University Technology
Multi-Factor Authentication at WIU
New central sign-on login page look and feel when accessing Google services using your WIU login credentials. You will continue to see the old layout when logging into non-Google services for the time being.
A new version of our Central Sign On login page was rolled out on Tuesday, September 23 as part of our ongoing efforts to improve security and protect university systems and data.
This new login interface will initially be available only when accessing Google services such as Gmail, Google Calendar, and Google Drive. If you're logging into services like WesternOnline or Zoom, you will continue to see the current Central Sign On interface for now.
What’s Changed?
- When signing in to Google services, you’ll see a redesigned login page.
- If you are off campus (or using the public WIU-OPEN wireless network) and logging into Google services, you will now be required to use Multi-Factor Authentication (MFA).
Why MFA?
Requiring MFA when accessing email from off campus is an important security enhancement that helps protect your account from unauthorized access. This aligns with industry best practices and supports our ongoing efforts to safeguard university systems and data.
To use MFA, you will need to install and use an authenticator app on a secondary device such as a smartphone or tablet. The app generates time-sensitive verification codes that you will enter when signing in, providing an additional layer of protection beyond your password. We recommend Google Authenticator, which is free and easy to set up, though other compatible authenticator apps may also be used.
Video Walkthrough
Frequently Asked Questions
Q: After I've set up my MFA, how do I use it?
A: If you have already set up your MFA (using these instructions), using it to log in when off campus (or connected to WIU-OPEN) is relatively straightforward. Simply open the Google Authenticator app on your device and enter the 6-digit token when prompted. Complete instructions (with screenshots) on how to use MFA can be found here.
Q: Can I receive a text message or a phone call with my code instead of using an app?
A: In December 2024, the FBI and the Cybersecurity and Infrastructure Security Agency (CISA) advised against using SMS codes for multi-factor authentication (you can read more here). Additionally, CISA has noted that threat actors have used multiple methods to exploit MFA codes sent via voice to a phone (you can read more here). As a result, many platforms have begun phasing out these options. To align with these best practices, receiving MFA tokens via text/voice message will not be available at Western.
Q: I don’t have a second device to use for MFA. What options do I have?
A: In addition to smartphones, you can use an iPad, Kindle Fire, or Android tablet as your second device for MFA. Affordable Android devices are available at many retailers for under $50. University Technology is also actively investigating other options.
University Technology has a very limited number of devices that can be loaned out to employees. If interested, please submit a request to support@wiu.edu and uTech will work with your VP area to determine the best path forward.
Q: Will I be required to use MFA to reach Google resources if I'm off-campus but connected to WIU's VPN?
A: No. If you are at an off-campus location but connected using WIU's VPN (available to WIU employees), an additional MFA to reach Google resources is not required.
Q: If I use MFA to access my email off campus, will I still need to log in again to other services through Central Sign-On?
A: For now, yes. During this initial phase, logging into Gmail will not automatically grant access to other services like Western Online or Zoom. This is temporary; over time, all services will move to the new Central Sign-On platform, allowing you to log in once and access multiple services seamlessly.
Q: How often will I need to MFA?
A: When logging in through a standard browser, you will need to provide your MFA token every 14 days (per device) or if you manually log out of a system.
Note: if you access Google apps on your smartphone, these apps use a long-lived secure token stored on your phone. Unless the token is revoked, expired, or suspicious activity is detected, you won't be asked to MFA after your initial setup.
Q: Is Google Authenticator required, or can I use a different authenticator app?
A: University Technology recommends and provides support for Google Authenticator, which is free, widely used, and easy to set up. However, you may also use other compatible authenticator apps such as Microsoft Authenticator, Authy, 1Password, LastPass Authenticator, or similar time-based one-time passcode (TOTP) apps.
Please note that while these apps generally work the same way and should function with our system, University Technology can only offer limited troubleshooting support if you choose to use something other than Google Authenticator.
Q: I have a new phone - how do I set up MFA on it?
A: To set up MFA on a new device, please call the Support Center at 309-298-TECH during regular business hours. After answering some security questions to verify your identity, a technician will reset your MFA registration so you can enroll your new phone.
Q: I am a retiree and/or alumni with access to a WIU email account. Do these requirements apply to me?
A: These requirements apply to all individuals with access to university-owned systems. This includes employees, students, retirees, alumni and others with access to a WIU-owned email account.
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