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DUO 2-Factor Authentication

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audrey cisneros
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DUO Two-Factor authentication protects your account even when you are away from the office. Staff are encouraged to download and use the DUO app.

 

Key steps for new staff:

  1. If you have not already done so, check your inbox for an email titled, DUO Enrollment. Follow the steps included in your DUO enrollment email.
  2. Download the DUO Mobile App to connect your preferred mobile device or phone number.

Key steps for existing staff:

  • During the mobility transition period be sure to transfer DUO to your new mobile device before turning in your staff mobile phone.
  • If you have not transferred DUO before turning in your staff mobile device, you will need to have a campus technician assist with the transfer process.
  • To add or change a device use this step-by-step guide FAQ: DUO How do I add or change my device?

What to expect: 

  • DUO prompts staff to verify their identity when signing in to frequently used apps (like Outlook, Teams and Roadmap).

Staff FAQ:

Why do we need two-factor authentication?

  • Your login credentials are more valuable than ever and are increasingly easy to compromise.
  • 95% of all security incidents at IDEA involve compromised credentials.
  • Remote working environments increase cyber security risks.

Two-factor authentication enhances the security of your account by using a secondary device to verify your identity. This prevents anyone but you from accessing your account, even if they know your password.

 

How can I benefit from using DUO?

  • Stronger security for your IDEA Staff Account.
  • Protect your account against unauthorized access​.
  • Reduce risk of data loss for staff, students and our organization.
  • Mitigate phishing email attempts​.

What exactly is two-factor authentication?

When you try to log in, Two-factor Authentication sends you a unique security code to verify your identity. When you sign up, you can choose to receive the security code by text message, voice call, or the DUO app . You need to enter both the verification code and your password to log in.

 

How will DUO change my staff login experience?

When logging in to an application that is protected by Duo, you will still enter your username and password. After inputting your login information, Duo requires you to complete a method of second-factor authentication. Duo does not replace or require you to change your username and password.

  1. Enter your password as usual
    • click Yes to Stay signed in.
  2. Select your verification option
    • Send Me a Push (to verify with Mobile App) 
    • Call Me (dial the enrolled phone number)
    • Enter a Passcode (text a passcode to the enrolled phone number)
  3. Verify 

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Do all staff have to use DUO?

Yes, in our efforts to safeguard every member of our organization against cybersecurity risks, we have selected DUO Security as a two-factor authentication solution for all IDEA staff.

 

Who should I contact for support?

For support with DUO or to report a security incident, please email infosec@ideapublicschools.org 

 

How often am I going to have to use DUO to sign-in?

Don't forget to check the "Keep me signed-in" box when you log in to a new system (Microsoft, Zendesk, Roadmap) this will keep you from having to re-authenticate the same device with DUO for 5 days. 

 

Do I have to use DUO even if I am on campus?

Yes, but when you are signed in while connected to the IDEA network (on site), you will only be prompted to use DUO on your first login and not after that. (Unless you sign in on another device.)

 

What if I want to add or change the device I have connected to DUO?

Adding or changing the device you have linked to DUO is quick with the step-by-step instructions here. FAQ: DUO How do I add or change my device?

If you have access to the “My Settings & Devices” link (the self-service portal) at the Duo Prompt and are
currently able to authenticate with a device, you may:

  • Add additional devices
  • Designate your “default” device that receives authentication requests in addition to your
    preferred authentication method
  • Reactivate Duo Mobile if you got a new phone but kept your number
  • Change the name of your device (ex. “Personal Cell” or “Work Phone”)
  • Remove a device

Learn more about managing your devices here: https://guide.duo.com/manage-device 

 

Do I need a smartphone or data plan to use two-factor authentication?

No. Having a smartphone makes for an easier and more secure experience with the DUO mobile app. However, it is possible to enroll a any phone, even a landline to verify your account using SMS passcodes or a phone call from DUO.

 

Do I have to download the app on my phone?

The app is recommended as the easiest and most secure method for 2-factor authentication with DUO, but you can also select the options to have a verification code sent to you via text or phone call. 

Why use Duo Mobile? It's fast & easy, Works in any country, Doesn't require cell service.

 

What if I do not want to use my personal phone for work?

This is an understandable concern, however connecting a mobile device to DUO for 2-factor authentication is one of the most convenient and secure methods for enrolling your account.  You should choose to set up DUO using the device that makes verifying your account the most accessible for you. 

Here are a few examples to help you select the DUO enrollment option most convenient for you.   

  • If you use your IDEA laptop off campus, you may find that having DUO connected to your personal phone is more convenient because you are more likely to have this readily available when working remotely. 
  • If you are a teacher and you have another device such as an iPad or tablet purchased with TCP funds, you may choose to use that with DUO to avoid having to download another app on your personal phone.

Your security is our primary concern, in some circumstances the option to connect a physical security token may be considered. For more information about this option please email infosec@ideapublicschools.org 

 

Where can I download the DUO mobile app?

IOS Apple devices (iPhone, iPad, Apple Watch)

Android Devices 

Is DUO the same as two-step verification?

Yes, and since two-step authentication is common across all major online apps because of the vital role it plays in keeping your account safe you are probably already familiar with how it 

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works.

If you have a Google, Amazon, Netflix or Apple account chances are you have seen a message that looks something like this.

 

 

Additional Resources:

FAQ: DUO How do I add or change my device?

Campus Technicians: DUO Troubleshooting

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