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This document applies to anyone using a Cal Poly account with the DocuSign systemAdobe Sign, regardless of where documents were initiated (i.e. on or off campus) or from what device the documents were initiated.  Use Use is subject to these requirements and to the campus Responsible Use Policy.

The primary focus of this standard is to encourage appropriate and acceptable use of the DocuSign the Adobe Sign enterprise resource, consistent with Cal Poly's core mission and institutional priorities.

• Contracts: All contract signatures at Cal Poly are subject to the University’s Contract Authority Policy.  Please read this policy and ensure that people added as signers to the workflow are operating within their authorization for contracts and agreements.
• Form Ownership: Each campus form (and associated process) is managed by a campus office.  Do 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 send documents through DocuSign. Use this privilege carefully! We recommend consulting with your DocuSign Unit Coordinator (DUC) before sending your first document.
• DocuSign is Adobe Sign is used to route and sign documents, not for long-term document retention.

DocuSign has Adobe Sign has been approved for internal workflow and e-signature collection.   Should a department wish to use DocuSign use Adobe Sign with any Third Party 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 DocuSignAdobe Sign.   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 Cal Poly username.  Personal or non-Cal Poly DocuSign accounts may not be used to sign agreements on behalf of Cal Poly.
• 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 DocuSignAdobe Sign. For any questions on signing documents please email docusign@calpoly.edu.
• Signer The signer should not delegate signing authority to those who do not have the authorization to sign documents.   In order to maintain the security of DocuSign and all other Cal Poly services, never share your username and password.
• Please keep personal DocuSign personal Adobe Sign accounts separate from official Cal Poly issued DocuSign issued Adobe Sign accounts.   Access to Cal Poly's DocuSign s Adobe Sign account is made through your Cal Poly email address and your Cal Poly password.   If you have any questions with settings please contact your DocuSign your Document Unit Coordinator (DUC).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 DocuSignAdobe Sign, is a legally binding signature.
• Under the university’s Contract Signature Authority Policy, 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 DocuSignAdobe Sign. These records must be maintained outside of DocuSignAdobe Sign.   The university will purge any complete documents after 90 days.  DocuSign  Adobe Sign is used to execute routing and signatures, not for long term document retention.

Senders

• DocuSign senders Adobe Sign senders must review training prior to sending documents through DocuSign Adobe Sign and consult with a DocuSign Unit Coordinator (DUC) prior DUC prior to sending your first document.
  Training ResourcesSign a Document with DocuSign (Video)
• Correcting an In-Flight Document (Video)
• DocuSign Support Documentation
• Sending Documents (Video)
• More Videos
• Signing and Sending Webinars
• When creating workflow through DocuSignAdobe Sign, 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 Policy to verify signing authority.

As long as your DocuSign your Adobe Sign account is active, the unsent documents in your account will be stored in DocuSign in Adobe Sign indefinitely. Completed documents will be stored for 90 days after the date of completion, then they will be removed from the system.