Frequently Asked Question
Google Workspace: 2-Step MFA FAQ
Last Updated 19 days ago
LCC Employees,
On Wednesday, May 8th, 2024, IT sent out an email to LCC employees regarding the requirement to have multi-factor authentication (MFA) enabled on all LCC employee Google accounts by June 1, 2024. A number of questions have come up since that communication and this email is a follow-up to provide additional information and to answer those questions.
What is multi-factor authentication (MFA)?
“Multi-factor authentication” (MFA) is also referred to as “two-factor authentication” (2FA), and you may see these terms used interchangeably. Google has named their MFA “2-Step Verification.”
MFA is a security measure that uses two different “factors” to prove (or “authenticate”) your identity when signing in to a computer or service. On June 1, 2024, and thereafter, you will be required to enter your userID/password (the first “factor”), plus an additional second factor to authenticate your identity when logging in to your LCC Google account. This is being enabled on all LCC employee Google accounts (including students who are also employees).
Note that a username and password, although technically two different things, still only count as one factor – something you know (see below). Note that each “factor” needs to be from a different category to be effective. The three categories include:
Watch this YouTube Video
Why do we need MFA?
Cyber threats are becoming more prevalent and more sophisticated. Accounts that are secured with MFA are 99% effective in preventing bad actors from accessing these protected accounts. Additionally, the State Board of Community and Technical Colleges (SBCTC) has already required MFA to protect Personally Identifiable Information (PII) contained in ctcLink (ctcLink MFA was set up in April, 2023).
How do I set up MFA on my LCC Google account?
Read and follow the steps in this knowledge base article: Google Workspace How to setup 2-Step Verification
What MFA options are available to use for my LCC Google account?
Factor one is typically your current username/password – something you know.
Factor two will be something you have:
Will my personal device/phone be subject to Public Records Requests if I use it for MFA on my LCC Google account?
The individual text message containing the one-time code for MFA is a public record; however, no other personal information on the phone is subject to a public records request. These one-time code messages are transitory and serve no useful purpose after the code expires. Employees are encouraged to delete these messages as soon after use as possible.
I sometimes sign out or am timed out of my LCC Google account. How often will I have to enter MFA in order to sign in?
Google will not require MFA every time you log in to your Google account. After you complete MFA set up on your phone or computer, you can choose to "remember this device." You will need to use MFA again if you clear your browser's cache, change your password, or if Google suspects your account has been breached.
Actions to take before June 1, 2024:
Actions to take after June 1, 2024:
How do I get help if I run into problems and need assistance?
Please call the LCC IT help desk at 360-442-2250 or submit a helpdesk ticket.
Starting June 1, 2024, all LCC employee Google accounts must have multi-factor authentication (MFA) enabled. Here’s what you need to know:
What is MFA?
MFA is an additional layer of security for your account. You will need:
MFA significantly reduces the risk of unauthorized access to your account. It has been shown to prevent 99% of cyber threats.
How to Set Up MFA:
If you have any questions, contact the IT department at 360-442-2250.
Thank you for your cooperation in enhancing our security measures.
Keywords: 2-step, 2 step, 2-step verification, 2 step verification, 2-step authentication, 2 step authentication, verification, multifactor, multi factor, multifactor verification, multi factor verification, multifactor authentication, multi factor authentication, 2-factor, two-factor, two factor, 2-factor verification, two-factor verification, two factor verification, 2-factor authentication, two-factor authentication, two factor authentication, authentication
On Wednesday, May 8th, 2024, IT sent out an email to LCC employees regarding the requirement to have multi-factor authentication (MFA) enabled on all LCC employee Google accounts by June 1, 2024. A number of questions have come up since that communication and this email is a follow-up to provide additional information and to answer those questions.
What is multi-factor authentication (MFA)?
“Multi-factor authentication” (MFA) is also referred to as “two-factor authentication” (2FA), and you may see these terms used interchangeably. Google has named their MFA “2-Step Verification.”
MFA is a security measure that uses two different “factors” to prove (or “authenticate”) your identity when signing in to a computer or service. On June 1, 2024, and thereafter, you will be required to enter your userID/password (the first “factor”), plus an additional second factor to authenticate your identity when logging in to your LCC Google account. This is being enabled on all LCC employee Google accounts (including students who are also employees).
Note that a username and password, although technically two different things, still only count as one factor – something you know (see below). Note that each “factor” needs to be from a different category to be effective. The three categories include:
- Something you know (PIN, usernames, passwords, security questions, etc.)
- Something you have (a USB-key fob, a one-time code sent to a mobile device, etc.)
- Something you are (a fingerprint, face scan, etc.)
Watch this YouTube Video
Why do we need MFA?
Cyber threats are becoming more prevalent and more sophisticated. Accounts that are secured with MFA are 99% effective in preventing bad actors from accessing these protected accounts. Additionally, the State Board of Community and Technical Colleges (SBCTC) has already required MFA to protect Personally Identifiable Information (PII) contained in ctcLink (ctcLink MFA was set up in April, 2023).
How do I set up MFA on my LCC Google account?
Read and follow the steps in this knowledge base article: Google Workspace How to setup 2-Step Verification
What MFA options are available to use for my LCC Google account?
Factor one is typically your current username/password – something you know.
Factor two will be something you have:
- A voice call to either your work phone or a cell phone.
- A text message (SMS) sent to a mobile device.
- An app like Google Authenticator installed on a mobile device.
- A security key like a YubiKey.
Will my personal device/phone be subject to Public Records Requests if I use it for MFA on my LCC Google account?
The individual text message containing the one-time code for MFA is a public record; however, no other personal information on the phone is subject to a public records request. These one-time code messages are transitory and serve no useful purpose after the code expires. Employees are encouraged to delete these messages as soon after use as possible.
I sometimes sign out or am timed out of my LCC Google account. How often will I have to enter MFA in order to sign in?
Google will not require MFA every time you log in to your Google account. After you complete MFA set up on your phone or computer, you can choose to "remember this device." You will need to use MFA again if you clear your browser's cache, change your password, or if Google suspects your account has been breached.
Actions to take before June 1, 2024:
- Review the Knowledge Base article “Google Workspace: How to setup 2-Step Verification.”
- Follow the instructions to set up MFA on your LCC Google account.
Actions to take after June 1, 2024:
- Set up MFA on your account immediately to be able to access your account.
How do I get help if I run into problems and need assistance?
Please call the LCC IT help desk at 360-442-2250 or submit a helpdesk ticket.
Important Update: Multifactor Authentication (MFA) Requirement
Attention LCC Employees,Starting June 1, 2024, all LCC employee Google accounts must have multi-factor authentication (MFA) enabled. Here’s what you need to know:
What is MFA?
MFA is an additional layer of security for your account. You will need:
- Something you know (your password)
- Something you have (a code sent to your phone or an app)
MFA significantly reduces the risk of unauthorized access to your account. It has been shown to prevent 99% of cyber threats.
How to Set Up MFA:
- Read and follow the steps in the knowledge base article (link to be provided
- Before June 1, 2024: Set up MFA following the knowledge base article.
- After June 1, 2024: Continue using MFA for login.
If you have any questions, contact the IT department at 360-442-2250.
Thank you for your cooperation in enhancing our security measures.
Keywords: 2-step, 2 step, 2-step verification, 2 step verification, 2-step authentication, 2 step authentication, verification, multifactor, multi factor, multifactor verification, multi factor verification, multifactor authentication, multi factor authentication, 2-factor, two-factor, two factor, 2-factor verification, two-factor verification, two factor verification, 2-factor authentication, two-factor authentication, two factor authentication, authentication
