DocuSign eSignature production system

It is expected that you have provisioned your DocuSign account and that you have completed the VCU DocuSign Training Roadmap prior to requesting account elevation. To request template, PowerForm, and Bulk Send permissions on the VCU DocuSign production system (https:/account.docusign.com) for your own account or for a generic eID you own:

1. Note that there are no custom permission sets on the Part 11 account. Therefore, templates are not available under FDA Part 11 accounts.
2. Read: DocuSign - I received a Violation of DocuSign System Use email notification
3. Read: DocuSign - How do I tell if a signature is legitimate?
4. Complete all training in the VCU DocuSign Training Roadmap https://go.vcu.edu/docusign 
5. Log into https://go.vcu.edu/ramscentral with your personal eID, if required
6. Select VCU IT Self Service and click Submit
7. Select Enter IT Portal
8. Select Submit a Request
9. Perform a search for DocuSign
10. Select either Request DocuSign Account or Request DocuSign Assistance
11. In the description, state that you are requesting elevated access or template permissions

NOTE: The sending account and everyone who has a Needs to Sign action always receive a completed copy of the envelope/documents. There is no need to include the sending account or any signer as a CC.

Links to a variety of VCU-specific DocuSign resources are available in the administrator message, and in the footer on the Home, Agreements, and Templates tabs.

Template Owner and Bulk Sender Responsibilities include, but are not limited to, the following:

VCU DocuSign Training Roadmap

While everyone is expected to complete all training listed in the VCU DocuSign Training Roadmap, it is crucial for individuals with elevated access to complete all of the training listed in the Roadmap.

Procedures Manuals

Ensure that you update your departmental procedures manuals with information regarding DocuSign use-cases used for departmental business.

Transfer of Template Ownership

Prior to leaving VCU, ensure that you arrange an ownership transfer of any template you created that is being used by others in your department. When you leave VCU, your DocuSign account is closed by VCU DocuSign Administration, and all templates you owned are purged from the VCU DocuSign system. Purging templates also purges any associated PowerForms. Once purged, there is no restoration possible.

Update PowerForm Senders

This is particularly crucial as the result of transferring template ownership. When ownership of a template has been transferred, the new template owner must review any associated PowerForms and update the PowerForm sender to a suitable account (typically to their account or to a specific generic account used by their department). Otherwise, the envelopes generated from the PowerForm will continue to be sent by the original sender, and if that original sender's account has been closed, the PowerForm will not send envelopes.

Thoroughly Test on the Training/Testing/Development Domain

Every bulk send, every template, and every PowerForm are expected to be designed and tested on the training domain at https://account-d.docusign.com. All envelopes on the training and development domain are watermarked, are not legally binding, and are regularly purged from the training domain. All of your workflow should be thoroughly tested on the training domain prior to moving to the production system.

All VCU DocuSign use is for VCU business use only, and all VCU policies apply to VCU DocuSign system use. All VCU DocuSign activity is subject to both manual and automated monitoring. Every envelope you have ever sent on the VCU DocuSign production domain can be transferred to another individual for business continuity. Do not upload and send any documents from the VCU DocuSign account for any form of non-VCU business. Please thoroughly review the VCU DocuSign Training Roadmap for a greater understanding of the purpose of your VCU DocuSign account.

Documenting Your Procedures and Processes

Please note that all departments are responsible for written business processes/procedures for business continuity and staff training. Departments are expected to have alternative business procedures to be used during planned and unplanned DocuSign downtime.

VCUHS DocuSign Domain

Please note that there are two DocuSign production domains: the VCU domain (the University's domain, which includes the standard VCU DocuSign account and the Part 11 account) and the VCUHS domain (the health system/hospital domain). For hospital-only use of DocuSign, please contact VCUHS IT through the Employee Intranet (https://intranet.vcuhealth.org/) or 804-828-6447. If your affiliation is hospital-only, we strongly recommend that you contact VCUHS IT to determine whether the University’s DocuSign domain is suitable for any templates/envelopes you intend to create. It would be expected that hospital-only documents/records reside solely on the VCUHS DocuSign domain, not on VCU's DocuSign domain. If you are hospital-only faculty or staff, please confer with VCUHS IT to determine whether your use-case is suitable for the VCU DocuSign domain, prior to requesting elevated access. Virginia Commonwealth University DocuSign support staff do not provide support for the hospital-only @vcuhealth.org DocuSign domain.