Frequently asked questions about Colgate's multi-factor authentication options, including Duo and Google 2-Step Verification.

Although you may not realize it, you use two different accounts to access University resources:

  • Colgate Network Account: Your Colgate network account grants you access to a wide array of services and platforms around the University. These include the Colgate Portal, the University directory, the campus calendar, Tableau, and many more. Any time you log in using the Colgate sign-in interface, you're using your Colgate network account.

    Colgate Network accounts can be protected by Duo.
     
  • Google Account: Your Google account grants you access to a wide platform of Google-based services, including your @colgate.edu Gmail account, Google Drive, Google Docs, Google Sites, and many more. Any time you sign in using the Google sign-in interface, you're using your Google account.

    Google provides a proprietary multi-factor authentication option called Google 2-Step Verification.

In order to protect both of these accounts, each of their respective multi-factor authentication systems must be activated.

Duo specifically protects your Colgate network account, whereas Google 2-Step Verification protects your Colgate Google account.

In order to protect all of your Colgate accounts and data, you must activate both of these multi-factor authentication systems.

If you lose a device that is enrolled in your Duo and/or Google accounts, please contact the ITS Service Desk so that they can ensure it has been safely removed from your account.

ITS strongly encourages that you enroll more than one device as an authentication option with both Duo and Google. By doing so, you ensure that you can access your accounts, even if one of your authentication devices becomes unavailable.

Colgate recommends that users register a smartphone as their primary authenticating device.

However, both Duo and Google provide multiple other options for devices that may be used as authenticators.

If you are not using a smartphone as your authenticating device, ITS encourages you to contact the ITS Service Desk to discuss the best alternatives to suit your needs.

Duo Multi-factor Authentication

It is strongly encouraged that Colgate faculty, staff, and students enroll in multi-factor authentication to protect their data and access to University data and resources. At this time Colgate community members are not required to enroll.

However, in the coming year multi-factor authentication will transition to be mandatory. This will be communicated clearly and with plenty of notice when the time comes.

Colgate's Google accounts are not part of the authentication system protected by Duo. However, users seeking the protection multi-factor authentication may activate Google 2-Step Verification.

For questions, or to request assistance, contact the ITS Service Desk.

This second factor of authentication is separate and independent from your username and password — Duo never sees your password.

Using Duo Push with the Duo app uses a very small amount of data — less than 2KB per notification; if you're connected to WiFi, it will not impact your data plan at all. Using Duo Passcode via the mobile app does not use any data.

When using the text message (SMS) option, your text message rates will apply, and the University will also incur a small cost per text message requested. For this reason, the University strongly encourages users to utilize the Duo Push or Passcode options via the mobile app.

For a full look at the implications of the various device options, see Add and Manage Duo Devices.

It is possible to generate secure backup codes that can be used should your registered devices become unavailable. Particularly during travel, it is encouraged that users plan ahead, and request backup codes to carry with them.

To generate backup codes, contact the ITS Service Desk.

Google 2- Step Verification

The ITS Service Desk can temporarily suspend the 2-Step Verification requirement for a period of 10 minutes. So if you find that you urgently need to sign in, but do not have access to your verification device, call the ITS Service Desk.

Ask to speak to one of the professional staff, as student staff are not able to temporarily suspend this requirement.

Google provides this page outlining the various options available for 2-Step Verification.

Colgate's ITS team recommends that users utilize the Google Authenticator app, listed on the page linked above.

It is strongly encouraged that Colgate faculty, staff, and students enroll in multi-factor authentication to protect their data and access to University data and resources. At this time Colgate community members are not required to enroll.

However, in the coming year multi-factor authentication will transition to be mandatory. This will be communicated clearly and with plenty of notice when the time comes.

Ask for Help

If you are unable to find the information you need in the documentation available online, the ITS Service Desk is available to assist.

Walk-in service is by appointment only.

Due to high volume, our ticket tracking service is the only way to ensure we respond in a timely manner to your questions. Thank you for your patience.