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Multi-Factor Authentication

When you log in into your @myop.ac.nz account to go to the MyOP learner portal or your online courses in iQualify, you will be prompted to set up or complete Multi-Factor Authentication (MFA).

What is MFA 

MFA is a security feature where you need to provide two or more forms of verification (authentication) to log in. So as well as using a password to log in, you also need to use another way to authenticate it is you logging in.  

MFA helps to protect your @myop.ac.nz account, so that if someone else gets your password, they cannot log in and access your account without the second factor. This includes the MyOP learner portal, iQualify, and Microsoft 365 applications you have access as part of your @myop.ac.nz account (Outlook, Word, Excel, OneDrive).

It can also help you access you account if you forget your password.

All our learners must use MFA, whether you are studying from New Zealand or overseas.

 

How to set up MFA

You can use a mobile phone or landline to set up MFA.

If you do not have either of these please contact our Service Desk.

Mobile phone 

This is called 'Authentication phone' in the MFA set up process. Do not use a mobile phone used by other people, a they may be able to use it to access your account. 

During the MFA set up:

  1. Enter a phone number that you have access to, such as your mobile phone.
  2. Choose text or call.
  3. You will then get a text or call with steps to follow to verify your number.  

Whenever you need to authenticate it is you logging in you can choose to get a text with a six-digit number to enter on the log in screen, or a phone call. 

Landline phone

This is called ‘Office phone’ in the MFA set up process. It This can be any landline that is a direct dial and does not have an automated welcome message.  During the MFA set up:

  1. Choose 'Office phone'
  2. Choose your country and enter your phone number
  3. You will then get a call asking you to verify the number by pressing the ‘pound key (#).  

Whenever you need to authenticate it is you logging in you will get a phone call and need to press the # key.

How to get help setting up MFA 

If you need any help with the MFA set up process, contact our Service Desk. They are available from 8am – 5pm weekdays: 

Using an authenticator app for MFA

After you set up MFA for your account, we recommend you download and set up an authenticator app to your mobile phone as it is the most secure MFA method. 

The Microsoft Authenticator app free to download and use. Once it is set up on your phone you will not need wifi or data when you are asked to authenticate yourself. 

You can  download and install the app from the Microsoft website, or look for this logo in Google Play or the App Store:

 Image of an authenticator app logo

After you download the app:

  1. On your computer go to https://mysignins.microsoft.com/security-info. If needed, sign in with your @myop.ac.nz username and password. This should take you to Security Info page.
  2. Click 'Add sign in method'.
  3. Choose Microsoft Authenticator app and follow the instructions that come up.
  4. Click 'Next'.
  5. If asked choose 'Work or school account' then select 'Scan QR code'.
  6. Open the app on your phone and scan the QR code with your phone to set it up.
  7. Check your phone number is correct then click on Done and a 2-digit code will appear.
  8. Enter the 2-digit code into the authenticator app and click 'YES'.

This should then authenticate and let you into your account. 

 

Troubleshooting 

What if you have more than one Microsoft account   

If you have a Microsoft account that you use for work or personal use, you also need to set up your @myop.ac.nz account with MFA. The easiest way to do this if you are already logged into your browser with your work or personal email is to:

  1. Open an Incognito (Google) or InPrivate (Edge) window
  2. Paste the link https://aka.ms/mfasetup into the address bar
  3. Follow the set-up process.

Switching between accounts

To switch between Microsoft accounts if you are not in an incognito or private window:

  1. Click your name or initial icon or image on the top right of the screen.
  2. Select ‘Sign in with a different account’ and follow the steps required.
  3. You may need to close all browser windows.  

You get an MFA request when you are not trying to log in 

If you are asked to approve an MFA request when you are not on your device or trying to access an application, you should:

Left your mobile phone at home or have lost it

If you added a landline (such as office or home phone) for MFA you can use this to authenticate it is you logging in. 

If you did not register a landline you need to contact our Service Desk. 

No mobile data plan or a cellular signal 

If you use the Microsoft Authenticator app for MFA it can generate verification codes offline. It does not require a voice, text, or data plan. 

Changed your MFA authentication device 

Contact our Service Desk for assistance to update your device information. 

New phone number 

If you use your phone to authenticate you can update your phone number by: 

  1. logging into office.com 
  2. Under View Account select Security info and follow the prompt to change your number.  

If you need help contact our Service Desk for assistance to update your phone number. 

If you still have access to the Microsoft Authenticator app you can still use it to approve your login request. 

 

Frequently asked questions 

Getting asked to authenticate with MFA within 30 days 

After you set up MFA on your account, you will be prompted to authenticate it is you every 30 days when you log in on each device you use to log in. You will also be asked to authenticate. But if you enter an incorrect password or behave outside of the expected pattern, the app will ask you to re-authenticate as a safety precaution.  This could include:

  • connecting to your OP account from multiple locations 
  • entering an incorrect password repeatedly 
  • signing in from different devices frequently (they will each have their own 30 day cycle)
  • when you change your password
  • if you use a different internet browser. 

MFA does not give Open Polytechnic access to your device 

When you sign in to your @myop.ac.nz account using MFA. It does not allow Open Polytechnic to access your device.

Why personal contact details are needed 

For the system to verify your identity, MFA requires information which is unique to you, such as a personal phone number.  You can use the phone number you provided to Open Polytechnic when you enrolled as long as it is your own, personal number.   

What data the Authenticator app collects 

If you use the Microsoft* Authenticator app for MFA, the app will collect three types of information:  

  • Account info you provide when you add your account to the app. This data can be removed by removing your account. 
  • Diagnostic log data – this stays in the app until you select ‘Send Logs’ in the app's Help menu, which send them to Microsoft. The logs contain personal data, such as your email addresses, server or IP addresses, and device data (such as device name and operating system version). This data is limited to information necessary to help the app engineers troubleshoot issues. If you want to see this information you can view these log files in the app.
  • Non-personally identifiable usage data, such as ‘started add account flow/successfully added account’ or ‘notification approved’. This data helps Microsoft determine what features are important to you and where improvements need to be made. You, as an app user, see a notification of this data collection on the first launch of the app and are informed that it can be turned off on the app's Settings page. You can enable or disable this setting at any time. 

*If you use another type of authenticator app, the above will be in relation to that app .

Learn more about Microsoft's privacy information

If you have any other questions or concerns about MFA, please contact us.