Travel and Access to University Resources

Introduction

This Solutions article contains a summary of University recommendations when traveling outside of the University campus or established satellite working locations with a focus on China or states where access to University resources may have some added considerations.

Applicability

University Faculty and Staff traveling outside of the University campus or established satellite working locations.

Details

Due to the nature of restrictions in place in countries such as China, Iran, and North Korea, there is no guaranteed way to access University of Alberta systems and information in same way or with the same performance/response standard as we experience in Canada. Many factors affect access, such as internet censorship or quality of internet availability in the host country. The additional precautions and alternative methods of internet access that travelers must make may also reduce quality and access. IST provides recommendations based on input from CISO on minimizing the risk of devices being compromised by hackers, viruses or other intrusive actors but cannot guarantee the performance of these solutions or the complete mitigation of all risks. Individual travelers should exercise appropriate caution when traveling to protect their computing devices from being exposed to 3rd parties.

You may find that you are presented with other options to access the internet while in foreign countries where restrictions are placed on internet access. These VPNs or as they are also known, “commercial unblocking services,” are often not authorized by the host country and are NOT recommended by IST. Use of such products is done at the individual traveler’s own risk.

If you are traveling on University business and need to access digital University resources in non-sanctioned states e.g. Europe, the Americas, etc then a loaner devices is not required or recommended.

For the most up-to-date information on global travel, please refer to the Government of Canada’s travel advisories to assess risk levels and entry and exit requirements.

Additional Considerations (Notes)

If you are planning on traveling to China, Iran or North Korea on University business, it is recommended to bring a sanitized loaner device, for use exclusively while you're traveling in these sanctioned states. If you haven't reached out already, you can request a loaner laptop here.
It is recommended that a fob be used for multi-factor authentication rather than the use of Duo mobile. Fobs are available from the University Bookstore for the trip. Guidance on procuring and operating a fob is available here.
Staff may need to use WeChat in China to communicate non-sensitive information. It is recommended that the web browser version of WeChat when required. WeChat may also be used to purchase goods in China. Although WeChat may be used to purchase goods in China, it is recommended that travelers use a University issued PCard as the primary payment method, supported by a cash advance from the University. This is a safer payment method. Contact Procurement and Contract Management through the Staff Service Centre for more information on payment methods while outside of Canada.
The University encourages all travelers to register on UGo for trips outside of Alberta so assistance can be rendered more quickly in the event of an emergency.
Travelers can purchase a SIM card in China for their mobile device, which can give them a local mode of communication and can be used for WeChat authentication.
Issues with University computing devices or with the access methods (VPNs) recommended by IST can be reported via the Staff Service Portal.
IST recommends not accessing any sensitive information while in China unless absolutely necessary.
A set of general Travel Tips curated by the University CISO office can be found here.

Related Knowledge

Links:

Government of Canada’s travel advisories: https://apps.ualberta.ca/ezsend/link/5k8AAAAAAAA/N6c_BHtVfg4/tBUauQ8AAAA

Loaner Laptop Request form: https://universityofalberta.freshservice.com/support/catalog/items/252

MFA and Fob information: https://www.ualberta.ca/en/information-services-and-technology/security/multi-factor-authentication-for-faculty-and-staff.html

UGo Travel Registry: https://www.ualberta.ca/en/international/go-abroad/ugo-international-sos/ugo-travel-registry.html

FAQ for Travel to China: https://drive.google.com/file/d/1yBj7-CqVi5R3c0euWdIt8_q9mX95u3av/view

CISO Travel Tips: https://www.ualberta.ca/en/information-services-and-technology/security/travel-tips.html