Multi-Factor Authentication

Who needs to set up MFA?

Everyone with a Western account. This includes staff, students, and partners or affiliates who access Western single sign-on (SSO)  applications.
Instructions to set up MFA are included in onboarding processes for new staff and students.

Why do I need to use MFA?

Multi-Factor Authentication (MFA) is a mandatory security requirement to access Western single sign-on applications.
MFA provides an additional layer of security to protect Western and your account from unauthorised access. Microsoft Authenticator app should be  installed on your smartphone before completing the registration on your computer. MFA is enabled for all staff and students when they log on to some systems or platforms.
When MFA is activated for your account, you will go through an easy multifactor authentication process using the Microsoft Mobile Authenticator App.
MFA applies to logons with new devices, websites, and this list of Apps.

What are the security benefits of MFA?

MFA helps protect accounts by adding an additional verification step to confirm the identity of users.
Even if a cyber-criminal were to know an individual’s password, this added verification step stops them accessing user accounts and key information including: Your name; Address; Work and files; Bank account details – by tapping "No, It's Not Me" if an unknown MFA prompt occurs.

How do I set up MFA and use the Microsoft Authenticator App?

Install the Microsoft Authenticator app and finish the registration on your computer.  Refer to the Set-up MFA Microsoft Authenticator guide for detailed instructions

What MFA verification methods does Western support?

The preferred method is to use the Microsoft Authenticator app. This uses a two-digit input on your phone and is the most secure MFA method.
If necessary, the 'other' SMS option can currently be used - Choose 'other' when enrolling for MFA.
This methods uses either a 6-digit SMS code or an automated phone call. Please note this is not the most secure method to authenticate.

Can I download the Microsoft Authenticator app on more than one device?

Yes, you can. It is recommended to install the App on another device (e.g., iPad/tablet) when possible so you have a backup should you lose access to your smartphone.

Can I change the way I authenticate (e.g. SMS to the App)?

Yes, you can - Use this How to Add or Remove an MFA Method guide to change your MFA method or sign out of everywhere if you've lost your device.

I cannot use the Microsoft Authenticator app because I have an older smartphone that does not support Microsoft Authenticator.

Please attempt to upgrade your smartphone operating system to the latest version required for Microsoft Authenticator app. In your phone’s app store, check the operating system version required for Microsoft Authenticator app.
And alternatively, you may install the app on another mobile device such as an iPad/tablet.  
If downloading and using the app is not possible, you may use SMS until the telephony option is eventually withdraw. At this time, you will be required to upgrade your phone to ensure that your account remains secure.

What operating system do I need on my smartphone to download Microsoft Authenticator?

Microsoft Authenticator is Western's supported MFA authenticator. When you install Microsoft Authenticator app from your app store, check  your smartphone has the required operating system version.  
To find your smartphone operating system:

• iOS (Apple): Go to your device's home screen, tap the Settings icon, then select General and About.
• Android:  Go to your device's home screen, tap Settings, then select About Phone or About Device.

My phone's operating system cannot be updated to support an authenticator app. What can I do?

Microsoft Authenticator app can be installed on another mobile device e.g. iPad or tablet or you can use SMS until the telephony option is eventually withdraw. At this time, you will be required to upgrade your phone to ensure that your account remains secure.

I do not want to download the Microsoft Authenticator app on my smartphone because I am concerned about my privacy.

Multi-Factor Authentication (MFA) is how the University’s provides additional security to protect your  account from unauthorised access.
Information provided to the University via MFA is collected ONLY to facilitate the important additional security.
The information collected will only be accessible to University staff requiring access to administer the  MFA service.

The University prefers to use a third-party application, the Microsoft Authenticator App, to provide the MFA service to University  account holders.   Both Microsoft and the Western have no access to the app on your phone and cannot view;  your data, apps installed, monitor your calls, or track your location.  The app requires access to the internet for notifications.  
Using the Microsoft Authenticator app means your authentication method is not linked to your phone number so is completely confidential and isn't reliant on personal details.

Can I download the Microsoft Authenticator app on my computer?

No. The Microsoft Authenticator app is a mobile application. It can only be downloaded on a mobile smartphone or smart device such as an iPad/tablet.

Can I use the Microsoft Authenticator app if I already have it set up on my phone?

Yes, Microsoft allows you to set up multiple accounts in the App.
When setting up MFA for Western, select +at the top of the Microsoft Authenticator;  then Add Account; then Work/School account and follow the instructions on your computer and phone or refer to Set up MFA using Microsoft Authenticator.    
Refer to the Guides and Videos section on the Student MFA website to access the set-up MFA guide.

Can I use other authentication applications such as Google Authenticator?

Yes. Other authentication applications such as Google Authenticator can be used for MFA however, Microsoft's Authenticator App is preferred, and other apps are not supported by the University's Service Desk.

I’m concerned about the Microsoft Authenticator app draining my phone battery.

The Microsoft Authenticator app is designed to use minimal battery on your smartphone and is only in use when required for authentication.

Which applications require MFA?

A list of applications that require MFA is available here(opens in a new window).

How often will I be prompted to verify my sign-in?

MFA will apply when you sign-in to Western's single sign-on (SSO) applications including email, Office Apps and MyWestern.
Verification will be required when logging into a SSO application, but you  won’t be asked to re-enrol again unless; You use another computer, such as a shared (library) computer; You use a new browser, or have cleared your internet browser cache/ cookies, or  if you sign in from a location that is vastly different from the location you usually sign into e.g. a different country.  Please note: The MFA solution is best practice and can be adaptive so you may be prompted to verify unexpectedly at other times if it considers that a risk-based event has occurred e.g., appear to have conducted impossible travel or connect to an unfamiliar internet connection.  Always carry your authenticator with you when accessing Western single sign-on applications.

When should I use the Lost device? Sign out everywhere [https://mysignins.microsoft.com/security-info] option in the My Sign-ins window?

Signing out of everywhere is a good security practice if you've lost your authentication device (e.g. mobile phone with authenticator app) use this guide to remove a MFA method [link to guide]. This will sign you out of all your current application sessions.  You will need to reauthenticate when you sign-in again.