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ROWAN UNIVERSITY POLICY


Title: Two-Factor Authentication Policy
Subject: Information Resources and Technology
Policy No:

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IRT:2018:

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04
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer
Responsible Officer:

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 Vice President for Information Resources and Technology and Chief Technology Officer
Date Adopted: 07/02/2018
Last Revision:

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01/

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11/

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2022
Last Review: 

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01/

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11/

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2022


I.     PURPOSE

Two-factor authentication adds a second layer of security to Rowan

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NetID accounts. This second form of authentication helps to prevent unauthorized access to an account even if the password is compromised. Rowan University currently uses a product called Duo for two-factor authentication.

Duo can provide a second form of authentication via a mobile device app, phone, or hardware token. The mobile device app is recommended. Rowan users must use at least one (1) but are encouraged to have at least two (2) registered methods of two-factor authentication in Duo so that they can always log in to a Rowan service even if one method is temporarily unavailable.

Using Duo for two-factor authentication is mandatory for all Rowan services protected by Duo.

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II.    ACCOUNTABILITYACCOUNTABILITY

Under the direction of the President, the Chief Information Officer and the Chief Information Security Officer

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shall

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ensure compliance with this policy. The Vice Presidents, Deans, and other members of management will implement this policy in their respective areas.

III.   APPLICABILITY

This policy applies to all members of the Rowan community who use Rowan services that are protected by Duo two-factor authentication.

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IV.   DEFINITIONS

  1. For the purposes of this document, members of the Rowan community are classified in one of two groups:
    1. Employees are defined as individuals that are active employees of the institution. This also includes sponsored employee-like affiliates such as members of the University community who may work for an external vendor or have a contract or other agreement with the University that requires them to access University systems.
    2. Students are defined as individuals enrolled in Rowan courses or degree programs. This also includes sponsored student-like affiliates such as Rowan Choice.

  2. Two-factor authentication adds a second layer of security to a Rowan

    Network

    NetID Account. Some services and websites refer to this second layer of security as two-factor authentication, 2FA, two-step authentication, two-step verification, or login verification. This second form of authentication helps to prevent unauthorized users from accessing an account, even if the password is compromised.

  3. The Duo Mobile app is available for phones and cellular capable devices, both Apple and Android. It is available for free from the Apple App Store and Google Play Store. It allows the user to say “Yes” or “No” to any attempted login to their account for Duo protected services and thereby provides a second factor of authorization

    to services protected by two-factor authentication

    for these services.

  4. A phone is a device capable of receiving phone calls or text messages. It allows the Duo system to contact a user by voice or text message in order to ask them to agree to any attempted login and thereby provides a second factor of authorization to services protected by two-factor authentication.

  5. A hardware token is a small device that can generate a passcode

    that

    which can be used as a second factor of authorization to services protected by two-factor authentication.

Refer to the Rowan University Technology Terms and Definitions for terms and definitions that are used in this policy.

V.   POLICY

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  1. Rowan requires all individuals, including employees, students, affiliates, retirees and alumni to use either the Duo Mobile app or a phone as a method of two-factor authentication. This can be supplemented by the use of a hardware token where necessary, see below. 

    2. Optional:

  2. Rowan recommends that

    3. employees

  3. all individuals enroll a second device for two-factor authentication

    4. for

  4. to use if their required method is unavailable. This second option may be the other of the two

    5. required

  5. options listed

    6. above

  6. in V.1, or may be a hardware token.

    7. Employees may purchase a hardware token from IRT (visit https://go.rowan.edu/duo) or departments may wish to purchase hardware tokens from IRT for

  8. Hardware tokens may be obtained by all employees, employee affiliates with access to HIPAA classified data, students, and student affiliates.  Hardware tokens are not available for retirees, alumni or affiliate employees who do not have access to

    9. a suitable phone as detailed in section V. A. a.

  9. systems hosting HIPAA data. The Information Security Office may approve the distribution of hardware tokens to any individual as a documented exception.


    Employee

    Student

    Medical Student

    Alumnus

    Retiree

    Employee

    Affiliates

    Medical Affiliates

    Student Affiliates

    Mobile - App

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Mobile - SMS

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Mobile - Voice

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Landline - Voice (External DID)*

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Landline - Voice (Rowan Internal non-DID)*

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Y

    Hardware Token

    Y

    Y

    Y

    N

    N

    N

    Y

    Y

    * DID aka Direct Inward Dialing refers to phone numbers that may be dialed directly from outside of the University.  Phone extensions that are internal to the University are referred to as non-DID numbers.  Non-DID numbers at organizations outside of Rowan University are not supported by Duo.

  10. Replacement hardware tokens may be requested once per year in cases of damage or loss

  11. Department supervisors should consult with IRT regarding purchasing hardware tokens for staff that may need them for access to applications that are required to perform their job. Applications that currently require Duo authentication are listed in Addendum A.
  12. Students
  13. Required:
    Rowan requires students to use a mobile phone, landline phone, or a hardware token as a primary method of two-factor authentication. Students who do not own a smart phone may request a hardware token from IRT. One will be provided for free. Replacements for lost or damaged student hardware tokens must be purchased from IRT. (visit https://go.rowan.edu/duo)
    14. Optional:
    Rowan recommends that students enroll a second device for two-factor authentication for use if their primary method is unavailable. This second option may be any of the three options listed above

  14. .

  15. Hardware Token Recycling or Disposal

    1. Tokens may be returned to any designated IRT office for recycling or disposal.

    16. No refunds (partial or full) will be issued for returned tokens.
  16. Training for the applications are listed in Addendum A
    1. Any training involving the applications currently listed listed in Addendum A will require the person attending the training to be enrolled in Duo.

 ADDENDUM A

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  • Blackboard
  • Canvas (accessed through rowanonline.com)
  • Kaltura
  • One45
  • Echo360
  • Library Resources
    • EZProxy
    • Rowan Federation
    • InCommon Federation

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VI. POLICY COMPLIANCE

Violations of this policy may subject the violator to the removal of system access or disciplinary actions, up to or including termination of employment or dismissal from a school, subject to applicable collective bargaining agreements and may subject the violator to penalties stipulated in applicable state and federal statutes. Sanctions shall be applied consistently to all violators regardless of job titles or level in the organization per the Acceptable Use Policy.


By Direction of the CIO: 

Mira Lalovic-Hand, 
SVP and Chief Information Officer

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