Electronic Signature Guidance

This E-Signature Guidance sets out to provide information on the different types of electronic signatures available in Liberty University’s technology environment and best practices for their use.  

An electronic signature (e-signature) is a digital method of signing documents or agreements. It can take various forms, such as a typed name, a scanned image of a handwritten signature, a signature that is drawn using a mouse, trackpad, touchscreen, or a click-to-sign button. It is important to note that  Liberty University has defined signature authority in the Contract Policy, and this guidance does not replace required contract routing through BuyLU. 

Liberty University may accept and use electronic signatures when the applicable process includes an authentication method or other verification mechanism appropriate for the transaction, form, or business context. The appropriate authentication process may vary depending on the type of document, the identity of the signer, the nature of the transaction, record-retention needs, and the University’s acceptable level of business risk. 

Departments should not select an electronic signature tool based solely on the limitations or availability of a particular vendor platform. Tool selection should be based on the business unit’s requirements, including authentication, signer access, workflow, reporting, storage, version retention, and the ability to reproduce records when needed. 

Information Services is available to assist departments in evaluating available electronic signature solutions and related business processes

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Approved Electronic Signature Requirements

Liberty University supports several methods for capturing electronic signatures. These methods are listed below, based on available authentication and record-retention capabilities, and must follow specific verification and record‑keeping requirements. 

1. LU Login Authentication
   • LU provides the user’s credentials
   • The user is authenticated using their LU login
2. LU‑Verified Identity with Additional Validation
   • LU vets the user’s credentials through an additional business process
   • Examples include:
     • Faculty contract verification
     • Multifactor authentication (e.g., SMS or PIN verification)
3. Drawn (Liquid) Signature
   • The signer draws their signature using a mouse or touchscreen (finger)
     • Typed or cursive-style font signatures are not permitted
   • Commonly used for non‑LU users
     • Example: Rock Wall Assumption of Risk form

Required User Acknowledgment

When capturing an electronic signature, the user must complete an active acknowledgment, such as:

• Checking a confirmation box, or
• Explicitly agreeing to terms before signing, or
• Selecting a button or similar action that clearly indicates the signer’s intent to proceed 

Departments should configure forms so that the signer’s action is clear, intentional, and able to be associated with the applicable record or form. 

Furthermore, electronic signature tools should support the ability to reproduce the exact version of the form or record that was presented to the signer at the time of signature, including the signer’s electronic signature and associated acknowledgment. 

To learn how to request forms, please visit the Lightweight Forms Development page.

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E‑Signature Tools and Use Cases

Below is a list of available tools, along with their appropriate use cases and features. These tools can be used for a variety of internal processes at Liberty University, including acknowledgments, approvals, and documentation. Departments should select tools based on the requirements of the specific process, including signer population, authentication method, workflow needs, record retention, reporting, and storage.

APEX/Raft

APEX/Raft forms are customizable, department-specific forms created by the university to streamline a wide range of processes, such as approvals and data collection. 

• Best for LU and non-LU users via guest accounts 
• Suitable for forms requiring formal approvals, acknowledgments, documentation, reporting, workflow management, or record retention
• Supports auto-population of existing University data to streamline data collection and approval processes 
• Has version control, and reporting can easily be created 

To create an APEX/Raft form, submit a ticket for Business Process and Forms Development.  

Microsoft Forms 

Microsoft Forms is a web-based application within Microsoft 365 that allows users to create simple surveys and collect internal responses.  

• Designed for LU users only 
• Suitable for short-term, internal information collection 
• Stores data in Microsoft systems under user management 
• Requires forms to be copied, recreated, and republished to maintain version control
• Easy to deploy and manage for simple acknowledgments 
• May not be suitable for processes requiring formal version retention, historical form reproduction, advanced workflow, or centralized long-term records management 

To learn more about Microsoft Forms, visit Liberty.edu/MicrosoftForms. 

