DocuSign @ UCI

DocuSign at UCI

Section 1

 

DocuSign makes signing documents a secure, efficient, and paperless process.

UCI has two different agreements in place for using DocuSign.  Individuals are responsible for using DocuSign accounts under the appropriate agreement.

DocuSign Agreement:

UCI Campus

UCI Health
Appropriate Use:    

Appropriate for use by any UCI employees and students who are sending documents/envelopes for signature in support of UCI's "Higher Education" support mission. Appropriate for use in research, including human subjects research, as long as it is not considered clinical research or requires FDA 21 CFR Part 11 compliance. DocuSign for UCI Campus may not be used for medical facility administration/operations, patient care, clinical research, or research that requires FDA 21 CFR Part 11 compliance.

Appropriate only for use by authorized individuals who are sending documents/envelopes for signature in support of UCI's "Health Care" support mission including medical facility administration/operations, patient care, and clinical research. Also appropriate for clinical research that requires FDA 21 CFR Part 11 compliance.
     
Login:    

Option 1: Click on the DocuSign icon at the top of this page or this link. Enter your UCInetID username and password

Option 2: Visit www.docusign.com and select "Log In" at the top right. Type your {UCInetID}@uci.edu email address and select “Use Company Login”. Then, enter your UCInetID and password, and then multifactor authenticate (if prompted).

Option 1:  Click this link. Enter your HS username (username@hs.uci.edu) and password

Option 2: Visit www.docusign.com and select "Log In" at the top right. Enter your @hs.uci.edu email address. Then, enter your HS username and password, and then multifactor authenticate (if prompted).
     
Account Types:    

All UCI campus users have access to the primary "UCI Account" to send documents/enveloped but cannot share envelopes or templates, cannot use PowerForms, and cannot use certain advanced security and other features.

At no cost, any UCI units/individuals may request a “UCI Group Account" to share envelopes/templates, use PowerForms, and use advanced security and other features. Request shared UCI Group Accounts using the form referenced on the website below.

Individuals must first request access to UCI Health DocuSign using the form referenced on the website below.
     
Volume Limitations:    

No limits on the number of documents/envelopes that can be sent.

The agreement has annual limits on the total number of regular envelopes and the number of 21 CFR Part 11 compliant envelopes. Contact UCI Health IT at the website below for more information.
     
More Information:    

https://docusign/uci.edu

https://it.health.uci.edu/Service-Desk/DocuSign.asp

  

How DocuSign Works

how it works video thumbnail

DocuSign - How it Works



Community of Practice


UCI's DocuSign Community of Practice facilitates peer learning through the exchange of ideas and best practices. Feel free to reach out to the early adopters listed below to find out how they are using DocuSign to transform business processes.

 

Join the UCI DocuSign Community of Practice using Microsoft Teams

 

Community of Practice Members

UCI Account Types


UCI Account: Everyone with a UCInetID is automatically added to an account named "UCI Account." All users of this account can sign documents; however, only UCI employee users can send envelopes and create templates.

UCI Group Accounts: UCI Employees may request a group account, which will be named, "UCI [Group Name] Account - Shared." Group accounts provide the ability to share envelopes and templates among users in the group, in addition to creating PowerForms. This is ideal for collaborative workflows and maintaining business continuity during leaves of absence. UCI employees can be users of multiple UCI Group Accounts.

Users of multiple accounts will have one default account.
In most cases, a user's default account will be the "UCI Account." DocuSign documents sent to a UCInetID@uci.edu email address will be stored in a user's default account. As a best practice, users should make sure the "UCI Account" is the default account.



Policy Information


Just because DocuSign makes signing documents easier, only sign documents when you have the appropriate authority to serve as the signer. You always have the option to decline to sign.

Signature Authorization Procedures

Irvine Delegations of Authority (IDA)

Need Help?


DocuSign Basics

DocuSign Higher Ed Forum and DocuSign Admin Forum (community groups)

DocuSign Knowledge Market (white papers, best practices, adoption tools)

DocuSign Support (how-to guides)

DocuSign University (login for free and fee-based training)

UCI Health DocuSign eSignature (UCI Health employees)

Email docusign@uci.edu



Frequently Asked Questions

Below are some frequently asked questions. Click any question to expand the answer.

