About multi-factor authentication

MFA is mandatory at the University of Manitoba for all faculty, staff, and students.

Multi-factor authentication or MFA adds an extra layer of security to our university accounts to protect you, your data, and university systems from unauthorized access and phishing attacks.

Verifying your identity using a second factor such as your phone or mobile device prevents others from accessing your accounts, even if they know your password. 

How it works: MFA works by requiring both of the following verification methods to access your account:

  • Something you know (your UM username and password)
  • Something you have (a trusted device – your mobile phone)

MFA-protected services

The range of MFA-protected services is continually expanding. The services that are currently protected with multi-factor authentication include:

Remember to keep your software up-to-date by installing the latest security patches and updates.  

Getting started

Setting up  multi-factor authentication with Duo or Microsoft Entra is easy and only takes a few minutes. Once in place, it takes only seconds to verify yourself when logging in each time!

Visit Set up MFA for detailed instructions on setting up Duo MFA and Entra MFA. 

How to sign in using MFA

Duo MFA

Send Me a Push - Recommended

Approve a notification pushed to your mobile device.  A push notification to the Duo Mobile app is the most secure authentication method:

  • Duo Push uses cutting-edge end-to-end encryption that SMS and phone calls can’t.
  • The Duo Push screen displays detailed information about the application and source device that initiated the authentication request.

Call Me

Answer a call to the number listed in your account. You will receive a phone call from the closest data centre to you. A list of numbers Duo uses for phone call verification is available on their website.

Keep in mind that you would have to change your authentication number if you are away from your landline.  Using your work phone requires either being on campus, call forwarding or a soft phone setup like Jabber. Visit Using Duo With Any Cell Phone or Landline for detailed instructions.

Enter a Passcode

Log in using a passcode, either generated with the Duo Mobile app or sent via SMS text message. If you cannot use Duo Push, a one-time passcode from your Duo Mobile app is the second best option.

    Other options

    Please contact the IST Service Desk for an alternative solution.

     

    Duo prompt in browser or mobile device.
    Duo prompt in browser or mobile device

    Choose “Remember me for 30 days” in the Duo prompt so you don’t have to log in every time you open a new browser window.

    Microsoft Entra MFA (faculty and staff on Jan. 29, 2024)

    Authenticator app with number matching - Recommended

    1.  Log in with your username and password.
    2. Your computer shows a two-digit number, and a notification is sent to your phone.
    3. Open the authenticator app, enter the number on your computer screen and select Yes.

    Authenticator app with a one-time passcode

    If you are unable to connect to a mobile network on your phone, you can use a one-time passcode in the Microsoft Authenticator app to authenticate. Accessing the one-time passcode does not require your phone to be connected to a network. 

    1. Log in with your UM email address and password.
    2. If prompted to authenticate, select I can’t use my Microsoft Authenticator app right now.
    3. On the Verify your identity screen, choose Use a verification code.
    4. Open your Authenticator App and select your UM account. You will see a six-digit, One-Time password code.
    5. Enter the code from your app to verify your identity.

    Phone SMS

    1. Log in with your username and password.
    2. Receive a passcode via text message (SMS) to authenticate.
    3. Enter the 6-digit code to log in.

    Phone call

    1. Log in with your username and password.
    2. Receive a phone call to authenticate.
    3. Answer and then press the # key to log in.

    Please note: The Phone SMS and Phone call sign in methods are only available if you have previously setup these methods of authentication.  

    Other options

    Please contact the IST Service Desk for an alternative solution.

    When you will be prompted for MFA

    You will be prompted to use Duo or Microsoft Entra multi-factor authentication (MFA) whenever you have to log in to an MFA-protected service such as UM Zoom, UM Intranet, the virtual private network (VPN), your UM Microsoft 365 applications and others.

    You will be prompted for a second factor to log in to the university's MFA-protected services on every device at least once. Duo or Microsoft Entra will prompt you when logging in to a protected service both on and off campus.

    On your desktop

    You will be prompted:

    • The first time you open a Microsoft 365 application, UM Intranet or UM Zoom.
    • The first time logging in after changing your UMNetID password.
    • When signing in to the virtual private network (VPN). Note: After you are enrolled in Duo MFA or Microsoft Entra MFA, you must use the "uofm-vpn" connection in the Ivanti Secure Access Client to sign in to the VPN.

    In your browser

    You may be prompted:

    • When opening a Microsoft 365 Online tool, UM Intranet site or UM Zoom in a new or private browser window. Note: You can choose to “Remember me for 30 days” in the Duo Prompt.

