Multi-Factor Authentication at Red River College Polytechnic
As part of our ongoing commitment to improve the College’s cyber security, ITS will be implementing Multi-Factor Authentication (MFA) for all RRC Polytech staff over the next two months. Multi-Factor Authentication is a process where staff members will be required to use a secondary authentication method when logging on to access RRC Polytech resources such as staff email, HUB, OneDrive and Office 365 productivity and collaboration tools. Many of you already have experience using MFA to access services such as online banking, personal email, and social media sites.
When using MFA, a staff member will initially provide their password and then a secondary authentication using a smart phone application or security token. A simple and secure process that pairs something you know with something you have and is a great way to protect staff accounts and RRC Polytech’s data.
Setting up MFA is a straightforward process that takes about 10 minutes to complete. The most convenient way to use MFA is with a smart phone and staff will need to install the Microsoft Authenticator application. Staff who do not have a smart phone will be able to request a physical security dongle (USB key), which can be plugged directly into your computer.
Setup Instructions
To set up MFA for your RRC Polytech account, please use the MFA setup instructions to follow all the instructions provided.
Frequently Asked Questions
How do I set up MFA if I do not have a smartphone and require a Yubikey security key?
Although the Authenticator application on a smartphone is the easiest method for MFA, we recognize that not all staff have a College issued or personal smartphone. For staff without a phone, we will provide a special MFA USB security key that can perform the same function. The key simply plugs into your computer like any other USB key and provides the secondary authentication by way of an application. If you require an Yubikey security key, please email servicedesk@rrc.ca and we will arrange to provide you with one.
Who is Eligible?
All RRC Polytech staff are currently eligible to enroll in Multi-Factor Authentication and it will be a requirement for all staff by June 8, 2021.
Who will this affect?
The College’s Senior Leadership Team has discussed the benefits of MFA and has instructed ITS to proceed as quickly as possible to implement it College wide. MFA is currently implemented in several high risk areas of the College and ITS requires that all RRC Polytech Staff complete the setup by April 2, 2021.
What will this change mean to me?
It will not change much in the way that you currently complete your work and tasks. You will see a prompt on your phone (or computer if using a security dongle) to “approve” a login. For example, when logging on to hub.rrc.ca, you would enter your user name and password as you normally would. With MFA enabled, after providing your user name and password you will receive a prompt on your phone asking you to approve your login. You would simply click “approve” on your phone and you would instantly be logged in to hub.rrc.ca. The “approve” is the secondary authentication that helps secure your account should it ever be compromised.
NOTE: With that in mind, should you ever receive an approval prompt without initiating a login we ask that you do not approve the request and contact ITS at Service Desk to investigate.
When will I need to have MFA configured by?
Information Technology Solutions is working towards a target date of April 2, 2021 to have all RRC Polytech staff configured to use MFA.
When will I need to provide my secondary authentication?
When you attempt to log on to HUB, Microsoft 365 web applications, OneDrive, and Outlook MFA will prompt you for your secondary authentication. The list of applications protected by MFA will continue to grow as more vendors require secondary authentication.
Why do I need to set up MFA?
Multi Factor Authentication requires a secondary form of authentication that makes it significantly harder to compromise your RRC Polytech account. MFA will prevent a hacker from gaining access to any resources that handle valuable information if you have a compromised account password. Although someone may have your password, it is next to impossible for them to provide the secondary authorization that MFA requires.
How do I set up MFA?
The easiest and most common method is to install the Microsoft Authenticator App on your smart phone. Click MFA setup instructions for step-by-step instructions on how to set up MFA on your smart phone or use the MFA setup instructions for Staff (Yubikey) security key and should only take a few minutes to complete. We recommend that you use the instructions to configure MFA at your earliest convenience to be ready for April 2. If you would like assistance with setting up MFA, please submit a support request through the ITS Service Desk and we will walk you through the process.
What happens if I forget or lose my phone or my Yubikey security key?
If you find yourself in this situation, please email servicedesk@rrc.ca to request assistance. ITS has a few options to provide access. We can provide you with a temporary method to authenticate your account or in exceptional cases, we can temporarily disable MFA.
RRC Polytech campuses are located on the lands of Anishinaabe, Ininiwak, Anishininew, Dakota, and Dené, and the National Homeland of the Red River Métis.
We recognize and honour Treaty 3 Territory Shoal Lake 40 First Nation, the source of Winnipeg’s clean drinking water. In addition, we acknowledge Treaty Territories which provide us with access to electricity we use in both our personal and professional lives.