Technology

Frequently Asked Questions (FAQs)

Students, Faculty, and Staff

November 2021

Multi-Factor Authentication (MFA) – what is it?

MFA is a common but effective security tool to help keep your Rainy River Community College account and information safe, adding an additional layer of protection using more than one verification method (such as only using a password), preventing cybercriminals, hackers, and “bad actors” gaining access to your personal information, including your email, documents, grades, or financial aid information at Rainy River Community College.

Where is MFA used?

MFA will first be used when logging into Microsoft Office 365, which includes Outlook (email), Word (papers, letters, etc.), Excel (spreadsheets), and PowerPoint (presentations).In addition, MFA will be used when accessing your OneDrive, where documents, spreadsheets, presentations, or any other files for Rainy River Community College should be saved.

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In the future additional applications and websites for Rainy River Community College will be added to support MFA.Watch for these announcements!

MFA is easy – just sign in, verify, and get access!

The first time you access Office 365 applications and resources on your desktop, mobile device, or using a web-based browser, it will ask for your Login ID and password.

If you are a student, use STARID@go.minnstate.edu.

Faculty and staff, use STARID@minnstate.edu.

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You will then be prompted by the system letting you know there is additional information needed – this starts MFA verification when you click “Next.”

Depending on which ways you want MFA to validate your login, the system will prompt how it is contacting you to verify it’s really you logging in.

Once you have responded or entered the correct information, you are in!

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Does MFA prompt me EVERY TIME I access Office 365?

You can dramatically reduce how often MFA prompts you, as it can “remember” your MFA setup from the devices you use exclusively and are responsible for, such as a Rainy River Community College device personally issued to you or your personally owned device (mobile, home computer, etc.).

Do not use this feature on any public device, such as a shared computer or kiosk anyone can use, including public computers in the library or other locations at Rainy River Community College

To have MFA “remember,” after you login the first time and use MFA, click on the “Don’t show this again” check box and then click “Yes.”

What ways can I set up to use MFA?

There several methods you can use for MFA.Click HERE to review what options are available.

None of these methods will work for me.What should I do?

If you don’t believe any of the options for MFA will work due to your unique situation, please contact Rainy River Community College’s IT Department to discuss – there are some additional methods that could work for you.

I don’t want to use my personal device.How can I set up MFA?

If you have concerns about using your personal device because Rainy River Community College data may be stored on your device or have privacy concerns using MFA, don’t be!There is NO data stored on your device or transmitted between your device and Rainy River Community College.

Where can I get help for MFA?

If you have continued questions or concerns, please contact Rainy River Community College’s IT Department. They will be able to get answers, provide assistance, or discuss MFA options that may work best for you.

I am ready! How do I set up and enable MFA for me?

Enrolling and activating MFA is a very simple process, and once it is set up, is very easy to use.To get MFA started, open a web browser and connect to:

https://www.minnstate.edu/mfa

Follow the instructions on the page, carefully understanding what methods are available for MFA and which ones you will use before starting the Enable process.

You can choose more than one method and more than one device to use MFA!

It is recommended to use at least two different methods and, if at all possible, two different devices, using the second device as an emergency backup in case your primary method or device fails or you simply forgot your device at home.

Examples:

• Use the Microsoft Authenticator app your primary device you have with you all the time (mobile phone, iPad, etc.) and set up sending a code via text on your spouse’s or trusted family member’s device.
• Set up texting on your primary device, then set up voice call on your work or home voice line.

What else do I need to know about MFA?

There are a few things to keep in mind regarding MFA:

• When you change your StarID password, MFA will prompt you the next time you logon to Office 365, even on devices you configured to have MFA “remember” you.
• Once you are enabled with MFA your account will use MFA and follow you, even if you decide to move between any college or university that is part of the Minnesota State system.Click HERE to see which colleges and universities are part of Minnesota State.
• If you are using MFA for other systems outside of Rainy River Community College on your device, you can still you MFA for those as well. In fact, you may be able to use the same MFA method.
  • NO ONE, including Rainy River Community College will ever call you to ask to press “Approve” on a notification or to give them your Authenticator app or texted code.NEVER GIVE OUT THIS INFORMATION.
  • THINK BEFORE YOU AUTOMATICALLY APPROVE. If you were not logging into your account yourself, and were not expecting it…
    • DO NOT ANSWER an “Approval” request coming from your Authenticator app.
    • DO NOT ENTER THE REQUEST KEY(S) if you receive a voice call on your mobile device, office, or alternate phone.Ensure your spouse or trusted family doesn’t automatically enter the key(s) without checking with you first.

Example:

You can set up MFA using text codes from both Rainy River Community College and your bank on the same personal device you have.

Note that there is NO ability for the different systems to talk to each other using the same device.

Always be on your guard!

Even with MFA, criminals and bad actors will try ways to scam you!

We are here for you…

MFA will help ensure your experience with Rainy River Community College is safe and secure.If you have any questions about MFA during your time with us, please contact Rainy River Community College’s IT Department we are happy to help!

