Welcome to your comprehensive guide for navigating technology as a KPSOM student! Whether you're just starting out or need a refresher on policies and capabilities, this guide covers everything you need to know about your devices, accounts, and what you can (and can't) do with them.
Getting Started: Your Device Onboarding
During your Early Immersive Experience (EIE) week, you'll meet with our KPSOM IT Client Services team for an onboarding session. This is where the magic happens – you'll receive your devices and get familiar with your KP accounts and school services.
Here's what you'll walk away with:
- Your KP National User ID (NUID) and KP email address
- An Apple MacBook laptop
- An iPhone
- Starting in 2025: An iPad with Apple Pencil
Your Device Lineup
The MacBook Evolution
In 2025, our Academic Technology Standards Workgroup updated their recommendations. If you're starting as an M1 in 2025, you'll receive the sleek MacBook Air instead of the MacBook Pro. Current M2, M3, and M4 students will continue with their 14" MacBook Pro and iPhone (but unfortunately won't receive an iPad – sorry!).
You might wonder why we use MacBooks when the rest of KP uses HP EliteBooks. The answer is simple: our unique academic and curricular requirements make the MacBook the best fit for both students and teaching faculty.
The New iPad Program (2025 and Beyond)
Starting in 2025, incoming M1 students will receive an 11" iPad Air (WiFi) with Apple Pencil 2. This isn't just another device – it's intended to enhance your learning during your first and second years when you'll spend significant time on campus, in class, and in the ARC.
Important note: You'll need to return your iPad after completing your M2 year so it can be refurbished for the next incoming class.
iPad Deep Dive: What You Need to Know
Why am I getting an iPad?
The iPad and Apple Pencil are designed to enhance your learning opportunities during your first and second years. It's part of a program evaluating the effectiveness of iPads both as independent devices and as a companion to the MacBook Air.
What if I don't want or need it?
You're not required to use the iPad – we understand some students may have personal iPads or prefer not to use one at all. However, remember that personal devices can't access the KP network due to security and compliance requirements.
Can I choose a different model?
Unfortunately, no. Due to budgetary and operational constraints, we provide one standard model. The only exceptions are approved accommodations made through the Office of Student Affairs.
What accessories come with it?
You'll receive an Apple Pencil 2 and a protective case along with your iPad.
Can I keep it after graduation?
No, the iPad program is specifically for your first two years at KPSOM. You must return the device before the end of your M2 year.
Can I buy it out?
Unfortunately, that's not an option.
What about damage or loss?
We understand accidents happen, but we expect you to be good stewards of your devices. Report any loss or damage to KPSOM IT as soon as possible. We maintain spare devices, but repeated incidents may result in loss of eligibility for the iPad program.
Lost accessories?
Same principle applies – accidents happen, but repeated losses may affect your eligibility for iPad accessories.
Usage guidelines?
Follow KPSOM acceptable use policies and KP policies. A good rule of thumb: don't do anything you wouldn't feel comfortable discussing with the Office of Student Affairs or IT.
Can I use my personal Apple ID?
While not prohibited, it's best practice to avoid personal Apple IDs to prevent intermixing personal data with school/KP information, which could inadvertently violate policies or create security incidents.
Can the school purchase apps for me?
Apps are provided through the KP-managed App Store on each device. It's against KP policy for students to personally purchase applications for managed devices. We encourage app recommendations – some student suggestions have been adopted school-wide!
Do I need to carry it daily?
No, but iPads idle for more than a month are subject to automatic quarantine. If this happens, visit KPSOM IT to get it reactivated.
Your Laptop: Capabilities and Restrictions
Software Installation
You have administrative rights on your laptop and can install software independently. However, remember that this is not your personal laptop, and software should be school-related and comply with our Acceptable Use Policy. Check the Self Service app first to see if your desired software is already available, and get in touch with our team before installing any additional software.
VPN Usage
Generally, third-party VPNs (like NordVPN, ProtonVPN) cannot be installed on your school laptop. If you need a VPN other than KP GlobalProtect for academic work, contact kpsomit@kp.org to document your use case and request an exception.
Apple ID Usage
You are able to use your personal Apple ID on school devices, but certain services like iCloud Drive and AirDrop are disabled due to enterprise restrictions. Like we mentioned earlier, we don't recommend doing this. This policy may change in the future, and you'll receive ample notice if transition to KPSOM-managed accounts becomes necessary.
Laptop Ownership After Graduation
Starting with the class of 2024, the School of Medicine has instituted a policy allowing students the option of retaining personal ownership of your laptop after graduation. If your laptop has been replaced with a newer model during your time at KPSOM, you'll receive a laptop equivalent to the age and generation of your original device.
The transition includes a complete wipe of the laptop, removing all files and KP-owned software. You'll get ample warning and opportunity to save files to your KP OneDrive beforehand.
What Happens When Things Go Wrong
Lost, Damaged, or Stolen Equipment
We understand accidents happen, and we want you to feel comfortable reporting incidents to kpsomit@kp.org. While we prefer students aren't responsible for replacement costs, multiple replacements may result in increasing responsibility for costs. Each situation is handled case-by-case.
For stolen devices, report immediately to kpsomit@kp.org. We'll help you file necessary reports and ensure prompt replacement.
Email and OneDrive After Graduation
Starting in 2024, you'll retain access to KP Email and OneDrive for 90 days after graduation. Accounts are wiped after 90 days for students matching outside KP. Those matching within KP will have email retention exemptions removed (subject to enterprise-standard 3-year retention rules) but retain access to other data within their KP identity.
Enterprise Restrictions: What You Can't Do
AirDrop
AirDrop is restricted at the KP enterprise level due to data security risks in protected environments. Exceptions require justification submitted to kpsomit@kp.org and approval from the SVP of Finance and Administration and KP IT Technology Risk Office.
iCloud Drive
While iCloud is generally permissible, iCloud Drive is disabled at the enterprise level due to data security and exfiltration risks. No known exceptions have been granted to date.
Application Usage
Students can install applications independently but must follow the Acceptable Use Policy – use laptops for school-related purposes only. When in doubt about a specific application, contact kpsomit@kp.org. We recognize there's context and nuance in what's considered school-related and are always open to discussion.
Personalizing Your Devices
Physical Customization
You can customize your laptop with cases or stickers, provided they comply with the Student Honor Code and are appropriate for professional medical environments. Ensure customizations don't interfere with function or cause damage, and never remove or obscure Asset Management (AM) numbers.
Travel Considerations
You can travel with your laptop, but you're responsible for its safety and security. International travel may have restrictions on accessing KP resources depending on the country. Contact kpsomit@kp.org with travel-related access questions.
Personal Devices and Restrictions
Using Your Own Devices
You can access many school services from personal devices, but the KP GlobalProtect VPN cannot be installed on personal devices, and it's necessary for accessing many protected systems.
Critical restriction: Only KP-managed devices can be used in health clinics or during patient encounters. Policies concerning technology and data security are more stringent in these areas and must be followed.
Getting Help
Throughout your time at KPSOM, remember that technology should enhance your learning experience, not complicate it. When you have questions, concerns, or need assistance, don't hesitate to reach out to kpsomit@kp.org.
Above all else, you're responsible for reviewing, understanding, and following School of Medicine Technology Policies. This guide is your starting point, but policies are your ultimate authority.
We're here to support your academic journey with technology that works for you. Welcome to KPSOM!
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