Check the life cycle of your computer before a longer trip abroad. You can check the life cycle:
Service and warranty matters
PC laptops purchased by Aalto University are covered by a three-year (3) global on-site service warranty in all those countries where the manufacturer has a service organization. Availability of the assistance and response times may vary between countries.
If you have an Apple laptop, you can take it to an Apple Service Point anywhere in the world.
Guest network at the destination
You may be able to join the network of the destination university. IT support may be available at the destination and the local university may also provide you with a computer for the duration of your visit.
Will your software work even if the VPN and the Aalto network are not connected? There are programs that require a VPN connection to the license servers. Before your trip, you should check that your software works properly even if there is no VPN connection. You should also check that all the applications that you need for your work have been installed on your computer.
Backup copies and encryption. Problems with Internet connections may prevent the transferring of data from your computer to the Aalto network drive and synchronization of files. For this reason, it is recommended to save your files in OneDrive.
We do not recommend the use of external storage media (memory sticks, external hard drives) for data security reasons. The disks of all Aalto IT's centrally managed laptops and phones are encrypted.
All work files should be saved either in Aalto University's OneDrive, in your Aalto home directory or on the Work directory. Make sure that the files are also synchronized with the above services.
Instructions on synchronizing files:
Check the validity of your Aalto username. To check the validity of the IDs, go to https://password.aalto.fi and follow the instructions given on the website. The data contained in the IDs and their validity are based on the information kept in the personal data system. It is therefore important that all details concerning your employment relationship are up to date when you depart.
Aalto username password and password change interval
The password for your Aalto username is valid for 730 days.
If you change your password, change it also to Aalto email on your mobile phone.
Check the teleoperators operating in the country of destination before the trip.
Write the following details of your equipment on paper and as emails in your email:
You are strongly recommended to change the Aalto password for your Aalto workstation so that the password is saved on the Aalto server and the computer you are using.
During the trip, you can only change the password when the VPN connection is on.
You should not change the password for your Aalto username in an Internet café or any other location where information security cannot be ensured.
Please note: If your change the password in the password.aalto.fi service or in webmail, the new password is not saved in the memory of your laptop.
Instructions for Windows, Mac and Linux workstations:
Phone calls
The Aalto mobile phone connection may only be used for work calls. If you are staying abroad for a longer period, we recommend that you purchase a prepaid connection from a local operator (for work trip you can submit the invoice as part of your travel claim, for remote work you are responsible for the expenses yourself).
Data usage
The data roaming costs of the Elisa mobile phone connections used by Aalto University are quite reasonable in the EU and ETA area, which means that you can use your mobile connection (email, etc.) to manage normal work matters without accumulating huge bills.
Call/data/SMS prices in countries outside the EU and the EEA and the mobile phone operator's roaming partners abroad are also listed on Elisa's website:
https://yrityksille.elisa.fi/verkkovierailu-ulkomailla
The best way to buy a prepaid connection is to purchase it at the airport when you arrive at the country of destination. One alternative is to use eSIM operators https://esims.io/en/providers
When you are travelling, your own smartphone is always a safer alternative than public workstations in Internet cafés, libraries or similar locations. Data transfer costs abroad may be high, however, and for this reason WLAN networks are the recommended connection protocol (with the VPN connection on).
Always use the automatic, code-protected keyboard locking in your telephone in case you lose your phone or it is stolen. Remember to change the default PIN code on your phone to a code of your own choice!
When using WLAN connections on your mobile phone, you should be careful with unencrypted services and take the same precautions as at workstations. For this reason, we recommend that you also use VPN with mobile devices.
Disable Bluetooth visibility to all because it is an information security risk.
Using a VPN connection at portable Aalto workstations
Instructions for Windows, Mac and Linux workstations:
https://www.aalto.fi/services/establishing-a-remote-connection-vpn-to-an-aalto-network
Certain programs installed on Aalto workstations will only work properly if they have a regular connection with their license server in the Aalto network (VPN).
Windows:
Use the VPN connection regularly (keep it on overnight once a week) and start Start Software Installation.
(instructions:https://www.aalto.fi/services/starting-software-updates-on-windows)
Your Windows operating system and MS Office will go into a limited functionality mode after six months, unless the activation is repeated. These programs will give recurring error messages about the lack of activation. The activation will take place automatically after the VPN connection has been on for a few hours.
Mac:
Open Managed Software Update (for example through Finder). Wait until it finds the updates across VPN and click Update without logging out.
A more detailed description of Aalto University IT policies and terminal device rule can be found from aalto.fi
Information security
Information security at Aalto University: https://www.aalto.fi/services/information-security-at-aalto-university
TOP-10 Tips for remote and mobile work: https://www.aalto.fi/services/aalto-it-securitys-top-10-tips-for-daily-activities
Security: loss, theft and purchasing a new device
a. Loss or theft
Always report a theft or a robbery to the local police. Ask for a printed copy of the report for yourself.
Also report a theft or loss of items or a robbery immediately to Aalto University IT information security team, so that we can minimize the misuse of information and attempts to hack into Aalto's systems.
b. Purchasing a new device to replace a lost or a stolen one
Contact your supervisor or your unit’s IT support person to discuss the best way to purchase a new device. Purchasing and making installations on a normal Aalto-equipped laptop and its delivery to the destination will take a while.
Aalto APUA +358 50 46 46 462 service number You can call Aalto APUA +358 50 46 46 462 whenever you need help, 24/7 all year round. The service is in Finnish and English.
Contact details of the Aalto University IT information security team; [email protected]
After returning to Finland, follow the instructions that you have received. Check with your unit's administrator or the IT Service Desk whether the software or operating system of your computer needs to be updated. If you had borrowed a device for your trip, return it in accordance with the instructions applying to the device.
You can find up-to-date news, contact information, chat and instructions of frequently used IT services at IT-help hub: accounts, passwords, email, MFA, vpn, printing, teams, zoom, VDI and guidelines how to procure workstations and phones.