    On your mobile device

    You will be prompted:

    • The first time you open a Microsoft 365 application, UM Intranet site or UM Zoom.
    • When using the mobile browser to open a Microsoft 365 tool.
    • The first time logging in after changing your UMNetID password.
    • When using a mail app that is not Outlook.
    • When you start using a new device.

    FAQS Duo MFA

    Accessibility

    Is Duo accessible for people with disabilities?

    According to Duo:

    "We test for accessibility in a number of ways. For our visually impaired users, we test our software manually by using both magnification and screen readers, specifically Nonvisual Access’ NVDA screen reader and Apple’s VoiceOver. We also ensure users can successfully authenticate only using a keyboard by testing font colors and backgrounds against contrast checkers and improving contrast for keyboard focus."

    From: https://duo.com/docs/accessibility#what-standards-does-duo-use-to-measure-accessibility?

    If you have questions or concerns about accessibility or need an accommodation, please contact the IST Service Desk at 204-474-8600.

    Read more about Duo's accessibility options:

    I can't use the mobile app. Are there other authentication options?

    Yes. Other authentication options include:

    Text message

    Phone call to a number

    • You also have the option of using a landline for authenticating.  However, keep in mind that you would have to change your authentication number if you are away from your landline.  Using your work phone requires either being on campus, call forwarding or a soft phone setup like Jabber.

    Other options

     

    Duo on your mobile phone

    Is the Duo app free?

    Yes. It is available in the Apple App Store and Google Play.

    Why should I use my personal phone for this?

    Mobile phones are the most popular choice for multi-factor authentication because of the convenience. Most people seldom go anywhere without one. If using a mobile phone isn’t an option for you, please contact the IST Service Desk to discuss other options or read about the other options available in the "Getting started" section.

    General concerns about the use of a mobile phone for your job, should be discussed with your supervisor.

    Will multi-factor authentication work on my cell phone if I don't have cellular coverage or Wi-Fi access?

    Yes. You won't be able to receive push notifications so when you are logging in choose, Enter a Passcode in the Duo Prompt. Then open your Duo app and select Show under Passcode. It will give you a six-digit code to enter for authentication. You do not need an internet connection or a cellular signal to generate these passcodes.

    What happens if I change SIM cards in my phone?

    SIM card with same phone number:
    If the Duo app is already installed on your phone and the new SIM card uses the same phone number as the previous SIM card, Duo will work as normal.

    SIM card with different phone number:
    If you have the Duo app on your phone and change to a SIM card with a different phone number:

    1. Push notifications in the app — Changing SIM cards should not have any effect.
    2. Text (or call) notifications – You will need to register the phone number corresponding to the new SIM card, and then select which number to use when logging in.

    More information is available in this Duo help guide.

    If you encounter any difficulties when changing phones, please contact the IST Service Desk for advice.

    What happens if I lose or forget my phone?

    If your phone is lost or stolen, contact the IST Service desk immediately for assistance.

    Devices can be added or removed in the Duo management portal. Visit Adding a new device for detailed instructions.

    How much data does a Duo Push use?

    Almost none. 500 pushes to your device will use 1 MB of data in total. This is roughly equivalent to loading one webpage on your smartphone.

    What if my push alerts aren’t coming through?

    Try these easy troubleshooting steps for iOSAndroidWindows Phone, or BlackBerry.  Still not working? Reactivate Duo Mobile or contact the IST Service Desk.

     

    Alternate or multiple devices

    Can I have Duo on multiple devices?

    Yes, you can configure several devices on your Duo account from the Duo prompt by selecting Add a new device. As well, multiple devices of the same type can be added.

    For detailed instructions visit: Adding a new device

    I’ve switched devices and/or need to reactivate Duo mobile.

    If you get a new phone, or if you’ve re-installed the Duo Mobile app, you'll need to re-activate Duo Mobile. You may enrol your new device yourself from the Duo prompt.

    You will need to log in using an MFA device already configured to your account. If the device you are replacing is your only MFA device and you no longer have access to it, contact the IST Service Desk at 204-474-8600. 

     

    Duo app security and privacy

    What should I do if I receive a push notification in Duo that I didn’t initiate?

