MFA and SSPR Combined Registration

Now, with combined registration, you can register and get the benefits of both Multifactor Authentication (MFA) and Self Service Password Reset (SSPR) by adding them to your Security Info page in your account.

You can access and manage these by going to Security info or by selecting Security info from My Account. From there, you can add methods, delete or change existing methods, change the default method, and more.

My Security Info

Instructions to register for MFA or SSPR

Navigate to Security info or by selecting Security info from My Account.
After Logging in you will be brought to your Security Info page.
Click on Add sign-in method.
Choose your option and follow the prompts and instructions below.
Follow the prompts to setup the Microsoft Authenticator App (Recommended).
If you do not want to use the Microsoft Authenticator App, click I want to setup a different method.

You will be able to choose phone as an alternate method to setup Text/SMS verification .
Follow the prompts for setup.
When completed you will get a success message and can continue signing in.

Note: If you need to update any of your MFA or SSPR information please navigate to https://aka.ms/mysecurityinfo

Note for Staff: The IT department is enabling Multi-Factor Authentication (MFA) to all staff. MFA is an extra layer of security on your account. It's a way to verify your identity with a device you possess rather than just a password that can be compromised.

Expand each section below to view detailed instructions

Microsoft Authenticator App (For MFA and SSPR)

Download and install the app

Install the latest version of the Authenticator app, based on your phone's system:

For Android, go to the Google Play store and search for Microsoft Authenticator and then download and install the app.

Microsoft Authenticator on Google Play Store

For Apple iOS, go to the App Store and search for Microsoft Authenticator and then download and install the app.

Microsoft Authenticator on Apple App Store

Note: Ensure to download the one that is published by Microsoft Corporation.

Setup Microsoft Authenticator App

Registering the Microsoft Authenticator App enables it to be used with both MFA and SSPR.

Our experience shows the simplest method for you to self-register the app is the following workflow.

Register your phone number by going to Security info or by selecting Security info from My Account.
Add a phone number as your first method and follow the prompts to register
Download and use the Authenticator App and add your Work or School account. You will get a text message to confirm your identity when signing in and following the setup prompts.
You can then leave your phone number as a backup, or go in to Security info again and remove it.

Instructions

If you have not already done so, please install the App onto your mobile device.
Open the Microsoft Authenticator and accept the privacy statements.

Choose Add Work or School Account.

This will bring you straight to your Board Sign-in page. Enter your Board ID ([email protected] or [email protected]) and password.

It will ask you to verify your identity, choose either option, we recommend Text Message.

Important: This is why you are required to register your phone number first.
You will be prompted to enter the 6 digit code sent to your phone. If successful, you should see the below.
Tap Finish.

If you have any issues, please contact the Help Desk or Cyber Team.

Note For Staff: Going forward logging in with your Board Microsoft Account outside any Board or School location you will be prompted for MFA verification.

Setup Microsoft Authenticator App with QR Code

Registering the Microsoft Authenticator App enables it to be used with both MFA and SSPR.

On your laptop or computer go to Security info or by selecting Security info from My Account.
You will be directed to sign in to your Publicboard.ca Work/School Account.

After you sign in successfully you will be brought to your Security Info page. Click on Add sign-in method

From the drop-down menu choose Authenticator App.

You will be prompted to download and install the app to your mobile device. If you have not already done so, please install the App onto your mobile device.
Click Next.

Start by getting the app

Click Next again.

Setup your account

A QR code will be displayed.

Scan QR Code

Important: Leave this screen up on your computer do not click next yet.
On your mobile device, open the Authenticator app.
Click Accept.
Tap Scan a QR code.

Tap Scan QR Code in app

Important: Ensure you allow 'Authenticator to "Access the Camera" when prompted
With your mobile device, scan the generated QR code displayed on your laptop / computer browser from the previous steps.

Note This QR code is unique to you, and will only work from within the Microsoft Authenticator App.

Important: Notifications for the Microsoft Authenticator app must be enabled on your device
Upon success you will see your account listed in the main Authenticator App Screen.

account listed in app

Back on your laptop or computer browser click Next.

Time to test it!

Important: This step must be completed.

This number must be typed into the Authenticator App on your phone.

Approve notification

The Authenticator app on your phone will prompt you to approve and enter the number above.
Enter the number given from your browser.

Enter the two-digit number

Tap Yes.
Enter your device passcode, Use Touch ID or Face ID for verification.
Upon approval you will briefly see a black bar at the top of the screen that says Approved.

Approval bar message

On your laptop or computer browser upon approval you will see a green check mark stating Notification approved.

Click Next.
In the top right of your browser, you will see a green success notification.

