Frequently Asked Questions
Duo Security MFA
- What is Duo Security MFA?
As part of the South Texas College information security strategy, we are enforcing multi-factor authentication to protect the college’s information resources. Duo Security MFA will be used to ask individuals for a second confirmation of their identity at login using a physical device in their possession such as a smartphone. - How do I access the resource?
Duo Security MFA can be accessed using the device management portal (STC Network Only) using your STC email username and password. - Do I need to request access?
No, Duo Security MFA is licensed for all STC employees or affiliates needing access to an STC information resource that is protected by multi-factor authentication. Enrollment in Duo Security MFA is required to access all external college information resources. If you would like to self-enroll, please visit the device management portal (STC Network Only). Follow the on-screen prompts to complete the registration. For additional assistance in completing the registration, please follow the enrollment guide. - Why is the College implementing this change?
Credential harvesting via phishing emails is a high risk to everyone. Stolen credentials are commonly used by threat actors to not only impersonate a user, or to access the user’s data externally, but also to infiltrate an organization in an attempt to gain further access into critical systems. In order to mitigate these risks, and protect the college’s employee/student data, Duo Security MFA is being implemented on all information resources that can be accessed from outside the college network. - Will this change how I connect to these services?
Yes, you must also be enrolled in Duo Security MFA in order to connect to these services from outside the college network. - What if I am already enrolled in Duo Security MFA?
If you are already enrolled in Duo Security MFA, your access to Office 365 will not be affected. You can verify your enrollment in Duo Security MFA by logging into the device management portal (STC Network Only). If you are not enrolled in Duo Security MFA, you will be prompted to complete the enrollment process when logging into the device management portal (STC Network Only). - What if I change or reset my mobile phone but keep the SAME number?
You may log into the device management portal (STC Network Only) and add your new device. You will have to elect to receive a phone call or SMS code. Do not forget to remove your old device. - What if I CHANGE my mobile phone number?
If you change your mobile number, you will NOT be able to use your phone as a verification method until it is re-registered with Duo Security MFA. You will need to email infosec@southtexascollege.edu for assistance in registering your new number. It is important that you notify us if your phone was lost or stolen. - What if my mobile device is not a smartphone?
The use of the Duo Mobile app on a smartphone is the recommended method, the easiest to use, and the most cost-effective for the College. On non-smartphone devices, Duo Security MFA can be set up to call your registered mobile phone number for confirmation of your identity. Duo Security MFA can also send a unique SMS text code to your registered mobile phone number to be used for confirmation of your identity. If you own a non-smartphone device, select the “Other” option during the Duo Security MFA enrollment process when prompted to verify the type of phone associated with your number. If you do not have access to a mobile device, a physical authentication token can be assigned on a case-by-case basis. - What if I do not have my mobile phone with me?
If your mobile phone is set up as the only verification method, then you will not be able to verify your identity. You can set up an alternate authentication phone number using the device management portal (STC Network Only) if you plan to be without your mobile phone for an extended time period. Follow the add a new device guide for instructions on how to set up an alternate authentication phone number. - What if I need to travel outside of the country or to an area that will not have cellular service?
You may request a temporary security token that can be used offline. - Does using SMS passcodes pose a security risk?
Current digital authentication guidelines no longer support SMS messages as a second factor for authentication. This is due to the risk that SMS messages may be intercepted or redirected by a threat actor. Notice will be provided if the recommendation is made to mitigate this security risk and disable this option. - What if I am locked out of my Duo Security MFA account?
Excessive failed attempts at authenticating with Duo Security MFA will cause your account to be locked out. An email alert will be automatically sent out to the STC information security staff. Your account will remain locked for 15 minutes or until STC information security staff can verify your identity and unlock your account. - What if I do not receive the Duo Mobile app push notification?
The Duo Mobile app requires an internet connection to receive the push notification. Verify that your mobile device has internet activity, or if your mobile device is connected to a WiFi network, disconnect from the WiFi network in case there are connectivity issues. For faster authorization of your protected login request, verify that the Duo Mobile app push notifications are enabled: iPhone – Android. - What if I receive an unsolicited Duo Mobile app push notification?
