Effective: 10/27/2025
Senate Proposal: no
Responsible University Officer: Manager of Risk Management and Compliance
Responsible Office: Office of General Counsel
Introduction
The travel experience can often be significantly improved with technology like smartphones, tablets, laptops, and portable media (e.g., having maps and Internet access while in a foreign country, real-time translation services, and taking pictures and videos). However, traveling with technology also introduces new risks and additional considerations for the traveler and for Michigan Technological University (“University” or “Michigan Tech”) when Michigan Tech provides such technology or includes Michigan Tech data. This procedure is intended to help the University community to comply with U.S. and international law and University policy, as well as offer the traveler a means to evaluate and reduce risks associated with international travel involving technology.
Applicability
This procedure applies to all University affiliates — regardless of employment status (including students, volunteers, and contractors) — who travel to or through a foreign country with University-owned technology or data, even if such data is on a personally owned device.
Intent and Awareness
The international travel loaner program is designed to provide travelers with general office productivity technology while traveling. This program is only intended for international travel. It is not intended to fully replicate a University work or study environment and will not contain specialized software or hardware. It is not the University’s intent for Michigan Tech affiliates’ use of the loaner device to violate any foreign laws, and it is imperative that travelers familiarize themselves with applicable laws, rules, and cultural norms prior to travel, including those associated with data privacy, data encryption, and search and seizure of electronic devices and storage media. Travelers are also advised to consider whether websites and services they may rely on will be available in the location(s) they are traveling to.
Technology Device
University affiliates are prohibited from taking their University-owned technology devices and data on any international trips without Information Technology approval. Security concerns or restrictions can occur globally and change frequently, so it is critical that all international travel plans be submitted to Michigan Tech IT at least 45 days in advance of such travel.
International phone and data plans will not be permitted on Michigan Tech devices traveling to areas with security concerns, as determined by IT in collaboration with the University security team.
Data
University data classified as Tier I[2] (confidential, sensitive, restricted) may not transit international borders without explicit written permission from the data owner and the Chief Information Security Officer, Chief Information Officer, or General Counsel. Any approved travel with such data may require additional training and/or discussion prior to travel between the traveler and the data owner or their designee.
Export Control
Certain hardware and software may be subject to export controls or other travel-related restrictions. University affiliates whose work may be subject to export control restrictions must declare travel to the Export Control Office and must not travel with covered software or hardware without prior written approval from Research Security.
Process
- IT will reach out to employees who have timely submitted a Concur Request regarding loaner devices. If you are not an employee or submit your request with less than 30 days' notice, please reach out to IT at it-help@mtu.edu to discuss your needs.
- If you are requesting or are required to utilize a loaner device, ensure you have sufficient time to familiarize yourself with the device and confirm that it will meet your needs while traveling (i.e., it has the necessary data and software available).
- If you are traveling with personally owned devices, ensure that you have reviewed the data stored on those devices and that they do not contain any Tier I University data or sensitive personal information.
- Review Michigan Tech’s traveling with technology guidance[3] prior to beginning travel.
- While traveling, promptly report any theft, attempted theft, or tampering with University technology or data, and any observed anomalous activity related to your Michigan Tech account.
- Prior to departing your foreign travel destination(s) for the United States, ensure that Tier I data (if approved for travel) is properly secured.
- When traveling with Michigan Tech loaner devices, such devices may not be placed in checked baggage - they must be carried on to planes and other forms of transportation.
- Return any loaner devices within two business days of your scheduled date of return, and only after you have removed any personal data and moved any relevant University data to an approved storage location. Upon receipt by IT, loaner devices will be reformatted/restored to factory default settings, and all data will be lost.
Related Information
[1] - https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/
[3] – Michigan Tech’s traveling with technology guidance
Forms
In support of this procedure, the following forms/instructions are included: