What is DocuSign?
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 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 Beach ID password. Encouraged uses of the Docusign tool for University business are outlined below, as well as uses that must be avoided because they pose unnecessary risk to the campus.
Benefits of DocuSign:
- Legally Binding and Secure: Provides secure delivery of official University documents and is valid and legally binding around the world.
- Fast and Efficient: eSignature reduces turn-around time, reduces manual staff labor, and provides the opportunity to increase efficiency.
- Green and Sustainable: Processes can be completely paperless, cutting down on the need for storing copies, mail costs, and 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.
Examples of Documents Eligible for DocuSign:
- Business Forms (Human Resources and Financial Management)
- Student Forms (Enrollment Services and Student Affairs)
eSignature document capability (receiving and signing) is available to all University employees and students for campus business uses. CSULB department personnel, as authorized by their administrators, can use the DocuSign system to send, build, and manage University documents for routing and signature. For information about becoming authorized to build and send DocuSign documents, contact your Administrative Services Manager (ASM).
Sign: All users can receive and sign documents–on mobile device, computer using any web browser or the mobile application for iOS, Andriod, and Windows Mobile. (As always, if you're signing materials on behalf of the University, you must ensure you have appropriate signing authority. Contact your unit's administrator(s) for further information.)
Send: Authorized users can upload and send documents for electronic signature in a variety of file formats to one or several people inside or outside the University. When necessary for university business,. DocuSign may be used to send documents that contain confidential information, including level 1 data.
Administer: Authorized users can check document/signature status; send reminders; build and upload documents; view document tracking; and temporarily store online.
Is DocuSign Right For You?
Before using DocuSign, compare DocuSign's capabilities with your goals to ensure it is the correct tool to meet your needs. Please see DocuSign (eSignatures) Selection, Planning and Usage Guidelines for more thorough guidance. The information below is a quick summary of when to use or not use DocuSign.
When you should use DocuSign:
- Repeatable, standardized process requiring signature approval
- Simple document routing
- Ensures secure, legal electronic signing for both CSULB employees, students, and community members
When you should not use DocuSign:
- Documents require significant editing or comments
- Routing requires complex role or recipient flexibility
- Signature needs to appear as if it were hand-written – cannot have authentication trail
- Personal business (you can create a personal account with DocuSign for this purpose, don't use your CSULB account)
How to Access
- If you've received an email with a campus document for esignature, click the DocuSign link, and log into the system using your BeachID credentials (your nine-digit Campus ID and BeachID password). Contact the THD if you have questions about the validity of the message.
- If you've received privileged access to send, build, or otherwise prepare documents for esignature, log into CSULB SSO, and click the DocuSign chicklet.
How to Implement
Adopting an eSignature for any campus document(s) must encompass an evaluation, approval, and testing process by your administrative unit before sending or using the documents with eSignature for official University business. See eSignatures – Selection, Planning and Usage Guidelines for more information.
All users must adhere to campus eSignature acceptable use guidelines, appropriate use policies, and CSULB administrative guidelines, including security and records management policies, standards, and procedures.