{"id":42310,"date":"2019-10-29T10:26:24","date_gmt":"2019-10-29T17:26:24","guid":{"rendered":"https:\/\/policies.wsu.edu\/prf\/?page_id=42310"},"modified":"2025-11-07T15:56:03","modified_gmt":"2025-11-07T23:56:03","slug":"bppm-90-51","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-51\/","title":{"rendered":"90.51 Standard E-Signature Use for University Transactions"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Standard E-Signature Use for University Transactions<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 90.51<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br>\n&nbsp; &nbsp;Finance and Operations<br>\n&nbsp; &nbsp;<a href=\"tel:509-335-5524\">509-335-5524<\/a><br>\n&nbsp; &nbsp;Information Technology Services<br>\n&nbsp; &nbsp;<a href=\"tel:509-335-4357\">509-335-4357<\/a><\/p>\n<hr>\n<h3>Standard Procedures Overview<\/h3>\n<p>Unless a University unit establishes and publishes a customized e-signature policy in accordance with the <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-50\/\">UPPM 90.50<\/a>, the following standard procedures apply to the use of e-signatures for University transactions.<\/p>\n<h4>Definition<\/h4>\n<p>For the purpose of the e-signature policy and procedures (<a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-50\/\">UPPM 90.50<\/a> and this section, 90.51), transactions are exchanges or interactions where a signature, declaration, acknowledgment, or assent of some sort is required by one or more parties to the transaction. University transactions include, but are not limited to, transactions between:<\/p>\n<ul>\n<li>Two or more University departments;<\/li>\n<li>The University and employees or students; or<\/li>\n<li>The University and a non-University company, agency, group, or individual (other than a University student or employee).<\/li>\n<\/ul>\n<h4>Restrictions<\/h4>\n<p>E-signatures may not be used or accepted for any of the types of transactions listed under &#8220;Restrictions&#8221; in <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-50\/\">UPPM 90.50<\/a>.<\/p>\n<h3>Acceptable E-Signature Methods<\/h3>\n<p>The following e-signature methods may be utilized for University transactions, with the stated restrictions. (See &#8220;Forms of E-Signature&#8221; in <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-50\/\">UPPM 90.50<\/a> for definitions.)<\/p>\n<h4>Authorized Use<\/h4>\n<p>Any department using any type of signature methods\/devices must ensure that:<\/p>\n<ul>\n<li>The person whose signature is used has approved signature authority for the document. See &#8220;Signature Authority&#8221; in <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-50\/\">UPPM 90.50<\/a> for further information.<\/li>\n<li>Anyone affixing the person&#8217;s signature to a document has authority to use the signature on the specific document being signed.<\/li>\n<\/ul>\n<h4>Checkbox, Click Through, or Click Wrap<\/h4>\n<p>An online checkbox, click through, or click wrap signature in which a signer is asked to affirm their intent or agree online by clicking a button, if all the following criteria are met:<\/p>\n<ul>\n<li>Information is available that tends to validate that the e-signature\/clicking was done by the individual represented to be the person completing the form or document (e.g., the signer must use a log-in verification system with a unique ID and password to access the check-box, click-through, or click-wrap signature field); and<\/li>\n<li>The e-signed document is retained in its entirety for WSU records.<\/li>\n<\/ul>\n<h4>PIN or Password<\/h4>\n<p>An e-signature created through use of a personal identification number (PIN) or password, if all the following criteria are met:<\/p>\n<ul>\n<li>Information is available that tends to validate that the e-signature was affixed by the individual represented to be the person completing the form or document (e.g., the PIN and\/or password are created and maintained in a secure fashion); and<\/li>\n<li>The e-signed document is retained in its entirety for WSU records.<\/li>\n<\/ul>\n<h4>Digitized Signature<\/h4>\n<p>A digitized signature (e.g., scanned image of an individual&#8217;s signature) on a document, if all the following criteria are met:<\/p>\n<ul>\n<li>The document is sent as an attachment in an email message or other retainable technology;<\/li>\n<li>Information is available that tends to validate that the email or other retainable technology was sent either by:\n<ul>\n<li>The individual whose signature is represented to be on the document; or<\/li>\n<li>An individual authorized to send the email or other retainable technology transmitting the document;<\/li>\n<\/ul>\n<\/li>\n<li>The e-signed document is retained in its entirety for WSU records; and<\/li>\n<li>The transmittal document (for example, the transmittal email) is retained for WSU records where possible.<\/li>\n<\/ul>\n<h4>Digital Signature<\/h4>\n<p>A digital signature, if all the following criteria are met:<\/p>\n<ul>\n<li>A private user signing key and a public validation key is used to verify that the document was not altered after signing.<\/li>\n<li>The public key is issued by a certification authority that binds individuals to private keys and issues and manages certificates.<\/li>\n<li>The signature is indicated by a unique mark (called a &#8220;signed hash&#8221;).<\/li>\n<\/ul>\n<h4>Autopen Signature<\/h4>\n<p>The signature device must be secured from unauthorized use and the person with signature authority is responsible for securing the device.<\/p>\n<h4>Hybrid Approaches<\/h4>\n<p>Hybrid approaches combining techniques from several e-signature methods are acceptable if all of the applicable criteria listed above are met.<\/p>\n<h4>Software Program<\/h4>\n<p>Any type of e-signature may be created through a software program if all the following criteria are met:<\/p>\n<ul>\n<li>The software system tracks the signature process;<\/li>\n<li>The software system logically associates all the signed record&#8217;s components, such as the identity of the signer and the date and time of signature;<\/li>\n<li>The circumstances surrounding the creation of the signature tend to validate that the signature was in fact affixed by the individual whose signature is represented to be on the document; and<\/li>\n<li>The e-signed document is retained in its entirety for WSU records.<\/li>\n<\/ul>\n<p>Contact ITS regarding allowable software programs for creating e-signatures or to review potential software programs.<\/p>\n<h4>Specific Transactions<\/h4>\n<p>The divisions of Finance and Operations and Information Technology Services may recommend or require the use of specific e-signature methods for specific transactions based upon the levels of risk involved (e.g., amount of money at issue).<\/p>\n<h4>End User Instructions and Training Materials<\/h4>\n<p>University departments that use or accept e-signatures are responsible for providing clear instructions and training materials for users.<\/p>\n<h3>Compliance<\/h3>\n<p>University employees and areas that utilize e-signatures for University transactions are responsible for following all laws and policies applicable to e-signatures, as well as laws and policies applicable to University transactions. <strong>Note:<\/strong> All transaction laws and policies apply regardless of whether or not signatures are obtained on paper copies or using e-signatures. An employee and their area must bear the liability that arises from the failure of the employee and\/or area to follow applicable laws and policies.<\/p>\n<h4>Records Retention<\/h4>\n<p>Requirements regarding retention of University records apply regardless of the media or technology used to create and store the records. (See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM 90.01<\/a>.)<\/p>\n<p style=\"font-size: .8rem\">_______________________<br><strong>Revisions:<\/strong>&nbsp; Oct. 2019 &#8211; new policy (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-538\/\">538<\/a>).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Standard E-Signature Use for University Transactions<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/42310"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=42310"}],"version-history":[{"count":20,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/42310\/revisions"}],"predecessor-version":[{"id":68837,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/42310\/revisions\/68837"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=42310"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=42310"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=42310"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}