Google 2-Factor Authentication (2FA)

Pleasanton Unified School District will be rolling out a technology called “2-factor authentication” within Google. You may know it by other names like “2FA”, “two-step verification”, or “multi-factor authentication (MFA)”.

TABLE OF CONTENTS

• What is 2-factor authentication?
• Why do we have to enable 2-factor authentication?
• What’s the timeline for this change?
• What 2-factor authentication method should I use?
• Steps for enabling 2-factor Authentication
• How do I change my 2FA sign in options
• What if I do not want to use my phone number for texting
• What if I don’t have my phone with me?
• What are my support options when setting up 2-factor authentication?

What is 2-factor authentication?

2-factor authentication adds a second layer of protection during the login process.
Currently, your Google login is tied to “something you know” (your password). 2-factor authentication adds the second layer of “something you have” (typically your smartphone, a temporary code, or, absent that, a USB security key). You most likely already have experience using 2-factor authentication with an online banking account, so hopefully, enabling it within Google will not be a new experience.

Why do we have to enable 2-factor authentication?

2-factor authentication drastically reduces the chances of having the personal information in your Google account stolen by someone else. Though an extra step to logging in may feel frustrating, it’s less frustrating than dealing with a compromised account. Requiring an additional authentication method for account access is the next big push for districts to be compliant with cybersecurity risks/best practices. Additionally, the District’s insurance company requires that all staff to enable 2FA on their account. Optional cyber security modules will be shared with PUSD employees to increase awareness and best practices in protecting their accounts.

What’s the timeline for this change?

Staff may start enabling 2-factor authentication (2FA) starting on Wednesday, May 8th.  

The 2FA enforcement will start in Fall 2024 with advance notices to PUSD employees.  If a staff member does not enable 2-factor authentication by the date provided in Fall 2024, the staff member will be locked out of their account and will need to contact Technology Services to regain access.  

If you have a smartphone and are interested in enabling it on May 8th, feel free to do so.  We highly encourage it!  

What 2-factor authentication method should I use?

There are several methods you can use to complete 2-factor authentication:

• Use a Google Prompt (e.g., the Gmail App) configured and sign in with your district email on your phone (recommended).
• Use an authenticator application such as Google Authenticator. Does not require your district account to be signed in.
• Use a USB key that you plug into your computer. If you are a district/regular employee and choose this method, please complete the Interest Form.
• Use text messaging (the least preferred backup method).
• Use Voice Call to a cell phone or work desk phone
• Print 10 pre-established backup codes.

The Google Prompt method mentioned above is called a “push” authentication, where you will have to acknowledge a pop-up notification from a Google app on your phone. In the event that you do not have your phone, it is important that you setup backup methods for completing 2-factor authentication. 

To setup backup methods once 2-factor is enabled, 

• Go to https://myaccount.google.com/ 
• Select “Security” on the left, 
• Click the right arrow next to “2-Step Verification”, and enter your password
• Follow the prompts in the section labeled “Available second steps”.

Steps for enabling 2-factor Authentication

Google provides an always up-to-date guide here.(https://support.google.com/accounts/answer/185839)

1. In a web browser, visit your Google settings page located here: https://myaccount.google.com and select “Security” on the left.
   
2. In the center of the page, scroll down to the section labeled “How you sign in to Google.” Then click on 2-Step Verification.
   
3. Select the “GET STARTED” button, you will then be prompted to enter in your Pleasanton Unified School Distirct Google password.
   
4. Google will default to using text messages.  If you do not want to use this option please Select “Show more options”
   *Recommended option is Google Prompt
   
5. Follow the directions on your screen.

How do I change my 2FA sign in options

1. Go to https://myaccount.google.com/ and select “Security” on the left.
2. In the center of the page scroll down to the section labeled “How you sign in to Google”
3. Click on the option you are trying to change
   • Please note the “You can add more sign-in options sections. In this section, it will allow you to sign up with Authenticator, Print out Backup codes, etc

What if I do not want to use my phone number for texting

You do not need to your text messaging option. Google will default to using text messages.  If you do not want to use this option please Select “Show more options” 

You can sign up for the following

• Use a Google Prompt If you are already checking your district mail on your phone (recommended).
• Use an authenticator application such as Google Authenticator. Does not require your district account to be signed in.
• Use a USB key that you plug into your computer. If you are a district employee and choose this method, please complete the Interest Form.

What if I don’t have my phone with me?

If you will be somewhere without your mobile device or USB key, you can use backup codes for 2-Step Verification.

Please do not store these codes in your district email or Google Drive, as you will not be able to log into your account to get these codes. 

To learn how, please read Sign in with backup codes on Google’s support site.

Please note:

• Once you use a backup code to sign in, that code becomes inactive.
• You can generate a new set of 10 backup codes whenever you want, using the instructions above.
• When you generate a new set of codes, the old set automatically becomes inactive

What are my support options when setting up 2-factor authentication?

Email techsupport@pleasantonusd.net which will automatically submit a ticket to our helpdesk.