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Enable Electronic Signatures

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Using Electronic Signatures enables the district to implement a substantial paperless process in the participating Eduphoria applications: Strive and Formspace. Staff members are provided a list of security questions to select from in their profile and are to provide an answer, which is encrypted and stored in Eduphoria's database. To electronically sign a document, staff must authenticate against Active Directory, eDirectory, or use Eduphoria authentication, as well as provide the required answer to the security question. 

 

Enable Electronic Signatures

  1. Open Management
  2. Click on District Settings
  3. Click on the Electronic Signatures Tab
  4. Read the electronic signature agreement
  5. Click the Enable Electronic Signatures button to enable for your district

Note: Only a system administrator can enable the signature option and should only do so once a district decision has been made. 

 

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Eduphoria strongly advises that the district consult with their legal counsel regarding the appropriateness of using electronic signatures.

 

Electronic Signature Agreement

The electronic signature feature enables the district to implement a substantial paperless process in participating SchoolObjects applications. The process is outlined below, although Eduphoria strongly advises that the district consult with their legal counsel regarding the appropriateness of using electronic signatures.

The electronic signature process:

  1. Electronic signatures are enabled under SchoolObjects management by a person granted administrative access rights.
  2. A person granted administrative access rights for that application then enables the feature in applicable SchoolObjects applications.
  3. Staff members must select a security question and provide an answer, which is encrypted and stored in the district’s SchoolObjects database. Staff members should not share this information with other staff members.
  4. To sign a document, a staff member must authenticate against Active Directory, eDirectory or using SchoolObjects authentication, as well as provide the answer to the security question.
  5. Electronic signatures are stored in an archive table, which does not allow updates or deletions. A complete removal of the database table will cause the electronic signatures to be erased. A solid backup solution should be implemented by the district.

The district is responsible and indemnifies and holds eduphoria! harmless for any and all losses, liability, or damages arising out of, or incurred in connection with, the district’s use of SchoolObjects electronic signatures.                  

Strive Electronic Signature Setup

  1. Access Appraisal Settings in Strive
  2. Click on General Options
  3. Click on the tab for Electronic Signatures (this tab will only appear after activating electronic signatures in System Management)
  4. Check the "Enable electronic signatures for SchoolObjects: Appraise"
  5. Review Signature Refusal options to make choices. 
  6. Click Save

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Formspace Electronic Signature Setup

  1. Access Formspace, Manage tab
  2. Click on Management
  3. Click on General Options
  4. In the System-Wide Settings tab, check the box to "Enable electronic signatures for SchoolObjects:Formspace"
  5. Click Save

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Staff Setup for Electronic Signature

Staff must complete settings in their profile to create the security question and answer for enabling an electronic signature.

The next section is very important and tied to security for applying an electronic signature to online evaluation documents.

  • Staff will need to select a security question and provide an answer they can remember. 

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  • Answers provided are CASE-SENSITIVE and SPACE-SENSITIVE. Enter an answer and click Next.

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When a form uses Electronic Signatures, this is the window that will appear for a user to complete in order to electronically sign the form. They must enter their eduphoria username and password and complete the security question with the answer they entered in their profile. 

Click Electronically Sign Document.

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If users forget their security question answer, they can log back in to Eduphoria and click on My Profile on the main app screen. They can change their security question and answer as long as they are able to login to their own Eduphoria account. They do not need to contact tech support for help with security questions. Only the user can update or change their electronic signature. 
  

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