DocuSign is the University of Texas’ eSignature Offering
DocuSign plays a critical role in successful remote working at UT. DocuSign is an enterprise service for UT employees to securely send documents & collect electronic signatures and other information from world-wide range of recipients. UT DocuSign Support is available to consult on any of your DocuSign needs.
University Employees Using DocuSign to Collect Signatures are Generating Official State Records
UT’s DocuSign is for official university business only. DocuSign senders generate official state records that must be managed in accordance with state and university records retention rules. Please review University Records Guidance While Working Remotely for more information on managing records while working remotely.
University employees should be even more vigilant regarding the security of information and devices while working remotely. The best place to start is the Information Security Office’s Security guidance for working remotely.
Getting Started
Each unit needs a certified DocuSign Unit Contact (DUC) in order to be set up to send documents.
DUCs help UT DocuSign Support in managing onboarding and offboarding of users, as well as other maintenance tasks including keeping lines of communication open between units and UT DocuSign Support.
If you are unsure of whether your unit has a certified DUC, please contact UT DocuSign Support and we will work with you to get your unit set up in DocuSign.
Contact Processing Units Prior to DocuSigning
Please take the time to reach out to processing offices (such as Payment Services or the Office of Financial Aid) prior to initiating new use cases that produce documents sent to those offices. Processing offices typically have special instructions for submitting DocuSigned documents to them for processing, or they may have the process entirely set up and managed by their office. Please refer to these additional pages on working with other units:
UT DocuSign Support is also available to help you work through contacting processing offices to learn their specific DocuSign requirements.
Campus-wide DocuSign solutions that support remote work:
- Inventory Services offers a DocuSign form for UT equipment/property taken off campus when needed for remote working. Please contact INVgeneral@austin.utexas.edu for instructions
- For any other remote use please check our University Forms Page as that page is most up to date.
Do you have a campus-wide solution for us to share? Let us know…
Protect Your DocuSign Account
Do not share accounts or passwords for using DocuSign. DocuSign documents can be signed from nearly anywhere in the world, and if a signer is still unable to sign remotely, a proxy signing feature can be set up.
If your unit needs to be set up to collaborate on use cases, UT DocuSign Support is available to help with setup and testing of available DocuSign features.
Sending Documents for Signature
Once you are set up to send documents via DocuSign, you may want to review Creating & Sending Documents (text & images) and two UTLearn video tutorials on Sending and Managing Sent Documents.
Please see Frequently Asked Questions for additional guides.
UT DocuSign Support is available to schedule zoom/team consultations for one or more meeting attendees. On-site support can be scheduled in Fall 2021.
Questions
Please contact UT DocuSign Support at rms@austin.utexas.edu if you have any questions about DocuSign as well as any questions about managing records, whether working remotely or on campus.
Contact the Information Security Office at security@utexas.edu with any questions about securely performing remote or on-campus work.
Resources
DocuSign Routing Directory (requires EID login)