Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) adds an extra layer of protection to your identity, your data and our systems. You may have already used extra verification for online banking, social media accounts, the NHS or other secure services.

Explore how MFA works at UAL and the steps you need to take to get your devices set up.

How MFA works

MFA works by adding a step when logging in to verify your identity. It’s a way of double checking that you are the user of your personal account.

MFA confirms your identity by providing a one-time code to your phone through a security app that’s linked to your account. This makes it harder for criminals to access your data even if they know your password. If someone is trying to access your account and they enter the wrong code, access will be denied. Your identity and data will remain protected.

UAL services protected by MFA

Any service which uses your Microsoft 365 account to authenticate to is protected by MFA. This will include:

your UAL email account
your Microsoft Office applications including Microsoft Teams
LinkedIn Learning
Qualtrics
VPN connections.

Authenticator apps supported by UAL

UAL recommends that students use the Microsoft Authenticator app. It’s free of charge, works on both IOS and Android operating systems and is available for download from app stores.

You’ll receive push notifications explaining why authentication has been prompted. Remember that you don’t have to authorise any requests. If anything seems suspicious or you’re not the person trying to log in to your account you can:

select ‘It’s not me’ in the app
let the request time out.

Other verification methods supported by UAL

UAL currently supports and recommends the use of the Microsoft Authenticator app. As a back-up or alternative option we also permit the use of SMS text messaging.

We do not support the use of voice messaging or email.

Register for MFA

You’ll need access to your smartphone to register for MFA. You may also need a tablet or a laptop to start the registration process.

Option 1: register using only your smartphone

Start by downloading the Microsoft Authenticator app from your chosen app store.
Open a browser and go to https://aka.ms/mfasetup.
Enter your UAL email address and select Next. When prompted, enter your UAL network account username and password.
You’ll be presented with a screen titled ‘Keep your account secure.’
Select Next and follow the instructions on-screen until you reach the step ‘Set up your account in the app’.
Select the link ‘Pair your account to the app by clicking this link.’
The Microsoft Authenticator app will open. Follow the steps until your UAL account is displayed in the Authenticator app.
Go back to your browser and select Next. You’ll be asked to test Microsoft Authenticator. Respond to the test code which is pushed to the Authenticator app.
Follow the rest of the steps on the browser.

Option 2: register using your smartphone and another device (tablet/computer)

On your tablet or computer, open a browser and go to https://aka.ms/mfasetup.
Enter your UAL email address and select Next. When prompted, enter your UAL network account username and password.
You’ll be presented with a screen titled ‘Keep your account secure.’
Move to your phone. Download the Microsoft Authenticator app from your chosen app store.
Go back to your tablet or computer. Select Next and follow the instructions on-screen until you’re presented with a QR code.
On your phone, open the Microsoft Authenticator app. Select the ‘+’ icon to add a new account.
Select ‘Work or School Account’ from the menu and then the option to ‘Scan a QR Code.’
Use your phone to scan the QR code on your other device.
If asked, allow permission for the Authenticator app to use the smartphone camera to scan the QR Code.
Back on your tablet or computer, select Next. You’ll be asked to test Microsoft Authenticator. Respond to the test code which is pushed to the Authenticator app.
Follow the rest of the steps on your tablet or computer.

How to log in with MFA

Once you’re registered with Microsoft Authenticator, when you log in to certain UAL services you’ll be prompted to verify your identity.

Enter your UAL network username and password
An ‘Approve sign-in request’ screen will appear, displaying a 2 digit number. At the same time a push notification will be sent to your phone.
Open the notification on your phone. Enter the numbers you see on-screen into the app and select Yes.
If you’re asked to ‘Stay signed in?’ select your preference of Yes or No.
The screen should then update automatically and log you in.

I can’t see the 2 digit code on my phone

One-time passcodes are an alternative to the 2-digit response code. If you’re having issues receiving the 2-digit response codes:

Select the option ‘I cannot use my Microsoft Authenticator app right now.’
Then choose ‘Use a Verification Code.’
Open your Microsoft Authenticator app and select your account for University of the Arts.
A 6-digit, one-time passcode will be displayed. Enter this code as your verification.

