On May 29th, 2025, SEIU Local 1000 conducted a Meet and Confer with the California Department of Education regarding the implementation of the Multi-Factor Authentication (MFA) process as of 6.13.2025 at the Schools for the Deaf in both Riverside and Fremont.
The notice indicated that all staff will be required to verify their identity by utilizing two different methods to gain access to their work systems in order to protect and safeguard the department’s sensitive personal information, as well as ensure their compliance with the California Department of Technology (CDT) Statewide Information Management Manual (SIMM) 5360-C, Multi-Factor Authentication Standard.
In this meeting, we learned that authentication is required once every 30 days, unless a different device is used to access work systems. Employees have the option to request a token, a hardware device issued by the department that provides the user with a one-time code to authenticate or the Microsoft Authenticator Application and are not required to use their personal devices to do so.
Concerns were raised about the impact on public records and the potential for investigatory actions and both Annette Khan and Harry Mayo mentioned there would be no data collection nor investigatory actions when using a personal device for Multi-Factor Authentication if one chooses to use a personal device to complete the Multi-Factor Authentication.
The implementation timeline was set for the end of the school year, with plans for communication and training to ensure compliance by the June 13 deadline.
The commitments we heard from the State to ensure smooth implementation are as follows:
- Communicate the MFA implementation plan and options (tokens vs. authenticator apps) to staff before the end of the school year.
- Verify that the MFA training content is included in the security training modules.
- Ensure that IT staff are available during the beginning-of-year staff meetings to assist any employees who need help setting up MFA.
- Establish a process to track the distribution of tokens to employees and set clear expectations of when they will be received.
If you have any questions or concerns, please reach out to your Bargaining Unit inbox: [email protected]; [email protected]; [email protected]; [email protected]; [email protected]