Initial Notice Depending upon the nature or severity of the violation, the Integrity and Compliance Office has recommended that VCU DocuSign administration first notify individuals directly of inappropriate uses of the VCU DocuSign domain accounts. Subsequent violations will be directed to the Information Security Office, Integrity and Compliance Office, University Counsel, or departmental management, as appropriate. The most common reason as to why you have received a Violation of DocuSign System Use notice is that you uploaded and sent a non-VCU business document to yourself solely to generate your signature for a personal matter. Every envelope in the VCU DocuSign domain accounts belongs to the university and is a permanent, public record of legally binding business with Virginia Commonwealth University. Every Completed or Voided envelope contains a Certificate of Completion that would be required for legal purposes. What is DocuSign eSignature? DocuSign eSignature is the university’s electronic signature solution for its legally binding agreements, contracts, and standard VCU business forms. Ensure that all of your VCU DocuSign account use is for legitimate VCU-related business that requires legally binding electronic signatures. Do not upload and send any documents for non-VCU business through the VCU DocuSign accounts. All envelopes and templates in the VCU DocuSign domain belong to the university. Please thoroughly review the Computer and Network Resources Use: "VCU computer and network resources, including email, are the property of the university, not the individual." All VCU DocuSign use is for VCU business use only, and all VCU policies apply to DocuSign system use. All VCU DocuSign activity is subject to both manual and automated monitoring. When you log directly into your VCU DocuSign production account and upload and send an envelope, that envelope is sent on behalf of the university and is university business. Every envelope you have ever sent can be transferred to another individual for business continuity (DocuSign - Request transfer of envelopes to another account). Do not upload and send--even only to yourself--any documents from the VCU DocuSign production accounts for any form of non-VCU business. The moment you click Send, that envelope is a permanent record of university business and is subject to both manual and automated monitoring and review. Every envelope you have ever sent is permanently stored in DocuSign, and every envelope can be transferred to another account. Your end-user DocuSign account is essentially a portal with a set of permissions. Your end-user account portal contains personal contacts, signature formats, some Preferences for the types of email notifications to be sent to your email address, permission to create envelopes and/or templates for legally binding agreements on behalf of VCU DocuSign domain account ID #11599208, as well as links to those envelopes. Your account does not store envelopes or templates: the templates you create and the envelopes you send or receive are not in your account. All templates and envelopes that originate from your VCU DocuSign production account are stored in the VCU DocuSign domain account. When you delete a Completed or Voided envelope from your account, you are merely deleting your own link to the envelope from your portal: you have no ability to delete the university's legally binding agreements. Everyone else with a link to the envelope can still access the envelope and its contents (this varies depending upon the status of the envelope), and DocuSign administrators can access the envelope. Even after the contents of the Voided or Completed envelope are purged when they reach the retention criteria for VCU, the envelope itself, its sender, its recipient list, its History, and the Certificate of Completion will remain permanently in the VCU DocuSign domain production account. Once again, please ensure that all of your VCU DocuSign production account use is for legitimate VCU-related business. Some examples of prohibited uses are: Again, your VCU DocuSign production account is not for personal use: it is solely for legitimate VCU business. Legally Binding Electronic signatures are legally binding in the United States and most countries around the world. The ESIGN Act of 2000 defined the legality and enforceability of electronic signatures across all 50 states. The ESIGN Act ensures that contracts and signatures cannot be denied validity or enforceability because they are in electronic form. In Virginia state law, the Uniform Electronic Transactions Act supports the use of electronic records and electronic signatures for transactions between parties each of which has agreed to conduct transactions by electronic means. VCU's agreement is shown to each new recipient in DocuSign.The recipient must read and agree to the VCU terms before viewing or taking action on the documents sent to them. |