First-Time Setup Wizard, Changes to MFA

Instructions and Recommendations

March 2021

MFA is used as an added layer of security when logging into Microsoft Office 365, which includes Outlook (email), Word (papers, letters, etc.), Excel (spreadsheets), and PowerPoint (presentations), and OneDrive, where documents, spreadsheets, presentations, or any other files should be saved.

Questions?

MFA will help ensure your experience with is safe and secure.If you have any questions about MFA and the setup process, please contact IT - we are happy to help!

First-Time Setup Wizard

New Accounts

If you have not logged into your account before, the MFA Setup Wizard will guide you in setting up MFA for your account.

Existing Accounts

If already had an account and did not set up and enable MFA yourself before it was enabled for you, the MFA Setup Wizard will appear to complete MFA setup the next time you login to Office 365. Even if you are already logged in, the MFA Setup Wizard will appear at some point to have you complete MFA.

Notice

You need to complete the MFA Wizard before you can access your emails and other information in Office 365.If you do not complete the Wizard successfully or cancel the Wizard, you will not be able to access your emails, files, or applications in Office 365 until MFA is successfully configured and verified.

Wizard Instructions

• Start the MFA Setup Wizard by clicking HERE or opening an internet browser window and go to https://login.microsoftonline.com/?whr=minnstate.edu.Click on “Sign in”
• The MFA Setup Wizard will appear, stating “More information required.”Click Next.
• Step 1 of the MFA Setup Wizard will ask “How should we contact you?”
• Click on the drop-down list that says “Authentication phone.”You have three (3) main ways of setting up MFA, “Authentication phone,” “Office phone,” or “Mobile app.”Select which method you prefer to initially use MFA.

If you are a student, use STARID@go.minnstate.edu and your password.

Faculty and staff, use STARID@minnstate.edu and your password.

NOTE: If you wish to use a Mobile app on your device that supports mobile apps, such as an iPhone or Android phone, we recommend you download and install the Microsoft Authenticator app, which can support other systems and services, such as your bank.

Authentication Phone

• If you wish to use “Authentication phone,” enter your phone number and select the option to either have a text message or voice call to the number entered, then click “Next.”
  • If you selected “Send me a code by text message,” MFA will prompt you to enter the code sent to your device.Enter the code and click “Verify.”
  • If you selected “Call me,” MFA will display “Verifying phone:Answer it to continue.”The incoming call will display “RESTRICTED.”Answer the call, and follow the instructions of which key or keys to enter.

Office Phone

• If you wish to use “Office phone,” enter your phone number then click “Next.”
• MFA will display “Verifying phone:Answer it to continue.”The incoming call will display “RESTRICTED.”Answer the call, and follow the instructions of which key or keys to enter.

Mobile app

• Have MS Authenticator or a third-party app downloaded and installed on the mobile device you will be setting up Authenticator on.
• To verify MFA with a notification approval, select “Receive notifications for verification,” the click “set up.”
  • You will now see the Authenticator app screen displayed with a QC code
  • Open the Authenticator app and follow the instructions to take a picture of the QC code.
  • If the QC code does not work, you can manually enter the information below the QC code.
  • Click “Next” on the MFA Wizard page, which will display “Step 2: Let’s make sure that we can reach you on your Mobile App device – Please respond to the notification on your device” and will send a verification request.
  • MFA will now send a verification message with a “Deny or Approve” to your device.Click on “Approve” to verify.
  • In a few seconds after you have clicked on “Approve,” MFA will respond with “Verification successful.Taking you to the next step…”
• To verify MFA with a security code, select “Use Verification code,” the click “set up.”
  • You will now see the Authenticator app screen displayed with a QC code.Click on “Configure app without notifications,” then click “Next.”The QC code will change.
  • Open the Authenticator app and follow the instructions to take a picture of the QC code.
  • If the QC code does not work, you can manually enter the information below the QC code.
  • Click “Next” on the MFA Wizard page, which will display “Step 2: Enter the verification code from the mobile app.”
  • Enter the code, then click “Verify.”
• MFA will prompt for an additional security measure in case the Authenticator app or mobile device is inaccessible by “adding phone verification to your password.”Below “Step 3: In case you lose access to the mobile app,” enter a phone number where MFA can call for verification, then click “Done.”

NOTES:

The Wizard is complete!

MFA is now enabled for your account.

Changes to MFA

Need to add additional verification methods or make changes?

You can add additional ways to use MFA, and you can use more than one way at the same time to ensure you are able to use MFA in case any issues are encountered on the primary method you picked.

Also, there may be times when you need to change information in MFA.Good examples are if you changed or mobile or office phone number or need to set up the Authenticator app on a new mobile device you have.

To add or make changes to MFA, click HERE or open an internet browser and go to https://aka.ms/mfasetup. If you are not already signed in with your account, the page will prompt you to login.Once you are logged in, it will open two (2) tabs or windows.Click on the “Additional security verification” tab to make additions or changes.

• Go to: https://login.microsoftonline.com/?whr=minnstate.edu
• username: starid@go.minnstate.edu (enter your starid, example: ab1234cd@go.minnstate.edu)
• password: enter your starid password
• FORGOT your starid? https://starid.minnstate.edu/