How to Protect Your School’s Digital Accounts With 2FA: Two-factor Authentication in Schools

Looking for a tried and trusted way to protect your school’s data from cyber threats?

Schools are an easy target to cyber threats. Hackers can leverage tons of data from your systems if not adequately secured.

How do you fix this? Fret not. We’ve got you covered.

In this guide, we cover what two-factor authentication in schools is, how to use 2FA to protect your account, and best practices and challenges to overcome when using 2FA.

Grab your seat. 

Let’s get into it.

Why do schools need account security? 

Data, no matter where it stems from, is valuable. And scammers can use this data to impersonate and replicate identities for financial crimes.

It does not stop here. Hackers can also steal information from university research programs to gain a scientific advantage. 

Previously, it was fashionable to run away with meaningful work. Now, it is all about accessing a computer in some remote location.

In 2022, the UK government reported that 41% of primary and 70% of secondary schools identified incidents of data breaches in 12 months. 

In the same year, in the US, ransomware affected 1,981 schools. This number stood at 1,043 in 2021. At least three organisations paid the ransom.

A few measures can put all this to an end

• Strong passwords changed consistently
• Regular training for staff and students
• Use two-factor authentication

What is two-factor authentication (2FA)?

Two-factor authentication, or 2FA, asks the users to verify two factors before granting access. These factors can be a combination of something you know, are, or possess. 

Something you know, like PINs or OTPs, you receive via SMS. Something you are like your fingerprints. Something you possess, like an authentication app on your phone.

For best practices and myths related to 2FA, read our 2FA article.

For the most part, 2FA protects your account against brute-force attacks. Even if a hacker guesses your password, replicating the second step will not be easy.

How many types of 2FA exist? And which is the best?

What is the best type of 2FA? 

There are 5 common types of 2FA to protect your accounts:

• Authenticator apps: These apps generate new codes after a time interval, like 30 seconds. You must enter this code after your password to log in to your accounts. Code generation does not need any network.
• Push 2FA: This method sends a notification on one of your logged-in devices. Once you confirm through it, you can log in on another device. This type of authentication requires a data connection.
• Email-based authentication: You receive a code at your registered email address. This code authenticates your login. This type of authentication requires a data connection.
• Physical keys: A USB called the U2F token verifies the login. The USB has a button that starts the authentication process once pressed. The device requires a network to authenticate.
• SMS 2FA: This process sends a One-Time Password (OTP) to your registered mobile number. A username and password, along with the OTP, authenticate you. This method requires a cellular network.

Of all the 2FA methods to protect your account, the most convenient and easy to set up is the SMS 2FA. 

Why?

As a developer, you only need SMS APIs to integrate this solution into your existing one. And your users can use their existing cell numbers.

But is it safe?

Yes. It is a safe method for two-factor authentication in schools. Plus, you cannot guarantee all your students or staff know how to use authentication apps or keys.

Also learn : How to Keep Your School Safe: Emergency Response Plans for Schools 101

SMS 2FA protects user accounts without the user’s effort. All students, staff and parents own a phone, so it’s a built-in feature they can immediately use. Additionally, the provider takes care of backing up each SMS. 

It’s a win-win.

Before diving into the implementation process, let’s look at some benefits and ways you can use 2FA for your school.

What are the advantages of using two-factor authentication to protect your school accounts? 

2FA is to your school what thick bars are in prison- they keep malicious actors at bay. 

Here are five ways 2FA can help your school:

• Remote learning: As remote learning increased, so did attack opportunities for hackers. If you run an online or hybrid learning school, secure online learning with 2FA can protect your staff and students’ information against unauthorised access. Information such as grades, courses, assignments, and finances.
• Library access: Your online library can house sensitive research materials and confidential information. Setting up 2FA for your library accounts protects against unauthorised use and abuse.
• Financial information: Many students update their tuition payments via online systems. Protecting your student accounts with 2FA can save schools from financial fraud.
• Secure email: Formal communication between students and educational institutions happens via email. Information exchanged includes records, financial information and research findings. Securing email accounts with 2FA ensures authorisation remains restricted.
• Online exams: Conducting online exams needs secure access to exam materials. Also, teachers need access to untampered student records. Two-factor authentication in your school during exams protects against pre-exam cheating. 

Now, let’s start implementing 2FA for your school portal.

How to implement 2FA on your school portal or app

Here, we show you how to use 2FA to protect your accounts in school.

Let’s go.

• Pick your 2FA provider: Choose a provider that fits your needs and budget. SMSCountry provides APIs. The APIs integrate easily with several applications through SDK, XML, and HTTP plug-ins.
• Integrate 2FA with your school portal: This requires technical knowledge. The SMS APIs offered by SMSCountry offer 99.9% uptime and secure GDPR compliance.
• Test the implementation: Test on a few accounts first before rolling out 2FA for general use. Use staff, administrative or technical accounts for this purpose. 
• Communicate the changes: While everyone is waiting, send memos of the expected changes. Tell them why 2FA is being implemented, how to set it up, and it works. Consider holding training sessions.
• Monitor and maintain 2FA: Your job is to monitor the use of 2FA and ensure it works as intended. So prepare yourself for any questions students and staff may need while they start using 2FA.