Qualtrics 

Qualtrics is a web-based survey software tool that enables users to create, edit, share, and send surveys. It is ideal for gathering feedback and managing acknowledgment forms.  

• Accessible to non-LU users 
• Tracks survey edits with version history and timestamps, allowing users to restore or archive specific versions
• Data can be stored in Qualtrics or requested to be sent to LU’s Data Warehouse for additional reporting
• Suitable for surveys, feedback collection, acknowledgments, and other processes where survey functionality and response tracking are the primary needs  
• Requires permissions and approval before deployment 

To learn more about access to Qualtrics, visit Liberty.edu/Qualtrics. 

Dropbox Sign 

Dropbox Sign is a web-based e-signature service that allows users to digitally send and manage documents within Dropbox. This platform can be used to create, distribute, and manage PDF-based electronic signatures.  

• Supports LU and non-LU users 
• Forms are stored by the customer and should be configured to a departmental dropbox; SoftDocs is recommended for long-term storage 
• Email notifications are sent to all parties upon completion 

To learn more about Dropbox, visit Liberty.edu/Dropbox.  

Adobe Sign

Adobe Acrobat Sign is a tool that allows users to send, sign, and manage documents online. This platform can be used to create, distribute, sign, and manage PDF-based electronic signature workflows. 

• Supports LU and non-LU users 
• Requires an Adobe license to add signature fields 
• Forms are stored by the customer; SoftDocs is recommended for archiving 
• Suitable for workflows needing email confirmations and PDF outputs 
• Adobe authentication is not provided by LU (even if using LU credentials) 

To gain access to Adobe Sign, submit a request for permissions.

Docusign

Docusign is an electronic signature platform that enables users to securely sign, send, and manage documents online. It streamlines workflows by allowing parties to execute agreements digitally from anywhere, eliminating the need for paper-based processes.

• Supports LU and non-LU users 
• Requires a paid license/subscription
• Completed Forms are stored within the Docusign platform but can also use connectors to store a final copy within an alternate system
• Exceptional for building workflows that require multiple levels of signature, validation or target destinations

To inquire about licensure, contact your department’s BRM.

Wet Signature (Scanned) 

Wet signatures are considered to be the traditional method of signing documents by hand. They can be scanned in order to be digitally sent or filed.  

• Suitable for LU and non-LU users 
• Involves printing, signing, scanning, and submitting the form 
• Final signed documents are stored by the customer 
• May be appropriate when the department determines that a handwritten signature best supports the transaction, authentication process, or record-retention needs 

If a department is processing forms in this nature, consult Contract Policy before creating a departmental process. 

Wet Signature (Digital Hand drawn) 

A wet signature can be recreated with a stylus, mouse, or finger. This can be incorporated by LUIS into forms. 

• Request Business Process and Forms Creation

Choosing the Right E-Signature Tool 

Need help choosing the right tool? Use the following guidelines to determine the best option: 

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What Departments Should Consider Before Using E-Signature

The following are important limitations that should be considered when using e-signatures at Liberty: 

• Authentication: The process should include an authentication method or verification mechanism appropriate for the transaction, signer population, and business risk. Different processes may require different levels of verification. When identity verification is required, Dropbox, Adobe, Microsoft Forms, and other PDF solutions are not recommended. 
• External Recipients: Some tools may work differently for individuals outside the LU network. Departments should consider whether external users can access, complete, and submit the form without unnecessary barriers. 
• Version Control: Version retention and historical form reproduction capabilities vary by platform and configuration. Departments should confirm that the selected tool supports their need to reproduce prior versions of the form. 
• Wet Signature Requirements: Certain business processes, vendor requirements, or other operational considerations may require a handwritten signature. Departments should evaluate the requirements applicable to their specific process.
• Record Retention/Accessibility: Departments should identify where completed records will be stored, who will maintain access, how long the records will be retained, and whether the records must be available for reporting or retrieval.

If you have any questions regarding the use of e-signatures at the university or any of the e-signature tools, please contact your department’s BRM.