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SP 8-60d – Electronic Signatures on Contracts

Colorado Community College System / System Procedure

SP 8-60d

EFFECTIVE: June 17, 2019

REFERENCES:
Board Policy on Delegation of Signature Authority, BP 8-60
C.R.S. §24-71.3-101, Uniform Electronic Transactions Act
State Controller Policy Electronic Signatures on Contracts and Grants

APPROVED:

       / Joseph A. Garcia /
Joseph A. Garcia, Chancellor

Application

This Procedure applies to the Chancellor and any designee, College Presidents and their designees, and Controller delegates within the Colorado Community College System (CCCS or System), who have signature authority under Board Policy (BP) 8-60.  This Procedure applies to State contracts, which include agreements, leases, construction contracts and memorandum of understanding.

Basis

Colorado State Fiscal Rules and State Controller Policy allow State contracts to be executed electronically under certain conditions and in accordance with this Procedure.

Procedure

The System and Colleges have the authority to execute State contracts electronically under the following conditions:

  1. The System and each College shall have a separate account with an electronic signature service provider approved by the System, and shall be responsible for the payment of its own account and transaction fees.
  2. The System and each College shall assign at least two administrators to administer their respective electronic signature account.
  3. Signatories must use the System-approved electronic signature system to execute and authenticate each electronic signature.
  4. Vendors may also execute contracts electronically through the electronic signature authentication process. If a vendor signs a document by wet signature rather than electronically, the System or College may upload a scanned copy of that vendor’s wet signature and have all System or College signatories sign the document electronically. The System or College must maintain the original document signed by the vendor in its files.
  5. The System and Colleges may continue to execute contracts in paper form with wet signatures only.
  6. The System and each College is responsible for maintaining a paper or electronic copy of each contract executed electronically through the System-approved electronic signature system.
  7. This Procedure does not apply to a signature that is a scanned copy of a wet ink signature or to an email from a signatory indicating the contract is acceptable, except for certain vendor signatures in accordance with paragraph 4 of this Procedure. Only electronic signatures authenticated through the System-approved electronic signature system are valid electronic signatures under this Procedure.
  8. This Procedure does not expand or contract any employee’s existing delegated signature authority. Signatories are responsible for ensuring that electronic signatures comply with this Procedure.
  9. This Procedure only relates to the electronic signature of contracts and does not replace or modify the official system of record.

Revising this Procedure

CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.