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DocuSign Procedures - Updated 5/8/2020

Nichole Morrison
Updated

Overview

DocuSign is a digital transaction platform that can assemble documents, secure data, and authenticate signatures. Through DocuSign an email can be sent to recipients requesting a review of uploaded documents and request signatures. DocuSign allows for the completion of forms by collecting a person’s signature electronically to participate in the WIOA program.

Envelopes are used to deliver the document(s) to be signed. More than one document can be placed in an envelope. More than one person can be a signee in an envelope.

The Partnership purchased this service for our provider network and will be essentially charged per envelope used. The Partnership’s Program Coordinators will administer the DocuSign tool. All questions regarding DocuSign should be directed to the Help Desk, specifying that you need assistance with DocuSign.

One person per agency will be provided the authority to create envelopes. AJC’s may have up to three people.

To view the webinar recording, click here. (Fast forward to the 9:30 point for the actual start of the webinar.) You will need to register to view the recording. 

Procedures

Registration Envelope (Initial Envelope)

STEP 1: The career coach determines that the applicant is both eligible and suitable for WIOA. This determination should be based on a review of the application and documentation uploaded onto Career Connect by the applicant, and after remote discussions with the applicant.

Once eligibility and suitability have been determined, you may begin the process of gathering the required signatures via a DocuSign envelope. Note:  At this point, you should have confirmed that the applicant has a working email address and that you have the correct spelling of that address.

STEP 2: First determine what documents you will need to have signed in order to have the required signatures and supporting documentation for compliance.

Prior to creating the DocuSign envelope, all documents should be completely filled out by the Career Coach and/or Applicant, as applicable, except for signatures and dates.

The first envelope should contain all the mandatory documents listed below plus any other documents required for eligibility and compliance:

  • Full WIOA Application, including signature page (Mandatory)
  • Customer Code of Conduct (Mandatory)*
  • Notice of Rights Acknowledgement Form (Mandatory)*
  • Career Connect Client Consent (Mandatory)*
  • Basic Skills Screening Tool (as needed)*
  • Self-reported Income Form (as needed )*
  • Self-attestation Form (as needed)*
  • Any other forms specific to your agency (for example, code of conduct or agency consent)

*All of these forms have been posted as fillable forms in the WIOA Pre-Application section of the Help Desk site: https://workforceboard.zendesk.com/hc/en-us/articles/360042420211-WIOA-Pre-Application-Procedures

STEP 3: Your designated agency DocuSign user will create an envelope containing all the required documents. At this point your agency’s DocuSign user will need to:

  • Download from Career Connect and upload into the DocuSign envelope:
    • the completed WIOA application
    • any attestation or compliance forms completed and uploaded into Career Connect by the applicant
  • Upload the Customer Code of Conduct and Career Connect User Consent forms.
  • Upload any other forms your agency requires.

STEP 4: The career coach should directly contact the applicant and explain how the DocuSign process works.  Explain that the applicant will be receiving an email to electronically complete and sign their WIOA eligibility forms. Explain from who and when the email will be sent and how to properly respond.  Find out if the applicant will be using a Smart Phone, Tablet or Desk-Top computer so that the most specific guidance can be provided.

STEP 5:  Agency DocuSign user sends the applicant and the career coach the envelope.

STEP 6:  The applicant and career coach are required to sign and date all documents.

STEP 7:  Agency receives and automated response DocuSign email from applicant and career coach each person signs the documents.  Once all signatures are completed, the applicant and coach will receive an email with signed copies of each document.

STEP 8:  Agency reviews all documents to ensure that they have been completed and signed and that the information is accurate.  This is the time to ensure that everything is completed and accurate.  If there are items that need to be corrected, the career coach should reach out to the applicant and correct those items before moving forward.    

Once the agency has verified that all documents and signatures are accurate, upload all signed documents into the applicant’s profile in Career Connect.

STEP 9:  At this point, the career coach may move forward with registering the applicant into WIOA and then begin IEP/ISS development process.