You should only receive a Duo Mobile push notification when you are attempting to log into a protected STC information system resource. An unsolicited Duo Mobile app push notification could be an indicator of compromise of your STC account (username/password). Please report all unsolicited Duo Mobile app push notifications to infosec@southtexascollege.edu.
Refer to the How-To for more information.
Email Spam Quarantine
- What is email spam quarantine?
South Texas College utilizes an email security suite to protect staff, faculty, and students from email-based threats. Emails are discarded if detected to contain malware, if matched against known phishing campaign sources, or if the external sender has been the victim of account compromise. Additionally, emails are quarantined using a spam protection scoring system. - How do I access the resource?
Email spam quarantine is available at https://spam.southtexascollege.edu using your STC email username and password. - Do I need to request access?
No, email spam quarantine is available to all current South Texas College employees.
Refer to the How-To for more information.
Office 365 + Duo Security MFA
- What is Office 365 + Duo Security MFA?
Multi-factor authentication (MFA) requires the use of more than one identity verification method and adds a second layer of security to user sign-ins and transactions. South Texas College has integrated Duo Security MFA to help provide extra security when accessing your O365 services (Email, OneDrive, SharePoint, Teams, etc.) from outside the college network. - How do I access the resource?
Sign in to your O365 Webmail account (https://outlook.com/southtexascollege.edu) and approve the login request when prompted by the Duo Mobile app. - Do I need to request access?
Multi-factor authentication (MFA) will be enabled on all employee O365 accounts in a phased approach. The first phase of enrollment is scheduled to begin in Spring 2020. If you would like to self-enroll, please visit the device management portal (STC Network Only) to complete the process at any time. Follow the on-screen prompts to complete the registration. For additional assistance in completing the registration, please follow the enrollment guide - Why is the College implementing this change?
Credential harvesting via phishing emails is a high risk to everyone. Stolen credentials are commonly used by threat actors to not only impersonate a user, or to access the user’s data externally, but also to infiltrate an organization in an attempt to gain further access into critical systems. In order to mitigate these risks, and protect the college’s employee/student data, Duo Security MFA is being implemented on all information resources that can be accessed from outside the college network. - Will this change how I connect to my O365 Webmail account?
Yes, after you complete the Duo Security MFA enrollment process, you will be required to approve the login request when accessing your O365 Webmail account from outside the college’s network. - What if I change or reset my mobile phone but keep the SAME number?
You may log into the device management portal (STC Network Only) and add your new device. You will have to elect to receive a phone call or SMS code. Do not forget to remove your old device. - What if I CHANGE my mobile phone number?
If you change your mobile number, you will NOT be able to use your phone as a verification method until it is re-registered with Duo Security MFA. You will need to email infosec@southtexascollege.edu for assistance in registering your new number. It is important that you notify us if your phone was lost or stolen. - What if I do not have my mobile phone with me?
If your mobile phone is set up as the only verification method, then you will not be able to verify your identity. You can set up an alternate authentication phone number using the device management portal (STC Network Only) if you plan to be without your mobile phone for an extended time period. Follow the add a new device guide for instructions on how to set up an alternate authentication phone number. - What if I need to travel outside of the country or to an area that will not have cellular service?
You may request a temporary security token that can be used offline. - What if I want to set up my Outlook email client on my laptop or mobile phone?
When setting up your Outlook email client on your laptop or mobile phone, you will only be prompted one time during the initial set up to approve the login request by the Duo Mobile app.
Refer to the How-To for more information.
Secure DNS Resolution
- What is secure DNS resolution?
South Texas College has implemented a secure Domain Name System (DNS) resolution service to protect devices on the college network from accessing known malicious content. - How does the secure DNS resolution service work?
A DNS server will resolve a website address to the corresponding IP address of the webserver (e.g. www.Google.com = 172.217.1.142). South Texas College has implemented a secure DNS resolution service to validate a website address based on security reputation. This security service protects computer systems by redirecting the browser to a safe block page instead of to the malicious content. - Are websites blocked based on content?
