Business Affairs and the Office of Information Technology have partnered to offer DocuSign to all university departments at no additional charge. DocuSign offers state-of-the-art features, ACE account login, and integration with systems such as Salesforce, Hyland OnBase, Google Workspace, and more.
Service description
DocuSign is a cloud-based electronic signature service that allows users to easily send, sign and store documents, contracts and other agreements in a secure, online location.
Key Terms
| Term |
Definition |
| Account |
A container of users and envelopes for a department or team. Each department or team will receive their own DocuSign account. |
| Sender |
A person who has access to one or more DocuSign accounts and can create and send new envelopes. |
| Envelope |
A single signing transaction which can contain one or more documents. An envelope is routed to configured signers until all signers are complete. |
| Signer |
A person who receives a document to sign. |
Service plan and feature availability
Our agreement will provide departments with DocuSign Enterprise Pro with unlimited senders and envelopes. This plan includes most advanced features including:
- HIPPA and BAA (see below)
- Locked templates
- Formulas & advanced fields
- Drawing fields
- Signer attachments
- PowerForms
- Bulk send
- Agreement actions
- Retention policies
- Conditional routing
- Supplemental documents
- Signing groups
- Document visibility
- Delayed routing
The following features are disabled by default and may incur a charge if requested by the department. Contact OIT to enable these features:
- Identity Verification with photo ID or security questions1
- SMS delivery
Limits and restrictions
DocuSign Enterprise is for University business only. Departments may only send University related envelopes from their department’s account, and signers may only sign University related envelopes using their University email address.
Additionally, there are license and technical limits for the following components:
| Component |
Limit |
Restrictions |
| Administrators |
Unlimited |
Administrators must be named users |
| API request limit |
3,000 API calls per hour per account
30-second burst limit of 500 calls |
Default limit per account |
| Envelopes sent |
Unlimited |
See DocuSign for technical limits on documents within an envelope |
| File formats |
Most document, image, presentation, and spreadsheet formats without a password |
See DocuSign for specific formats |
| ID Verification |
0 included verifications |
Component is a paid add-on. Departments cannot use ID Verification features unless specifically purchased for their account1 |
| SMS Delivery |
0 included messages |
Component is a paid add-on. Departments cannot use SMS delivery unless specifically purchased for their account |
| Templates |
Unlimited |
|
| Users who can send envelopes |
Unlimited |
Per DocuSign and UNLV policy, generic accounts may only be used by one person. It is not recommended to use generic accounts, except in specific use cases. |
[1] Envelopes sent to signers with an @unlv.edu or @unlv.nevada.edu email address will be automatically required to sign in with ACE which is protected by multi-factor authentication.
HIPPA and BAA compliance
OIT has secured a master Business Associate Addendum for the entire UNLV DocuSign system. All accounts are by default covered by this BAA for HIPAA Covered Entities and HIPAA Business Associates. For a copy of this BAA, please submit a ticket to OIT.
Service cost
Business Affairs has funded a campus-wide license for DocuSign at no additional cost to departments at least until May 2026. Departments will be notified in advance of any changes to this funding model.
Support description
The central administration of DocuSign is provided by the Office of Information Technology, with the IT Help Desk providing the first point of contact. Departments utilizing DocuSign will be responsible for day-to-day usage of DocuSign for their department.
Support provided by OIT
- Disruptions or outages of the DocuSign platform
- Creation and setup of new DocuSign accounts
- Assignment of first (and second) administrator(s) to new accounts
- Creation of custom email addresses for DocuSign accounts
- Maintenance of integration with ACE for single sign on
- Communication to registered DocuSign administrators
If OIT receives support requests regarding DocuSign usage:
- End users will be directed to their department’s DocuSign administrator registered with OIT.
- If a DocuSign administrator submits a support request, OIT will assist the administrator as available with the request, including escalating to DocuSign support if necessary.
Department responsibilities
- Addition and removal of users with sending access within their DocuSign account
- Maintenance of users with administrative rights
- Maintenance of department account settings and preferences
- Creation of documents, templates, and workflows for use in DocuSign
- Storage of completed documents
- All other day-to-day usage of DocuSign for their group/unit/department
Training
Self-paced training is available from DocuSign with DocuSign University. All users have access to DocuSign University though their DocuSign user account issued by UNLV.
Additional training and support is available from the DocuSign knowledge base.
OIT may provide training upon request on an as available basis.
Service standards
To promote consistency of the use of DocuSign across UNLV, OIT has created standards for how DocuSign accounts are created.
Account structure
As each DocuSign account is separated from all other accounts, it is important to consider when to create a new account or join an existing account for a particular unit.
OIT requests that departments speak with their unit leadership prior to requesting a new DocuSign account to determine the optimal account structure for their team. If a particular unit already has a DocuSign account, OIT may contact that account administrator for guidance on creating new accounts.
Account names
All DocuSign accounts have an official name which is referenced on the account users log in to, and when signers sign documents. All DocuSign account names follow this naming convention:
- UNLV - [Department or team name]
- UNLV - [Unit/School/Office name] - [Department or team name]
All accounts offer a display name function as a part of their branding, so departments may customize the name shown to signers.
Email addresses
The @esign.unlv.edu email domain has been created to build trust with users and to verify signing requests originating from a UNLV DocuSign account.
DocuSign accounts may request a custom email address in the format of: [department or team name]@esign.unlv.edu.
If an account does not select an email address, it will be defaulted to docusign@esign.unlv.edu.
Administrator designation
All DocuSign accounts must have at least one primary administrator registered with OIT. A secondary administrator may also be named if requested by the department.
It is the department's responsibility to notify OIT if an administrator has changed. It is important to keep the account’s administrator contacts up to date as OIT will use this information to contact administrators with service information. End users will also be directed to their account’s DocuSign administrator if they contact the IT Help Desk.
Authentication
OIT manages DocuSign’s integration with the ACE account centrally for the @unlv.edu and @unlv.nevada.edu domains. All users with UNLV emails will be prompted to sign in with ACE when accessing DocuSign as a sender, or when opening an invitation to sign a document.
Recommended account settings
OIT will prepare and maintain documentation with a list of recommended account settings. New accounts will have these default settings applied by OIT. The administrators for the account may change these settings as their group’s needs require.
Electronic signature legal disclosure
An Electronic signature legal disclosure is a disclosure signers must agree to before electronically signing a document. DocuSign provides a mechanism to collect these agreements before signing. UNLV does not require the use of an Electronic signature legal disclosure. However, a disclosure may be useful if you frequently have non-UNLV signers and want to advise them on how to contact your department to receive copies of documents.
By default, the legal disclosure will be disabled. If you wish to enable it, follow instructions from DocuSign Support to utilize their pre-built disclosure.