Setting Up JCU Google Account

Summary:

When you start at JCU, you will receive access to a JCU Google Workspace for Education account. This account will give you access to Gmail, Google Drive, Gemini, as well as other Google Workspace services. 

This Article Covers:

• How to Sign into Google for the First Time
• How to Setup Two Factor Authentication

Prerequisites:

New Students

• Your JCU Google account is not created until you pay your deposit (Undergraduate) or accept your admittance (Graduate)
• Once your account is created you will receive an email from John Carroll to your personal email account on file, with your username/email address as well as a temporary password

Faculty/Staff

• You will receive information from Human Resources to your personal email address

Logging in for the First Time

1. Go to gmail.jcu.edu
2. Put in your username (See email referenced above)
   
3. Enter your temporary password
   
4. Accept the Terms and Conditions by clicking I Understand  
   
5. Next you will be prompted to set your password
   1. This can be your JCU password you are already using for services just as Banner or MyJCU

What is Google 2-Step Verification?:

Google 2-Step Verification is an extra layer of security that is used to protect your Google account from unauthorized access. When you enable 2-Step Verification, you will be required to enter not only your password but also a second verification code that is sent to your mobile device. This ensures that even if someone manages to obtain your password, they will still be unable to access your account without the second verification code.

All faculty and staff, students, retirees, and alumni are required to have 2-Step Verification turned on.

Prerequisites:

• Access to User Lookup
• Access to Google Bypass Codes in User Lookup
• Access to Google Workspace Admin Console (Pro Staff only)

Procedure:

How to enroll in Google 2-Step Verification

Self-enrollment

You can enroll in Google 2-Step Verification by following these instructions:

• Allow 2-Step Verification
  1. Open your Google Account by going to myaccount.google.com
  2. In the navigation panel, select Security.
     
  3. Under “Signing in to Google,” select 2-Step Verification > Get started.
     
  4. Follow the on-screen steps.

  5. You may be asked to verify your identity by entering your password before continuing.

     • Hit Continue

  6.  Add a phone number as a backup option

     • Tap Send to get a code via text message.
       

  7. Enter the code from the text message and tap Next

  8. In the search bar, search for the user's last name or their JCU username

Review the options you’ve set up and the device or devices you’ll be signed in on. Then tap Turn on.


ITS Assisted Enrollment

We will have the user follow the same steps as the self-enrollment, but the difference is that we need to generate a Google Bypass Code for them to sign in first. Faculty, Staff, Students, and Alumni who did not enroll in 2-Step when setting up their accounts will be locked out by Google and get a message that their account does not meet the organization's security.  

1. Go to userlookup
   • https://appserv.jcu.edu/userlookup
     • Make sure you're signed in with your JCU account
2. In the search bar, search for the user's last name or their JCU username
   
3. If the user does not have 2 Step set-up, you will see that the MFA Enabled under Google Account Information will be listed in Red as FALSE(REQUIRED)
   
4. In the top right you will see the Tools button, select it
   1. Select the Get Google Bypass Code option
   2. This will generate a code for them 
      
       
5. Have the user sign into Google
   • Use google.com, gmail.com, drive.google.com or any other google service that lets you sign in
6. After entering their password they will be prompted for verification using a Bypass code or in the case of many alumni, prompted to set-up 2 Step on the account and change their password to meet the new JCU requirements.  In this case they will not need the Bypass code, but generating it will prompt them to set-up 2 Step. 
   • Have them enter the code you generated
     

At this point they can proceed to enroll into 2 Step Verification

Once the user has fully enrolled in 2 Step, in the user profile under Google Account Information, you should see MFA Enabled listed as TRUE(REQUIRED) in green

Resources

Relevant resources and links to other related documentation (outside of TDX).

• How to turn on 2-Step Verification
• Set up 2-Step Verification