Multifactor Authentication

Multifactor Authentication (MFA) is an additional security step to verify your identity when you log in to Federation applications and systems. This extra layer of security protects you and the University from unauthorised access.

Key activation dates

These dates apply to all students - if you have a Student ID that means you! This includes on-campus, flexible delivery, online students, and all Federation TAFE students including trainees and apprentices.

Activation dateFinal date to add MFACampuses
9 August 202223 August 2022All Ballarat campuses including Camp St, Gillies St, Mt Helen and SMB
16 August 202223 August 2022Berwick, Brisbane, Gippsland and Wimmera
22 August 202229 August 2022Online and Partner Institutions

What to expect on your activation date

On your Activation date, you’ll get a pop-up prompting you to add an extra sign-in method when you access a Microsoft Office 365 application or Moodle. Staff and students are required to have at least one MFA method: the Microsoft Authenticator app or text messaging.

Clicking Next on the pop-up will take you through the MFA process.

There will be a short grace period, during which time you can skip this step by selecting the skip option. When you reach your 'Final date to add MFA' you won't be able to use any Microsoft Office 365 apps or Moodle unless you set up at least one MFA method.

How to set up multifactor authentication

Adding the text message method

After your activation date, you will receive a 'More information required' alert when accessing Microsoft 365 apps. Select the blue Next button to continue, then follow these steps.

  1. Select I want to set up a different method on the bottom left
  2. Select Phone from the drop-down list, then click Confirm
  3. On the Phone page, enter the phone number for your mobile device, choose Text me a code, click Next and you will receive a text message.
  4. Enter the code that you received in the text message and click Next.
  5. You will receive confirmation of successful verification on your computer, select Next
  6. Your setup is now complete. Select Done to finalise and continue signing in.

Having trouble? Follow along with how-to video below or use our detailed set-up instructions, including screenshots.

Adding the Microsoft Authenticator app method

The app is a handy method as it allows you to authenticate even if you're in a situation where don't have internet access or the ability to receive text messages.

After your activation date, you will receive a 'More information required' alert when accessing Microsoft 365 apps. You will need access to both a computer and a smart device to add this method.

Select the blue Next button to continue, then follow these steps.

  1. Download the app from the App Store or Google Play to your mobile device
  2. On your computer select Next

The next steps are completed on the Microsoft Authenticator app and will use the QR code on your computer.

  1. Open the Microsoft Authenticator app on your mobile device, select Allow notifications (if prompted) and choose to add new Work or school account.
  2. Select Scan QR Code when prompted. You can also find the Scan a QR code option in Credentials on the bottom right of the app.
  3. If you receive a prompt to allow the app to access your camera (iOS) or to take pictures and record video (Android), you must select Allow.
  4. Focus the camera over the QR code square on your computer. The app will automatically pair itself to your account.
  5. A notification will be sent to the Microsoft Authenticator app on your mobile device to test your account. Click Approve.

The final steps are completed on your computer

  1. Select Next
  2. Your setup is now complete. Select Done to finalise and continue signing in.

Having trouble? Follow along with how-to video below or use our detailed set-up instructions, including screenshots.

If you don’t have a smartphone or tablet

If your phone can receive SMS/text, please follow the 'Adding the text message method' above. If you do not have access to a mobile device, you can apply for a Temporary Access Password (TAP). This is a short-term option that is available until you can access a mobile device. Follow the MFA Temporary Access Password guide.