Google two-factor authentication (2FA) - also known as 2-step verification - provides an additional layer of security when you log on to your University Google/email account from any device (eg laptop, desktop, phone, tablet).
This ensures that even if someone has your password, they still won't have enough information to access your account.
We already use Duo two-factor authentication to protect several University services. However, we will not be using Duo 2FA to protect the University Google accounts. This is because we don't want your access to Google to depend on any campus infrastructure. Google will keep working even if campus services are completely down.
All staff and students can set up two-factor authentication on their Google accounts.
From Tuesday 7 December, 2FA will become mandatory for staff Google accounts.
For guidance on setting up Google 2FA:
Further guidance is available under the Help & troubleshooting tab.
See the Authentication options tab for information on the methods available to use and how they work.
There are several authentication options available to use to protect your Google account.
When you are setting up 2FA for the first time, you will be prompted to set this up using one of three options:
You can click Show more options to select one of the other options. For more guidance on setting up Google 2FA:
You will receive a text message or automated phone call from Google containing a numerical passcode. Enter this passcode on the device you are logging in to.
We’d recommend that you use your mobile phone number for this, as you’re more likely to have your mobile phone with you. Your phone number will be stored securely by Google and will only be used for account security.
However, staff can receive the automated phone call via their University extension number, if preferred.
You will receive a push notification on your phone/tablet to respond to.
The notification will display information on where your account is being used, including the device and approximate location. You can allow or block the login by tapping Yes or No.
A security key is a small device (which often looks like a USB stick). You connect this (via USB or NFC) to the device you are logging in to. They are small enough that they can be conveniently carried on a keychain.
We strongly recommend that you use the text message/phone call or Google Prompt methods, but security keys are available if you can’t use one of the other methods. Contact IT Support to request a security key. Duo hardware tokens will not work with Google 2FA.
When you have set up one of the three authentication options described, you will then be given an option to set up at least one additional authentication method as a backup option.
While you don’t have to set up any additional authentication methods, these are useful if your primary authentication method is unavailable (for example, you’ve left your phone at home, or don’t have any signal).
Please check the help guides above if you have any questions about using 2FA with your University Google account.
If you need further help, get in touch with the IT Support team.
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