Multi-factor authentication (MFA)

Multi-factor authentication (MFA) adds an extra layer of security to help protect your information and VU's data.

As part of our constant effort to protect your data online, VU is enabling MFA for VU students.

Getting started

You need to use multi-factor authentication to access:

VU email
MyVU
Office 365 software
OneDrive
SharePoint
VPN

This includes if you're using VU's on-campus Wi-Fi, an outside network, and on any device.

Before you start, make sure you have a computer/laptop with Internet access and a compatible mobile phone.

: You need to use a mobile phone as your multi-factor authentication device.
We recommend using Microsoft Authenticator as your multi-factor authentication app:
Download Microsoft Authenticator from the App Store (for Apple phones)
Download Microsoft Authenticator from the Google Play Store (for Android phones).
If you can't download the Microsoft Authenticator app, you can choose to either:
use a different authenticator app
receive a SMS to a registered mobile phone
receive a call to a registered mobile phone
: To prevent unauthorised access to your personal information and VU's sensitive information, your mobile phone needs to be secure. This is usually done with a passcode, PIN, fingerprint recognition or facial recognition.
Visit the Apple or Android websites for further support:
How to set a passcode on iPhone/iOS
How to set a screen lock on an Android device.
Even after securing your phone, a thief may be able to access your accounts and sensitive information. If your phone is lost or stolen, you can get support by visiting one of our on-campus support kiosks or calling our support team.

Setting up MFA

Visit Microsoft's multi-factor authentication setup page on your computer.
Log-in to your VU account using your staff ID ( [email protected] ) or student ID ( [email protected] ), and password. If you haven't set up a password yet, follow the 'More information required' prompt.
Download the Microsoft Authenticator app onto your mobile phone. The set-up process on your computer will provide a QR code to help you.
Click 'Next' on your computer after you've installed the app.
In the Microsoft Authenticator app, select 'Work or school account', then click 'Scan a QR Code'
Scan the QR code on your computer to link your VU account to Microsoft Authenticator and follow the prompts on your mobile phone. Click 'Next' on your computer.
Approve the notification on your mobile phone by entering the number on your computer screen.
Once approved, click 'Next' and follow the prompts to set up a backup authentication method by text message or phone call.

Success! You've now set up multi-factor authentication on your VU account.

For a visual step-by-step guide, download our multi-factor authentication registration guide (PDF, 440.16 KB).

: Visit Microsoft's multi-factor authentication setup page on your mobile phone's browser.
Sign in using your VU staff ID ( [email protected] or student ID ( [email protected] ), and password.
Click 'Next' on the 'More information required' screen.
Select 'I want to set up a different method' at the bottom of the screen.
From the drop-down menu, select 'Phone'. Then click 'Confirm'.
Select your country calling code (E.g. Australia +61), and enter your mobile phone number.
Choose 'Text me a code' or 'Call me'. (Message and data rates may apply.) Then click Next.
A 6-digit code will be sent to your mobile via SMS. Enter the code into your browser and click Next.
You will see SMS Verified. Click Next
For Method 2 of 2, select 'I want to set up a different method' at the bottom of the screen.
From the drop-down menu select Email. Then click Confirm.
Enter your email and check your inbox for the verification code.
Enter the 6-digit code sent to your email and click Next.
Check the phone and email sign-in methods are correct. Click Done.
Success! You've now set up multi-factor authentication on your VU account.

How to use MFA

Our multi-factor authentication requires you to copy a 2-digit number shown on your computer into your Microsoft Authenticator app:

Log in to your VU account using your VU ID.
Look for a 2-digit number on the screen.
Check your phone for a notification about an attempt to access your account.
Type the number into your Microsoft Authenticator app.

After completing the challenge, you will be logged in to your account – it's that simple!

If you receive an MFA challenge on your phone that you did not initiate, you should deny or ignore the request and get support by visiting one of our on-campus support kiosks or by calling our support team.

In most cases, you'll receive an MFA challenge every 90 days. You'll need to immediately authenticate again if you:

use a different browser or computer
clear your browser cookies/cache
use a high-risk application or a risk-based event is detected.

About Microsoft Authenticator

The Microsoft Authenticator app is the preferred method for multi-factor authentication. The app is free to download, uses minimal data on your device and helps make the authentication process secure and seamless.

You must keep Microsoft Authenticator updated to prevent login issues and access the latest security features.

You can change your authentication method, delete or add a backup method, through Microsoft's multi-factor authentication setup. Do not use the “office phone” field, as this is not editable.

