Microsoft MFA | Frequently Asked Questions (FAQs)

The Big Picture

Multi-Factor Authentication (MFA) helps protect your account by requiring two steps to verify your identity when you sign in.

Why it matters

Even if someone gets your password, they still need access to a trusted device or security method linked to your account.

How MFA works:

• Something you know: Your password.
• Something you have: A trusted device or security method registered to your account, such as:
  • A smartphone
  • An authenticator app
  • A hardware token
  • A security key

What happens when you sign in:

1. Enter your username and password.
2. Verify your identity using your registered device or security method.
3. Complete the sign-in process.

Bottom line

MFA makes your account more secure by requiring both your password and a second form of verification.

The big picture

MFA helps protect your account and the sensitive information in contains.

Why it matters

Even if someone steals or guesses your password, MFA makes it much harder for them to access your account.

Go deeper

• Protects your data: Helps secure personal information, financial data, and education records.
• Stops unauthorized access: Requires a second form of verification beyond your password.
• Meets cybersecurity standards: MFA is now a widely adopted security best practice.
• Supports compliance: Helps meet insurance requirements and consumer protection expectations.
• Protects the FVTC community: Reduces the risk of compromised accounts and cyberattacks.

Bottom line

FVTC uses Microsoft MFA to better protect your information and maintain a secure learning and working environment.

1. Passkey (preferred)
   • FVTC's recommended method
   • Syncable in Microsoft approved cloud options, including iCloud and Microsoft options.
2. Microsoft Authenticator App
   
   • Free for iPhone and Android
   • Approve sign-ins in the app using number matching
3. Authenticator app code
   • Generate a one-time password (OTP) in an authenticator app.
   • Supported apps include:
     • Microsoft Authenticator
     • Duo Mobile
     • Google Authenticator
4. Hardware Token
   1. Generate a one-time password (OTP) using a physical token device.
   2. Available through the FVTC IT Helpdesk
5. FIDO2 Security Key
   • Use a FIDO2-compliant hardware key, such as a YubiKey. Users must bring their own - FVTC does not provide these.

Please follow along with this brief walkthrough video to install and set up the Microsoft Authenticator app on your smartphone:

The Microsoft Authenticator smartphone app is available for free from the Apple App Store for iOS devices or the Google Play Store for Android devices. Download it on your smartphone here.

The correct app will look like this and is provided by Microsoft Corporation:

Visit MFA.fvtc.edu and follow the prompts to + Add sign-in method and choose Authenticator app. It will guide you through adding the app and your account.

If you do this from a computer, you will need to scan a QR code from within the Authenticator app as follows:

Number matching within the Microsoft Authenticator app requires you to confirm and enter a number after responding to each push notification. When you respond to an MFA push notification using the Microsoft Authenticator app, you'll be presented with a number.

You will need to confirm the sign in attempt and type that number into the app. Tap "Yes" to complete the approval.

*Note: Number matching prevents a vulnerability called "MFA Fatigue" where threat actors gain access to secured systems by bombarding a user with repeated push notifications which ultimately get approved either by accident or out of annoyance with the nonstop notifications.

The big picture

You do not need a smartphone to use Microsoft MFA at FVTC.

Why it matters

You can still securely access FVTC systems using alternative verification methods.

Your option

Hardware token

• Use a physical device that generates a one-time password (OTP).
• Available through the FVTC IT Helpdesk.

Bottom line

A smartphone is recommended, but FVTC also supports hardware tokens.

1. An Authenticator app on your smartphone (such as Microsoft Authenticator, Duo Mobile or Google Authenticator) can still be used, even if you're in an area without cellular service or Wi-Fi connection. Within the app, you can generate a one-time password (OTP) code which can function even if you're offline.
   
   If you are prompted to approve a Microsoft Authenticator push notification and you are unable to do so due to lack of cellular service or Wi-Fi connection, click the option that says "I can't use my Microsoft Authenticator app right now".
   
   
   
   Next, click the option to "Use a verification code"
   
   
   
   On your phone, open the Microsoft Authenticator app and tap on your Fox Valley Technical College account.
   
   
   
   
   
   You'll be presented with a one-time password (OTP) code that lasts for 30 seconds.
   
   
   
   Enter this one-time password (OTP) code in the sign in prompt and click "Verify"
   
   
   
   
   

2. A Hardware Token operates entirely offline and is able to generate a one-time password (OTP) code without any cellular or Wi-Fi connection. Please contact the Fox Valley Technical College IT Helpdesk to discuss and request this device.

Apple Watch and Android wearable devices (such as Samsung Galaxy Watch) are currently incompatible with Authenticator's number matching security feature. For this reason, the Authenticator app must be opened from your smartphone to complete the number matching prompt. 

Please call the Fox Valley Technical College IT Helpdesk to request a Temporary Access Pass. This is a limited-access password code which can be used for up-to 8 hours.

Visit MFA.fvtc.edu to manage and update your Microsoft MFA authentication methods. More information can be found here: Microsoft MFA | How to manage your Microsoft MFA authentication methods

If you are unable to complete the two-step verification required to access this site, please call the Fox Valley Technical College IT Helpdesk for assistance.

A hardware token (sometimes referred to as an authentication token) is a small battery-operated device that fits on your keychain. It has a small screen and one button—each time you press the button, a unique one-time password (OTP) code is generated and displayed on the screen.

To use this device, you will login to the online system that requires Microsoft MFA. After entering your password, you may be prompted to select your two-step verification method. Click or tap "Use a verification code".

On your Hardware Token, press the button to generate a unique one-time password (OTP) code. Enter this code at the prompt and click or tap "Verify".

A Hardware Token can only be used to generate a one-time password (OTP) code once every 30 seconds. Each OTP can be used only once. The battery in a Hardware Token is estimated to last three to five years, after which point the device must be replaced.

Individuals may have only one Hardware Token assigned to their account.