DocuSign and electronic signatures for human services contracts
DCJ has implemented the e-signature platform DocuSign to help manage our human service contracts.
DocuSign is a fast, simple way for service providers to review and sign contracts securely, without needing to download software or register for an account.
The use of DocuSign and e-signatures was made possible by temporary changes to the Electronic Transactions ACT 2000 (NSW) in response to COVID-19.
DocuSign will only be used to send contracts once they have been negotiated and agreed by all parties. Once the contract is ready to be signed, the process will be managed through the system.
What you need to do as a service provider
Nominate authorised signatories
The contract negotiation process hasn’t changed.
As part of the negotiation process, your DCJ contract manager will request the name and email address for each signatory for your contract in advance. The contract will be issued directly to them for signing. This is a security feature in DocuSign and allows for the signing process to track who signs a contract and when.
If you’re unsure who is authorised to sign the contract, please refer to our authorised signatories guide for assistance.
Watch out for email notifications
You won’t require a DocuSign account for this process.
Instead, each signatory to the contract will receive an email notification notifying there are documents available to review and sign. The email link is specific to the person signing and should not be forwarded. If signatories change please, notify your DCJ contract manager.
There are 3 options for signing a contract:
- Type your full name and choose a representation of your signature and initials from DocuSign.
- Use a stylus or mouse to sign and initial in the sections indicated.
- Insert a picture file or pdf of your signature into the contract.
Once the contract has been signed by all parties, it will be available from the Contracting Portal as normal.
If your organisation is unable to use DocuSign, you can still sign a contract using physical signatures. Speak to your DCJ contract manager to make the necessary arrangements.
DCJ contract managers will monitor the progress of contracts through DocuSign and follow up where there are delays in the process.
- The email sender will be ‘[Contract Manager] via DocuSign’.
- The email will include a secure link to the unsigned contract for signatories to download and read.
- The email will contain a unique security code in the footer.
If you receive a DocuSign email and you’re uncertain of its authenticity, forward the entire email as an attachment to firstname.lastname@example.org and notify your DCJ contract manager.
If you have any questions about the use of DocuSign or need assistance with the process, please contact your DCJ contract manager.
The DocuSign website also has support articles for signatories.