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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 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 

  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

  via Adobe Sign without first confirming with the responsible office.

• All staff and faculty have the ability to send documents through

  DocuSign

  Adobe Sign. Use this privilege carefully! We recommend consulting with your

  DocuSign Unit

  Document 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

  through Adobe Sign must sign the agreement using your Cal Poly username.  Personal or non-Cal

  Poly DocuSign

  Poly Adobe Sign 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

  DocuSign

  Adobe Sign. For any questions on signing documents

  please

  , email 

  docusign@calpoly

  adobesign-team@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

  of Adobe Sign 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

  DocuSign

  Adobe Sign, is a legally binding signature.

• Under the

  university’s 

  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

  DocuSign

  Adobe Sign. These records must be maintained outside of

  DocuSign

  Adobe 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

  a 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

  DocuSign

  Adobe 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.

DocuSign has Adobe Sign has been approved for use with Level 1 data.  To To limit the Universityuniversity's liability all completed documents will be purged from DocuSign from Adobe Sign servers 90 days after completion.  You You still need to responsibly store the completed documents on campus in a secure way once the routing is complete.