HomeMy WebLinkAbout1265 Electronic SignaturesTHE BOARD OF TRUSTEES
1265
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Bonneville Joint School District No. 93
ELECTRONIC SIGNATURES
When not practical or possible to have an approved individual physically sign a
document, and not otherwise prohibited by applicable laws, electronic signatures may
satisfy the requirement of a written signature when transacting business with and/or for
the District and/or with parents/guardians when the authenticity and reliability of such
electronic signature(s) meets the provisions of this policy. In such instances, the
electronic signature shall have the full force and effect of a manual signature.
Guidelines
Acceptance of an Electronic Signature
In order to qualify for acceptance of an electronic signature the following requirements
are applicable:
1. The electronic signature identifies the individual signing the document by his/her
name and title.
2. The electronic signature, as well as the documents to which it is affixed, cannot be
altered once the electronic signature is affixed. If the document needs to be altered,
a new electronic signature must be obtained, unless these exceptions apply:
a. To confirm dates on document or form; and/or
b. Second or additional signatures are required.
3. The electronic signature conforms to all other provisions of this policy.
Maintenance of Signed Documents
1. District electronically signed records shall be maintained in a manner consistent with
the District’s document retention policies yet also capable of accurate and complete
reproduction of the electronic records and signatures in their original form.
2. Such retention should include a process whereby:
a. Changes or errors in the information contained in the record submitted
electronically can be detected, and
b. Protect and prevent access and/or manipulation or access/use by an
unauthorized person.
THE BOARD OF TRUSTEES
1265
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Bonneville Joint School District No. 93
3. The District shall maintain a hardcopy of the actual signature of any District
employee authorized to provide an electronic signature in connection with school
board business.
Abuse of Electronic Signature
Abuse of the electronic signature protocols by any District employee shall serve as
grounds for disciplinary action up to and including termination.
Parent/Student Use of Electronic Signatures
With regard to documentation received by the District with an electronic signature from
a parent/legal guardian, so long as the following provisions are met, the District may
receive and accept such electronic signature as an original document:
1. Such communication with signature, on its face, appears to be authentic;
2. The District is unaware of any specific reason to believe that the signature has been
forged;
3. The District is unaware of any specific reason to believe the document has been
altered subsequent to the electronic signature; and
4. The signature is capable of verification.
Authenticity of Signatures
1. The District’s Superintendent/designee may, at their discretion, request that an
original of the electronic communication, signed manually by hand, be forwarded to
the District in a timely manner.
2. District personnel may periodically audit the authenticity of such signature via a
security procedure including such acts as making follow-up inquiry to the
individual/entity who has submitted an electronic signature.
Falsification of Signatures
1. Should it be discovered that a student has falsified a parent’s/guardian’s electronic
signature on an official District document, the student may be subjected to
discipline.
2. The District Administration is authorized, at their discretion, to thereafter only accept
manual signatures associated with any submitted school document.
THE BOARD OF TRUSTEES
1265
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Bonneville Joint School District No. 93
Definition:
Electronic Signatures or Digital Signatures: can take many forms and can be
created using many different types of technology. For the purpose of this policy an
electronic signature means any electronic identifier intended by the person using it to
have the same force and effect as a manual signature.
Adopted: 10-11-2017 Reviewed: Revised:
Cross Reference: Authorization of Signatures #1260
Legal Reference: 15 U.S. Code Chapter 96 - Electronic Signatures in Global and
National Commerce Act (E-Sign)