Google 2-Step Verification FAQ

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. 

You have several options for your second step:

• Keeper TOTP: If you use Keeper Password Manager, you can use Keeper to manage 2SV codes and share those codes with your department.
• Google Prompt: Tap the prompt sent to the Google or Gmail app.
• SMS Text Messages: Receive a 6-digit verification code via text.
• Phone Call: Receive a call with an automated voice providing the code.
• Security Key: Use a physical device connected to your phone, tablet, or computer.

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.

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:

• How to Grant Gmail Delegation
• How to Accept Gmail Delegation
• How to Use Gmail Delegation
• How to Remove a User's Gmail Delegation

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.

We want to work with you! Please fill out a "Report a Problem" ticket, and we will reach out to you.