    Assume that someone is trying to illegally access your account:

    • First, choose “Deny” in the Duo app to block the request.
    • After you deny the request, please report it by selecting “It seems fraudulent” from the list of reporting options. Note: If for any reason you “Deny” a Duo request that your own login activity triggered, select the “It was a mistake” reporting option.  
    • Change your password in signUM immediately.  
    • Call the IST Service Desk at 204-474-8600 and report the attempt!

    Does the Duo app on my phone give UM or Duo control or access to my phone?

    The Duo app does not give the university access to your mobile device and does not provide any control over the mobile device. During the multi-factor authentication process, the only information provided to the University is that the authentication was completed. For more information, see Duo’s privacy policy.

    Where can I find Duo’s privacy and security information?

    Please see Duo's Privacy Data Sheet.

    FAQs Microsoft Entra MFA

    Accessibility

    Is Entra MFA accessible for people with disabilities?

    If you have questions or concerns about accessibility or need accommodation, please contact the IST Service Desk at 204-474-8600.
     

    I can't use the mobile app. Are there other authentication options?

    Yes. Other authentication options include:

    Text message
    • You can choose to receive a passcode via text message to your mobile phone. This would require a texting plan on your device.
    Phone call to a number
    • You also have the choice of using a landline to authenticate.  However, keep in mind that you would have to change your authentication number if you are away from your landline.  Using your work phone requires being on campus, setting up call forwarding or using a softphone application like Jabber.
    Other options

     

    General

    What is number matching?

    Entra MFA offers number matching as part of its verification process. Compared to other methods, this feature significantly enhances security. Here's how it works: when a user tries to log in, Entra MFA sends a notification to their registered device displaying a two-digit number. Simultaneously, the user also sees a notification on their login screen, where they are presented with an array of numbers from which they can select the matching two-digit number.

    This method is more secure because it requires the user to actively participate in the verification process, thereby helping to guard against fraudulent sign-in attempts. It's not enough for a malicious actor to gain access to your device; they would also need to be able to see your screen at the exact moment you're logging in to know the correct two-digit number to pick.

    Why use number matching?

    Entra MFA uses number matching in place of the “Yes” and “No” buttons in MS Authenticator due to new industry best practice guidance and the rise of MFA fatigue cyberattacks.

    A fatigue cyberattack is used when a threat actor has your username and password. The threat actor generates repeated MFA prompts and hopes you will hit “Yes” to make it stop. If you experience an MFA fatigue attack, please select “No, it’s not me” to protect your account.

    All vendors, including Duo, are moving to number matching because of this issue.

    Is there an Apple Watch app?

    Unfortunately, there is no watch app currently supported by Microsoft.

    What are the requirements to use the Mobile App?

    Please visit the App Store for your device for the most up-to-date information. Direct links to the app are available on Microsoft’s website.

    Currently, the App is supported by Microsoft on:

    • Android 8 and above
    • iPhone/iPad OS 15.0 and above

    What buttons are used for telephone calls?

    Microsoft’s Entra MFA uses # to verify that you are logging in to a protected service, and 0 to report the authentication attempt as fraudulent if you are not attempting to log in or access a protected service.

    Please note that this is reversed from what Duo MFA used.

    Can I reuse my Duo MFA Hardware Token (Fob)

    No, unfortunately, you cannot. For the best user experience, we recommend using the Microsoft Authenticator app as your default with a phone call as an alternative method. If you need a hardware token, please contact the IST Service Desk
     

    Can I have Entra MFA setup on multiple devices?

    You can configure:

    • Up to 5 Authenticator Apps
    • Up to 3 telephone numbers (phone, office, alternate phone)

    What type of authentication methods can I use?

    You can configure authenticator apps, phone numbers, and hardware tokens (contact the IST Service Desk ) as methods.

    Will I be charged for the phone calls and text messages that are used for authentication?

    You may be charged for the phone calls or text messages you receive depending on your phone or mobile device plan. 

    Contact us

    Call or chat
    Monday to Friday, 8 a.m. to 8 p.m.
    Call 204-474-8600 or Chat now
    To report a critical system outage after hours or on weekends and holidays, call 204-474-8600 and press 2.

    IST Service Desk walk-in service
    123 Fletcher Argue
    University of Manitoba, Fort Garry
    Hours: Monday to Friday, 8 a.m. to 6 p.m.
    Join the queue: Fort Garry WaitWell or text your name to 431-631-0844

    230 Neil John Maclean Library
    University of Manitoba, Bannatyne
    Hours: Monday to Friday, 8 a.m. to 4:30 p.m.
    Join the queue: Bannatyne WaitWell or text your name to 431-631-6555