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Lost or stolen device:

Lost or stolen device

When traveling to specific countries, you will need to use an Aalto Travel Computer rather than your regular workstation. See the countries, and instructions:

Aalto Travel Computer

A1. Before travel - your computer and files

Check the life cycle of your computer before a longer trip abroad. You can check the life cycle:

• with the unit administrator or the procurement contact person
• with IT procurement: it-hankinnat@aalto.fi

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.

• You should always use a VPN connection when in guest networks (including landline networks), regardless of whether or not they are password-protected.
• You can use the Eduroam network and your Aalto username to connect to wireless networks in many universities around the world. For more information, go to: .

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:

• OneDrive: /en/services/onedrive-quick-guide
• Instructions for Windows. /services/synchronization-of-files-with-a-file-server-windows

A2. Before travel - your username and password

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 ºÚÁÏÍø email on your mobile phone.

A3. Before travel – your phone

Familiarize with Elisa (operator of aalto) website, unfortunately only in Finnish. Please use translator. 

In EU/EEA area calls and sms are priced as in Finland. 15 Gt/month of data is included, additional data 1,30 euro/Gt.

Other areas are expensive, so avoid extensive usage and utilize f.ex eSIM providers (Airalo, Roamic, …) or local prepaid. (invoice the cost alongside other costs from Aalto, agree beforehand with your manager)

Aalto has Reissunetti and Roaming balance service in use: 

Use data wisely and avoid big invoice. In extreme cases, excessive invoice (hundreds of euros) can be charged to the user. 

• Remote wiping of your smartphone email if the phone is lost.
• Other settings - PIN locking and security code. Set your phone to ask for the PIN if it is not in use.
• More information: servicedesk@aalto.fi 

A4. Travel accessories

• Power supplies compatible with the system used in the country of destination (for your laptop and the mobile phone).
• Necessary network adapters.

Write the following details of your equipment on paper and as emails in your email:

• manufacturer, make, type/model, serial number and IMEI code of your phone and computer, and the Aalto name of you workstation (Computer name e.g. L24-0123)

B1. Changing the password when abroad

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:

/services/how-to-change-the-password

B2. Phone calls, data usage, VPN connections

In section A3 the instructions and prices for phone usage were given.

When using WLAN always use VPN service both with phone and computer.

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: /services/establishing-a-remote-connection-vpn-to-an-aalto-network

B3. Software and licences

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:/services/starting-software-updates-on-windows)

• You will receive centralized updates to programs such as Windows, MS Office, browsers, Java, Flash and Acrobat Reader.

• 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.

B4. Information security and other security issues

A more detailed description of Aalto University IT policies and terminal device rule can be found from aalto.fi

• Aalto University terminal device rule
• Cyber Security hub

Information security

Information security at Aalto University: /services/information-security-at-aalto-university

TOP-10 Tips for remote and mobile work: /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 ºÚÁÏÍø University IT information security team, so that we can minimize the misuse of information and attempts to hack inºÚÁÏÍø's systems.

• ELISA: customer service tel. +358 10 80 4400. You can report lost devices to this number 24/7.
• On the Internet: https://yrityksille.elisa.fi/en/contact-information and Aalto University Business ID: FI22283574

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; security@aalto.fi

C. After travel - computer

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.