Option 1: You can visit www.docusign.uci.edu and click the yellow “UCI DocuSign Login” button at the top left. Enter your UCInetID and password, and then multifactor authenticate (if enabled).

Option 2: You can also visit www.docusign.com and click “Log In” at the top right. Enter your @uci.edu email address. Enter your UCInetID and password, and then multifactor authenticate (if enabled).

DocuSign recognizes each email address as a separate user identity. Therefore, ptanteat@uci.edu, peter.anteater@uci.edu, and ptanteat@ad.uci.edu represent three separate user identities in DocuSign. Using your UCInetID@uci.edu email address means all your UCI DocuSign business will be associated with that one user identity. Having one user identity also makes it possible to use single sign-on which allows users to login to DocuSign using their UCInetID and password.

If you are a UCI employee (faculty, staff, or student employee) conducting higher education business activities, you will see the homepage below with a yellow “NEW” button providing options to:

- Send an envelope
- Sign a Document
- Use a Template
- Create a PowerForm

Employee Homepage

If you are not a UCI employee conducting higher education business activities (i.e., you are a student, non-employee, or a UCI Health employee conducting patient care business activities) you will see the homepage below where you can sign documents awaiting your signature. However, you will not be able to use UCI's subscription to send envelopes or create templates and PowerForms. UCI’s enterprise DocuSign subscription was purchased at a higher education rate for higher education business activities through Internet2, a non-profit corporation that can contract directly with organizations to provide DocuSign services. Employees of UCI Health may not use UCI’s subscription for patient care business activities. If you believe you should have UCI employee access (as shown above), please email docusign@uci.edu.

Non-Employee Homepage

UCI's enterprise subscription is funded and supported through campus partnerships for all UCI campus employees. There is no direct cost to individuals or departments.

Document: The file or files (word, Excel, PDF, JPG, etc.) uploaded into DocuSign for signature. Documents are packaged into an envelope and sent for signature.

Envelope: The electronic container holding the document(s), recipient information, and tracking information.

Sender: Someone who initiates and sends a document for signature. A sender must be associated with a subscription account and have sender permissions to send a document.

Signer: Someone who signs a document. A signer does not need to be associated with an account to sign a document.

Signing Group: A predefined group of recipients where anyone in that group can open an envelope.

Permission Sets: A group of options that determine what a user can and cannot do in DocuSign.  

OIT provides support via the OIT Help Center; DocuSign also provides support resources. When logged into DocuSign, click on the Need Help or Quick Tips links to access online support and training materials. More information and links to help resources can be found on the DocuSign Help and Support page.

DocuSign offers a variety of informational and educational resources. Visit DocuSign Basics for a general understanding of how to use DocuSign, visit DocuSign Higher Ed Forum to read or ask questions for a community of higher education users, visit the DocuSign Knowledge Market for white papers, best practices, and adoption tools, visit the DocuSign Support for how-to guides, and visit DocuSign University (login required) to check out free and fee-based training. Please let us know if you would like to share what you’ve learned—we will add your name to our Community of Practice.

DocuSign supports the latest stable release of the following browsers: Chrome, Firefox, Safari, Internet Explorer +11, and Windows Edge. Please visit DocuSign System Requirements for up-to-date supported browser information.

There is no limit to the number of documents that can be sent or signed.

No. Since you are not the originator of the DocuSign envelope (which contains the documents you signed) you can only download the documents and save them outside DocuSign.

Yes. Please contact docusign@uci.edu for assistance.

Yes. DocuSign ensures the legality of electronic signatures. Learn more about DocuSign legal protection of eSignatures.

Yes. There are several options for adding a signature to your DocuSign account. Learn more about creating your signature.

Yes. The accessibility support feature permits screen reader applications to read instructions, envelope documents, and DocuSign tags. This allows blind and visually impaired signers to act on the tags and complete signing. If you encounter accessibility barriers, please email accessibility@docusign.com. You may also visit DocuSign's website to learn more about using the DocuSign accessibility support feature.

DocuSign users are responsible for creating and uploading accessible documents. UCI offers video training on Accessible Documents and Making Accessible PDFs in UCLC.

Contact docusign@uci.edu.

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