IT Connect
Your connection to information technology at the UW

eSignatures

The UW eSignatures is a free service available to UW departments. eSignatures offers the ability to:

  • Send: Easily upload and send documents for electronic signature to people inside or outside the University
  • Receive: Signers receive and sign documents quickly, securely, and flexibly using phone, tablet, or computer
  • Manage: Check document status and send reminders

University of Washington departments interested in using the eSignatures service for business purposes have to follow the eSignatures onboarding process.

eSignatures account for a Department can be obtained only by active staff or faculty. The service is not available to the students. However, students may have an active staff or faculty request an account who will work with our team to onboard the department.

Access to the eSignatures service is granted only after the completion of an onboarding process, which concludes with training for your team’s Delegated Admin.

Each document type that will be sent through the eSignatures service to collect signatures and data must be carefully considered in terms of risk of sensitive information exposure. Before submitting  the Interest form please make sure to review the following principles and guidelines.

UW Privacy Values and Principles Guidelines

When deciding what personal data to process via eSignatures, units and departments should follow UW Values and Principles for Privacy. If processing data using a centralized UW form, make sure you use the most current version of the form.

In an effort to minimize privacy risks, the below highly sensitive personal data types require additional data protections and may be governed by laws or regulations:

  • Race and ethnicity
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Genetic data
  • Biometric data
  • Sex life or Sexual orientation
  • Veteran status
  • Disability data
  • Criminal convictions

For assistance in assessing privacy impacts, please refer to the UW Privacy Office “Privacy Assessments” webpage.

In addition:

  • HIPAA protected data and credit card data may not be processed via eSignature.
  • Consent for the processing of Human Subjects data must follow Office of Research and Human Subjects guidance. (Title 21 CFR Part 11 is not supported)

Financial Transactions or Activities Guidelines

Documents that reflect or result in financial transactions or activities must not include any organizational or personal financial data, such as bank or credit/charge card account numbers, or other information protected by financial privacy rules and regulations.

Getting Started

  • Select simple forms: Work with your department to identify a few simple forms you would like to start out with. Simple forms are those that are sent out to specific recipients for signatures and, if needed, the entry of some information. While more advanced forms are possible, they require more expertise in DocuSign (the eSignatures tool) and aren’t recommended as a starting point. 
  • Consider who will be the Delegated Admin: Decide who in your organizational unit should be the contact for your account.  They will be in charge of member management and be a technical resource for learning about DocuSign and requesting additional support.
  • Begin the onboarding process: Reach out to UW-IT with the eSignatures Interest Form. Our onboarding process will guide you through the steps necessary to ensure that eSignatures is a good fit for your team’s needs and confirm that your intended usage meets University policy and guidelines for use of eSignatures.
    Note: eSignatures are governed by State and University policies; it is not possible to send documents for electronic signature without going through the onboarding process.

Onboarding steps:

  1. Send interest form: Your technical contact should use the eSignatures Interest Form to indicate departmental interest.
  2. Initial review: Receive initial review and access to the DocuSign sandbox.
  3. Test in sandbox account:  Your team is expected to use the sandbox account to get a feel for how the eSignatures sending and signing process works and understand what your team will need to do to get your forms ready for eSignatures. The sandbox must not be used for official University business. 
  4. Submit additional info: In some cases your team will need to provide more information on your intended eSignatures use to complete the risk assessment process.
  5. Complete Delegated Admin training: Your  team’s Delegated Admin will attend a virtual training session to understand the responsibilities of this role in eSignatures service.
  6. Receive DocuSign access: Departments’ Delegated Admin will receive access to the production DocuSign account and begin managing documents and users.

How eSignatures Works

Here are some short videos of simple ways to use eSignatures:

FAQs

Are DocuSign signatures legally binding?

Electronic signatures provided by DocuSign are legally accepted by regulatory and governmental bodies.

What is the cost of this service?

At this time DocuSign is offered at no cost to the organizations.

Can I send or receive HIPAA-protected information through DocuSign?

No — currently, the eSignatures service may not be used for documents that contain or request HIPAA-protected information.

Why is a risk assessment required?

In order to ensure legal compliance and reduce potential losses resulting from improper electronic signatures, governmental agencies must develop a process for evaluating their use of electronic signatures before implementation. The University of Washington has developed a “risk assessment” process similar to that used by federal and state central services agencies in order to assess the risks associated with using electronic signatures. As part of this process, before approving the use of an electronic signature in a particular case, the University will consider:

  • the likelihood of a successful challenge to the validity of the electronic signature, and
  • the monetary loss, or other adverse impact, that could result from such a successful challenge to the enforceability of the electronic signature.

In order to allow the University to adequately assess such risk, departments must submit a preliminary risk assessment form, and, if required, a risk assessment form, which will be evaluated centrally.

The University will evaluate the risks associated with the proposed use, based on the information provided, and determine whether a particular use of an electronic signature solution is appropriate. Approval of a particular use of an electronic signature solution shall not constitute approval of other uses of an electronic signature solution or approval of the use of a different electronic signature solution.

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