Communicating MFA to Your Departments

Clear and actionable communications are key to the success of large IT implementations such as UCLA Logon MFA. Best practices for communicating to your staff about MFA include:

  • Frequency: Regular Reminder Emails
  • We recommend that departments consider sending reminder emails encouraging employees to enroll in UCLA Logon MFA.

     

  • Content: What to Include
  • Reminder communications should include:

    What changed? In this case, the change is that UCLA Logon MFA is now mandatory for campus employees.
    When the change took effect: UCLA Logon MFA became mandatory on Tuesday, October 31st, 2017, between 9:00 a.m. and 12:00 p.m.
    Why the change was made: Mandatory UCLA Logon MFA is a crucial response to the recent surge in successful spear phishing attacks targeting UCLA faculty and staff.
    The action the reader should take: UCLA employees should enroll in UCLA Logon MFA in order to avoid a delay in accessing websites and applications with UCLA Logon, such as Box, BruinBuy, MyUCLA, CCLE, etc.

    Resources and support for taking action: Share the following information about resources and support, and supplement it with any additional support your local department is offering:
    - Detailed information on UCLA Logon MFA is available at the MFA at UCLA website
    - Step-by-step enrollment instructions are available in the Enrolling in Multi-Factor Authentication knowledgebase article provided by BruinOnline
    - In-person, one-on-one support is available during MFA Enrollment Support Office Hours:
       Weekdays, October 2nd - November 9th
       Kerckhoff Hall, Suite 123a: 9:00 a.m. to 1:00 p.m.
       Faculty Center, Billiards Room: 11:30 a.m. to 1:30 p.m.
       Tuesday, October 31, Dickson Court South, 8:30 a.m. - 4:30 p.m.
    - Detailed information about MFA, such as using MFA on the Campus VPN or removing a device from your MFA account, can be found in the Bruin OnLine MFA Knowledgebase

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  • Post Information in Common Areas
  • You can post print-outs of announcement emails or flyers designed specifically for posting in common areas. Consider posting the following items in your department:

    - The UCLA Logon MFA flyer
    - Andrew Wissmiller's UCLA Logon MFA Announcement email
    - Your own department's email or flyer

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  • Attend In-Person Meetings

  • If your department holds regular staff meetings, consider reserving time on the agenda to discuss UCLA Logon MFA. Come prepared with printed materials that you can hand out. If your department doesn't hold a recurring meeting you can attend, consider scheduling a department-wide meeting or "office hours" where employees can ask questions and get help in person.

    IT Services has drafted template communications and is available to attend department meetings, if needed. Please email requests for communication resources and support to security@it.ucla.edu.