Multi-factor authentication (MFA) and your University user account
⚠️ Important note for international students: you must use the Microsoft Authenticator app as the primary authentication method ideally using a device that you are planning to bring with you to the UK. Please do not use a non UK phone number as an authentication method as this will stop working when you arrive in the UK and you will not be able to sign into our systems.
More important information for international students
- What is MFA and why do we use it?
- How does MFA work?
- When do I need to set this up?
- What if I need help?
- Ready to go? Here’s what you need
- How to set up MFA on your device, step by step
- Watch a video from Microsoft to see how it looks on the screen
- How MFA works when you log into a protected system
- Need more help?
- Frequently asked questions (FAQs) about MFA
What is MFA and why do we use it?
The University of Hertfordshire uses Microsoft MFA (MS MFA) as an extra layer of security, along with account passwords, to provide our users and systems with greater protection against cyberattack and unauthorised access.
Setting up MFA is a free, one-time action and is linked to the University user account that you use throughout your studies at Herts. Every University account holder must use MFA to log in.
How does MFA work?
All MFA users must set up what is called a ‘primary multi-factor authentication method’ to provide that extra layer of security. We recommend installing the ‘Microsoft Authenticator’ app on a personal smartphone for this purpose. To set up MFA, you will use your PC, laptop, or tablet to initiate a secure connection with the app.
The app uses a process called ‘number matching’ which sends your mobile phone a secure, two-digit code that you enter when you log into shared systems such as Office 365, StudyNet (to access your timetable), or Canvas.
The app will work regardless of your location, phone signal, or Wi-Fi availability, which is of particular benefit to our international students.
When do I need to set this up?
It’s important to set MFA up as soon as possible to ensure you can access systems right when you need them.
New students are automatically directed to set up MFA when creating a university account. Simply follow the instructions on screen as you move through the process.
Current students who haven’t yet set up MFA can use the step-by-step installation guide on this page.
What if I need help?
If you have any problems while working through the installation guide, or if you have unusual or differing circumstances, you’ll find links to FAQs and troubleshooting further down this page.
Ready to go? Here’s what you need:
- The PC, laptop, or tablet you plan to use for your studies, connected to the internet.
- Your mobile phone (see FAQs to learn how to install MFA without a smartphone)
- You can either Download the Microsoft Authenticator app to your phone in advance or install it as you go along. Allow notifications in the app, if prompted.
- You may want to display these instructions on a second screen or window to refer to as you go along.
⚠️ If you have any problems before or during this process, you’ll find links to troubleshooting and FAQs at the bottom of this page.
How to set up MFA on your device, step by step:
1.
If you are currently logged in on your PC, laptop, or tablet to any Microsoft account other than your University of Hertfordshire student account, please log out of that first.
If you’re already logged in to your University account, go to step 3.
2.
Now log into your University account using the format: username@herts.ac.uk (e.g. ab19cde@herts.ac.uk).
Please note, this is not your email address.
3.
Open the 'my sign-ins’ security info page’.
4.
Choose ‘add method’, then select ‘Authenticator app’ from the drop-down list, and select ‘add’.
5.
The next screen will ask you to install the Microsoft Authenticator app. If you have already downloaded the app on your phone, open it now. If you have not yet downloaded the app, leave this window open on your PC, laptop, or tablet, while you download the app to your smartphone.
Allow notifications in the app, if prompted.
6.
In the app, select ‘add an account’ and choose the one called ‘work or school’.
Select the required app permissions as part of the set-up process (including ‘use camera’). You can change the permissions after set-up is complete.
Now come back to your computer and click ‘next’.
7.
You will see a QR code on your computer screen. Scan this with your phone’s camera.
If you can’t scan the image, you can enter the code manually - just select ‘can’t scan image?’ and follow the instructions. If the QR code times out, repeat step 6.
Click ‘next’ on your computer. If everything is working correctly, an ‘approve sign-in request’ prompt will pop-up on your phone.
8.
Once you confirm your sign-in on your phone, your MFA registration is complete. If you do not receive the pop-up, run through these steps again, or check the FAQs.
9.
Finally, install an additional authentication method in case you lose or forget your primary device or need to set up MFA on a new phone.
⚠️ Do not uninstall and then reinstall the app once you have it - this will prevent you from logging in to your account.
See a walk through of the setup process in this video from Microsoft.
How MFA works when you log into a protected system
Once you’ve set up your authenticator app, the next time you log in to a protected system, the login screen will ask you to authenticate by showing you a randomly generated number.
Complete your login by opening the app on your phone, entering the code, and selecting YES. (Example below is Android, the screen on an iPhone will look slightly different.)
The frequency in which you are asked to authenticate will vary, depending on factors such as switching between browsers and devices.
⚠️ If you are not logging in but get an unexpected authentication request on your phone, you should select NO, IT’S NOT ME.
This may indicate that your username and password have been compromised. You should immediately change your password at https://www.pss.herts.ac.uk/ and alert the Helpdesk.
Find out more about setting up and managing your university password.
Need more help?
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Install the Microsoft Multi-factor Authentication app on your mobile phone |
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‘My Sign-ins security info’ page to set up MFA on your device and manage your account |
https://mysignins.microsoft.com/security-info
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View a diagram of the MFA installation process |
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MFA FAQs and troubleshooting |
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Step by step installation video from Microsoft |
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Learn how to backup and recover your account details in case you lose or change phones |
- Contact the Library and Computing Services Helpdesk
- Online: https://helpdesk.herts.ac.uk/login
- Telephone: +44 (0)1707 284678
- Email: helpdesk@herts.ac.uk
Find out more about from Microsoft about the MS Authenticator app along with information about permissions and data: Microsoft Authenticator app FAQs