Net-ID and Account Management

What is Multi-Factor Authentication (MFA)?

The Duo Multi-Factor Authentication (MFA) Service provides secure access to UW-Whitewater and UW System applications when used in conjunction with the Net-ID login service. Duo MFA provides an extra layer of protection to the Net-ID login service by requiring users to verify their identity via the Duo Mobile app or One-Time Password (OTP) from a supported token or fob. 

It is important to note that not all users of these applications require MFA at this time. If your access requires MFA, you will be prompted for MFA credentials upon login. MFA access begins with a remote credentialing session to verify a user's identity. For users who do not already have MFA access but need it, please see below under New Enrollees for instructions on how to begin. 

Who is Duo MFA for?

• Users with access to systems that have been deemed High Risk such as systems that contain Personally Identifiable Information (PII), financial, or health data. WINS, SFS, HRS, ShopUW+, ImageNow, Point N’ Click, and Maxient are some examples of applications that may require MFA. Not all users of these applications require MFA at this time.
• Students who need elevated rights to systems, via the X-ID system.
• Users who have access to Administrative or system consoles.

Benefits of Duo MFA 

• A simple and secure user interface.
• Allows for the monitoring and verification of the trustworthiness of devices used to authenticate.
• Ensures only legitimate users can access resources, limiting possible exposures.

 Requirements

• An iOS or Android mobile device that supports the Duo Mobile app to receive push notifications (recommended).
• Or a supported USB token or fob that generates OTP passcodes (charges may apply). 

UW-Whitewater Inactivity Timeout Settings

The WINS, HRS, SFS, and MFA timeout for inactivity will be set at 30 minutes to align with recommended security practices. Exemptions to the 30 -minute timeout will be considered on a case-by-case basis. 

How do I get MFA access?

New Enrollees

According to the security requirements of UW-System, the MFA provisioning process will require you to be properly credentialed.  Starting April 12, 2021, any employee who requires MFA access will start by contacting Human Resources and Diversity (HR&D).

HR&D will verify your identity by reviewing two (2) forms of identification:

• UW-W Affiliation: Hawkcard Card (UW-W ID card), UW-W Health card, HR Verification Form, Notary Public Form.
• Government-issued ID: State-issued Photo ID, US Military Card, Passport.

In addition, employees are required to sign the Multi-Factor Authentication (MFA) Policy Form.

Once identity has been confirmed and the policy form completed, access will be enabled using a smartphone app (preferred) or physical token/fob. Employees who choose the fob will need to submit a department Org Code for fob charges. For more information on the use of a personal phone for official university business, we recommend UW-System's  MFA Frequently Asked Questions.

Student Employees

Student employees who need access to applications that require MFA will continue to follow the current process through their supervisor, who will contact the ICIT Help Desk.  Students should be issued an X-ID* and users of X-IDs may only use the hardware fob.  Please see Multi-Factor Authentication Guidelines for X-IDs and Department FOB Administrators. *X-IDs are shared credentials not associated with a specific user and are used by student employees.

Existing MFA Users Needing Additional Application Access

Current MFA users who need additional application access should contact the ICIT Help Desk. 

MFA Migration Project to Duo

UW-Whitewater completed its transition from Symantec VIP as our MFA provider to Duo on April 10. MFA users who did not enroll in Duo prior to April 10 will need to start the MFA process from the beginning to regain access (see New Enrollees above).

For any questions, please contact the Help Desk at helpdesk@uww.edu or 262-472-4357.

---

Background Information

Technology advances and emerging threats have created the need for an increased responsibility to provide additional security measures to ensure that the data we collect, consume, and store is secure from unauthorized access. UW-Whitewater and UW-System have developed a stronger method for users to sign in to applications that store and process restricted and sensitive data. This effort is known as the Multi-Factor Authentication project.

Access to restricted data will be determined based on your job duties and responsibilities. Violations of approved policies and procedures could result in the revocation of system access.

Related content: MFA Policy. 

Student Services by Status

Student Status

Prospect »

Applicant »

Admitted »

Active »

Complete »

Prospective Students Lifetime Services Net-ID WINS TouchNet

Students will have access when the application comes in. As long as the student is enrolled in one course, the service will not be removed. If the application is denied, the student withdraws before enrolling or never enrolls, the services will be deprovisioned.

Applicants Email

Email is provisioned when a student is admitted. As long as the student has terms active, email will remain active. Email will be deprovisioned in February and September each year. This will allow all students to access their 1098T before the email is deprovisioned. Notices will be sent prior to turning the service off.

Admitted Students Active Student Services Wireless Network VPN Library

Students have access to the services after their first term is activated. A student can tell the term is activated if they are able to enroll in courses for the term. If a student has graduated, services will be removed after the last active term is complete and the degree is posted. If the student is dismissed or discontinued, the services will be removed after the last active term. This will enable students with incompletes to maintain services while completing their courses.

Active Students Enrolled Student Services Whitepages Office 365 Google Apps  Antivirus Canvas Rev Computer Labs Lab Printing LinkedIn Learning Emergency Mobile App (InformaCast) A/V Checkout Tech Checkout

Students have access to these services on the first day of their first term. Suspended students are immediately removed from the Whitepages. Student access will be removed after their last active term. If a student has a dismissed or discontinued status, the student will be removed if they are not actively enrolled in a course by the census date.

Completed Students

Students who have graduated or completed will receive all of the lifetime services listed above.

Employee Services Lifecycle

Job Applicant

Net-IDS are created after an employee is hired. No services are offered to applicants.  

Current Employees

Most technology services are enabled for employees upon their date of hire. All campus employees receive subscriptions to LinkedIn Learning, Office 365, and Symantec Antivirus for their personal computers at no charge.

Email Network Access G Drive VPN Google Apps

Emergency Mobile App LinkedIn Learning Office 365 Antivirus Whitepages

Role-Specific Services

The level of access to campus business systems is determined by the individual's role. Employees who change positions, but remain at UWW will have their access levels adjusted upon entering their new role.  Services with an * may require the use of multi-factor authorization (password protected) (MFA). Learning Technology services include access to integrated tools such as Turnitin, Respondus, Clickers (student response system), and other instructional tools. If you require access to an additional network drive or folder, you can submit a self-service request, or contact the Help Desk.

WINS* SFS* HRS*

Learning Technology H:/ and T:/ drive access

After Employment

UW-Whitewater employees who leave the University prior to retirement do not retain access to technology services. If the UWW employee is also an alumnus, they will retain their UWW email account if they signed up for WarkHawk4Life. Copy all personal and authorized files you wish to retain prior to leaving the University. Access to network storage is discontinued after employment ends. Symantec Antivirus and Office 365 subscriptions used on personal devices will expire within 30 days of ending employment.

Emeritus or Retired Employees (Lifetime Services)

Emeriti faculty and retired employees retain the technology services noted below for their lifetime. Copy all personal files and other data you wish to retain prior to leaving the University. Access to network storage is discontinued after active employment ends.

Net-ID Email Wi-Fi

Library Employee Records Access

---

End of Service Supervisor Guide

• It is the responsibility of the supervisor to return any former employee's computer to the Help Desk in order to have it re-imaged and remove potential confidential data stored locally. See the computer setup and re-deployment document for more information. 
• To access to a former employee's drive storage folders, submit a request to the Help Desk using the approval process outlined in the data handling policy. 
• To request access to a former employee's email for business continuity purposes, submit a request to the Help Desk using the process outlined in the email policy. Email accounts for former employees are purged bi-annually as part of a lifecycle maintenance process. Purged accounts cannot be recovered or accessed, see the restoration of deleted emails SLA for more information.