Multi-Factor Authentication (MFA) - Frequently Asked Questions (FAQs)

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Important changes when using SMS Text or Phone Call

On September 15 2023, Microsoft began prompting users who authenticate using SMS Text Message and phone call to set up the Microsoft Authenticator when they sign into their work or school account.

Please follow the instructions for how to use Microsoft Authenticator if you are prompted to Improve your sign-ins or Protect your account.

You can select “Not now” to skip the “Improve your sign-ins” prompt up to 3 times, but after that, you will be forced to set up Microsoft Authenticator at the “Protect your account” screen.

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See our Frequently Asked Questions (FAQs) below for Multi-Factor Authentication (MFA).

Looking to get started with MFA?  See our tips here:

Need a step-by-step guide for MFA?  See our guides here:

Can't find what you're looking for here?  See our other FAQs:

Need further assistance?
  • If you need help from a technician, please contact the ITS Help Desk.

Table of Contents

How to receive assistance with MFA

I'm having trouble setting up the Microsoft Authenticator app.  What are my other options?

If you’re having trouble with using Microsoft Authenticator, or If you do not want to download anything on your cell phone, you can use SMS Text Message or Phone Call as an alternative authentication method.

Alternatively, we can also grant a Hardware Token, which is a small device you can use to generate an authentication code during login.

Please also contact the ITS Help Desk for assistance with MFA if you need help.

What applications require MFA?  Is Canvas and Self-Service Affected?

Faculty and staff are required to use MFA when accessing certain District resources while outside of campus or the District network (e.g., working from home, while traveling, etc).

At this time, MFA is required for the following applications while working off campus:

  • Microsoft Office365, which includes:
    • Outlook Email (Exchange Online) at https://outlook.office.com
    • Outlook app for mobile devices
    • Microsoft Teams
    • OneDrive
    • OneNote
    • Microsoft Office365 desktop apps (such as Word, Excel, PowerPoint, etc)
    • The www.office.com website and any related Microsoft services that use this login.
At this time, Canvas and Self-Service are not affected by MFA requirements.  (If you are accessing the link to email from Self-Service, this points to Office365, and would require you to use MFA).

Starting on July 17​, 2023, when you're not on campus and try to use one of the applications mentioned above, you'll be asked to set up an MFA (Multifactor Authentication) method.  If you already have an MFA method set up, you'll be asked to confirm your identity using your MFA method.

I need help with MFA.  Who do I contact?

Please contact the ITS Help Desk for assistance with MFA.

ITS will also be hosting after-hours support on Monday, July 17 and Tuesday, July 18, between 5pm-7pm to support the change. If you need support after hours, click the meeting link below to join between 5pm-7pm on these dates:
https://us06web.zoom.us/j/86368534361

Tips to get started with MFA

Enroll in MFA now

Voluntary enrollment for Multi-Factor Authentication (MFA) can be initiated at this link:  https://aka.ms/mfasetup

Prior to enrollment, we would strongly recommend:

  1. Deciding beforehand what MFA methods you'd like to use
  2. Having your MFA methods ready
Mandatory enrollment for MFA begins July 17th, 2023.

Decide beforehand what MFA methods you'd like to use

Below is the approved list of MFA methods we support:

Approved MFA Methods

By deciding now, you won't be caught by surprise and can have your preferred MFA methods ready for a smooth enrollment process.

Have your MFA methods ready

For all MFA methods

Use a desktop computer or laptop to initiate the MFA setup process

We've discovered it's easier to initiate the MFA enrollment process at https://aka.ms/mfasetup from a computer, such as a desktop, laptop or tablet. 

While it's possible to set up MFA from just your mobile phone, switching between apps during the setup can be cumbersome.

Use a compatible web browser and disable adblockers to initiate the MFA setup process

For the purpose of MFA enrollment at https://aka.ms/mfasetup, we recommend using web browsers such as Google Chrome, Mozilla Firefox, Microsoft Edge, or Apple Safari. with adblockers turned off.

