A short hop to Jeddah, a conference on the other side of the world, or weeks at a remote field site. The preparation is the same, and most of it takes ten minutes. Work through what applies to your trip, skip what does not.
Before You Go
While You Are Away
If Something Goes Wrong
When You Return
Some KAUST services require VPN access when working remotely. Connect once before you leave, so you find out on campus rather than in a hotel lobby.
KAUST uses Cisco Secure Client for VPN access.
If you live in KAUST housing, please note that residential and campus networks are separated. Some services that previously worked automatically may now require VPN access.
VPN usage is restricted or blocked in certain countries. Before you travel, check whether VPN access is permitted at your destination. If you have questions, contact the IT Service Center before you leave.
Duo multi-factor authentication is required for many KAUST systems, including VPN and Microsoft 365 services.
Before you travel:
If you are without Wi-Fi or mobile data, Duo can generate offline passcodes so you can still access KAUST systems while traveling or in low-signal areas. Generate them before you leave, not once you are already offline.
Before traveling, install any pending updates on your KAUST-managed devices and restart them. Updates need a stable connection, so it is far easier to do this on campus than on hotel Wi-Fi. This helps reduce issues with:
Before you leave, take a few minutes to protect your files and reduce your exposure if something goes wrong on the road.
Before traveling, make sure the apps and services you rely on are installed, updated, and working properly across your devices.
Use your KAUST business extension from any device with internet access.
If you use a KAUST-issued GSM line, roaming and data bundles may be available subject to eligibility and departmental approval.
Mobily roaming bundles can be activated through 901.
KAUST-managed devices are automatically protected. If you are traveling with a personal device, KAUST does not provide antivirus software for personal use. Make sure you have a trusted solution installed and up to date before you travel. Antivirus at KAUST
Field sites, research vessels, long flights, and remote areas all have the same problem: the moment you need something, there is no signal to fetch it. Everything below has to be done while you still have a connection.
The day before you leave, turn off Wi-Fi and mobile data and try to open the files and apps you will need. Whatever fails on campus will fail worse in the field.
If you will be traveling, working remotely, or taking leave, updating your availability helps colleagues know how and when to reach you.
"Are you around?" / "Did you see my email?" / "Wait, are they on leave?"
If you are a researcher, faculty member, or staff traveling internationally with KAUST-managed equipment, specialized hardware, or research data, additional requirements may apply before you leave.
Certain hardware, software, and research data are subject to export control regulations, including high-performance GPUs and other export-sensitive components. Taking these items abroad without prior approval may have serious compliance implications.
Review the KAUST procedure before you travel and contact the review team at ECReview@kaust.edu.sa with any questions.
General guidance for researchers and staff traveling with data or equipment:
Your habits on the road matter as much as the tools you use. Keep these practices in mind whenever you are away from campus.
These mobile apps can help you stay connected to important KAUST business services while away from campus. Install them before you travel, and sign in at least once.
Act quickly. The faster you report a missing device, the better the chance of protecting your data and KAUST systems.
Call +966 12 808 0910. Live support is available 8 AM to 5 PM, 7 days a week.
Phone first, deliberately. If the missing device was your phone, you no longer have Duo, so you cannot sign in to VITA or any other KAUST system to report it. The phone line does not require authentication.
Still call and leave a message, then contact a KAUST colleague through any channel you can reach. They can raise a ticket with VITA on your behalf, which is available 24x7, so the report is logged before the line reopens.
Update your KAUST account password and any other account passwords you accessed on the lost device. Use a trusted device to do this.
For KAUST-managed devices, IT may initiate a remote wipe to protect university data. This cannot be undone, so report promptly.
Report the loss to local authorities and obtain a police report where possible. This supports any insurance or compliance requirements.
A lost device with active sessions can give someone immediate access to your email, files, and university systems. Reporting quickly gives IT the ability to act before any data is compromised.
A few quick steps when you return help keep your device and accounts in good shape.
Turn off your out-of-office replies and update your Teams status so colleagues know you are back.
Support is available whether you are on campus, working remotely, or traveling.
Live support 8 AM to 5 PM, 7 days a week. No sign-in needed, so this works even if you have lost your phone.
+966 12 808 0910Available 24x7 to answer questions, guide you to resources, and log IT tickets. Requires your KAUST sign-in.
vita.kaust.edu.saSafe travels. We are here if you need us.
KAUST IT
