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Electronic Signatures

Electronic Signatures

Authority: 
Business Affairs
Date enacted or revised: 
Enacted December 2019

Purpose

To increase the efficiency of transactions that require approval or authorization by signature, McNeese State University supports the use of electronic signatures, as recognized and allowed by Louisiana Revised Statute 9:2607, as long as their use meets legal and security requirements. 

Policy

Electronic signatures are valid wherever a traditional ink signature by the same signer would be valid, except in those cases where another authority governs another aspect of the transaction, and such authority does not accept electronic signatures.  Known examples of such exceptions include:
  • Clerk of court recordations
  • Construction desk (recordations)
Electronic signatures may be used by vendors, students, and the University.  The University will accept electronic signatures interchangeable and consistently with how it accepts traditional ink signatures.
Electronic signatures may take the form of:
  1. A scanned ink signature
  2. A signature captured using a digital pen or pad
  3. An image of a prior signature applied by software (such as Abode)
  4. An encrypted certificate with a signature and additional information
  5. A signature supplied by a third-party web platform (such as VeriSign)
  6. Any other form deemed acceptable by the President of the University on a case-by-case basis
Only the University President and those University officials specifically designated in writing by the President have signature authority to sign contracts, agreements, and similar documents that commit the University to a course of action and bind the University.  (To be clear, any contract executed or obligation incurred by individuals who do not have this authority obligate themselves personally, and not McNeese State University.) 
All individuals with signature authority are responsible for activities conducted under their user ID and are expected to take all necessary precautions to safeguard their password and files to prevent inappropriate use.  Sharing of passwords or other access tokens are prohibited.
Individuals are expected to report any actual or suspected fraudulent activities related to electronic signatures immediately to any manager or supervisor in the appropriate department or other applicable unit at the University.
Confirmed violations of this policy will result in consequences up to and including termination of employment, appointment, student status, or other relationships with McNeese State University.  Individuals may also be subject to criminal prosecution under applicable federal and state laws.

Communication

This policy is distribute via Senior Staff, Academic Advisory Council, Administrative Advisory Council, the University Policy Page, and the University email listservs.