This article provides instructions and answers common questions about Google 2-Step Verification (2SV) at Biola University. It covers setting up 2SV, managing accounts, and using 2SV with departmental email accounts.
Information Technology requires students, staff, and faculty to enable 2-Step Verification per instated policy as of February 2, 2021.
Contact Biola IT for assistance at it.helpdesk@biola.edu. Alternatively, you can print out backup codes and keep them in your wallet or purse. These one-time use codes can be used to access your account. For more information on how to print physical backup codes, please see How to Configure a New Google 2-Step Verification Method.
Visit How to Enable Google 2-Step Verification which leads you through some simple steps to set up in a 2-Step Verification method. If you prefer, visit the Google Support page on setting up various Verification methods which contains tailored instructions depending on your device and verification preference. If you need assistance, contact Biola IT at it.helpdesk@biola.edu.
No. If you don't want to provide a second verification step each time you sign in on your computer or phone, check the box next to "Don't ask again on this computer". Important: Only check this box on your personal devices or devices you don't share with anyone else.
Yes. Cell phones are the most common 2nd factor because so many people have them, but they aren’t necessary. For more information on how to configure alternate verification methods, please see How to Configure a New Google 2-Step Verification Method.
Any phone can be used for 2-Factor Authentication if it can receive phone calls or SMS text messages.
Yes. Google 2-Step Verification is compatible with many third-party email clients. Modern email clients should allow you to authenticate your Gmail account in a browser and will ask you to provide a Google 2-Step Verification code.
Note: If you are using an older email client that doesn't automatically authenticate your account in a browser, you may need to create an app password on your Google security page and enter this code instead of your Gmail account password.
Google 2-Step will work exactly the same way for a department account as for a standard Biola Google account. If you are the only person using your department account, the experience will be identical to your standard Biola account. Note: If the department account is shared with multiple users then the account owner may need to use Gmail Delegation and/or Shared Drives to grant access to your coworkers.
No. Each Google account must have a single, documented owner. Only the account owner should know the password for the account, and passwords must never be shared with anyone. The account owner is responsible for the account, and will configure Google 2-Step Verification with their personal device (e.g. their cell phone). When the account owner logs in to the department account, they may be prompted for their 2SV passcode, just like their normal account.
The account owner can use Gmail Delegation to grant other users access to the email account. These users will access the shared account from within their Biola email account, and do not need to know the password for the shared account. The department email account owner is responsible for managing Google delegation. This includes adding delegates and removing access periodically (e.g. each semester or every year) to ensure that only approved users have access to the shared account. For more information on how to set up or use account delegation, please see the following pages:
Gmail Delegation is Google's intended method to share access to an email account. Delegation is the only way for multiple users to access an account without each of them requiring 2-Step Verification.
If you are the only person using your departmental account, Google Drive can continue functioning like normal. If the account is shared, Gmail Delegation only grants access to an account's email inbox. It does not grant access to Google Drive. If you use your shared department email account to manage data in Google Drive, then IT can create a Shared Drive for your team to use instead. Shared Drives have many benefits over standard Google Drives. Please fill out a 2SV Department Bypass Form if you think you will need a Shared Drive for your department.
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