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DocuSign – eSignatures

̨ÍåÂãÁÄÖ±²¥ has partnered with DocuSign to provide the university with a standard digital signature solution. DocuSign is a digital signature solution designed to improve workflow for signing and approving official documents in an efficient and secure way, eliminating the need to transfer important documents in need of signature via email, fax, or US Mail.

Features

  • Easily upload and send documents electronically for digital signature.
  • Quickly access and sign documents that require signature.
  • Readily check a document’s status, send reminders, view audit trails, and securely store online.
  • Create templates using existing forms to help streamline the entire process.
  • Oversee document workflow by identifying and managing recipients and routing.
  • Make forms available online allowing for self-service and ease of accessibility.
  • Supports the FDA’s 21 CFR Part 11 regulations for electronic documentation and digital signatures when necessary.

Benefits

  • Legally Binding:  DocuSign signatures meet requirements of both the US Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA) and are recognized as valid under US law.
  • Secure:  Approved by the ISO for use with confidential information when all security best practices are observed.
  • FDA Compliant:  DocuSign offers 21 CFR Part 11 electronic signatures which ensure the university is compliant with FDA policies.
  • Fast and Efficient:  eSignature reduces turn-around time and manual staff labor, and provides the opportunity to increase efficiency.
  • Green and Sustainable:  Processes can be completely paperless, cutting down on the need to print and store copies, eliminating mailing related costs, and external imaging.
  • Global and Available 24/7:  Provides faculty, students, and staff a secure, effective, and fast way to sign and return documents anytime, anywhere in the world.

Use Cases

The use of DocuSign should be reserved when needing formal signatures on official University documents.

Some examples for when to use DocuSign to request signatures:

  • University supplier contracts.
  • Requesting signatures from research participants.
  • Requesting signatures to facilitate agreements between the university, parents, and students.

Some examples for when not to use DocuSign to request signatures:

  • Documents that do not support University business or process.
  • When completing the university’s Purchasing Decision Documentation Form.
  • DocuSign should not be used when just the name of the submitter, approver, supervisor, or other party is necessary.

Cost

The university has established an enterprise campus agreement that can be utilized by all departments and schools.  At this time there is no cost to departments and schools and there is no limit to the number of envelopes that can be used.

However, we do ask all users to make sure you are using DocuSign for documents that truly need a formal signature.  Any unnecessary and excessive use of envelopes could have a significant impact on future pricing.  If it’s discovered that your unit is utilizing DocuSign improperly, your unit will be contacted.

DocuSign Account Roles

Listed below are the roles associated with managing DocuSign electronic documents.

List of DocuSign roles to manage electronic documents

Role

Abilities

Access Needed

Signer

View and sign documents only

No special permissions needed.

University and non-university signers do not need access permissions to sign a document that is sent to them by a ̨ÍåÂãÁÄÖ±²¥ employee or any other organizations.

Reviewer

View documents only

No special permissions needed.

University and non-university reviewers do not need access permissions to review a document that is sent to them by a ̨ÍåÂãÁÄÖ±²¥ employee or any other organizations.

Sender

Signer and Review abilities plus:

  •  Send documents, including using predefined forms and templates.

If your department or school has a DocuSign System Administrator (DSA),  submit a request asking to create your login.

If you are not sure if your department has a DSA and/or you have questions, please complete the

Author/Template Creator

Signer, Reviewer and Sender abilities plus:

  •  Send custom/ad hoc documents; create and share predefined forms and templates with others.

If your department or school has a DocuSign System Administrator, submit a request asking to create your login.

If you are not sure if your department has a DSA and/or you have questions, please complete the

DocuSign System Administrator (DSA)

DSAs coordinate user needs to (need to confirm), as the main point of contact for a department or school DocuSign Account.

 Signer, Reviewer, Sender, Author abilities, plus:

  •  Serves as DocuSign’s subject matter expert for their department or school by assisting with reporting and assisting users in template creation or other needed tasks.
  • Manage the process of adding and removing users under the department’s or school’s DocuSign Account.

Departments and schools need to appoint a DocuSign System Administrator (DSA) to coordinate department DocuSign needs before contacting (need to confirm) to have an DocuSign account created.

 

Getting Started

If your department or school has a need to utilize DocuSign, follow the steps below:

  1. Appoint someone within your department or school to be your DocuSign System Administrator (DSA). We recommend your DSA be someone from your IT or Business Office.
  2. Once your DSA is appointed, the DSA appointee should submit a requesting access as your department administrator.
  3. The DSA appointee will be contacted regarding next steps which will include training.

Resources

To learn more about how to use the eSignature Tool, you can review the following short videos or webpage resources provided by DocuSign:

  • (1 minute and 29 seconds)
  • (1 minute and 58 seconds)

Contact

For questions, please email procurement@northwestern.edu