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Multi-factor Authentication FAQ

MFA FAQ

Please don’t follow the MFA set up instructions unless you have been expressly asked to do so by the ITS team.

If in doubt please contact the IT Service desk.

Can I opt out of setting up MFA?

No, you must set up an MFA to access the services in Okta. Otherwise you compromise the University’s security and leave everyone’s data vulnerable to a cyber-attack.

Which services use MFA?

When attempting to sign into the following applications you will be prompted to log into Okta.

Microsoft 365 (including Word, Excel, Powerpoint, OneDrive etc) – (In Summer 2023)

Sussex Direct – (In Summer 2023)

IT Services support portal - Ivanti Service Manager (In summer 2023)

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What multi-factor authenticator apps can I use? 

ITS supports the use of Microsoft Authenticator or Google Authenticator, but we recommend using Okta Verify. 

You may use any authenticator app you choose (set up using the Google Authenticator instructions) but ITS can only offer support for the aforementioned. 

Do I have to be on campus to set up the MFA?

No, you can complete the setup from anywhere.

What if I don’t have a smartphone?

Please contact the IT Service Desk to discuss other options. Visit https://www.sussex.ac.uk/its/ and click on the ‘Contact us for help’ tile to open a support ticket.

Can I use my existing MFA app?

Yes. Follow the ‘How to set up Google Authenticator MFA’ instructions using the authenticator app already installed on your smartphone. However, we recommend using Okta Verify and cannot offer support for any apps other than the Okta, Google and Microsoft authenticators. 

Will I need to use MFA while on campus?

Yes. However, depending on the last time you logged in, Okta may have kept you logged in.

Will installing an authenticator app on my phone affect my privacy? 

The only information visible to the University will be when you have accessed the app and your approximate location at that time. This is only used to flag malicious log in attempts (e.g. two simultaneous attempts from two different locations). The location data is not precise enough for the university to know exactly where you are. 

Why does the location listed on the sign-in notification not match where I am?

Okta only has access to your approximate location so it is likely that the location listed will not be accurate. 

What should I do if I lose/change my phone?

If you have lost or recently changed your phone you should Contact the IT Service Desk.

Will I need to use MFA to log into the desktop application versions of Office 365?

Yes. If prompted to log in via Okta you will need to use MFA. (From summer '23 onwards) 

What if I have more than one username?

It is possible to have more than one account registered in your Authenticator app. Simply repeat the set-up process while logged into your other account.

If you’re prompted to verify yourself through the app when logging into Okta, just remember to make sure you’re selecting the corresponding account in the app.

Can I use my Microsoft/Google authenticator app for services not associated with the university?

Yes. Use the ‘Add another account’ option in the app. However, the university does not offer support for this.

Can I use the Microsoft Authenticator app as a back up if I'm using the Google Authenticator as my primary factor (and vice versa)? 

It's not possible to use both Microsoft and Google authenticator apps for Okta. We recommend using Okta Verify as your primary app and either Microsoft or Google as a backup option. 

I have a smartphone but I am unable to use an authenticator app?

Please contact the IT Service Desk to discuss other options. Visit https://www.sussex.ac.uk/its/ and click on the ‘Contact us for help’ tile to open a support ticket.

How much space will an authenticator app take on my phone? 

Most authenticator apps take less than 200MB of space. 

I can’t find the support I’m looking for?

If you can't find the answer you're looking for please visit https://www.sussex.ac.uk/its/ and click on the ‘Contact us for help’ tile to open a support ticket.