Frequently Asked Questions (FAQ)

We are being required to change how staff log into school email to improve the security of our systems in Waterville.  You likely have already encountered "two factor" or "2 step" authentication when using other online systems like banking or health websites, which require a code or other "factor" in addition to your password.

What do staff need to do?

There are a couple of ways to do this, but if you already have your school email setup on your smartphone or tablet using the Gmail app, then you already have everything you need.  You can go to https://myaccount.google.com/signinoptions/two-step-verification and enable 2-step verification.  The default "google prompt" method is what I suggest if you use the Gmail app on your smartphone or tablet, but Google also supports sending the code via a text message or even calling and playing a voice message of the code.

How annoying will this be?

It will only ask for this code once per device that logs into Gmail, so you won't need to enter the code every time you check your school email. If you borrow someone's laptop and log in, get a new computer, switch to a different web browser, or some other behavior that makes Google worry that you might not be you, it will trigger the 2-step verification.

What if I don't have a smartphone or cell phone?

We can work with you on alternate methods including an app on your computer, a device you keep on your keychain, and Google even supports having a list of codes you print out and keep in your wallet that you can use when prompted.

You’ll need a phone number to set up 2-Step Verification at first, but you can then immediately change your second step. Here are some alternatives:

• Sign in faster with 2-Step Verification phone prompts

• Sign in using App Passwords

• Sign in using backup codes

• Sign in with a backup phone

• Sign in with the free Google Authenticator app

• Sign in with a security key

Why are you doing this?

The cost and disruption from getting hacked are significant, and insurance companies and financial auditors are beginning to require that organizations implement more stringent security practices as a condition of renewing their insurance.

Please email the tech team if you need assistance with this process.