Multi-Factor Authentication (MFA)

Multi-factor authentication (MFA) is the requirement of a second layer of protection on your account during the sign-in process. You will be prompted for MFA when logging into any Microsoft 365 application, such as Office 365 or OneDrive, or site that uses Microsoft for single sign-on (SSO). This includes your Providence College email on the web, the MyPC Portal, CyberFriar, Canvas, Banner, Zoom, Adobe, etc. When prompted for MFA verification, you will have the option to remember a device/application for 30 days.

Changing or Adding MFA Verification Methods
MFA Verification Methods
Users Traveling Outside the USA
Using Classrooms and Computer Labs

Changing or Adding MFA Verification Methods

Change your MFA Settings

There are several methods of second factor authentication that are available to users. If the options below will not work for your purposes, please contact the Helpdesk at helpdesk@providence.edu or 401-865-4357 for further assistance.

Recommended Verification Methods

While you are prompted to configure one method for additional verification when you first access your account, we recommend adding a second method in case the first one does not work for one reason or another. Our recommended methods are using the Microsoft Authenticator app in conjunction with receiving a text message.

My phone number changed, and that’s the only method I have for verification. How do I add my new phone number?

You must contact the Helpdesk at helpdesk@providence.edu or 401-865-4357 to have your MFA settings reset.

MFA Verification Methods

Microsoft Authenticator App

Recommended, especially for users leaving the United States.

This method allows you to use the Microsoft Authenticator app, available from Apple’s App Store for iPhones and iPads or from the Google Play store for Android devices. The app works in two ways.

Push Notifications – If your device has an internet connection, either through Wi-Fi or cellular data, it can receive a push notification that requires you to acknowledge the notification and enter the number displayed to authenticate.
Six-digit Code – If your device does not have an internet connection, you can still use it for MFA verification. It will display a continuously-changing six-digit code for 60 seconds at a time. When prompted for the second factor of authentication after logging into your account, you can choose to enter a verification code from your mobile app and enter this six-digit code.

Using the Six-digit Verification Code

On the MFA prompt, click the link that says “I can’t use my Microsoft Authenticator app right now.”
You will be presented with other options.
Choose the option to “Use a verification code.”
Open your Authenticator app and choose your Providence College account.
You will see a six-digit code that changes every 30 seconds. Enter that code into the MFA prompt.

If you choose to use the Authenticator app, you must keep the app installed on your device.

Text Message

You will receive a text message with a six-digit code. Enter the code when prompted, and you will be able to access your account.

Phone Call

You will receive a phone call that will ask you to press a button to verify. It is not recommended that you use a landline phone for this method as you will not receive the call when you are away from the phone.

If you only access your accounts from your campus office, you can use your office phone as your method.

Security Key

A hardware security key is a physical USB device you can use to sign into your account on a computer. Microsoft’s MFA supports FIDO2 security keys, such as the YubiKey.

Users Traveling Outside the USA

If you will have a phone plan that allows you to continue receiving phone calls and text messages at your current number, you will be able to continue to use MFA as normal.

If you will not have a phone plan that allows you to use your current number outside the United States, please continue reading.

Before you leave the United States, you will want to add another means of verification to your Microsoft 365 account so that you will be able to continue to access your Providence College email. The recommended method is to use the Microsoft Authenticator app. This will allow you to bring your current iPhone, iPad, or Android device and use it as your second factor of authentication. The Authenticator app will send a push notification if your device is connected to Wi-Fi and will provide a six-digit code if your device does not have a network connection.

You can add the Microsoft Authenticator app as a means of verification by editing your MFA settings. You must do this BEFORE you travel abroad. See the information above regarding how the Microsoft Authenticator app will work as your second factor of authentication.

If you will not be bringing a smartphone or tablet with you overseas, please contact the Helpdesk at helpdesk@providence.edu or 401-865-4357 for further assistance.

Using Classrooms and Computer Labs

All computers on campus are subject to MFA for any application or site that requires the Microsoft SSO. This includes our classrooms and computer labs.

To prevent a delay in instruction or completion of work, all faculty and students must have their MFA method available when using those computers.

Suggestions for Instructors

Instructors using classrooms will be subject to MFA for every new computer they use.
If you teach multiple classes in the same room in the same day, you will only be subject to MFA the first time you sign in to any given application.
Instructors who teach with their assigned laptop will only be subject to MFA for any given application on the schedule for that application, up to 30 days.
Students should sign into all applications that will be required for a class at the beginning of class to prevent any delays.
Instructors with classroom policies that restrict the use of personal devices may need to adjust these policies to allow students to authenticate to required applications and sites, such as Canvas.
If an exam, test, or quiz is being given that requires access to an application site protected behind MFA, we recommend having all students sign into the required application or site upon arrival to class.

Anyone who forgets their MFA method should contact the Helpdesk at 401-865-HELP (4357) for assistance accessing their account.