Google FAQ

2-Step Verification (2SV) FAQ for GMRSD Faculty and Staff

This FAQ provides answers to common questions about the upcoming 2-Step Verification (2SV) implementation for your GMRSD Google Workspace account.

1. What is 2-Step Verification (2SV)? 2-Step Verification (also known as two-factor authentication or 2FA) adds an essential extra layer of security to your Google account. After you enter your password, a second verification step is required, typically via your phone or a physical security key. This ensures that even if someone steals your password, they can't access your account without this second step.

2. Why is GMRSD implementing 2SV? Cybersecurity threats are constantly evolving. Implementing 2SV is a critical step to protect all GMRSD accounts and sensitive data from:

• Phishing attacks: Where attackers try to trick you into revealing your password.

• Credential stuffing: Where attackers use stolen passwords from other breaches to try and access your accounts.

• Unauthorized access: Preventing anyone but you from logging into your account. This measure significantly reduces the risk of data breaches and protects our collective information.

3. When is 2SV going to be enforced? We are implementing 2SV with a grace period to give everyone ample time to set it up:

• Grace Period: Now until July 1, 2025

  • You can set up 2SV voluntarily during this period. We strongly encourage you to do this as soon as possible.

  • During the grace period, you will receive reminders, but you can still log in with just your password if 2SV isn't set up yet.

  • Setting it up now means a smoother transition later!

• Enforcement Date: July 1, 2025

  • 2SV becomes mandatory for all GMRSD Google Workspace accounts.

  • If you haven't set up 2SV by this date, you will be required to do so the next time you try to log in. You will not be able to fully access your account until 2SV is enabled.

4. What do I need to set up 2SV? You will need access to at least one of the following:

• Your smartphone: For Google prompts (most common and easiest), text message (SMS) codes, or an authenticator app (like Google Authenticator).

• A backup option: It's highly recommended to set up at least one backup method, such as:

  • Backup codes: One-time use codes that you can generate and keep in a safe place.

  • A secondary phone number: For receiving codes if your primary device is unavailable.

  • A security key (fob): A physical device you can purchase and use to verify your identity by plugging it into your computer.

5. I don't want to use my smartphone for 2SV. What are my options? No problem! While many find using their smartphone convenient, we understand it's not for everyone. You have another secure option: a security key (or fob). A security key is a small physical device you can plug into your computer's USB port to verify your identity. It's a great alternative if you prefer not to use your phone. Please submit a ticket if you'd like to explore this option, and we can provide guidance on compatible devices and setup.

6. How do I set up 2SV? You will receive notifications (via email and login prompts) guiding you through the setup process. The process is straightforward and typically takes only a few minutes. You'll be prompted to choose your preferred second verification step. We will provide detailed instructions and resources soon.

7. What will my login experience be like after 2SV is enabled? Each time you log in to your Google account (especially on a new device or after a period of inactivity), you will:

1. Enter your password as usual.

2. Complete the second verification step (e.g., approve a prompt on your phone, enter a code, or tap your security key).

8. What should I do to prepare?

• Set up your 2SV NOW during the grace period! This is the best time to do it, especially while you are still in school and have easy access to Tech Support. Please do not wait until the enforcement date or the start of the next school year, as that is our busiest time.

• Download the Google app on your smartphone (if you haven't already). This is often the most convenient method for 2SV prompts.

• Ensure your personal recovery phone number and email are up-to-date in your Google account settings as a backup.

• Keep an eye out for further communications from Tech Support with specific instructions and any additional resources.

9. What if I lose my phone or security key? This is why backup options are crucial! If you lose your primary 2SV method, you can use:

• Backup codes: These are one-time use codes generated by Google. Keep them in a safe, accessible place not on your primary device.

• A secondary phone number: If you've set one up for recovery.

• If you have issues, please contact Tech Support immediately.

10. Who do I contact if I have questions or need help? If you have any questions or encounter any issues during setup or use, please submit a ticket at https://gmrsd.freshdesk.com/support/home. Our Tech Support team is here to assist you.

Thank you for your cooperation in making GMRSD more secure! GMRSD Technology & Data Services