App sucessfully registered

You will see Success! page.

Success message

Click Done. That’s it you are successfully registered!

Note For Staff: Going forward logging in with your Board Microsoft Account outside any Board or School location you will be prompted for MFA verification.

Troubleshooting

If you run into any issues you cannot resolve on your own please reach out to your support contact:

Students please talk with your teacher or school office.

Staff please reach out to Help Desk or Cyber Team.

Remove your account and start over. This also applies if you want to switch to a new device.

If you are experiencing issues with the Microsoft Authenticator app, the easiest way is to just remove your account and start over.

Open the Microsoft Authenticator App on your mobile device.
Tap on your account in the app.

Tap the Gear Icon on the top right.

Tap Remove account.

If Prompted tap Yes, this app only.

Otherwise tap Continue.
On your computer navigate to https://aka.ms/mysecurityinfo.
Locate the device you want to remove.

Click Delete.

When prompted with Delete authenticator app Click OK.

To re-enroll navigate to https://aka.ms/mfasetup.
You can add the method back or an additional method from the My Security Info page. You can add multiple devices and register multiple Microsoft Authenticator Apps.

Note: This also applies if you want to switch to a new device.

To register an additional Microsoft Authenticator App

You can add the method back or an additional method from the My Security Info page. You can add multiple devices and register multiple Microsoft Authenticator Apps.

Navigate to https://aka.ms/mysecurityinfo
Click + Add sign-in method.
Select Authenticator app.

Click Add.
Follow instructions from first section.

If you have used the Authenticator app before on your mobile device

If you have used the Authenticator app before on your mobile device for other platforms then, open the app and tap the + on the top right the tap to add Work or School Account then Scan QR Code then follow the instructions above.

Setup Text Message (For MFA and SSPR)

Registering a phone number with your Microsoft account enables it to be used with both MFA and SSPR.

On your laptop or computer go to Security info or by selecting Security info from My Account.
You will be directed to sign in to your Publicboard.ca Work/School Account.

After you sign in successfully you will be brought to your Security Info page. Click on Add sign-in method.

From the drop-down menu choose Phone.

Then click Add.

Enter your Phone Number including area code and click Next.

You will then be sent a text message with a 6 digit code. Enter that code in the box provided and click Next.

You have successfully registered your phone

Note For Staff: Going forward logging in with your Board Microsoft Account outside any Board or School location you will be prompted for MFA verification.

External Email (For Student SSPR Use Only)

Registering an External email with your Microsoft Account allows it to be used for SSPR only.
To setup External Email, under I want to setup a different method choose Email.

Choose a different method

Enter an external email you wish to use (ex: [email protected]), this will be used to send a One Time Code to be used only during password reset / recovery.

Enter external email

Enter the one-time code that was sent to the email you entered and click Next.

Enter code from email

Upon completion you will see a Success! Page.

Sucess confirmation

Security Questions (For Student SSPR Use Only)

Registering Security Questions with your Microsoft Account allows it to be used for SSPR only.
To setup Security Questions, under I want to setup a different method choose Security Questions.

Choose a different method

You will be required to select and answer five questions.
Use the drop downs to select 5 security questions and enter their respective answers.

Security Questions

When complete click Done.
Upon completion you will see a Success! Page.

Sucess confirmation

Self Serve password reset

To use Self ServicePassword Reset (SSPR) and perform a password reset, navigate to https://aka.ms/sspr or click the button below.

Reset your password

Instructions to reset your password

Visit the reset your password page

Enter your complete Board ID ([email protected] or [email protected]).
Enter the Captcha (this is not case sensitive).
Click Next.
Choose one of the methods of authentication that you have registered.
- If you choose text message you will receive a numeric code on your mobile device. Enter the code on the next step.
- If you choose phone call you will need to press # to confirm.
After you authenticate you can enter your new password (passwords must meet the complexity requirements - 8 characters minimum and a mix of uppercase, lowercase, numbers and special characters).
After you enter a valid password click Finish.
Your password has been reset.

Frequently Asked Questions (FAQ)

What is MFA?

Multi-Factor Authentication provides a second layer of security for your account, consider it a next-generation password. You are likely already using MFA for many other platforms like your online banking. When using your mobile phone’s SMS / Text as veriﬁcation, you will get a 6 digit code by text you will need to enter when signing in.

Why do we need MFA?

Multi-Factor Authentication protects your personal information and that of all staﬀ and students at the board. It protects your account from being accessed by anyone that may have your password. Believe it or not many times your password is already for sale on the dark web or you may get caught by a phishing scam.

Nobody wants to be patient zero in a data breach or ransomware that could shut down the entire board for an extended period and cost us potentially millions of dollars.

