Revision Responsibility: Coordinator of IT Services

Responsible Executive Office: President/CEO

Purpose: To identify requirements for the use of electronic signatures, electronic transactions, and electronic records in conducting the College's business operations.

Policy:

The College may use electronic signatures to conduct certain College functions and transactions that previously had required handwritten “wet” signatures and approvals on paper documents.

An electronic signature is a full first and last name; signature acceptance may also require initials for additional validation of receipt and/or acknowledgement of acceptance, as needed in certain situations based on the discretion of the College.

This policy explains how Platt College recognizes electronic signatures. Further, this policy establishes Platt College's security processes regarding the use of electronic signatures in connection with College transactions.

I. Security Procedures

Platt College has adopted security procedures for electronic signatures that are practical and secure. Platt College sends electronic documents through students’ @plattcolorado.edu email addresses which works as a password protected process to authenticate and use the credential issued to establish electronic signatures and conduct transactions electronically. This helps to ensure accuracy, integrity, accessibility, authenticity, reliability, usability, and completeness.

While Platt College cannot guarantee that all risk can be eliminated, the College does provide a process for undertaking an appropriate analysis prior to approving the use of electronic signatures by using a unique identifier so that every document a College constituent signs will be recorded as signed by them and them alone. Individuals who falsify electronic records, electronic transactions, or electronic signatures are subject to disciplinary action, up to and including termination of employment or study and criminal prosecution under applicable federal and state laws.

II. Electronic Signatures vs. Handwritten Signature Requirements

To the fullest extent permitted by law, Platt College accepts electronic signatures as legally binding and equivalent to handwritten signatures to signify an agreement. When a College transaction has been identified and approved by the College under this policy for the use of electronic signatures, and where Platt College policies, state or federal laws, regulations, or rules require a handwritten signature, that requirement is met if the document contains an electronic signature, unless otherwise prohibited by such policies, laws, regulations, or rules.

This policy does not limit the College’s right or option (or student, faculty, or staff individual’s right or option) to conduct a transaction on paper or in non-electronic form, nor affect the right or obligation to have documents be provided or made available on paper when required by applicable policies, laws, or regulations.

III. Student Consent to Use Electronic Signatures

To comply with the Department of Education’s Standards for Electronic Signatures in Student Loan Transactions as in GEN-01-06, an optional consent form to use electronic signatures is required by all students. The consent form is presented to students during the admissions process. Further, students are always able to request forms in paper format instead of electronic. Students may withdraw their consent to use electronic signatures through Platt College at any time by filling out appropriate documentation found on www.plattcolorado.edu.

Last Updated: January 8, 2013