Multifactor Authentication (MFA)

Multifactor Authentication (MFA) is the process of using more than one piece of evidence (or factors) to prove who you are when you sign in to applications and services.  You may already be familiar with MFA when using other services such as online banking.  

At Sheffield Hallam, as well as your username and password, you will need to use a second factor when signing in.  We highly recommend the use of the Microsoft Authenticator app as this is the most secure and supported option or a different app you may already be using such as Google Authenticator.

Several applications and services require MFA including: 

• Office 365
•Remote Desktop Services such as AVD, VMWare Horizon and Azure Labs for students on selected courses  
• Adobe Creative Cloud 
•AppsAnywhere 
•Global Protect VPN used to access University software or services off-campus

How to set up Multifactor Authentication

The mobile App is the preferred method. Having your computer with you, will make the set up easier.

How to sign in using the MFA App

Resetting an MFA account

If you have any issues with MFA account and you need it reset, IT will need to do an ID check, ideally over the phone.

To have your MFA account reset, please call the IT Service Desk directly on 0114 225 3333 8:30am-5:00pm Monday – Friday

Getting A New Phone?

Getting A New Phone?  

You have 2 alternatives to add MFA to your new phone.  

1. If you do not have your old phone, set up an additional MFA method https://aka.ms/mfasetup such as phone number, so you can set up the MFA App on your new phone. 

2. Keep your old phone for a short time, to help you set up MFA App on your new phone.  

 We recommend you keep your old phone and have your computer handy to help you.   

 - On your computer sign in https://aka.ms/mfasetup 

 - + Add Sign-In Method > MS Authenticator 

 - On your new phone install the MS Authenticator App 

  - On your computer Next  > Follow the on screen instructions. 

 - On your new phone – scan the QR code and complete the instructions.  

When MFA is set up on your new phone. Please ensure you remove the MFA App from old phone and do a factory reset before trading in.

Troubleshooting

I cannot complete set up using the app or cannot use it after set up:

Occasionally something does not work as it should. Try these troubleshooting steps in order and check after each step:

1. Re-start your phone / device
2. On the My Sign-ins page remove the method that is not working and re-add it
3. Remove the account from the mobile app and re-add it
4. Uninstall the mobile app from your phone / device, re-install it and set MFA up again

If you still cannot complete your set up please contact the IT Service Desk 

Phone Lost/Broken or Stolen? 

Please call IT Service Desk 0114 225 3333 option 2. Mon-Fri 9-5pm. We will need to do an ID check. 

I have registered the Microsoft Authenticator App but am still prompted for registration:

If after registering your account in the Microsoft Authenticator app via a QR code you are still prompted to register your MFA details on sign in, then you should delete the existing SHU account from within the Authenticator app and re-register it again.

It does not recognise my email address when I try to sign in to the MFA setup page:

The email address / username required is in the format username@hallam.shu.ac.uk.

If you are a guest you will need to use the email address you used with your guest invite. 

I can’t install the app on my older mobile phones / devices:

Older mobile phones/devices may not support newer apps that support Modern Authentication in which case you will need to use another method such as a phone number (to receive a phone call on your mobile phone).

Please see our FAQ ‘How do I set up the phone / text method’

How to get support

If you have any problems setting up or using MFA please check the MFA FAQs.  If these do not help resolve your issue, please contact the IT Service Desk

Personal Data

Keeping your account secure will help protect both the University’s and your own personal data.

All personal information that you provide, such as a personal phone number, is stored securely in compliance with GDPR within SHU’s directory systems and treated as private data by Microsoft. It can only be used for the purposes for which the data has been given – in this case, it is used for authentication purposes and protecting your account only and will not be used for any other purpose.

You have full control to remove your MFA information and should you leave the University, all your authentication details will be automatically removed on the deletion of your user account.

If you still have concerns, we encourage you to use the Microsoft Authenticator App as this does not request any personal information, it simply holds an electronic token unique to your University account.