The campus is anticipating an increased use of DocuSign during the spring quarter 2020 as the majority of employees and students are adhering to the social distancing mandate and working and learning remotely.

If you need to use DocuSign, this article will help guide you through how to self-sign a document and how to sign up to use the service.

Benefits of DocuSign for eSignatures

Using DocuSign for signatures ensures integrity, authenticity, and is a legally-binding secure method for signatures. DocuSign is available to all UCSC employees and students for signing and securely sending documents at no cost.

Self-Sign a Document

If you receive a document that requires your signature via DocuSign, here is a step-by-step guide for how to self-sign a document. These instructions explain how to sign a document and how to download it in a few simple steps.

Notes for signing Campus PDF and Excel forms

Most Campus PDF forms can be uploaded directly to DocuSign. If you have problems uploading a Campus PDF form, exporting it to a TIFF file may be required. If there are multiple pages, there will be multiple TIFF files to upload. Excel files also need to be converted to a PDF file before uploading it to DocuSign.

How to Access DocuSign

You may access DocuSign and start using the service at https://its.ucsc.edu/docusign/ by clicking on the Access DocuSign link on that web page. Sign in with your UCSC email address.  

For those interested in experimenting with repeatable templates that are owned by you or the department, you may log into the demo platform with your UCSC email address. The demo platform enables you to experiment with DocuSign features without affecting your real account. Any templates created in a demo platform can be transferred to the real account upon request.

Important Security Guidelines

When you receive a DocuSign notification, check the from address. Hover over the sender email (To) and check the email address. All DocuSign notifications will come from dse_na2@docusign.net. When you have confirmed that this is the email address, you can proceed with signing the document.

Here are some tips to help spot the differences between real and spoof DocuSign email messages:

• All URLs to view or sign DocuSign documents will contain "docusign.net/" and will always start with https.
• All legitimate DocuSign envelopes include a unique security code at the bottom of the notification emails. If you don't see this code, then don't click on any links or open any attachments within the email message. Forward it to spam@docusign.com.

Legal Considerations

UCSC maintains strict controls on signing authority, such that only certain persons at the university are allowed and have the authority to sign contracts and other documents that legally bind the Institute. If in the course of your work at UCSC you are asked by someone, inside or outside the university, to sign a contract or legal document, you should contact the Office of the General Counsel to determine if you have appropriate authority.

The DocuSign instance should not be regarded as the final repository for the purpose of retaining university records. Completed documents in DocuSign are purged every 90 days.

Resources

To learn more about DocuSign, review the Use Guidelines, Getting Started, Training Guides, and FAQs.

You can get more involved and receive announcements by signing up for the UCSC DocuSign Google group (must be logged in to UCSC G-Suite to join).

Get Help

• 24x7 help is available via DocuSign support which includes problems and how-to questions.

• Create a DocuSign support ticket. To do so, log in to DocuSign. At the bottom of the page, under Help and Support, click on Support Home, click on Manage My Cases and then click Add New Case.

• Call DocuSign support (1-866-219-4318). You will need the UCSC account number - 105914945

• Help is also available through the ITS Support Center. Open a Support Ticket, or call 459-HELP (4357) or email help@ucsc.edu.

More information can be found at its.ucsc.edu/docusign

Happy DocuSigning!