DocuSign Forms
- Eliese Maxwell
- Norienne Saign
- Erica Lennard
- Kelsey Darvin
The Academic Affairs forms listed below are filled out and routed for signatures via DocuSign.* This process electronically sends the forms from the department/program to the GEPA staff and to the Registrar.
- Forms must be initiated by the graduate coordinator or program staff member.
- Go to https://docusign.ucsd.edu. From the homepage, click on the "Templates" tab at the top of the page.
- On the left side click on the dropdown arrow next to the 3rd header, “SHARED FOLDERS,” and then click on the folder, “Graduate Division.” This brings up all GEPA form templates listed below.
- Identify the desired form, click on the blue “USE” button to the right of the form name. This brings up a Recipient form/list to fill out.
- The coordinator enters his/her own name and email address, as well as the names and institutional email addresses of the faculty who need to sign the form.
- NOTE: You will need to delete recipient fields that are not applicable. For example, on doctoral forms there are fields for up to 7 committee members; you will need to delete any extra by clicking on the X to the right of the text field.
- Be sure to use the official active directory email addresses for all UC San Diego personnel (@ucsd.edu only, no special domains). The DocuSign account is linked to the active directory email address. If an alias or special domain address is used, that person will not see the form if they log into DocuSign with their active directory email address.
- The student's name auto-populates into the "Email Subject" line at the bottom of the Recipient form. Modify this line to include the student's degree type, major code and PID either before or after the Student Name field (displayed as [[Student_UserName]]), being careful not to delete the Student Name field (eg: "Graduate Student General Petition – PhD AN75 A23456789 [[Student Name]] – Action Required"). This will assist program staff and GEPA in organizing forms.
- Once all appropriate faculty names and institutional email addresses are entered, click the blue "SEND" button at the bottom of the page. The form can be filled out immediately via the pop-up box with the “Sign Now” button. Alternatively, an email is sent to the coordinator with a link to access the form.
- The coordinator clicks on the link in the email message, OR can go directly to the DocuSign "Inbox" or "Action Required" tab and click on the blue "Sign" button.
- Once the form is filled out, click the yellow "Finish" button and the form routes to the designated faculty.
- Once all required signatures are collected the form is automatically routed to the Graduate Division GEPA.
- The coordinator is responsible for tracking forms and following up on them to ensure timely completion. Click on "Waiting for Others" on the left side of the DocuSign homepage to view the status.
- To resend a form, click on the "RESEND" button to the right of the form name. It will resend to all parties whose signatures are pending.
See the sections below for any specific instructions on routing particular forms.
One form is initiated by the student: the Dissertation/Thesis Signature Page. **JDP Students at SDSU must continue to follow the DocuSign process for the signature page. Non-JDP Students do not need to complete a signature page; this is incorporated into the Final Report Form. Information about this form is at the bottom of the page. The link for the SDSU JDP students is available on the GEPA website, in the formatting manual, and on the check list they receive from the GEPA advisors. It is the student's responsibility to initiate and route this form. This section is provided to graduate coordinators for informational purposes only - please do not share this page with your students.
*Please note that Campus spam filters sometimes intercept DocuSign emails. If you or your faculty fail to receive emails from DocuSign, check https://spam.ucsd.edu using your AD credentials to release any DocuSign email. It is recommended to choose, "Release and Allow Sender."
Links
Correcting a Sent Docusign form (editing Subject Line and adding signers)
The Joint Doctoral Programs' guide to Adobe Sign (with SDSU).
Click here to see a video of GEPA's DocuSign presentation.
Click here for some tips on using DocuSign. (We will update this page as needed. If you have tips you would like to add please contact Norienne Saign at nsaign@ucsd.edu or Eliese Maxwell at etmaxwell@ucsd.edu).
Click here for tips for faculty on signing App to C forms.
To access the form, click on its title below
General Petition
UG Waiver/Transfer Credit (to a Master's Program)
Duplicate (Academic) Master's Degree Form
Application to Candidacy - Master's (Cover Sheet)
Doctoral Advancement to Candidacy