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Phone: 1-304-243-8152


Workplace Practices: E-Signatures


SECTION: HR - Workplace Practices NEXT REVIEW DATE: April 2017
APPROVED: August 2016 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: April 2016
  REVISION NUMBER: 2.0

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1.0 PURPOSE

This policy will cover the use of electronic signatures [E-Signatures] on official Wheeling Jesuit University Human Resource letters, documents, policies, and forms.

2.0 POLICY

2.1 Policy Statement

2.1.1 All Human Resource documents must be presented for E-Signature; however, the recipient may request a paper version for handwritten signature.

2.1.2 Contracts, agreements, offer letters, reappointment letters and releases must contain a statement notifying the signer that the E-Signature is equivalent to a handwritten signature and is binding; the signer acknowledges this when he/she clicks "I Agree" on the electronic document.

2.1.3 All documents with E-Signatures will be retained electronically; however, contracts, agreements, offer letters, reappointment letters and releases will be hard-copied and placed in the individual's personnel file.

2.1.4 In lieu of an E-Signature, an individual may handwrite his/her signature on the contract, offer letter, or release in blue ink (the only acceptable ink) and scan it to the appropriate HR employee.

2.2 Definitions

2.2.1 Electronic Signature [E-Signature] - An electronic sound, symbol, or process associated with a record and executed by a person with intent to sign the record; it is equivalent to a handwritten signature and is authenticated through email with no cryptographic authentication by acknowledging the "Accept" or "I Agree" on an electronic signature pad or page. Different from a digital or qualified signature.

2.3 Procedure

2.3.1 Benefits of E-Signature
The use of E-Signatures on contracts and offer letters facilitates the hiring process and facilitates HR's move to a paperless system. E-Signatures on other HR documents (policies, requisitions, requests, benefits, and acknowledgement forms) adds to the paperless process, avoids the delays associated with interoffice mail, and provides for a tracking mechanism.

2.3.2 E-Signature Language: Adjunct Agreements and Releases
The following will be placed beneath the signature line of agreements/contracts/releases in size 8 font: Electronic Signature Agreement: By selecting the "I Agree" and "Click To Sign" buttons, you are signing this Agreement electronically. You agree your electronic signature is the legal equivalent of your manual signature on this Agreement. By selecting "I Agree" you consent to be legally bound by this Agreement's terms and conditions. You further agree that your use of a key pad, mouse or other device to select an item, button, icon or similar act/action, constitutes your signature (hereafter referred to as "E-Signature"), acceptance and agreement as if actually signed by you in writing. You also agree that no certification authority or other third party verification is necessary to validate your E-Signature and that the lack of such certification or third party verification will not in any way affect the enforceability of your E-Signature or any resulting contract between you and Wheeling Jesuit University.

2.3.3 E-Signature Language: Offer Letters
The following will be placed beneath the signature line of offer letters/reappointments in size 8 font: Electronic Signature Agreement: By selecting the "I Agree" and "Click To Sign" buttons, you are signing this Letter electronically. You agree your electronic signature is the legal equivalent of your manual signature on this Letter. By selecting "I Agree" you acknowledge receipt and acceptance of this Letter's terms and conditions of employment. You further agree that your use of a key pad, mouse or other device to select an item, button, icon or similar act/action, constitutes your signature (hereafter referred to as "E-Signature") and acceptance as if actually signed by you in writing. You also agree that no certification authority or other third party verification is necessary to validate your E-Signature and that the lack of such certification or third party verification will not in any way affect the enforceability of your E-Signature or the terms and conditions of the Letter provided to you by Wheeling Jesuit University.

2.3.4 Internal Documents
Internal Documents Internal documents (policy approvals, requisitions, requests, FMLA forms, etc.) do not require a disclaimer. There will be a link to this policy underneath the signature section of internal documents. Employees will receive a copy of this policy and will be informed that by clicking on "Accept" or "I Accept" the terms at the bottom of the electronic document and then signing their E-Signature is valid and legally enforceable as if they had handwritten their signature.

3.0 AUTHORIZATION

The Director of Human Resources, in conjunction with the President or his designee, has the authority to change, modify or approve exceptions to this policy at any time with or without notice, provided such changes are in compliance with legal or regulatory requirements, University compliance program requirements, and other policy guidelines.

4.0 ATTACHMENTS

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