: Microsoft Authenticator uses your phone's camera during setup to scan a QR code that is displayed on your computer screen. After setup, you can disable the app's permission to access your phone's camera.
If you don't want to use your phone's camera, you can choose to manually enter a long security code into the app instead.
Search for the Microsoft Authenticator page on your device's app store for more information about the app's privacy policy and data collection.
: To remove your VU account from Microsoft Authenticator, you will need to:
Open the Microsoft Authenticator app.
Click your account.
Go to settings.
Click on “Remove account”.
Visit our multi-factor authentication setup page.
Sign in to your account to remove your authentication methods.
: You can use any software-based apps that use a time-based one-time password (TOTP). This includes, but is not limited to:
Google Authenticator
Duo
Authy.
Your authenticator app must be downloaded from a legitimate app store.
To set up your authenticator app:
Visit our multi-factor authentication setup page.
Log-in to your VU account using your staff ID ( [email protected] ) or student ID ( [email protected] ), and password.
During set up, select 'I want to use a different authenticator app'.
Select 'Next' until you see a QR code.
Scan the QR Code using your authenticator app.
Select 'Next'.
Enter the 6-digit code from your app into your computer.
: You can use a Huawei phone with Microsoft Authenticator, but the set-up process is slightly different:
Visit Microsoft's multi-factor authentication setup page.
Log-in to your VU account using your staff ID ( [email protected] ) or student ID ( [email protected] ), and password.
During set up, select 'I want to use a different authenticator app'.
Select 'Next' until you see a QR code.
Open Microsoft Authenticator on your phone and click on “+”
Choose “Other account”
Click on “Scan QR code”
Click on “Next”
Scan the QR Code using your authenticator app.
Select 'Next'.
Enter the 6-digit code from your app into your computer.
Note: The default authentication method is the 6-digit verification code which is automatically refreshed every 30 seconds.
Using a Huawei phone in China
Do you work or study in China, with a Huawei phone, and can’t access the Microsoft Authenticator app?
You can try searching for other authentication applications (e.g. Google Authenticator, Duo, Authy) from a legitimate app store.
If you can't download any legitimate multi-factor authentication app, then the best option is to register with a mobile call or text message.

Frequently asked questions

: Our multi-factor authentication service cannot send challenges through third-party message applications, such as WhatsApp.
In this situation, you need to use an authenticator app, such as Microsoft Authenticator, to verify your identity.
: Multi-factor authentication can work overseas and without internet connection. The steps are slightly different in each scenario.
There are a few things you need to check before you leave Australia or lose internet connection:
Your authenticator app is downloaded and set up.
Your date and time settings are configured correctly.
Authenticating online while overseas
Check with your mobile service provider that your plan has global roaming activated. Many plans do not enable global roaming by default and extra charges apply.
If you have global roaming enabled, or are connected to Wi-Fi, the Microsoft Authenticator app should work as normal.
Authenticating offline
The Microsoft Authenticator app can be used offline. Your mobile phone's time and date must be correct as the codes received are generated based on time.
Log in to your VU account using your staff ID ( [email protected] ) or student ID ( [email protected] ), and password.
Select “I can’t use my Microsoft Authenticator app right now”
Follow the prompts to use the 6-digit code.
Select “Use a verification code from my mobile app”
Enter the 6-digit code displayed in the authenticator app into the field when requested.
Once correctly verified, the sign in will proceed as normal.
: If your MFA-enabled device is lost or stolen, you can get support by visiting one of our on-campus support kiosks or calling our support team.

You can set up backup authentication methods in case you lose access to your mobile phone. Visit the multi-factor authentication setup page to remove, change, or add backup authentication methods.
: Your authenticator app should still work if you still have access to data or Wi-Fi

If you have chosen to authenticate using your mobile number, you need to transfer your registered mobile number to your new SIM card.

If you have a new phone and experience problems setting up the Microsoft Authenticator app, please visit one of our on-campus support kiosks or call our support team.
: Inform your exam supervisor if you need to use multi-factor authentication using your registered authentication method.

After authentication, you will need to turn off your device and place it in a clearly visible location.

If you can't use or access any of your registered authentication methods, please visit one of our on-campus support kiosks or call our support team.
: If you have a staff and student account, you need to add both accounts to your authenticator app.
In Microsoft Authenticator, you can add the second account using “+” and then selecting “Work or school account” method followed by scanning the QR code.
If you need to log into VU systems or applications regularly using both accounts, we recommend using a separate browser or an incognito/private tab for each account. This will keep your both accounts separate and prevents logging into the same account each time.
: If you can't download a multi-factor authentication app, you can still use a phone call or text message to verify your identity.

Otherwise, please visit one of our on-campus support kiosks or call our support team to identify alternate authentication solutions available to you.

Help & support

If you encounter an issue with using the Microsoft Authenticator app, please check you are using the latest version app before contacting us.

If you need further support, please visit one of our on-campus support kiosks or call our support team.

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