Multi-Factor Authentication

To enhance security and protect staff accounts, Medford Public Schools will be implementing Multi-Factor Authentication (MFA) for all employees. Beginning June 1, 2025, MFA will be required for logging into your Google Workspace account.

MFA is a simple but highly effective security measure that protects against unauthorized access, even if your password is compromised. With MFA, you will verify your identity using at least one of three methods in addition to your password:

Google Authenticator App (Recommended) – A mobile app that generates a secure login code.

Text Message (SMS Verification) – A one-time code sent via text.

YubiKey (Physical Security Key) – A USB drive for those who prefer not to use their phone.

 Step 1: Enabling MFA in your google account

Before setting up an MFA method, you need to turn on 2-Step Verification in your Google Workspace account.

1. Sign in to your Google account at https://myaccount.google.com.
2. Click 'Security' on the left-hand menu.
3. Scroll down to '2-Step Verification' and click 'Get Started'.
4. Enter your password when prompted and click 'Next'.
5. Choose one of the three MFA methods below.

 If you prefer a video guide, click here.

 

Option 1: Setting up google authenticator (recommended)

1. (On your phone) Download and install the ‘Google Authenticator’ app from the Google Play Store or Apple App Store.
2. (On your phone) Open the ‘Google Authenticator’ app.
3. (On your phone) Tap '+' to add a new account and choose 'Scan QR Code'.
4. (On your computer) On the 2-Step Verification setup page, select 'Authenticator App'.
5. (On your computer) Press the ‘+ Set up authenticator’ button on your Google Account
6. (With your phone) Scan the QR code displayed on your computer screen.
7. The phone app will generate a 6-digit code—enter this code on the computer Google setup page and click 'Verify'.

 If you prefer a video guide, click here.

 

Option 2: Setting Up Text Message (SMS) Verification

1. On the 2-Step Verification setup page, select 'Phone number'.
2. Enter your mobile phone number.
3. Choose 'Text message' and click 'Next'.
4. You will receive a text message with a 6-digit verification code.
5. Enter the code and click 'Verify'.

 If you prefer a video guide, click here.

 

Option 3: Setting Up a YubiKey (Physical Security Key)

If you prefer not to use your phone and would like a YubiKey instead, please complete the following Yubikey request form by Friday, March 22, 2025 so we can coordinate distribution.

1. On the 2-Step Verification setup page, scroll down and click 'Passkeys and Security Keys'.
2. Insert your YubiKey into your computer’s USB port.
3. If your YubiKey has a button or gold sensor, tap it when prompted.
4. Follow the on-screen instructions to register your YubiKey.
5. Click 'Verify’ to complete setup.

To ensure continued access if a YubiKey is lost, we recommend also setting up option 2 - text message verification.

 If you prefer a video guide, click here.

Step 2: Signing in with MFA

Once MFA is enabled, every time you sign in to your Medford Public Schools Google account, you will be prompted to verify your identity using your chosen method:

• Google Authenticator – Open the app and enter the 6-digit code.
• Text Message – Enter the code sent to your phone.
• YubiKey – Plug in your YubiKey and tap it when prompted.

Click 'Remember this device' if using a trusted computer to reduce future prompts.

Troubleshooting & Support

If you encounter any issues, please reach out to IT support:

• Issues setting up MFA? Submit a help desk ticket or visit the IT department for assistance.
• Need a YubiKey? Check with IT if you require a hardware security key.
• Lost phone or YubiKey? Contact IT immediately for account recovery.

Please ensure you complete your MFA setup before the June 1st deadline to avoid disruptions in accessing your account.

Set up guide (Google Docs)