Loyola University Maryland

Technology Services

Two Factor Authentication is Here! (for Loyola Faculty/Staff/Admin only)

Two Factor Authentication (2FA) is a second layer of security that protects your accounts, even if someone obtains your password. With one click, you can use a device you always have with you, like your smartphone, to ensure that it’s really you accessing your accounts. View a video of how easy it is to use 2FA to log in to Workspace.

Two Factor Authentication logo

Temporary exclusion for MAC Users:

MAC users must enroll in 2FA now to use Loyola Workspace, however MACs are temporarily excluded from 2FA for Office 365 and Inside Loyola. Even if you are a MAC user and don't use Loyola Workspace, you should enroll in 2FA now so that you will be ready when the temporary exclusion is lifted. Technology Services is upgrading all MACs to Office 2016 and the latest Mac OS, Sierra. Once that is complete, MAC users will be required to use 2FA to log in to Office 365 and Inside Loyola.

Why?

More people are becoming victims of phishing attempts. Hackers are getting more sophisticated. Two Factor Authentication will protect your account even if someone gets your password. A hacker would have to obtain BOTH your password AND the phone (or other device) you are using to access your account. 

Using 2FA will protect you and Loyola.

Learn more by watching this 2FA overview (< 2 minutes).

Who?

All Loyola employees who are using Windows machines will need to enroll in and use Two Factor Authentication for logging in to systems that contain “restricted” data. MAC users are also required to enroll in 2FA, however 2FA will only be required to log in to Loyola Workspace, not Office 365 or Inside Loyola. This is a temporary exclusion until MACs are upgraded.

A small number of students who are also Loyola employees accessing restricted data will also need to enroll in 2FA.
 

When?  

When 2FA will be required for log in
System Impacted
Users Impacted 
12/1/2016 Loyola Workspace Faculty/Admin/Staff including MAC users*
5/22/2017

Inside Loyola

Faculty/Admin/Staff EXCEPT MAC users*
5/22/2017 Office 365 (including email) Faculty/Admin/Staff EXCEPT MAC users*

*A small number of students who are employees accessing restricted data will also be required to use 2FA. Otherwise, students WILL NOT be required to use 2FA.

What do you need to do?

Enroll in 2FA now. The sooner the better for you and for Loyola.

Look for Enrollment Email

Check your Loyola email for an email from Duo Security, the vendor we are using to provide 2FA. This email is being sent every Monday to people who have not enrolled. If you cannot find the email, check your "Clutter" or "Junk" folders. To see what the email should look like, take a look at the enrollment email example.

To enroll (takes just a few minutes):

  1. Click on the link inside the Duo Security email.
  2. You will then be prompted to enter information about the device you would like to enroll.

If you need help enrolling, contact the Help Center (ots@loyola.edu or x5555) or attend one of the regular drop-in sessions. See the schedule below. 

 

Checklist for Two Factor Enrollment using Duo

In preparation for enrolling in Two Factor Authentication using the FREE Duo application, we suggest you complete the checklist below. This will improve the enrollment process.

Decide which device to enroll

Smartphone is recommended, but you can also use:

  • A landline phone
  • A regular cellphone
  • A tablet

*If you do not have any of these devices, you may be eligible to use a physical authentication token instead. Please review the Two Factor Token Policy on our policy page.

Have your app store password (i.e. iTunes, Google Play).

Note: If you do not have a credit card associated with your Apple ID and do not wish to add one, please follow the instructions for using your Apple ID without a credit card or other payment.

Download the FREE Duo application

For iPhone, iPad, and Apple Watch devices:

  • Launch the App Store on your phone or tablet and search for “Duo Mobile” Duo logo
  • Select “Free” and then tap “Install” to download the app
  • Tap “OK” again when asked if DUO Mobile should be able to send push notifications
  • If the application asks for access to your camera, tap "Allow"

For Android Devices:

  • Open the Google Play Store app on your phone and search for “Duo Mobile”
  • You will have to tap “OK” again when asked if Duo Mobile should be able to send push notifications
  • If the application asks for access to your camera, tap "Allow"

Important: Don’t try to add an account in the mobile app before you receive the enrollment email on 12/1/16.

