What is 2-Step Verification?
2-Step Verification, or '2FA', is an additional method of security that is used to ensure that your account and personal information remains private, safe and secure. Its use aims to prevent any unauthorised access to your account. Should you find it helpful, the following Google Support Page provides more information on the benefits of 2FA.
Why do I need to enable 2-Step Verification?
From February 8th 2024, 2FA was enforced for all OCA students and effective from February 29th 2024, students must enable a minimum of two authentication methods. Students who have not enabled a minimum of two authentication methods will be locked out of their account and will need to contact IT Services (ithelpdesk@oca.ac.uk) to regain access.
If you are a new student enrolling from March 5th 2024, you will have thirty days from the first time you sign into your OCA email account to enable a minimum of two authentication methods. You will be prompted to enable 2FA throughout this timeframe upon signing in. Students who do not enable a minimum of two authentication methods within the thirty day timeframe will be locked out of their account and will need to contact IT Services (ithelpdesk@oca.ac.uk) to regain access.
Please note that if mitigating circumstances apply, you may opt out of enabling 2FA and will again need to contact IT Services to do so. Opting out will result in several restrictions being applied to your OCA Email Account; please refer to the What if I opt not to enable 2FA? section for further details.
How do I enable 2FA and what are the authentication methods available?
Please follow the steps below to enable 2FA on your OCA Email Account (you must be signed in via the Google homepage - google.com - consult the How do I sign into my OCA Email Account? article for further guidance):
1. Navigate to the Google homepage - google.com.
2. Select the Google Account Profile Icon in the upper-right corner, followed by 'Manage your Google Account'.
3. Select 'Security' from the left-hand menu, and scroll down to select '2-Step Verification'. You will be prompted to enter your password to continue.
4. You must now enable a minimum of two authentication methods in order to ensue your account meets essential security requirements. See the information below on each authentication option.
The methods below are listed in the order in which they're recommended by IT Services, starting with the most recommended option.
- Authenticator Application - the Authenticator Application option will not be available to select the first time you set up 2FA. Instead, you will first need to select 2 of the other options below. See the How do I set up an Authenticator Application as a 2FA method? article for more information.
- Google Prompt - the Google Prompt option allows users to receive a notification to a Mobile or Tablet that will prompt you to accept or deny the sign in request using your preferred device(s). See the How do I set up Google Prompt as a 2FA method? article for more information.
- SMS or Voice Verification Codes - setting up the SMS or Voice Verification Codes option will enable you to receive a six digit verification code to your device via a text message or phone call; this process works similar to the Authenticator Application, however, is more susceptible to social engineering and requires cellular service. To set up this option, select 'Phone number' and follow the prompts on-screen.
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Backup Codes - Backup Codes are intended to act as an emergency authentication method and aren't recommended to be used as one of your two preferred methods if possible. To set up this option, select 'Backup codes' followed by 'Get backup codes', upon which a series of 10, 8-digit codes will be generated. Please note that you must make a note of your codes - the option to print and download is available, but you may wish to write them down or store them on another device - ensure that they are stored safely.
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- Backup codes can be refreshed at any time should you use all of your available codes, or your existing codes are no longer secure, by accessing the '2-Step Verification' page, selecting 'Backup codes', followed by the 'Refresh' icon to generate a series of new codes. You can also use the 'Delete' option to remove your codes and disable backup codes if desired.
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What if I don't have a smartphone / want to provide my telephone number / can't install an Authenticator Application?
Students without access to a smartphone may instead use SMS or Voice Verification Codes alongside Backup Codes as the second 2FA method.
Students who don't wish to provide their phone number should consider the use of the Authenticator Application alongside Backup Codes as the second 2FA method.
Should mitigating circumstances apply, such as, but not limited to, not having access to a Mobile, students will need to contact IT Services (ithelpdesk@oca.ac.uk) to discuss the option of alternatives and / or opting out of 2FA. Please note that restrictions will apply if opting out of 2FA, see the What if I opt not to enable 2FA? section below.
What if I opt not to enable 2FA?
Students who would prefer not to enable 2FA will first need to inform IT Services (ithelpdesk@oca.ac.uk). Following this, your OCA Email Account will have restricted access to the OCA Directory, which prevents access to utilities such as the recipients auto-fill and suggestions feature available within Google Mail. Access to Google Contacts is also revoked, therefore students will need to manually enter an intended recipient’s known email address.