Work, Study, and Research from Anywhere

Test your VPN

KAUST uses Cisco Secure Client for VPN access. Before you go, open the app, connect, and confirm it is working.

Confirm DUO is working

DUO two-factor authentication is required for VPN and most major KAUST systems. Before you go:

• Open the DUO Mobile app and confirm it is active
• Send a test push notification and verify it arrives
• Set up a backup method (passcode or SMS) in case push notifications fail
• Register a second device if possible

Update and restart your devices

Install any pending software and operating system updates on your KAUST-managed device and restart it before you leave.

• Windows: check Software Center (Updates tab) and Windows Update
• macOS: check Self Service+ (Updates section)

Updates are also pushed automatically by KAUST IT. Check IT Alerts for upcoming maintenance or patch windows before you travel.

Sync your files

Make sure your working files are saved in OneDrive or SharePoint before you disconnect. If a file exists only on your local hard drive, you will not be able to access it from another location.

To sync specific OneDrive folders or SharePoint libraries to your device for offline access, right-click the folder or library and select Sync. Changes upload automatically when you reconnect.

Set up key apps

Before you go, confirm these are installed and signed in:

KAUST VPN: Cisco Secure Client

VPN creates a secure, encrypted connection between your device and the KAUST network, giving you access to internal systems from any location.

1. Open Cisco Secure Client
2. Server: vpn.kaust.edu.sa
3. Select your user group: Staff, Students, Faculty-Researcher, or Contractor-Consultant
4. Sign in with your KAUST username and password
5. Approve the DUO prompt

What needs VPN and what does not

Not everything requires VPN. Most core tools work from any internet connection.

DUO two-factor authentication

DUO adds a second verification step to protect your KAUST account. It is required for VPN, Microsoft 365, and most major KAUST systems. It is also required when signing in to Cisco Webex from off campus.

Three ways to complete a DUO prompt:

1. Push notification: tap Approve in the DUO Mobile app
2. Prompted push: type push at the DUO prompt to trigger a notification
3. Offline passcode: open the DUO app and tap the key icon when you have no signal or connectivity

KAUST Single Sign-On

KAUST SSO lets you access many university systems using one KAUST login. Once signed in, you can move between supported services without logging in again. Many of these services are accessible without VPN:

• Communication and collaboration: Microsoft 365, Cisco Webex, Zoom, Google Workspace, Microsoft Teams, Google Meet
• Academic and research: Blackboard, KAUST GitLab, ArcGIS Online, Research Computing tools, Remote Scientific Workstations
• Business and administrative: SAP and KAUST Portal business applications, DocuSign, Formstack, Joule Work

Your email

Meetings and video calls

KAUST supports multiple video conferencing platforms. All are accessible remotely without VPN. All support KAUST Single Sign-On.

Set up your KAUST business phone extension

The Cisco Webex Softphone lets you use your KAUST desk phone extension from your laptop or mobile device when you are remote. You can make and receive calls, access voicemail, transfer calls, and set up conference calls exactly as if you were at your desk.

Setting it up:

• On a KAUST-managed device: install Webex from Software Center (Windows) or Self Service+ (macOS)
• On a personal device: download Webex from the Webex downloads page, then sign in using your KAUST email and Single Sign-On

DUO is required during sign-in when connecting off campus.

Traveling outside Saudi Arabia

If you use a KAUST-issued business mobile line, roaming and data bundles may be available depending on your eligibility and departmental approval.

To activate: get approval from your department administrator, then call Mobily at 901.

VPN and DUO both work internationally. If you have no mobile signal, use an offline DUO passcode generated from the app.

OneDrive

Every KAUST Microsoft 365 account includes 50 GB of OneDrive storage. Use it for files you are working on individually, drafts, and content not yet ready to share with a team.

• Access: portal.office.com then select OneDrive, or go directly to kaust-my.sharepoint.com
• Sync for offline access: right-click any OneDrive folder and select Sync. Files become available on your device without internet, and changes upload automatically when you reconnect

SharePoint

SharePoint is for files and content owned by a team, department, or project. Multiple people can work on the same document at the same time, and there is one shared version of every file.

Access: kaust.sharepoint.com

Google Drive

If your KAUST account uses Gmail, Google Drive is available for personal files and collaboration within Google Workspace. Access: drive.google.com using your KAUST credentials.

