Two-Factor Authentication with Duo Security

As part of University Technology's 2014 Security Initiatives, we have partnered with Duo Security to offer additional protection to your uLogin account. This new service, known as Two-Factor Authentication, protects your uLogin account by adding a second step to the login process. After entering your uLogin ID and password, you will use either your phone or a device known as a hardware token to confirm your identity. This prevents anyone but you from accessing your account, even if they know your password. 

This service is not enabled by default. In order to use Duo Two-Factor Authentication, you must first enroll in the system using Duo Self-Service Enrollment. If you are not enrolled in the system, you will continue to log in to Drew University web sites using your regular uLogin ID and password. 

Enrollment

Am I required to enroll in Duo Two-Factor Authentication?

Drew University requires all faculty, staff, and contractors with uLogin accounts to enroll in the system in order to protect the sensitive University records that employees have access to as part of the course of their work. Please review the Responsible Use of University Data Policy for more information.

Students are not required to be enrolled in the system, although are welcome to do so if they choose. Student Employees may be required to enroll depending on the nature of their work and the electronic records they have access to. 

What is the schedule for mandatory faculty and staff enrollment? 

As of March 7, 2014, all faculty, staff and contractors who were not enrolled in the system had their uLogin accounts disabled. If this applies to you, please contact the UT Service Center at 973-408-4357 to discuss your options.

New employees and contractors must enroll in the system within two weeks after their official start date at Drew. 

Completing Self-Service Enrollment

It's easy to enroll yourself in Duo Two-Factor Authentication using our self-service pages. After logging in, Duo Security will walk you through the steps to enroll one or more phone numbers into the system. We recommend enrolling multiple phones, such as your mobile phone and office landline. If you are enrolling multiple phones, enroll your primary cell phone first. Go to the self-service enrollment site to get started with the process or learn more about the multiple methods Duo supports for logging in. 

To learn more about the enrollment process, read the Enrollment Guide on Duo Security's web site. 

Please keep in mind that, when enrolling devices/landlines yourself, you will need to have the first one at hand to verify ownership. Also, pay attention to the order in which you add phone numbers, as this will affect how you can log in later.

What if I do not have a cell phone?

No phone? No problem. Duo supports multiple methods for logging in. If you do not have a cell phone, you may obtain a YubiKey or Classic Hardware Token from University Technology. Tokens are distributed freely to faculty and staff who need to enroll in the two-factor authentication service. Please come to the University Technology Helpdesk with a photo ID to obtain a token. Please note that replacements for damaged or malfunctioning tokens will be provided for free. A $50 charge will apply to replace a missing token. 

Using Your Account After Enrollment

uLogin

Once you have enrolled in Duo Security, you will be required to complete the second step of authentication whenever you see a uLogin form. You can log in from any computer but you will need to approve the login using one of the phones (or hardware token) that you have enrolled in the system. 

Simply enter your uLogin ID and password as usual and Duo will automatically use the Default method to log in. If you have enrolled a smartphone, Duo will send a Push message to the first smartphone listed and prompt you to approve the login using the Duo Mobile app. If you do not have any smartphones on your account, Duo will make a regular telephone call to the first number and you will be prompted to approve the login by pressing any key on your phone. 

Using Duo Security options to select another login method

By clicking the Duo Security link on the uLogin form, you can select another method to use to log in. Click the drop-down to view the available options. The phones you have enrolled are designated Phone 1, Phone 2, and Phone 3 in the order in which you registered them during the enrollment process. 

Please note: To use these alternate methods, you should still enter your username and password, but do not hit Enter after typing your password!

• Defaults - If you do not select any Duo Security options, Duo will automatically use the Default method. If you have enrolled a smartphone, Duo will send a Push message to the first smartphone listed and prompt you to approve the login using the Duo Mobile app. If you do not have any smartphones on your account, Duo will make a regular telephone call to the first number and you will be prompted to approve the login by pressing any key on your phone. 
• Push (recommended) - If you have registered a smartphone and installed the Duo Mobile app, the Push method of authentication is recommended. In this mode, Duo will send a notification to your smartphone. Simply accept the pop-up message on your phone and click Approve to authorize the login request. 
• Text - You may use the Text option with any phone capable of receiving text messages. When you select the Text option, Duo will send a set of 10 one-time passcodes to the phone you have selected. After the text message has been sent, you will be returned back to the uLogin form with a login failed message. Once you have the text message, you may use each code in the message to log in once using the Passcode option. Once you have exhausted your 10 passcodes, use the Text option again to get more. Whenever you use the Text option to send passcodes, any previously texted passcodes are invalidated immediately, even if unused. 
• Call - When you select the Call option, Duo will place a voice call to the phone selected. Answer the phone and listen to the voice prompt. Pressing any key on your touch tone phone will approve the login request. 
• Passcode - You may obtain a 6-digit one-time login passcode from one of several sources. Simply enter the passcode into the box below the drop-down to log in. 
  • Using a YubiKey - If you have been issued a YubiKey, position the cursor in the third text box and press the button on your YubiKey to enter the passcode. 
  • Using a classic hardware token - If you have been issued a hardware token, simply press the button to generate a new passcode and enter it into the text box.
  • From a text message - If you have used the Text option to send yourself 10 one-time passcodes, enter a passcode you have not used previously. When you have run out of passcodes, you can use the Text option again to send 10 more. 
  • Using the Duo Mobile app on your phone - If you have registered your smartphone with Duo, but you are out of cell coverage and cannot use the normal Push method, you may use the app to generate a passcode instead. Using your Duo Mobile app, touch the key icon next to the Drew University account to generate a new one-time passcode. 

