // Higher Risk, University Travel Loaner Laptop
- Register the trip with the University for medical insurance (free for faculty and staff)
- Review the State Department Directorate of Defense Trade Controls for the country of travel
- If not already done, please consult the Export Controls Compliance Officer (firstname.lastname@example.org) to conduct restricted party screening related to your travel as soon as possible before travel. (https://research.uic.edu/compliance/export-controls/restricted-party-screening-and-visual-compliance/)
- If traveling with UIC data and/or property, please contact the Export Control Compliance Officer, email@example.com to obtain a draft letter to document that you have permission to travel with this UIC data and/or property.
- Alert College/Department IT about travel plans 20-30 days in advance and request Loaner Laptop from Technology Solutions
- Receive University travel loaner laptop
- This laptop will be disc encrypted and have VPN and anti-malware software installed
- Log into UIC VPN and eduroam with your University credentials
- Transfer onto the travel loaner laptop only documents and data needed for travel
- Transfer to peripheral devices (flash drives) conference presentations or other materials you need to share. Do not bring export controlled, restricted information and sensitive data on a peripheral device, including patient data, proprietary research information, etc. Do not load dual-use software onto the loaner device. For questions about potential dual-use software, contact ORDI2@uic.edu.
- Cell Phone Safety
- Contact your cell phone provider to determine what international data options are available to you. Remove TouchID or face log in from your cell phone
- Consider backing up your phone, doing a factory reset before you travel, and then reinstalling your data after returning home
- Be safe physically with your devices
- Do not leave your devices unattended. Hotel room safes are a minimally secure option. If possible, keep your laptop, phone, and peripherals with you at all times
- Do not plug into your laptop any accessories (flash drives, charging cables, etc) that you didn’t bring with you
- Don’t plug your phone into USB outlets on charger kiosks
- Use your devices and secure wifi
- Do not use business center or public computers or other storage
- Limit usage of “free” wifi in cafes, hotels, restaurants, airport, etc.
- Use VPN software to access the internet, including University resources
- UIC General-Use will protect traffic to UIC resources; the UIC Library-Resources VPN will protect all traffic
- Do not access University Resources or University systems containing high-risk, sensitive, or export-controlled projects or dual-use software. For questions about potential dual-use software, contact ORDI2@uic.edu.
Note log ins you use during the trip and be on the lookout for suspicious updates to data or files
After Returning Home
- Work with Department/College IT to transfer any data generated and stored on the travel loaner laptop safely back to UIC data storage
- Return laptop to UIC Technology Solutions
- Update University password
- Update personal credentials (personal devices, social media, phone password) used during the trip