How MyClassboard scale its student user base by successfully implementing SMSCountry 2FA?

MyClassboard is a school management software used by multiple school chains. 

It supports existing school infrastructures through live dashboards, seamless integration, and comprehensive reports.

In 2011, MyClassboard and SMSCountry joined hands to provide students with login security. At that time, MyClassboard had 100,000+ students on their web portal in 200+ schools.

Here are some sample SMS students and parents receive.

Since then, MyClassboard has launched separate mobile apps secured with 2FA. There were Android and IOS apps for parents. An intelligent school app for admin and teachers to help them manage the curriculum. 

Also check out: How to Use SMS to Transform Education Administrative Processes in Your School

In 2017, the organisation also added third-party integrations and APIs for the web version of MyClassboard. All these helped them cross 2M+ students.

Best practices for managing 2FA in your school 

Here’s a set of best practices you can adopt while using 2FA to protect your accounts: 

• Enable 2FA for all: Make 2FA mandatory for every student, faculty, and staff member. This ensures that all accounts are protected at all times.
• Use a reliable provider: Choose a trusted 2FA provider. SMSCountry provides 99.9% uptime fast delivery with 24/7 customer support.
• Review access: Regularly check people accessing your application and data. Ensure users access only what they need and deactivate inactive accounts.
• Encourage strong passwords: Ensure passwords are at least 8 characters long. Disallow common passwords and limit failed password attempts to three.
• Conduct training: Educate users on the best practices for securing their accounts. Also, train them to avoid phishing.

But that’s not all. 

There are some challenges in protecting your school’s online presence with 2FA. 

Let’s look at how you can overcome these in the next section.

How do you overcome the common challenges of implementing 2FA? 

Let’s look at some of the most reported challenges for 2FA.

User adoption and learning

This is a significant hurdle if students and staff members have never heard of 2FA before. One way to change this is to provide clear instructions. 

Provide step-by-step instruction videos and offer to answer queries anytime. You can also make videos in native languages offering clear how-tos on setting up and using 2FA. 

Cost of 2FA

The cost of using 2FA to protect your accounts will vary with the size of your organisation. Also, the solution you choose affects the cost. 

But you can reduce this cost by choosing 2FA options that are either free or open source. Or don’t require new equipment and a ton of training. 

Authenticator apps like FreeOTP and Google Authenticator are some examples. 

But if you want a less pricey option, opt for SMS 2FA. This option is suitable for schools of all sizes. It works with existing mobile devices and is set up in a minimal time frame.

Complexity of implementation

So here is the catch with free and open-source options- they are complex to implement and manage. Not to mention the learning and training curve. 

For example, the Google Authenticator app is free, but you must train every user to use it correctly. Otherwise, you can get a ton of complaints.

Instead, choose a 2FA solution that’s easy. Again SMS 2FA wins the first spot. 

It does not require any special training except for the one your tech team may need to manage the SMS dashboard.

Technical infrastructure and risk of lockout

2FA integration is complex in schools with a growing network. Such schools may have older systems or proprietary software. 

Old systems do not support modern authentication standards, which can lead to lockouts. 

To overcome this challenge, consider using backup codes. You can also try alternative authentication methods like email-based authentication. 

Backup codes are generated while setting up 2FA. If users cannot go through the standard method, they can use these codes to verify themselves. 

Limited budgets

Besides infrastructure disadvantages, your school may have limited budgets for technology. Let alone implementing a security solution.

This elevates the challenges in implementation. And here you can consider cutting costs and going for something cheaper. 

Try SMS 2FA, which only requires a dashboard to manage all operations. You can opt for a pay-as-you-go SMS provider to cut costs even further.

Resistance to change

Yes, resistance to security implementation is natural. It happens because caution is the first that comes to mind when someone sees something new. 

You will receive this resistance from adults- staff, and faculty members. Their concerns will centre around the complexity of 2FA and its impact on productivity.

On the other hand, students will be more receptive to change.

This challenge can be overcome by over-communication and education. Be open to any query and educate your users about the benefits of 2FA. Tell them how 2FA protects their accounts against data breaches.  

Implement 2FA with SMSCountry to protect your school

That’s all for this post.

Use 2FA to protect your school’s online accounts and data. Remember, it is crucial to have operational security to keep your school data safe.

At SMSCountry, we help you onboard new students and provide an excellent learning experience. 

We do this through OTPs and transactional messages with all the customer support you need.

Does this sound like what your school needs? Sign up for free now or schedule a free demo today. We’re ready to assist you.

FAQs about 2FA for educational portals

How can I check the status of two-factor authentication for my school?

This depends on the method you choose. 

You can run a test to explore the status of 2FA.

For example, if you have SMS 2FA installed, log in through a test account and wait for the OTP to arrive. Enter the OTP into the system, which should log you in. In case this does not work, contact your solution vendor.