Overview
DocuSign is a self service tool that allows designated members of the campus to create and route electronic documents for signature. With DocuSign, designated employees can upload an electronic document and send it out for signature. All DocuSign forms sent to recipients with an @csulb.edu email address will require the user to login with their Campus ID and password. This usage standard describes encouraged uses of the DocuSign tool for University business, and uses that must be avoided as they create unnecessary risk to the campus.
Scope
This document applies to anyone using an account with the DocuSign system, regardless of where documents were initiated (i.e. on or off campus) or from what device the documents were initiated. Use is subject to these requirements and to the campus Acceptable Use Policy.
Purpose
The primary focus of this standard is to encourage appropriate and acceptable use of the DocuSign enterprise resource, consistent with CSULB's core mission and institutional priorities.
Guiding Principles
- Contracts: All contract signatures at CSULB are subject to the University’s Contract Authority Policy. Please read this policy and ensure that people added as signers to the routing are operating within their authorization for contracts and agreements.
- Form Ownership: Each campus form (and associated process) is managed by a campus office. Do not assume a form may be handled via DocuSign without first confirming with the responsible office.
- All staff and faculty have the ability to sign documents through DocuSign.
DocuSign has been approved for internal routing and eSignature collection. Should a department wish to use DocuSign with any Third Party vendor/signers, please contact Contracts and Procurement before uploading and routing documents. It is important to have approval from the third party vendor to send a document via DocuSign. Please contact vendors prior to uploading a document to verify they do not require the document to have a “wet” signature.
Signers
- Any employee who is authorized to sign an agreement on behalf of the University and who chooses to do so through DocuSign must sign the agreement using your CSULB username. Personal or non-CSULB DocuSign accounts may not be used to sign agreements on behalf CSULB.
- A signer always has the option to print the document, “wet” sign it and return a hard copy to the sender, instead of agreeing to sign a contract through DocuSign. For any questions on signing documents please email Dcusign@csulb.edu
- Signer should not delegate signing authority to those who do not have authorization to sign documents. In order to maintain the security of DocuSign and all other CSULB services, never share your username and password.
- Please keep personal DocuSign accounts separate from official CSULB issued DocuSign accounts. Access to CSULB's DocuSign account is made through the Single Sign-On (SSO) service https://sso.csulb.edu.
- Please read the ELECTRONIC RECORD AND SIGNATURE DISCLOSURE found in your DocuSign account under “PREFERENCES” or under the “MORE” tab prior to signing.
- Your electronic signature, with DocuSign, is a legally binding signature.
- The University official executing the contract is responsible for maintaining the fully-executed contract, including all attachments, in a manner consistent with the University’s Record Retention Policy. The University official executing the contract also is responsible for maintaining records evidencing any electronic signatures obtained through DocuSign.
Senders
- DocuSign senders must review training prior to sending documents through DocuSign. Here are a list of resources for training:
- When creating routing through DocuSign, it is the responsibility of the sender to verify that all signers for contracts dealing with university affairs or monetary agreements have signature authority. Please refer to the Contract Signature Authority Guidelines to verify signing authority.
Records Retention
Documents created using DocuSign are official university records and must be managed in accordance with university records and information policy. DocuSign documents reside securely in the DocuSign instance unless they are deleted or purged from the system. However, the DocuSign instance should not be regarded as the final repository for the purpose of retaining university records. More information on CSULB Records Retention Policy can be found here: Information Security - CSULB Records Retention and Disposition Standard
Level 1 Data
DocuSign has been approved for use with Level 1 data.
Legality
There are two common terms used when discussing electronic signatures:
eSignature is the process a person goes through to demonstrate their intent during an electronic transaction.
Digital signature is the encryption technology containing critical details pertaining to the eSignature.
A CSULB eSignature is the legally binding record and the digital signature is the underlying technology that helps verify the authenticity of the transaction.
Defined by California Secretary of State
Under California law, an "electronic signature" means an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record. The Uniform Electronic Transaction Act (UETA) authorizes use of an electronic signature for transactions and contracts among parties in California, including a government agency. One of the most common forms of an electronic signature in use today is the one millions of people use every year to sign their tax returns. The digital signature regulations adopted by the Secretary of State do not apply to the definition or use of electronic signatures as they are governed by the UETA (Civil Code Section 1633.1 – 1633.17).
California Secretary of State has also recognized a list of electronic signature authorities in which DocuSign is a member.
Federal law also recognizes eSignatures as legally binding:
https://www.congress.gov/bill/106th-congress/senate-bill/761
For questions regarding the legality of eSignatures via DocuSign please visit:
DocuSign eSignature Legality
For information on DocuSign security please visit:
DocuSign Security