 

DocuSign Account Set-up

Below are steps that each agency’s designated DocuSign user will need to complete the first time they log into their accounts.

STEP 1: Log into your DocuSign account.

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STEP 2: After you have logged in it will take you to your home page.  Click on edit to complete your profile.

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STEP 3:  Select Personal Information to complete your company information.

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STEP 4: Select Signatures to select your signature and initials style.

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Creating the Eligibility Envelope

These are the steps required to create a DocuSign envelope and route it to signees. You should include all required documents in one envelope.

STEP 1: Select Contacts to add recipients (applicant and career coach). 

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STEP 2: After adding your contacts, go back to home to begin composing the envelope.  Click on- New, Send an Envelope.

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STEP 3: Upload all the forms that you want to include in the envelope.  The envelope can have multiple forms.  In this example, the WIOA application, CC User Registration (consent) form, Customer Code of Conduct, and Notice of Rights forms have been included.   Click on upload and select the document/forms to include in the envelope.

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STEP 4: Select the recipients by order of receipt (the order they should sign in).  In this example Dena is the Applicant and Patty is the Career Coach.  After you select your recipient you can email them a message. 

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STEP 5: For each form:

  • Select the first signee
  • Select the appropriate fields from the menu and place them in the document where the signee should sign, date, or print name, as applicable

For example, the Client Consent Form must be signed by the Applicant.  So in this example, Dena is selected as the signee, and “Full Name”, “Date Signed” and “Signature” have been added on the appropriate lines of the document.

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The full WIOA Application should be uploaded and must be signed by both the Coach and the Applicant. 

Note the different colors for each required signature.

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The Notice of Rights and Acknowledgement Form should be completed by the Applicant in advance.  The career coach and applicant are required to sign and date the form.

Note: The different colors for each recipient signature.

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The Code of Conduct Form explains to the customer activities and behaviors that will not be tolerated.  This form must be signed by the client.

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STEP 6: To save without sending, click on actions and select save and close.  This action will automatically save into a draft form.  You can review the envelope and add or remove forms.

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STEP 7: Once you have reviewed the envelope and confirmed that all documents are completed and ready for signature, click “Send”. DocuSign will automatically route the envelope to the signees in the order specified and will notify the agency’s designated DocuSign user when the envelop has been signed by each signee.

STEP 8: Once all signatures are completed, upload the fully executed documents into the Participants Career Connect profile.

 

IEP/ISS (2nd Envelope)

The IEP/ISS is a list of the objectives that need to be completed for the participant to achieve the stated goal.  After developing the employment goal (and/or educational goals for youth) and all the associated objectives, the IEP/ISS document must be signed by both the participant and career coach. 

STEP 1:    Ensure that the participant and career coach are in agreement as to the goal(s) and objectives and review dates of the IEP/ISS. 

STEP 2:  Have your agency’s DocuSign user download from Career Connect the completed IEP/ISS and place into an envelope.  This envelope will be sent to both the participant and career coach for signature.

STEP 3:  Once the IEP/ISS has been signed by both the participant and career coach and returned.  Upload the executed version into Career Connect.  

 

Additional Forms

Remember all services should be related to an objective that directly relates to IEP/ISS goal.  Below are additional forms that will may require a client signature and should be bundled into as few envelopes as possible.

  • Receipt of Support Service s (Bus Passes/Gas Cards)
  • ITA Financial Statement
  • ITA Letter of Credit/(Voucher (participant only)
  • Time Sheets
  • OJT Documents
  • WEX Documents

 

DocuSign Sandbox (Practice Site)

The Partnership recommends that agencies practice with DocuSign prior to creating the first real envelope. Anyone can create a DocuSign "Developer" account to practice. 

DO NOT SEND real documents using the Sandbox - they will have a red stamp at the top and will not be legal signatures.

STEP 1: Go to: https://developers.docusign.com/ and click on "Create Sandbox"

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STEP 2: Complete the registration form and click "Get Started"

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