What options for MFA are there?

The most secure method for MFA is the Microsoft Authenticator App on your mobile device. When you login, a 2 digit code will be displayed on screen and you will have to type that code into the app. It also uses your phones biometrics like FaceID or thumbprint as additional identity veriﬁcation and tells you what app and location the request is coming from.

The simplest method is the SMS/Text message. You already have a phone number registered for SSPR and no further action is required. You simply enter the 6 digit code that is sent your text messages. Many new phones auto-populate this number into the text box for you now if connecting from your phone. [Text message charges may apply].

Microsoft Authenticator App

Does the App Track my location?

No. Our configuration is not asking the app to provide your location. Therefore, the app should never prompt you to Allow this device to access your location. Should you ever see this notification, you can safely say No and it will not affect you.

We are only using this as an authentication method like your bank sending you a text message to your phone with a code you need to input. This sends a push notification to the app, to which you must respond, to confirm your identity.

Why the app is recommended and not another method?

https://www.bitdefender.com/blog/hotforsecurity/why-use-an-authenticator-app-instead-of-sms/

The app has several advantages over other methods. SMS texting can be spoofed by a process called SIM jacking where malicious actors can get your phone number ported to their phone. The response of the app is also faster than SMS and has no carrier charges.

The app also leverages your biometrics on the phone, fingerprint, facial recognition to confirm you have the device in your possession.

Carrying a dongle all the time presents its own challenges. Lost or broken dongles will be subject to replacement costs.

How much room is it going to use on my phone?

The app itself is 170MB and does not grow over time, it may max out around 180MB this not a lot on a modern phone, the equivalent of a handful of high-resolution photos.

Does the app use data?

Yes. The authenticator app uses a small amount of data only when the incoming notification comes to your phone. Microsoft Authenticator authentication requests require a minimal amount of data -- less than 2KB per authentication. For example, you would only consume 1 megabyte (MB) of data if you were to authenticate 500 times in a given month. If your device is connected to Wi-Fi, no mobile data will be used.

How do I authenticate with the app if I don't have a cell signal, data, or Wi-Fi connection?

If you do not have internet access and cannot receive a Push notification through the
Microsoft Authenticator app you can use a one-time passcode. You can generate a passcode in
the Microsoft Authenticator app even without internet access and enter the six-digit code.

I just got a new phone, what do I do?

Before wiping your old device be sure to remove it from your Sign-In methods at https://aka.ms/mysecurityinfo
You can also utilize your phones side by side to verify and register the new Microsoft Authenticator app.

If you have already wiped your old device you will need to reach out to our Cyber Team to have everything cleared and we can assist.

What devices are supported by the Microsoft Authenticator App?

iOS devices (iPhone, iPad, iPod)
Android devices (phone, tablet)

How often will I have to use Microsoft Multi-Factor Authentication (MFA)? (Staff Only)

You will only need to use MFA when you are outside of the board’s networks. When logging into a desktop or while on our Wi-Fi you should not be prompted.

When you access a GECDSB online service either in a new browser session or on new device outside of our buildings, you’ll be required to sign in and use Multi-Factor Authentication. If you continue working with the same browser, it should remember you for 6 hours.

Actual Microsoft apps on your computer or mobile devices will remember you much longer, weeks or months if no other circumstances change.

How many devices can I enroll in Microsoft Multi-Factor Authentication?

Microsoft Multi-Factor Authentication lets you register multiple devices to your account, so you can always access your account even if one device is temporarily unavailable. We recommend no more than necessary with a max of three devices just so you don’t lose track of a device with authentication privileges on it.

What do I do if I get an MFA notification on my device when I didn't log in?

If you get a notiﬁcation from Microsoft that you did not request, that may mean someone else is trying to log in using your account. Your account credentials could be compromised. Report it to the Cyber Team as soon as possible.

I have a new number what do I do?

If you have a new cell phone number and need to have it updated you can update it via https://aka.ms/mysecurityinfo

If you no longer have access to your old number please reach out to our Cyber Team to have it updated for you.

What is SSPR?

Self-Service Password Reset (SSPR) gives users the ability to change or reset their password, with no administrator or help desk involvement. If a user's account is locked or they forget their password, they can follow prompts to unblock themselves and re-gain account access.

How long is my SSPR information valid?

Self-Service Password Reset (SSPR) will periodically ask you to re-confirm your authentication information and will re-confirm every 600 days.

Contact

Quick Links

MFA and SSPR Combined Registration

Instructions to register for MFA or SSPR

Expand each section below to view detailed instructions

Download and install the app

Instructions

Self Serve password reset

Instructions to reset your password

Frequently Asked Questions (FAQ)