Multi-Factor Authentication - FAQ

Multi-Factor Authentication

Passwords can be easily compromised. MFA immediately increases your account security by requiring multiple forms of verification to prove your identity when signing into an application.

MFA does not need to be requested.

There are no costs.

To make use of MFA you need a:

• UT ICT-account
• Smartphone

For support, please refer to the manual, FAQ (below) or contact the Service Desk ICT.

In the General Data Protection Regulation (GDPR), the criteria set for processing special personal data have been tightened. Special personal data is highly sensitive and therefore receives additional protection under the GDPR. Logging in with a username and password is no longer sufficient.
The UT utilises multiple applications within which personal data is processed. The GDPR stipulates that these applications are additionally secured by means of authentication in two steps: MFA.

Programmes may contain data to which others are not permitted access. This may include research data, examination results, or bank account numbers. Passwords can be found out with relative ease, for example when you:

• use the same password for multiple websites;
• download malicious software from the internet;
• accidentally activate incorrect links in a phishing email;
• provide your password to others.

Thanks to additional authentication, the university can exclude information from unwanted individuals, even when they possess your password. For this reason, your additional authentication is for personal use only.

An individual in possession of your password can block access to your account and:

• view or even delete your emails, contacts, and educational or research data;
• masquerade as you and send unsolicited or malicious emails to your contacts;
• use your account to reset the passwords for your other accounts;
• gain access to all information accessible to you, such as student data.

Eventually all systems will use MFA. First it will be activated for employees. It is expected that in 2021 it will be activated for students also. 

MFA is required for:

• All Office 365 applications for e.g. Teams, OneDrive (except Outlook).
• Self-service Portal
• Planon
• MyHR (AFAS)
• All applications connected to SURFconext
• JAVA applications
• SAML Applications
• My TimeTable
• WiKi
• Employee portal
• Canvas

These and other applications will also be added in 2021.

At the UT, access to UT applications is secured with MFA, for this, you need a mobile for validation. An exception to this is, the digital tests, taken in the Therm and Noordhorst exam rooms on Chromebooks. This exception is because students are not allowed to use their mobile phones during exams.

You can find the manual here.

If you have a new smartphone due to replacement, loss or theft, you must reconfigure the MFA app. There are two possibilities:

• When switching to a new phone, make sure to add it here (select Add method) before disposing of the old phone.
• Contact the Service Desk ICT if you do not have access to your (previous) phone.

The UT does not require your mobile telephone number, and this will not be requested and/or registered.

If the UT has not provided you with a mobile telephone and you don't wish to use a private smartphone for the MFA, you can obtain a low-budget mobile telephone via the LISA self-service portal. The charges will be covered by the faculty/service department. You will require an OFI number from your organisation for ordering a low-budget telephone.

An internet connection (WiFi/3G/4G) is only required for app installation/activation. Once it's set you can also use the time-based, one-time passcode in the app.

The app requires camera access to scan a code during installation and use of additional authentication. The app only activates the camera for these purposes.

Tips for successful QR code scanning: 

• Zoom level of PC browser set to minimum 100%
• While scanning, do not hold the device too close to the screen! Make sure that the QR code fills approx. 25% of the screen. Hold the device still!
• Hold your smartphone very still while scanning. Your smartphone may need a few moments for scanning, as the camera must first zoom in on the QR code.
• Ensure that only the QR code is in the frame when scanning.
• Keep any objects, such as your finger, from obstructing the camera during scanning.
• Increase the brightness of your computer screen. This increases the contrast of the QR code, making it easier for your camera to scan.

• Collect your smartphone, if possible.
• In case the organisation has a spare smartphone, activate it using an already set up second verification method or contact the Service Desk ICT

For Android, click here.

For iOS, click here.

You must re-validate MFA:

• after you have changed from workstation/browser
• after you have changed your password 
• if you did not use your workstation/browser for a period of 90 days

* To reduce the number of approvals in a browser you can use the Edge browser and log in with your UT account.

No.

Yes, you can disable it in the settings in the Microsoft Authenticator app.

Go to https://mysignins.microsoft.com/security-info to add or remove a sign-in method.

You can add an extra method here.

Click here for the manual for text messages.

Click here for the manual for phone calls.

During offline use, the Microsoft Authenticator app automatically create an offline code which can be entered on your screen. This allows you to use the additional authentication offline at all times.

No, this is not possible. MFA is for personal use only and cannot be transferred.

If you regularly have to approve MFA messages in a browser, we have the following tip:

Use Microsoft Edge as your browser, click on the profile icon at the right side of the address bar and click "Sign In". Then sign in with your work or school account.

You can change the MFA settings here.

Please contact the Service Desk ICT.