MFA FAQs for Employees

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:

• Multi-Factor Authentication (MFA) for Single Sign-on (SSO) - Quick Guide
  
• Multi-Factor Authentication Guide for Single Sign-on (SSO)

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

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.

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.

Below is the approved list of MFA methods we support:

• Microsoft Authenticator (Recommended)
• Google Authenticator
• SMS Text Message
• Phone Call
• Hardware Token

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 for how to:
    
    • Multi-Factor Authentication (MFA) for Single Sign-on (SSO) - Quick Guide
      
    • Multi-Factor Authentication Guide for Single Sign-on (SSO)

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 Let's keep your account secure screen, select Next.
4. On the Install Microsoft Authenticator screen, select "Set up a different way to sign in", then select Next.
5. On the Add a sign-in method screen, select Phone.
6. Enter your phone number and select "Text a code" to receive a text message to authenticate, then select Next.
7. On the Verify your phone number screen, enter the code that was sent your phone via text message, then select Next.
8. On the Phone number added screen, select Done to complete the set up.

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

1. On your phone, open the App Store or Play Store.
2. Search for Microsoft Authenticator
3. Install or Get the Microsoft Authenticator app.

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

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:

• Multi-Factor Authentication Guide for Single Sign-on (SSO)
• Multi-Factor Authentication (MFA) for Single Sign-on (SSO) - Quick Guide

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:

• Multi-Factor Authentication (MFA) for Single Sign-on (SSO) - Quick Guide
  
• Multi-Factor Authentication Guide for Single Sign-on (SSO)

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 the # (pound) key on your phone's dial pad to authenticate your login.

If you've decided to use phone calls 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:

• Multi-Factor Authentication (MFA) for Single Sign-on (SSO) - Quick Guide
  
• Multi-Factor Authentication Guide for Single Sign-on (SSO)

Hardware token uses a One-Time Password (OTP) generated by a hardware token device, provided by 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 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, and then have an ITS technician coordinate a time and place for you to pick up the hardware token device.

Enable Push Notifications:

1. Make sure Notifications are enabled for the Microsoft Authenticator app. 
2. From the Microsoft Authenticator app > select Settings > Notification settings.
   
3. Or, from your phone's main menu, go to Settings > Notifications.
   
4. Check for Notifications manually.
5. Open the Microsoft Authenticator app > select the three dots > select "Check for notifications."

Turn off Battery Optimization:

1. Turn off battery optimization.
2. Open the Microsoft Authenticator app > select the three dots > select "Turn off battery optimization."   
3. Sometimes, battery optimization settings on your phone can disable push notifications, including those from Microsoft Authenticator.

Allow Background Data Usage:

1. Allow background data usage
2. Open the Microsoft Authenticator app > select the three dots > select "Allow background data usage."
3. Having the background data usage enabled will ensure you get notifications on time from the Microsoft Authenticator app.
   

Use the Time-Based One-Time Passcode (TOTP):

If you're having trouble with Notifications, or don't have an internet connection, you can also use a Time-Based One Time Passcode (TOTP).

1. When signing in and being prompted to "Verify your identity," select the option "I can't use my Microsoft Authenticator app right now."
2. Select "Use a verification code."
3. To get the verification code:
4. Open your Microsoft Authenticator app > Select the entry for Rancho Santiago > look under the "One-time password code".  This code refreshes every 30 seconds.
   

Set up an alternate MFA method:

You can manage your sign-in methods from the Microsoft Authenticator app itself by doing the following:

• Open your Microsoft Authenticator app > Select the entry for Rancho Santiago > Select Update Security info.

If you lose or replace your device that has Microsoft Authenticator installed, or you are using a new phone number,  you'll need to have a backup MFA method enabled to access your account, or contact the ITS Help Desk so we can remove the registration from the old device so you can register the new device.

Set up backup MFA method:

See the section on how Managing MFA Methods.

Contact the ITS Help Desk for assistance:

Contact the ITS Help Desk for help if you can't manage your authentication methods.  We can help you re-enroll into MFA with your new device.

 

• From a web browser:  Go to https://aka.ms/mfasetup
• From the Microsoft Authenticator app:   Open your Microsoft Authenticator app > Select the entry for Rancho Santiago > Select Update Security info.

Both methods will take you to the "My Sign-ins / Security Info" page for your account, where you can add, remove, or edit an existing authentication method. such as SMS Text Message or Phone Call.   This includes removing, editing, or adding new MFA methods, such as in the event of replacing your mobile device or phone number.

On the Security Info page, we strongly suggest setting up a secondary Authentication method using the “Add sign-in” button.

 

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 log in here.

If you're unable 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.

If you're using the 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. Access the "My sign-ins" page to manage your MFA methods.
2. From a web browser:  Go to https://aka.ms/mfasetup
3. From the Microsoft Authenticator app:   Open your Microsoft Authenticator app > Select the entry for Rancho Santiago > Select Update Security info.
4. Remove the existing Microsoft Authenticator method listed there.
5. 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 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.

1. Access the "My sign-ins" page to manage your MFA methods.
2. From a web browser:  Go to https://aka.ms/mfasetup
3. From the Microsoft Authenticator app:   Open your Microsoft Authenticator app > Select the entry for Rancho Santiago > Select Update Security info.
4. Login to https://aka.ms/mfasetup to manage your authentication methods.
5. Remove the existing phone number listed there. 
6. Select Add > Phone number to go through the MFA enrollment process again with the new phone number.
   

If you're unable to login 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.