Guide: TOTP usage with hardware token (Zentrale Universitätsverwaltung)

The following guide briefly describes how to assign a hardware token issued by Ulm University to yourself.

Important:

Please read the complete instructions once before you start setting up a hardware token.
If you are changing jobs, you need to note the the following:
- Change within the Zentrale Universitätsverwaltung: As the hardware token is assigned to you as a person, you must keep it and continue to use it.
- If you are leaving the Zentrale Universitätsverwaltung: In this case, you have two options:
1. You can continue to use the hardware token already assigned to you outside the Central University Administration and do not need to do anything else.
2. You can switch to a software token when you are leaving the Zentrale Universitätsverwaltung. To do this, you have to complete the following steps:
  Please perform the following steps to terminate your employment with the Zentralen Universitätsverwaltung.
  - Please reset your IDM password (see. "What can i do if i lose my token?")
  - Please assign a new token to yourself now (see. "Employees other than ZUV (incl. student assistants and research assistants"))
  - Please return your former hardware token together with the key to the responsible janitor.
- If you are leaving Ulm University: please hand in the hardware token assigned to you together with the key to the responsible janitor. There is nothing further to be done here.

To use a hardware token as a TOTP generator, you need:

Access to the IDM of Ulm University
Ulm University hardware tokens (these are issued to employees of the Central University Administration via the secretariats)

After pressing the power button, the one-time password appears on the display.
The timer displays the validity period of the password. The maximum validity period is 30 seconds. The validity period starts at the beginning (hh:mm:00) of a minute and then again after 30 seconds (hh:mm:30). This means that the full 30 seconds are not always available for entering the one-time password.
The battery should last at least five years. If the battery status display is in the last third, the hardware token should be replaced.
"ONE TIME PASSWORD" shows your current TOTP.

Please log in to the IDM portal of Ulm University with your known user name/e-mail address and password.

In the MFA administration area, you will find the "Activate/test a token" function.
Take your hardware token and generate a TOTP by pressing the red button, enter it and execute the function.
- If the function was successful, the activation of the hardware token is complete and you can now use it.
- If the function could not be completed successfully, please execute it again with the next TOTP generated.