What is multi-factor/two factor authentication?
Multi-factor authentication (MFA) is a security protocol that requires more than one method of authentication, from independent categories, to verify a user's identity for a login or other transaction.
One simple example is when withdrawing cash from an ATM. You present your card and use a personal identification number (PIN) in order to receive your money.
Why are we integrating MFA into our systems?
With the continued increase in security breaches and the amount of personal and private information we store. It is imperative that we do everything we can to protect the information of our students and employees
MFA helps protect:
- Student accounts
- Employee accounts
- Academic records
- Financial information
- Email communications
- Institutional systems and data
Are we the only ones that are implementing this feature?
No. There are many institutions, large and small, old, and new, that use multi-factor authentication. Some well-known companies and organizations that use MFA include Apple, Bank of America, Amazon Web Services (AWS), Facebook, and Microsoft.
In addition, colleges and universities use MFA in some capacity, including the University of Texas System, Sam Houston University and Dallas College (formerly Cedar Valley College).
How does this make my account more secure?
Implementing MFA adds an extra layer of security by requiring you to verify your identity using something other than just your password.
Victoria College uses authentication methods such as:
- Microsoft Authenticator app
- YubiKey
While each authentication method has strengthens and weaknesses, systems that use two or more authentication factors are significantly more secure than those that rely solely on passwords.
Will I have to use MFA every time I login to the Pirate Portal?
Yes and no.
When you log in to Pirate Portal or other Microsoft connected services, you may be prompted to stay signed in on your device. If you select Yes, you generally will not have to complete MFA as frequently on that browser or device. If you select No, you
may be required to authenticate more often.
Victoria College also uses security policies that evaluate factors such as device, location, and risk before determining whether additional authentication is required.
What secondary methods of authentication will we be using?
The primary authentication method is the Microsoft Authenticator app. A physical security key, such as a YubiKey, is another authentication option.
Victoria College recommends configuring more than one authentication method whenever possible. Having multiple methods available can help prevent account access issues if a phone is lost, replaced or unavailable.
I am a dual-credit student attending class at a high school. How does MFA work for me?
Victoria College recognizes that many high schools prohibit students from using mobile phones during instructional time.
To support dual-credit students in these environments. Victoria College maintains a list of approved high school network locations. When students access Victoria College resources from one of these approved networks, authentication requirements may be
reduced to accommodate local classroom device policies.
This accommodation helps students access college resources while remaining compliant with their high school’s rules regarding mobile phone use.
Do I still need to set up MFA if my high school is an approved location?
Yes. All Victoria College students are required to establish MFA credentials for their account.
Even if your high school’s network has been approved by Victoria College. Microsoft may require you to complete MFA registration before normal access can occur. Students should complete MFA registration as soon as they receive their Victoria
College account credentials.
When should dual-credit students set up MFA?
Students should complete MFA setup before attending class and from a location where they have access to their mobile device.
Examples include:
- At home
- On a personal cellular connection
- At another non-school location
Completing registration before class helps ensure uninterrupted access to Victoria College resources during the school day.
What happens if I do not set up MFA before coming to class?
Students who have not completed MFA registration may receive Microsoft registration prompts when attempting to sign in.
These registration prompts can occur even while connected to an approved high school network.
If a student is prompted to complete MFA registration but does not have access to their phone because of school policies, they may be unable to complete the sign-in process.
This can result in:
- Inability to access Pirate Portal
- Inability to access Victoria College email
- Inability to access Canvas or other course resources
- Delays during classroom activities
- Loss of instructional time
- Additional assistance from Victoria College support staff
To avoid these issues, students should complete MFA enrollment before attending class.
What should I do if I get a new phone or change phone numbers?
You should update your MFA settings as soon as possible.
Failing to update your MFA information may prevent you from accessing Victoria College systems in the future.
What if I lose access to my authentication device?
If you lose access to your phone, replace your device, change your phone number, or are otherwise unable to complete MFA verification, contact the Victoria College Help Desk for assistance.
Important Reminder for Dual-Credit Students
Before attending your first dual-credit class, sign in to your Victoria College account from home or another non-school location and complete Microsoft MFA registration.
Students who do not complete MFA registration before arriving at school may be unable to access Victoria College systems during class, particularly at campuses where mobile phones are not permitted during instructional time.