Benefits

  • Faster processing 
  • Improved accessibility
  • Automated routing 
  • Reduced paper usage

Document Types

E-signatures are legally binding and can be used for internal and external transactions. Examples include:

  • Hiring contracts
  • New hire paperwork
  • Annual evaluation forms
  • Sales contracts
  • Real estate purchases
  • Vendor agreements

Requesting Access

Employees who are interested in DocuSign access should:

  • Speak with their supervisor
  • Supervisors will email their unit’s senior leader with the below information for each employee for whom they are requesting access:
    • Name
    • Email address
  • The senior leader will approve the request(s) via email
  • Supervisors will forward the approval email to businessaffairsdocusign@unlv.edu
  • The SVP Office team will work to grant access

Email Template for Requesting DocuSign Access

To: AVP / Senior Leader of Department

From: Dept. Manager / Supervisor

Subject: DocuSign Access

Body of Email: I would like to grant access to DocuSign for the following people in <insert department name>, and request your approval. After receiving approval, I will forward the email to the SVP Office to request access.

  • List employee names and their email addresses

The Process from Start to Finish

The document preparer adds the file for signature into a DocuSign “envelope,” adds the routing contact information, adds signature, initial, and date fields to the document, and then sends the envelope (which will route to those added as indicated in the earlier step).

The signatories and those copied receive emails from DocuSign letting them know where the document is in the routing process and provide an email with a link when it is the signer’s turn to sign.

Tips & Info

DocuSign documents are kept permanently in the preparer’s profile, the signer’s profile, and the profile of those who were also copied on the envelope. A DocuSign preparer is considered part of the DocuSign sender user group. If the preparer is also an administrator, then they can share or even transfer DocuSign documents to others that are in the same DocuSign account contract.

DocuSign envelopes can be canceled or corrected (edited) by preparers after they have been sent out. Those who have already signed are notified when these actions occur, and in the case of corrections, the routing is re-started so that those who have previously signed can review and re-sign. Canceling uses an envelope; correcting does not.

In addition to signatures, date fields can be added that automatically fill in at the same time as the signature.

  • Instructions for preparers on how to send a DocuSign document are located on the.
  • Instructions for signers on how to sign a DocuSign document are located on the.

Best Practices

Users are strongly encouraged to follow best practices to reduce rework and prevent delays, especially when requesting executive leadership signatures.

  • Add the "Date Signed" field when requesting signatures. The date field automatically populates when a document is signed. It is important to see the date and time printed on the document to quickly and easily identify when the signature approval occurred.
  • Save documents in a PDF format before loading them into DocuSign, particularly for documents in a spreadsheet format with multiple tabs. DocuSign does not correctly format each worksheet tab. 
  • Save forms and their proper supporting documentation as a single file for signature. Not providing the correct supporting documents will delay requests.
  • Format all documents in a portrait or landscape orientation. Documents that are upside down or sideways make it challenging to review.

Requesting E-Signatures from Executive Leadership

SVP Office / CFO for Business Affairs

In most cases, departments can initiate signature requests from the SVP / CFO. However, departments may not process the documents listed below. They must arrange the request with Amy Carito or Nohealani Benicarlo, who will route the forms for signature in DocuSign after receiving the proper supporting materials from the department.

  • Hosting Forms
  • Flex Work Agreements
  • Lodging Exception Forms

51ԹϺ President

Departments must copy Michelle Bruner in all documents routed to the President for signature. Follow these instructions to prevent delays:

  • Check the “Set Signing Order” box
  • From the drop-down to the right, select “CC - Receives A Copy”

Enter Michelle Bruner’s email address before and after the President’s email address.

Additional Resources