Staff tools

• Microsoft 365: core productivity suite (Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint) at portal.office.com
• Joule Work (formerly SAP Mobile Start): mobile app for KAUST business and HR services. Book meeting rooms, access HR information, submit requests, and manage approvals from anywhere. Learn about Joule Work
• HR Connect (SAP SuccessFactors): HR services from your phone: leave requests, payslips, organizational charts
• SAP Concur: submit and manage business travel and expense claims remotely
• KAUST Portal: business applications, approvals, and university services at portal.kaust.edu.sa (no VPN required)
• Password reset: mypassword.kaust.edu.sa (no IT contact needed)

Faculty tools

• Microsoft 365: Teams, Word, Excel, PowerPoint, OneDrive, and SharePoint at portal.office.com. Outlook is available depending on your email setup
• Google Workspace: if your KAUST email is on Gmail, you also have Drive, Docs, Sheets, Slides, and Meet at mail.google.com
• Blackboard Ultra: KAUST's learning management system for courses, assignments, grades, and announcements. Available remotely without VPN at blackboard.kaust.edu.sa. For virtual class sessions, use Blackboard Collaborate within your courses or your preferred video conferencing platform: Teams, Webex, Zoom, or Google Meet
• Faculty Annual Review (FAR): accessible remotely without VPN
• Password reset: mypassword.kaust.edu.sa

Research Computing

If your work involves high-performance computing, cluster environments, data storage, or scientific compute infrastructure, KAUST IT's Research Computing team supports remote access.

• Research Computing portal: it.kaust.edu.sa/researchcomputing. Accessing this portal requires VPN or being on the KAUST campus network
• Remote Scientific Workstations: myws.kaust.edu.sa provides remote desktop access to your KAUST scientific workstation from anywhere. VPN is required

Student tools

• Blackboard Ultra: courses, assignments, grades, and course communications. Available remotely without VPN at blackboard.kaust.edu.sa. For virtual sessions, use any video conferencing platform available to you: Teams, Webex, Zoom, or Google Meet
• Google Workspace: primary communication and productivity suite (Gmail, Drive, Docs, Sheets, Slides, Meet) at mail.google.com
• Microsoft 365: also available to students (Teams, Word, Excel, PowerPoint, OneDrive) at portal.office.com using your KAUST credentials
• KAUST Library: academic journals and research databases are accessible remotely at library.kaust.edu.sa. When prompted to sign in while accessing a journal or database off campus, use your standard KAUST credentials
• Research Computing: if your research involves HPC or cluster environments, access is available through the Research Computing portal. VPN is required
• Password reset: mypassword.kaust.edu.sa

Install software on your KAUST device, no admin rights needed

On a KAUST-managed device, use Software Center (Windows) or Self Service+ (macOS) to install approved applications. Admin rights are not required when installing through these tools.

If the application you need is not in the catalog, raise a ticket through VITA. On a personal device, you manage your own software and admin access. IT does not grant or manage admin rights on personal devices.

Public WiFi

Public networks at airports, hotels, cafes, and conference venues carry real security risk. Whenever you are on any network outside your home, connect to KAUST VPN. VPN encrypts your connection and protects your KAUST credentials from interception.

Your home network

Keep your home router firmware up to date and protect your WiFi with a strong, unique password. If you are using or setting up a KAUST-managed home access point, see the Managed Home Wi-Fi Setup Guide.

Your device

• On a KAUST-managed device: CrowdStrike endpoint protection runs continuously in the background. You do not need to install or manage antivirus software. It is already running
• On a personal device: KAUST no longer provides antivirus software for personal use. If you use your own laptop or phone for KAUST work, you are responsible for installing and maintaining a trusted antivirus solution and keeping it updated

Keep your operating system and applications updated on any device used for KAUST work. Updates close security vulnerabilities that would otherwise remain open.

Phishing

Remote workers are more frequently targeted by phishing. Be cautious of:

• Unexpected login prompts asking for your KAUST credentials
• Emails claiming urgent action is needed on a KAUST system
• Messages with unfamiliar links or attachments

Data classification

Before accessing or sharing KAUST data remotely, check its classification. KAUST has four data classification levels. Restricted and above carries handling requirements that apply wherever you are working, not just on campus.