We've observed that some web browsers, such as DuckDuckGo and Brave, don't work well with the MFA enrollment screens.   Also, browser extensions like AdBlocker can interfere with the MFA enrollment screens.

Set up a backup MFA method

Once you've set up your initial MFA method, you can set up a secondary or backup method at https://aka.ms/mfasetup.

For step-by-step instructions, see our guides below under "Manage your backup authentication methods."

General Information

​What is Multi-Factor Authentication (MFA)?  Why do we need MFA?

Multi-factor authentication (MFA) means using at least 2 factors to authenticate your identity, consisting of:

  1. Your Password
  2. An Additional Verification method.
A common example of MFA is when you login to your bank account with a username and password, and the bank sends a text message with a verification code to confirm your login.  In this example, the first "factor" of authentication is your username and password, and the second "factor" is the verification code contained in the text message.

MFA adds an extra layer of security to protect your online accounts against cyber criminals, and helps to protect all RSCCD students, faculty, and employees from hacking, phishing, unauthorized intrusions and data leaks.

How do I setup MFA?

If you're just getting started, please refer to our Tips to get started with MFA.

If you need step-by-step instructions, please refer to our setup guides here:

Does registering for MFA give RSCCD access to my device?

No.  Registering for MFA does not give RSCCD access to your device.

What if I do not have a mobile device to use as a MFA method?

As an alternative to using a mobile phone, you can use your office phone to verify via phone call, or request a Hardware Token.

If you need help determining a suitable MFA method, please contact the ITS Help Desk.

How often do I have to authenticate?

If you're using the Outlook mobile app, Outlook desktop app, or Office365 apps in general while off-campus, you''ll be required to authenticate once every 90 days.

If you're using Outlook Web Access at https://outlook.office.com or the www.office.com website while off-campus, you'll be required to authenticate each time you sign-in.

Approved MFA Methods

SMS.pngSMS Text Message (Easiest Method)

SMS Text Message sends a text message to your phone with a 6-digit verification code.

If you've decided to use SMS Text Message for your MFA method, we would strongly recommend having your phone on hand before the setup process.

This way, when you're asked to provide a verification code during enrollment, you'll have your phone on hand to receive the text message with the code.

Steps to set up SMS Text Message as an MFA Method:
  1. Go to https://aka.ms/mfasetup to initiate the MFA enrollment.
  2. Login with your Single sign-on username and password (e.g., LastName_FirstName@rsccd.edu, @sccollege.edu or @sac.edu).
  3. On the More Information Required screen, select Next.
  4. On the Keep your account secure screen, select "I want to set up a different method". 
  5. Select Phone call, then Confirm.
  6. Enter your phone number and select "Text me a code" or "Call Me" to receive a text message or phone call to authenticate.

For step-by-step instructions with screenshots, please refer to our guides below:


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MSAuth.pngMicrosoft Authenticator

Microsoft Authenticator app allows for Push Notifications to be sent to your phone to verify sign-in requests.  You'll be prompted to enter a two-digit code in the app to verify your login.

If you've decided to use Microsoft Authenticator, we would strongly recommend that you install the Microsoft Authenticator app on your phone first.

Download the Microsoft Authenticator App

a.    On your phone, open the App Store or Play Store.
b.    Search for Microsoft Authenticator
c.    Install or Get the Microsoft Authenticator app.

NOTE:  Check that the app is from Microsoft Corporation. The app is free.

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Once you have the app installed and notifications enabled, you can initiate voluntary enrollment for Multi-Factor Authentication (MFA)  at this link, then follow the prompts for setup:  https://aka.ms/mfasetup

For step-by-step instructions with instructions, please refer to the Microsoft Authenticator section of our guides below:

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GoogleAuth.pngGoogle Authenticator

Google Authenticator app is an alternative to Microsoft Authenticator.  It generates a 6-digit code used to verify your login instead of a push notification.

