Electronic Signatures Policy

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 R.S. 9:2607, if their use meets legal and security requirements. 

Policy

Electronic signatures are valid in any situation where a traditional ink signature from the same signer would be accepted, except when another governing authority imposes restrictions on the transaction and does not recognize electronic signatures. Vendors, students, and the University may use electronic signatures. The University accepts electronic signatures in the same manner as traditional ink signatures.

Electronic signatures may take the form of:

• A scanned ink signature;
• A signature captured using a digital pen or pad;
• An image of a prior signature applied by software (such as Abode);
• An encrypted certificate with a signature and additional information;
• A signature supplied by a third-party web platform (such as VeriSign); or
• Any other form deemed acceptable by the University president on a case-by-case basis.

Signature authority to sign contracts, agreements, and similar documents that commit and bind the University is limited to the University president and those officials explicitly designated in writing by the president. (To be clear, any contract executed or obligation incurred by unauthorized individuals obligate themselves personally, and not McNeese State University.)

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 from unauthorized use. Sharing passwords or other access credentials is strictly 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 distributed via the University Policies webpage.