Websites are not blocked based on their content (i.e. philosophical, ideological, theoretical, etc). - If I am redirected to a safe block page does that mean I am blocked from the Internet?
Internet access has not been blocked. You will not be able to access the known malicious content from within the college network. Please take caution in attempting to access the known malicious content from outside the college network. - Is my college-owned device protected off-campus by this security service?
College-owned devices will have a roaming client installed to protect the device when browsing the Internet outside the college network. - Can I use this security service on my personal device(s)?
A consumer version of the secure DNS resolution service is available here. - What if I am trying to reach a legitimate website or in need of further assistance?
Please report any wrongful redirects to the IT Service Desk at (956) 872-2111. A website can be allowed in case of false-positive blocking. Once a website’s security reputation is verified by the secure DNS resolution service, it will automatically be allowed.
Refer to the How-To for more information.
Secure Share Service
- What is Secure Share?
Secure Share is a file sharing service available to all STC faculty and staff. Share files up to 1GB in size with other users in an easy, fast, and secure method. Control who can download files, set expiration dates for the download, and limit the number of downloads to specified files. Emails from Secure Share are sent from the sender’s address. - How do I access the resource?
Secure Share is available at https://secureshare.southtexascollege.edu using your STC email username and password. - Do I need to request access?
No, Secure Share is licensed for all STC faculty and staff but you must be enrolled in Duo Security. - Is Secure Share a storage service?
Secure Share is not a storage service. Files that are uploaded to the server will automatically be securely deleted after 30 days. - What are the size limitations for files?
STC faculty and staff are permitted to share files with a maximum combined size of 1GB with anyone. External parties are permitted to share files with you that have a maximum combined size of 250MB. The service can allow for larger maximum combined file sizes upon request. - How do I request access to share files with a maximum combined size larger than 1GB?
Call the IT Service Desk at 956-872-2111 to make a formal request. Provide the users’ names, email addresses, the type of data being shared, a proper justification, and the total combined size of the files being shared (if known). You will receive a response from our office when the maximum combined file size limits have been approved. - What is the process to receive files from an external party (non-STC email address)?
There are two options: Request File and Invite User. Request File is suited for one-time file requests and can be found at the top of the Secure Share new message page once you have logged in. Invite User is tailored for frequent file sharing with the same external party. To invite an external party, click on the “settings” ⚙ icon (desktop) or the “menu” ☰ icon (mobile) on the top-right and then select “Invite User”. You only need to invite them once and after that, they will be able to send you data securely at any time. - Can STC faculty and staff use Secure Share from off-campus?
Yes, but you must also be enrolled in Duo Security. - Are external parties required to enroll in Duo Security also?
No, but they do have the option to secure their account logins with multi-factor authentication using a One Time Password. - How do I secure my account as an external party using a One Time Password?
Log into Secure Share. Click on the “settings” ⚙ icon (desktop) or the “menu” ☰ icon (mobile) on the top-right and then select “Account Settings”. In the Account Settings menu click on the tab labeled “One Time Password”. Follow the instructions provided for setting up your account for multi-factor authentication. This is the current best practice for securing any of your account logins.
Refer to the How-To for more information.
Secure VPN Service
- What is a VPN?
VPN stands for Virtual Private Network. VPN is used to remotely gain access to STC resources that are only available internally. Access to this service is approved on a yearly basis. - How do I access the resource?
VPN is available upon request, and once approved, you must use the client software to connect. - Do I need to request access?
Yes, you must fill out a VPN Request Form, and the Information Technology Department must approve your access. - Do I need a special client to connect to the VPN with my laptop?
Yes, you will need the GlobalProtect VPN agent for Windows or Mac that is available for download at https://secureaccess.southtexascollege.edu. - Can I connect using my mobile device?
No, at this moment licensing does not cover mobile devices such as smartphones.
Refer to the How-To for more information.