Using Your Device with Duo

• uLogin, Your Way! Duo supports a wide-variety of different devices for authentication. Learn more about how to log in using your preferred method. 
• Adding devices, reactivating the Duo Mobile App, or changing the order of devices for authentication. By logging in to the Two-Factor self-service site (drew.edu/duo) and clicking Manage Devices, you can reactivate the Duo Mobile app, add a new device, or change the order of devices registered to your account.  Learn more about managing your devices from Duo's documentation. 

Syncing Your Drew Email to Your Phone, Tablet, or Other Programs

After enrolling in Duo you will need to take additional steps if you currently synchronize your Drew University email and calendar with your smartphone or tablet, or use other email and calendar software such as Microsoft Outlook, Apple Mail, or Thunderbird. At present, these applications do not support two-factor authentication. Therefore, once you have activated Duo, we generate a new password specifically for use with these services known as your device password. Your device password is automatically managed by the system and will be changed for you every 90 days. Device Passwords are not necessary for accessing your Drew Google account via a web browser. 

When setting up your phone or tablet to connect to Drew email, please consult our instructions. However, instead of entering your normal uLogin Password, enter your Device Password instead. 

If your phone is already set up properly, you should be prompted that your password is incorrect. Enter the Device Password instead of your uLogin password.

If you are not prompted for a new password, or your phone returns an error either about the password or syncing, try restarting your phone. 

Obtaining your Device Password

You may obtain your current Device Password at any time by visiting the self-service site (drew.edu/duo). For security reasons, you will be prompted to perform two-factor authentication again even if you have already logged into uLogin. Information about your device password is displayed towards the bottom of the page:

We recommend selecting Enable Notifications so that you will receive an email automatically when your device password is about to expire and when it has been changed automatically (in the image above, this selection was already made, so the box reads Disable Notifications). 

What happens when my device password expires?

When your device password expires, the system will generate a new one for you. If you have selected Enable Notifications, the system will send you an email several days before the device password expires and after it has been changed. Once your device password has changed, your smartphone, tablet, or other email software will stop receiving new email and calendar updates. Most phones will automatically prompt you for the new password. Simply visit the self-service site to obtain your new password and enter it into your device. Your device should start sending and receiving email and calendar updates normally. 

If you are not prompted for your password, try restarting your phone. You can also search for information about changing the password on your device at your service provider's site (for example, at http://www.apple.com/support/ or http://www.verizonwireless.com/support/).

I am planning to go on a trip. How do I ensure that my phone's email service is not interrupted due to my device password changing?

We cannot extend the 90 day deadline for device password changes. However, you can reset your device password early to ensure uninterrupted service while you are away. Before your trip, simply visit the self-service site to check when your device password expires. If it will expire during your trip, click Generate a new device password to expire your current password immediately and generate a new one. This new password will expire in 90 days. Enter the new password into your phone and you will be able to enjoy uninterrupted service while you are away. 

Frequently Asked Questions and Common Issues

Many questions are answered at the Duo Support Issues page here in U-KNOW.

• Do I still need to change my uLogin password every 180 days after enrolling in this service? No. Duo Two-Factor authentication adds additional verification after every login. For this reason, Drew does not require two-factor users to change their regular uLogin passwords every 180 days. Once you have completed Duo enrollment, the password expiration policy will be removed from your uLogin account automatically.   

• Does Duo Security only apply to Drew web sites using uLogin? What about logging into my computer? At present, Duo Security applies to web-based services protected by Drew's uLogin system. Duo authentication is not required for local logins to your computer. 
          
• I have encountered an issue which requires me to present ID, but I am unable to come to campus.  If you need to present ID, but are unable to come to campus, you may designate an Authorized Proxy to vouch for your identity. An Authorized Proxy is a supervisor or coworker who can positively identify you by phone call or other means and is able to visit a Duo Administrator in person and sign a proxy authorization form. 
  
  The proxy procedure is as follows:
  
  • Contact the UT Service Center and explain the issue you are experiencing. Explain that you are unable to come to campus and will be designating a proxy to vouch for your identity. The Service Center will create a ticket and indicate that a proxy will be vouching for your identity. 
  • Contact your proxy. Your proxy must be a Drew employee and should be someone you know, a coworker or supervisor, member of the Deans office staff in your school, etc. who is able to positively identify you on the phone call and is able to sign a form accepting responsibility for making such an identification in the presence of one of the Duo Administrators. Note that as part of the internal controls and audit procedures we have established within University Technology for the Authorized Proxy process, Duo Administrators are expressly forbidden from serving as proxies themselves. 
  • Your authorized proxy will then contact one of the Duo Admins (listed below) and agree to meet in person to complete a Proxy Authorization form. With Proxy Authorization form in hand, the Duo Admin will perform the required actions on your account and update the ticket. An electronically scanned copy of the form will be attached to the ticket for audit purpose later. We will contact you at the callback number or email address in the ticket to confirm that the required action on your account is complete. 
  • Periodically a University Technology employee who is not a Duo Administrator will conduct an audit of proxy actions. As part of this audit, you may be contacted by the office phone number on your HR record or in person to confirm the proxy action. If abuse of the proxy process is identified, an immediate investigation will be initiated.
        
• I have been designated as an Authorized Proxy by a coworker.  If you have agreed to be a Proxy for someone, please call ahead to the UT Service Center (973-408-4357) to make an appointment with one of the Duo Administrators, who will meet with you to complete a Proxy Authorization form. The Duo Administrators are as follows:
     
  
  • Audrey Joubert
  • Betsy Black
  • Bill Schulz
  • Destiny Nelson
  • E. Axel Larsson
  • Gamin Bartle
  • Mike Richichi
  • Nicole Pinto
  • Paul Coen
  • Rian Spivak
  • Russell Sprague
  • Scott Wood
  • Verna Holcomb