Electronic Signature Policy

Electronic Signatures and Authentication

Carteret Community College recognizes electronic signatures as a valid means of conducting official College business. Electronic signatures are intended to provide a secure and efficient method for approving transactions, completing forms, and accessing College services and records.

Scope

This policy applies to all College students, employees, contractors, and authorized users who access College systems or conduct College business electronically, including but not limited to:

• Student registration and enrollment activities
• Human resources and payroll transactions
• Financial aid processes
• Academic records and requests
• Employee forms and approvals
• Purchasing and procurement processes
• Training acknowledgments
• Policy acknowledgments
• Campus housing and student services forms
• Institutional surveys, certifications, and attestations
• Other College-approved electronic systems and workflows

Electronic signatures may include:

• Logging into a College system using assigned credentials
• Multifactor authentication (MFA) verification
• Selecting "I Agree," "Accept," "Submit," or similar acknowledgments
• Entering a username and password to authorize a transaction
• Using an approved digital signature platform
• Taking any action within a College system that clearly demonstrates intent to approve or submit information

Effect of Electronic Signatures

An electronic signature shall have the same force and effect as a handwritten signature when used in accordance with College policies and procedures.

By electronically signing or submitting a transaction, the individual:

1. Confirms their identity.
2. Affirms their intent to complete the transaction.
3. Certifies that information submitted is accurate to the best of their knowledge.
4. Accepts responsibility for the transaction.
5. Agrees to comply with applicable College policies, procedures, and regulations.

Responsibility for Credentials

Students and employees are responsible for safeguarding their:

• Usernames
• Passwords
• Multifactor authentication devices or applications
• Other authentication credentials issued by the College

Credentials must not be shared with others.

Any transaction completed using an individual's authorized credentials may be presumed to have been performed by that individual unless evidence demonstrates otherwise.

Official Use of Electronic Signatures

Electronic signatures may be used for:

• Course registration, adds, and drops
• Acceptance of financial aid awards
• Student conduct acknowledgments
• Employment documents
• Timesheets and leave requests
• Benefits enrollment
• Purchase approvals
• Policy acknowledgments
• Required training certifications
• Institutional consent and disclosure forms
• Academic petitions and requests

The College may require additional verification, notarization, or handwritten signatures for certain transactions when required by law or institutional policy.

Records and Retention

Electronically signed records and related system logs shall be maintained in accordance with the College's records retention policies.

Audit records may include:

• User identification
• Date and time stamps
• IP address or device information
• System authentication records
• Transaction details

Such records may be used to verify a signature and establish the authenticity of a transaction.

Consent to Electronic Transactions

By using College electronic systems, students and employees consent to conduct College business electronically and acknowledge that electronic records and signatures may be used in place of paper records and handwritten signatures.

Violations

Unauthorized use of another person's credentials, falsification of electronic records, credential sharing, or misuse of electronic signature processes may result in disciplinary action, termination of employment, student conduct sanctions, civil liability, or criminal penalties, as applicable.