If you've decided to use Google Authenticator, we would strongly recommend installing the app on your mobile device now from the App Store or Play Store.

Once you have the app installed, you can initiate voluntary enrollment for Multi-Factor Authentication (MFA)  at this link:  https://aka.ms/mfasetup

When prompted on the "Keep your account secure" page:

  1. Select "I want to use a different authenticator app"
  2. Select "Next"
  3. When presented with a QR code, open the Google Authenticator app and scan the QR code.

For step-by-step instructions, please refer to our guides below:



Phone.pngPhone Call

Phone call allows you to use your mobile phone or office phone to receive a verification request through your phone.  With this MFA method, you'll receive a phone call from Microsoft, and be prompted to press # (pound) key on your phone's dial pad to authenticate your login.

If you've decided to use phone call for your MFA method, we would strongly recommend having your phone on hand before the setup process.

This way, when you're asked to provide a verification code during the set-up process, you'll have your phone on hand to receive the code via phone call.

Once you have your phone on hand, you can initiate voluntary enrollment for MFA at this link:  https://aka.ms/mfasetup

When prompted on the "Keep your account secure" page:

  1. Select "I want to set up a different method"
  2. Select "Phone"
  3. Enter your phone number and select "Call Me"

For step-by-step instructions, please refer to our guides below:





HardwareToken.pngHardware Token

Hardware token uses a One-Time Password (OTP) generated by a hardware token device, provided by the ITS Help Desk, consisting of a 6-digit code used to verify your login.

If you've decided on using a Hardware Token as your MFA method, please contact the ITS Help Desk so we can arrange to have one allocated and distributed for you. 

Please allow a few business days for us to provide you a hardware token, as we need to configure the device first, then have an ITS technician coordinate a time and place for you to pick up the hardware token device.


I lost or replaced my phone, and my MFA method no longer works.

If you recently lost or replaced your phone, we would recommend the following.

Manage your authentication methods at https://aka.ms/mfasetup

You can go to the website https://aka.ms/mfasetup to manage your authentication methods. 

This includes removing, editing, or adding new MFA methods, such as in the event of replacing your mobile device or phone number.

Please note that you'll be required to authenticate using MFA to access https://aka.ms/mfasetup.  If you only had one MFA method available, and it's no longer working, you won't be able to login here.

If you're unable to login to https://aka.ms/mfasetup to manage your authentication methods, please contact the ITS Help Desk for assistance with MFA.  We can help you remove, edit, or add another MFA method if you lose access to or replace your original device.

Remove and re-add Microsoft Authenticator as an MFA method

If you're using Microsoft Authenticator app from a new phone, it may no longer work from the new phone.  To fix this, please apply the following steps.

Steps to remove/re-add Microsoft Authenticator as an MFA method when using a new device:

  1. Login to https://aka.ms/mfasetup to manage your authentication method.
  2. Remove the existing Microsoft Authenticator method listed there.
  3. Select Add > Authenticator app to go through the MFA enrollment process again with the Microsoft Authenticator app on your new phone, as if you're setting it up for the first time.
If you're unable to login to https://aka.ms/mfasetup to manage your authentication methods, please contact the ITS Help Desk for assistance with MFA.  We can help you remove, edit, or add another MFA method if you lose access to or replace your original device.

Remove old phone number and add a new phone number as an MFA method

If you received a new phone number and can no longer authenticate using SMS Text Message or phone call, you may need to remove the old phone number and add the new phone number as an MFA method.    To fix this, please apply the following steps.

Steps to remove an old phone number and add a new phone number as an MFA method:
  1. Login to https://aka.ms/mfasetup to manage your authentication methods.
  2. Remove the existing phone number listed there. 
  3. Select Add > Phone number to go through the MFA enrollment process again with the new phone number.

If you're unable to login to https://aka.ms/mfasetup to manage your authentication methods, please contact the ITS Help Desk for assistance with MFA.  We can help you remove, edit, or add another MFA method if you lose access to or replace your original device.

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