Multi-Factor Authentication (MFA)

What is Multi-Factor Authentication?

Multi-Factor Authentication (MFA) is an enhanced approach to securing access to digital services, requiring more than a simple username and password as proof of identity. Many online service organisations such as banks now use MFA to minimise the possibility of unauthorised access to customer accounts.

How will this affect you and the way you work?

The University is applying MFA to Office 365; Box; Canvas; My Desktop Anywhere, StaffSpace and My Kingston.

This means that when accessing any of these applications offsite (not on the network) you will be required to authenticate your KU ID.

To sign up to MFA please register your details here.

Options for using MFA

  • You can use the Authenticator app by downloading it. This will enable you to generate a PIN. The device you are logging into will automatically grant access.
  • You can authenticate by providing a mobile number. A 4-digit PIN will be sent to the phone. You can then enter the PIN on the laptop or device you are working from. Access will be granted.
  • You can authenticate by providing a landline number (this will only affect you if you are working offsite). You will be asked to press the # key and then be granted access.

Instructions for the method you choose are given below.

Instructions on accessing and using MFA

Using MFA via the Authenticator app

  • Step 1: Click on this link to set up your preferred authentication for MFA.
  • Step 2: Once you have logged in with your credentials, a new screen will appear, entitled Start by getting the app. If you want to use the Authenticator app, select Next. 
  • Step 3: On the following screen, entitled Set up your account, click ‘Next'.
  • Step 4: The next screen is Keep your account secure. You will need to download the Authenticator on your phone. If you are using an iPhone please go to the App store. If you are using Android please go to the Play Store. You could also scan the QR code, shown on the page, to download the app.
  • Step 5: On your mobile app, set up your work ID, select Add work account and login using your KU credentials.
  • Step 6: If you already have the app, click on Add (the plus sign on top right) and select Add work or school account.
  • Step 7: Letting the Authenticator app access your camera.
  • a) If you are using iPhone head into Settings on your iPhone, select Authenticator then slide the cog, so Camera is selected.
  • b) If you are using Android please go into Settings then in Camera Permission select Allow
  • Step 8: In the Authenticator app select the + at the top right of the screen, then select Work or school account.
  • Step 9: You will be prompted to scan the QR code from the desktop webpage from within Authenticator app. Use your camera to scan the code.
  • Step 10: You will then be prompted to try and authenticate using the app (the screen reads Let's try it out).
  • Step 11: Approve sign in? Your phone will recognise the QR code and get you to approve sign in and then you will be prompted to enter a number on your mobile app. Enter the number shown in the browser and click Approve.
  • Step 12: Once you have approved the sign in, you have now finished setting up the Authenticator app and linking your KU credentials. Your screen will show Notification approved.

Using MFA via mobile or landline

  • Step 1: Select which method of MFA is your preferred choice by clicking this link.
  • Step 2: A pop-up will appear. If you do not want to use the authenticator app, please select the option I want to set up a different method.
  • Step 3: You will be directed to the Security info page.
  • Step 4: Select the method you wish to add. For mobile and landline select Phone from the drop-down menu, then click Add.
  • Step 5: If you have chosen to use a mobile phone number or landline you will be prompted to enter a phone number. You have the option to receive a text or a phone call with the authentication code. Choose your preference, then click Next.
  • Step 6: You will receive a message, confirming that a code has been sent to your mobile phone or landline. Enter this code in the box provided then click Next.
  • Step 7: Your method of authentication has been selected and MFA is now set up. Your screen will read: SMS verified. Your phone was registered successfully.

Using MFA once you have set up a method of authentication

  • Step 1: Log onto which application you are accessing offsite.
  • Step 2: Once you have put in your KU credentials you will be prompted to enter more information
  • Step 3: Select Next and enter the code that has been sent to your mobile, landline or authenticator app
  • Step 4: Select Verify. You will now be signed in and be able to access outlook offsite.