Scenario 2: Architecture Professor in Spain – Lower Risk Travel, University Device
Scenario Heading link
An architecture professor is supervising a University affiliated student trip to the Basque region of Spain. They have specific architectural software on their University laptop needed as part of the educational work they’ll be doing while abroad.
Considerations Heading link
- Will be accessing teaching and research information on University servers while out of the country
- The software license applies only to the machine they are taking with them
- May not have internet access consistently
Checklist Heading link
Architecture Professor in Spain // Lower Risk, University Provided Laptop
Before Travel
- 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 (uicexport@uic.edu) 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, uicexport@uic.edu 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
- Don’t lose data – have a backup and move data off the device to appropriate cloud storage
- Confirm your computer is backed up with UIC Crashplan
- Remove items stored locally on your computer and move to cloud storage. For University-related storage use University OneDrive, Google Drive, or Box account
- Download locally only the data or documents you will need offline access to during the trip
- Plan to Safely Use Your Machine
- Confirm installation of active encryption software
- Confirm installation and log in for UIC VPN software
- Confirm installation of and log in for eduroam
- Confirm 2-Step Authentication for University Resources
- Confirm installation of anti-malware software
- 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
While Traveling
- 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 any accessories (flash drives, charging cables, etc) into your laptop that you didn’t bring with you
- Don’t plug your phone into USB outlets on charger kiosks
- Use your devices and secure wifi
- Limit usage of hotel business center or public computers and do not access University Resources or other storage unless absolutely necessary; clear the browsing history when you’re done
- 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
- Update University password
- Restore data from back ups
- Confirm return with College/Department IT