Request for Use of Electronic or Digital Signature

Recognizing organizations are increasingly moving away from wet ink signed paper documents for sustainability purposes and increased efficiency, it is the policy of the CSU to permit the use of electronic or digital signatures in lieu of handwritten signatures at the discretion of an individual campus provided they conform to the terms set forth in ICSUAM 8100 and the CSU Electronic and Digital Standards and Procedures, 8100.S01.  Electronic and/or digital signatures pose no greater risk and are no less secure (unless signed in person and/or witnessed or notarized) than traditional wet ink signatures provided appropriate controls are in place.

1. An electronic signature can be a sound, symbol, graphic representation, or process attached to or associated with a record and executed or adopted by a person with the intent to sign the record.  A digitally reproduced (scanned) physical signature is a common example.
2. A digital signature is the cryptographic transformation of data, which when added to a message, allows the recipient to verify the signer and whether the initial message has been altered or the signature forged since the transformation was made.  A digital signature is an electronic identifier, created by a computer, intended by the party using it to have the same force and effect as the use of a handwritten signature.

Any use of electronic or digital signatures must be approved by the Electronic Signature Review Group prior to deployment/use.   The Electronic Signature Review Group (ESRG) is comprised of the Director of Procurement & Contract Services, the Director of Business Services & Risk Management and the Campus Information Security Officer.  The ESRG will meet as needed, review requests, and perform a risk assessment consistent with CSU policy.

Use of digital or electronic signatures must be approved by the ESRG. 

Campus users may request to use digital or electronic signatures by clicking on "Request Service" and creating a TeamDynamix ticket. Once the ticket is received, the ESRG will evaluate the request and respond with a decision. The risk assessment and all associated documentation will be kept in the TeamDynamix system and available for distribution as requested.

There may be costs (license, support, etc.) associated with campus department usage of electronic or digital signatures.

Below are the four most common types of business processes that will be considered for use of digital or electronic signatures approval:

1. Internal (Campus) forms and approvals:  Processes which require campus personnel to sign (e.g. PeopleSoft access form, hospitality expense approval forms, etc.) and are retained by campus personnel may utilize an electronic signature. 
2. External forms and approvals:  Processes which solicit non-protected or non-sensitive information for data gathering purposes which are not intended to form a contract may utilize an electronic signature (e.g. vendor confidentiality form, liability waiver).
3. Unilateral contracts: Processes which are signed by University personnel only may utilize electronic signatures (e.g. purchase order, etc.).  Typically these documents are intended to form a contract and are sent to an outside person or agency.  Other documents where the University is the only signatory and is providing acknowledgements or approvals, an electronic signature may be appropriate.
4. Bilateral contracts:  Processes which create a legally binding agreement/contract may utilize either an electronic or digital signature (e.g. elevator service contract, internship agreement, etc.).

To submit a request to the ESRG, click on the Request Service link on the right hand side of this page.

You are required to attach a copy of the document that electronic or digital signatures may be used on.