How to set up Multi-Factor Authentication
1. Downloading the Microsoft Authenticator app to your mobile phone. (recommended method).
Download the Microsoft Authenticator app, on your mobile device, search on your app store for Microsoft Authenticator or click:
Android
Apple iOS
It is highly recommended that you download the Microsoft Authenticator app to your mobile phone to verify the additional credentials.
Click to view the:
Multi-Factor Authentication App User Setup Guide
Watch the short how to film on Vimeo here.
2. Opt to receive an SMS text message on your mobile phone.
Click to view the:
Multi-Factor Authentication SMS User Setup Guide.
--------------------------------------------------------------------------------------------------MFA – What is it and why?
- Multi-Factor Authentication is technology that provides an added layer of security when you login to your The Glasgow School of Art account. It is vital to protect your data, the GSA's data, and the GSA's digital infrastructure.
- You will likely be familiar with using this type of security mechanism as many banks, shops and service organisations require the user to enter another set of unique sign-in credentials in addition to username and password.
- It provides an extra layer of protection when accessing the GSA's IT systems. It ensures that your account is more secure by protecting you and the GSA should your username and password be compromised.
- This Authentication method is approved practice in our sector.
- It is a requirement for the GSA's IT Cyber Insurance.
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Multi-Factor Authentication FAQ
What is Multi-Factor Authentication?
- Multi-factor authentication is an electronic authentication method in which the user is granted access only after successfully presenting two or more pieces of evidence to an authentication mechanism.
Why is Multi-Factor Authentication required in GSA?
- To enhance the security of the GSA's Staff and Student accounts.
- Multi-Factor Authentication is a technology that provides an added layer of security when you login to your GSA account. It is vital to protect your data, the GSA's data, and the GSA's digital infrastructure.
- It is a requirement for the GSA's IT Cyber Insurance.
What systems will require Multi-Factor Authentication?
Microsoft Office 365 cloud-based suite:
- Outlook (email) including webmail
- OneDrive
- SharePoint
- Project
- PowerPoint
- Word
- Excel
- Forms
- MS Teams
- More will be added over time
When will Multi Factor Authentication be rolled out in GSA?
MFA is going to be rolled out in 3 stages, as per below:
- Phase 1 – Staff working remotely - 31 January 2022
- Phase 2 – Students working remotely - 15 February 2022
- Phase 3 – Staff and Students working on campus - 28 February 2022
What methods of Multi Factor Authentication can be used in GSA?
The following methods of authentication are available through this service:
- App: Microsoft Authenticator App.
- SMS: Receiving a text message to your mobile phone.
- Hardware Token: A key fob that generates a random 6-digit number every 30 seconds which is synchronised to your account.
The app is the recommended method for Multi Factor Authentication as once it is configured, you simply have to click on the approve button.
How do I enable Multi Factor Authentication?
The first time you login to a service which is protected by Multi Factor Authentication, such as Outlook Webmail, you will be prompted to self-enrol your account for MFA.
The guides for completing the self-enrolment process can be found in these guides.
Is the Microsoft Authenticator app secure on my device?
- This Microsoft Authenticator app is provided by Microsoft and is best practice in our sector and is used worldwide.
- You may be familiar with using this type of security mechanism as many banks, shops and service providers often require the user to enter a second set of unique sign-in credentials.
- The app provides the simplest method of multi factor authentication allowing you to approve or reject login notifications on your phone.
Will GSA have access to the data on my phone?
- The app does not allow management of your device and it does not allow GSA to see any of your personal data.
- The app cannot view, track or collect any personal data on your phone.
My phone is an old model and won’t run the App, what can I do?
- Although the Multi Factor Authentication app is the preferred method, you can use the SMS (Text) function to receive the 6-digit code. View SMS Set Up Guide
Are there guides to self-enrol for Multi Factor Authentication?
Yes.
What if I do not have a suitable phone to use for Multi Factor Authentication?
Although using the Microsoft Authenticator app is the preferred method, we do have an alternative in place with hardware tokens that are linked to your account, in case of exceptions. The tokens are like a key fob that generates a random 6-digit number every 30 seconds. Please contact the
IT Service Desk for more information.
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Further help
For students
All of the information about Multi-Factor Authentication, and GSA IT Support for students, is available on the GSA Student Intranet at studentintranet.gsa.ac.uk
You can contact IT for support:
Student IT Service Desk Online
https://gsaservicedesk.sysaidit.com/servicePortal
Phone: +44(0)141 566 1333 (off campus), EXT 1333 (on campus)
Email: gsaitstudentdesk@gsa.ac.uk
Opening hours: 8:30-17:00 Monday-Friday
