Signatures & Paperwork Routing

AdobeSign

CLAS has transitioned to AdobeSign which is administered by OIT. CLAS is covering the cost of AdobeSign for departments. If you need to add someone in your unit as a sender, please reach out to Kristie Kolesnikov

AdobeSign Workflows

The Dean's Office has a complex routing system for Documents that is well suited to AdobeSign workflows. Senders in CLAS now have access to workflows. You can view the walkthrough here or the video tutorial here

NOTE: ​The College of Liberal Arts & Sciences Dean's Office is fully remote in response to the coronavirus. Please use the DocuSign routing information above. We are not accepting paperwork at this time.

Paperwork must arrive in the Dean’s office in a labeled folder. The label should include:

• • Department name

  • Contact person (typically the lead staff)

  • Phone number

  • Building & suite number

Allow 24-48 hours for documents to be reviewed and signed. Sometimes a document routes through multiple people in the Dean's Office before it is ultimately signed.

CLAS Signature Policy

Recently the University Signature Policy was revised and included was a revision to the signature levels for Notice of Appointments (offer letters). In response to this and in an effort to simplify the process for departments, the Dean's Office has revised our signature policy. This policy takes effect on the first day of Spring Term, April 3, 2017.

Only Department Chair signature required for:

• • Adjunct Faculty

  • Adjunct Late Letter or Cancellation Form

  • Classified

  • Wage Agreements

  • Summer Wage Agreements

Dean's Office signature required for:

• • Academic Professionals

  • Administrative Stipends

  • Courtesy Appointments

  • Graduate Assistant Modification or Cancellation Form

  • NTTF Faculty

  • Fixed Term Faculty

  • Supplemental Wage Letters

  • Temporary Classified

  • Tenure-Related

  • Unrepresented (Un/un)

If you will not be routing a contract to the Dean's office please be sure to remove the Dean/Director signature block. If for any reason, you would like a Dean level signature on a contract it can still be routed to the Dean's office for review and signature.

Please ensure that these guidelines are followed when creating letters of offer for all types of appointments:

• • The most current HR letter template is used and the language in the letter does not deviate from the template. If additional language is needed, please contact your HR partner for further instruction and include documentation from HR if your revisions are approved.

  • The letter has the correct position number, index code and if applicable, activity code.

  • The letter is on the official department letterhead (in color).

  • The letter is free of spelling errors, grammatical errors and extra spaces.

  • The same font type and font size are used consistently throughout the letter.

  • The letter is signed by the Chair.

  • The signature line for the Dean is written as below, with no line above his name unless the template includes it:

Todd Rosenstiel, PhD

Dean

College of Liberal Arts & Sciences

• • When describing the person's duties, when appropriate, the language should be written in second person (you, your).

  • When the template letter includes an additional sheet such as a position description, pay schedule, welcome letter etc., please attach that to the letter on a standard separate page.

  • Many of the letters include multiple bracketed items such as [This agreement is contingent upon a background check], [working title], [return date], etc. Please review each letter to ensure that every bracket is filled out or removed, if appropriate.

  • And finally, please be sure that you allow plenty of time for the letter to route for signatures so that HR receives the letter before the employee begins working.

Tips

• • Please do not use 'sign here' tabs.

  • Please do not staple documents (paper clips are fine) - many times we make a copy or a scan once the document is signed and we don't want to ruin the integrity of the document by pulling staples out.

Deliveries

• • As long as the Dean’s Office is fully staffed, our student employees deliver signed documents back to departments at 10am & 2pm daily.

  • If there are specific details we need to know for deliveries to your office, please let us know.