To: Campus Unit Finance Leads
From: Controller’s Office, Office of University Counsel and Information Technology Services
This interim guidance is provided in response to the new remote environment in which the University is operating due to the global COVID-19 pandemic, effective March 2020.
Under normal operating procedures, the University maintains a number of administrative approval processes or internal forms requiring departmental or supervisor approval, an employee’s signature, or a student’s consent for internal control purposes (e.g. travel reimbursements, Medical Leave Request Form, release of educational records). Departments may now obtain such internal approvals by electronic or digital means if the departments adopt processes to ensure they maintain appropriate documentation of the approvals.
For authentication purposes, the following types of digital approvals may be accepted:
- A typewritten name or a graphic image of a signature verified by secure e-signature software (e.g. Docusign, AdobeSign).
- A handwritten, typewritten, or graphic image of a signature placed on a document sent from the signer’s official UNC-CH email address.
- A typewritten name, initials, or other approval method (e.g. digital checkbox) verified through ONYEN authentication.
The following types of digital approvals should not be accepted:
- Documents originating from email addresses other than the signer’s email address
- Text message
- Social media communication
- Any other unauthenticated method of communication
Signatures on University Contracts or Agreements
The Policy on Signing University Contracts enumerates the limited number of employees on campus who have been delegated authority from the Chancellor to sign contracts on behalf of the University or their department. Those employees listed in the policy may sign the contracts for which they have been delegated such authority using an electronic signature as long as both parties to the agreement consent to using electronic signatures and no law or regulation specifically requires a wet ink signature (e.g. notarized documents, eviction notices, certain environmental reports).
Parties should use secure e-signature software (e.g. Docusign, AdobeSign) to authenticate third party signatures. This guidance does not expand the authority of any employee on campus to sign University or departmental contracts, letters of intent, MOUs, or other agreements requiring a University signature.
Should you have any questions about signing University contracts, please contact the Office of University Counsel.