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3554 Electronic Signatures and Records

Adoption Date: 6/11/2015
3000 - Business and Non-Instructional
Non-Instructional Operations
3554 Electronic Signatures and Records

The Board of Education permits the acceptance by the School District of electronic signatures on certain forms and records that must be filed with the School District, as determined by the Superintendent of Schools or designee. An electronic signature is an electronic sound, symbol or process, attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the record. An electronic signature is considered to be attached to or logically associated with an electronic record if the electronic signature is linked to the record during the transmission and storage. An electronic signature may be used unless there is a specific statute, regulation or policy that requires records or forms to be signed in non-electronic (manual) form. If electronic signatures are permitted on a particular form or record, such electronic signature shall have the full force and effect of a manual signature if the electronic signature satisfies the following requirements:

  1. The electronic signature identifies the individual signing the document by his/her name and title (if applicable);

  2. The signer has the opportunity to review the entire document or content to be signed;     |
  3. The electronic signature and the document to which it is affixed cannot be altered once the electronic signature has been affixed.

  4. Format the record to contain the same accepted signature elements contained in a paper record that allows a reader to readily identify the significance of the signature appearing on the document, such as: 

    “An electronic signature is to be used in lieu of a signature affixed by hand. Please type your name below (or above) as your electronic signature. The use of an electronic signature has the same validity and effect as the use of a signature affixed by hand. 

    It is my intent to sign this record/document and submit this document electronically. I understand and agree that by electronically signing and submitting this record/document I am affirming to the truth of the information contained therein.”

  5. Require the signer to act affirmatively to indicate assent to the document being signed (e.g., “I Accept” or “I Agree”).

The School District shall maintain an electronic recordkeeping system that can receive, store, and reproduce electronic records and signatures relating to communications and transactions in their original form. This system should include security procedures whereby the School District can (a) verify the attribution of a signature to a specific individual; (b) detect changes or errors in the information contained in a record submitted electronically; (c) protect and prevent access, alteration, manipulation or use by an authorized person; and (d) provide for nonrepudiation through strong and substantial evidence that will make it difficult for the signer to claim that the electronic representation is not valid.

The School District shall ensure that all electronic records and signatures are capable of being accurately reproduced for later reference and retained until such time as all legally mandated retention requirements are satisfied.

No person or entity shall be required to use an electronic record or electronic signature unless provided by law.

Policy References:
Electronic Signatures and Records Act, Article 1 (§§101 - 109), State Technology Law