Drop-in training, demonstrations, or help with enrolling

We will have drop-in training/enrollment sessions on the following dates:

  • 4/6/17 9:30 AM - 10:30 AM, Knott Hall 104
  • 4/19/17 2:30 PM - 4:00 PM, Knott Hall 104
  • 4/24/17 10:00 AM - 11:00 AM, Knott Hall 104
  • 5/4/17 2:30 PM - 4:00 PM, Knott Hall 104
  • 5/10/17 1:00 PM - 2:00 PM, Knott Hall 104
  • 5/18/17 9:30 AM - 10:30 AM, Knott Hall 104
  • 5/22/17, 10:00 AM - 12:00 PM, Knott Hall 104
  • 5/23/17, 8:00 AM - 10:00 AM, 1:00 PM - 4:00 PM Knott Hall 105

Alternatively, you may contact the Help Center at x5555 (ots@loyola.edu) or your Technology Services Relationship Manager, Robin Smith (Staff/Admin) rssmith@loyola.edu or Tom Wilson (Faculty) trwilson@loyola.edu.

Two Factor Authentication FAQs

How can I log in with 2FA if I am traveling outside the U.S.?

If you installed the Duo Mobile app on your phone, it will keep working even if your phone has no connectivity. To log in, select “Enter a Passcode” on the 2FA login screen, launch your Duo Mobile app and tap the key icon. It will generate a six digit code. Enter that code on the 2FA login screen, and it will log you in. This process doesn’t require your phone to have any kind of connection, and it will even work in Airplane Mode.

Do I need to use Two Factor to log into my computer?

No, 2FA is only required to log into Loyola Workspace, Office 365 and Inside Loyola.

I was told MAC users are excluded from using Two Factor Authentication. Is this true?

MAC users are only excluded temporarily from using 2FA for logging into Office 365 and Inside Loyola, until the technical issues are resolved. MAC users are still required to use 2FA to log into Loyola Workspace.

Should I register more than one device?

Yes. You should register more than one device so that you can still log in if you leave your primary device at home or lose it. For instance, you might register your mobile phone as your primary device and your landline (office phone) as your secondary device.

What should I do if I receive a push notification or phone call when I have not tried to log in to a service?

You should deny the request and report it to the Help Center at x5555. Someone may have compromised your password and may be trying to use it to log in to services.

I am having problems using my home computer (not managed by Loyola) to log in to Office 365 using Two Factor Authentication (2FA). What should I do?

You must upgrade your home computer to Office 2016 in order for 2FA to work. To upgrade your computer to Office 2016, visit Microsoft's upgrade webpage. Then,

  1. For PCs: Choose Upgrade to Office 2016 on a PC
    Select appropriate link & follow instructions for:
    Upgrading from an earlier version of Office, such as Office 2010 or Office 2007  OR
    Upgrading from Office 2013
  2. For MACs: Choose Upgrade to Office 2016 on a MAC
    Select Upgrading from an earlier version of Office, such as Office for Mac 2011 and follow instructions

         Note: for the best experience with Office 2016, we recommend also that you upgrade to macOS Sierra.

I am a retired professor with Emeritus status and still use my Loyola Office 365 email account. Do I have to use 2FA to log into Office 365 email at home?

As of 5/22/17, yes, you must use 2FA to log into Office 365 (unless you are a MAC user.).

Use Two-Factor to Protect Your Personal Accounts

Using Two Factor Authentication for your personal accounts is also highly recommended. Learn more about how you can use Two Factor Authentication for other websites and services on the Lock Down Your Login website. See instructions for protecting key accounts like email, banking and social media.