Update your MFA

We recommend that students consider adding an additional MFA method, especially if you’re based in Hong Kong or China. This can help if you’re prompted to authenticate but:

you don’t have access to the internet
you‘ve encountered a problem with the Microsoft Authenticator app
you‘ve physically changed your phone.

To add SMS text message verification:

Go to https://mysignins.microsoft.com/security-info
Select ‘Add sign-in method’ and select ‘Phone.’
Add your smartphone number and you’ll receive a 6-digit SMS code. Enter the code on-screen to register this method.

Add a new smartphone to your MFA

If you change your phone you can enrol the new one for use in MFA.

Go to https://mysignins.microsoft.com/security-info.
Select ‘Add sign-in method’.
Select ‘Authenticator app’ from the dropdown menu and follow the on-screen prompts.

Once you’ve added your new phone, on the same screen you can either:

keep your old phone as an extra method for use in MFA, or
delete your old phone from your account.

Switch to a new phone or phone number when you arrive in the UK

If you’re a student arriving in the UK you may have a new handset or a new phone number. To add your new phone as an extra method for use in MFA:

Log in to https://aka.ms/mfasetup
Select 'Add sign-in method'.
Download the Microsoft Authenticator app using the QR code on your smartphone.
Follow the on-screen prompts to add a new phone number as an alternative method to receive SMS codes.

Other information about MFA

Can I choose email as an option for MFA?

No, email is not used as an alternative in MFA at UAL.

An email option is only available for resetting your UAL network password.

More about Microsoft Authenticator

You can use the Microsoft Authenticator app to add new accounts, update existing accounts, and delete outdated accounts. Use the app to maintain your account information, passwords, add verified IDs, or even change authentication methods for services.

If you lose your phone or change your smartphone handset, downloading and installing Microsoft Authenticator will also import your saved accounts.

Students in China and Hong Kong

If you are in China or Hong Kong and use an Android phone, we recommend that you register an additional authentication method when setting up MFA. For example, you can choose SMS text message.

This is because you may have issues with the Microsoft Authenticator app. If that happens, having an alternative way of verifying your identity will ensure you can access your account when you need it.

When you're prompted for an authentication response, you can select 'I can’t use my Microsoft Authenticator app right now.' You can then choose SMS or use the one-time passcode option.

Why we don’t recommend Google Authenticator

Google Authenticator has some key limitations compared to Microsoft Authenticator:

1) Not all services from UAL are compatible with Google Authenticator. This may stop you from logging into some services.

2) Google Authenticator does not include real-time notifications for expired authentications. You may be logged out of essential applications without notice.

We recommend the use of the Microsoft Authenticator app for MFA. The UAL IT Service Desk cannot offer any advice or guidance about Google Authenticator.

Request to be excluded from MFA

We recognise that under certain conditions, students might find themselves unable to use Multi-Factor Authentication. Exclusions from the requirement to use MFA are considered strictly on an exceptional and case-by-case basis.

You can submit a request for exclusion via the IT Service Desk. Each exemption request must be accompanied by a valid justification, such as the absence of a personal mobile phone or tablet.

The UAL Information Security Team will evaluate each submission individually and their final determination will be communicated to you directly.

Please be aware that exemptions are granted sparingly and are subject to rigorous scrutiny. Exemptions will also be periodically reviewed and you may be requested to submit further information to remain exempt.

Data usage and privacy

UAL has undertaken extensive research into the methods and applications used in Multi-Factor Authentication and can provide assurance that we collect no data from your smart phone.

The Microsoft Authenticator app collects only standard device data: we'll record where you are connecting from and what phone or other device you're using to complete your authentication. No user account or personal data is ever requested or collected when using the MFA services.

Contact UAL’s Data Protection Officer by email at dpo@arts.ac.uk if you have any questions about your personal data. Review the University’s Student Privacy Policy.

Need IT support?

Contact the UAL IT Service Desk