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Multi-factor Authentication FAQ

When and where will I be required to use MFA?

You may be challenged at any time depending on what you are accessing, where you are, and what device you are using. The MFA systems make a judgement based on set rules. You will not be challenged every time you log on, and in some cases very infrequently. However, if you are accessing University resources from your own device you may be challenged regularly and in some cases every time you log on.   

Can I opt out of setting up MFA?

No, you will have to use MFA to access key Sussex applications and software, including Microsoft Outlook. Using MFA is an essential part of our cyber security programme and will help to protect Sussex’s IT systems, data and users from cyber-attack. 

Which Sussex applications use MFA?

You will need to use MFA to access the following applications:

Microsoft 365 (including Outlook, Word, Excel, OneDrive etc)

Canvas

Panopto

Zoom

Box

Sussex Direct

ITS Support Portal

LearnUpon

Jira

Raisers Edge

*List not exhaustive

What multi-factor authenticator apps can I use? 

We recommend using Okta Verify. However, ITS also supports the use of Microsoft Authenticator, Google Authenticator and FreeOTP (For VPN users only). If you already have one of these apps installed on your phone please click on your chosen authenticator to follow the set-up instructions for use at Sussex.

Do I have to be on campus to set up an authenticator app?

No, you can complete the setup from anywhere.

What do I do if I lose, change or don't own a smartphone?

Please contact the IT Service Desk. 

What if I have a smartphone but I am unable to use an authenticator app?

Please contact the IT Service Desk to discuss other options.

What if I prefer not to use an authenticator app on my personal phone?

Using an authenticator app is the simplest and most convenient way of providing your second authentication factor and using one will be familiar to many people. However, if you prefer not to use an app please contact the Service Desk to discuss possible alternatives.

Will I need to use MFA while on campus?

You do not have to use MFA if you are using the Sussex eduroam Wi-Fi, using the Staff VPN or using a wired connection on campus. 

Will installing an authenticator app on my phone affect my privacy? 

The only information visible to the University will be when you have accessed the app and your approximate location at that time. This is only used to flag malicious sign in attempts (e.g. two simultaneous attempts from two different locations). The location data is not precise enough for the university to know exactly where you are. 

Why does the location listed on the sign-in notification not match where I am?

Okta only has access to your approximate location so it is likely that the location listed will not be accurate. If the location listed in the sign-in notification is in another country to where you are, please contact the IT Service Desk.

What if I already have an account registered on my authenticator app?

It is possible to have more than one account registered in your authenticator app. Simply repeat the set-up process while logged into your other account.

If you’re prompted to verify yourself through the app when logging in via MFA, just remember to make sure you’re selecting the corresponding account in the MFA app.

Can I use the Microsoft Authenticator app as a backup if I'm using the Google Authenticator as my primary factor (and vice versa)? 

It's not possible to use both Microsoft and Google authenticator apps for Okta. We recommend using Okta Verify as your primary app and either Microsoft or Google as a backup option.

How much space will an authenticator app take on my phone? 

Most authenticator apps take less than 200MB of space. 

I can’t find an answer to my question?

If you can't find the answer you're looking for please contact the IT Service Desk.