Using Adobe Sign

The majority of the Office of the Registrar's student forms are initiated, reviewed, and approved electronically via Adobe Sign.

If a student requires your signature on one of our electronic forms, you must sign the document using Adobe Sign.

It is imperative that you regularly check your Cal Poly email account and/or your Adobe Sign account to ensure that student forms are completed as quickly as possible. Form completion delays will negatively impact students.

 

Adobe Sign Access

You may access electronic student forms that require your attention in two ways:

1. Email Notification

• When a student requests your digital signature, you will receive an email in your Cal Poly email account from either the student’s College Advising Center (if the College Advising Center initiated the form on the student's behalf) or the Office of the Registrar.
• Open the email and select the blue “Review and sign” button.
• To sign in, enter your Cal Poly email address.
• You will then be prompted to sign in using your Cal Poly login information. Do so.
• The form will open automatically. Fields that require your attention will be highlighted in yellow.
• Complete the required fields. Once completed, a blue “Click to Sign” button will appear at the bottom of the screen. A red arrow will appear above the button.
• Select “Click to Sign” to complete the form.

 

2. Your Adobe Sign Account

• Sign in to your My Cal Poly Portal.
• Locate the Adobe Sign link in your “My Apps” on the left-hand side of your screen.

         

• To sign in, enter your Cal Poly email address.
• At the top of your Adobe Sign account homepage, you will see a “Waiting for You” tab.

• Select the “Waiting for You” tab to access all outstanding student forms that require your attention.
• Open each form. Use the form completion instructions outlined above.
• You can also access forms that are "waiting for you" via the "Manage" tab (explained below).

 

Manage Your Agreements

Once you have accessed your Adobe Sign account, you can review forms associated with you that are in progress, waiting for you, completed, canceled, and/or expired.

Click on the "Manage" tab at the top of your Adobe Sign landing page:

Forms that you have initiated, signed, reviewed, canceled, or approved should appear in one of the "STATUS" sub-folders of the "Manage" tab:

• In progress - "In progress" forms are associated with you, but do not require action on your part at this time. An in progress form could be "in progress" because it is waiting for the next recipient to sign, approve, or review the form. In progress forms move to the "Completed" folder once all signatures or approvals have been collected.
• Waiting for you - Forms that appear in the "Waiting for you" folder require action on your part. You should regularly check this folder to ensure no student form is delayed.
• Completed - "Completed" forms have been fully filled, approved, and/or signed. Completed forms will only be retained for 90 days in accordance with the Adobe Sign retention policy. If you need a copy of a completed form, you should download the copy from Adobe Sign.
• Canceled - "Canceled" forms have NOT been filled, approved, and/or signed. Either you or another member of the recipient order canceled or elected not to sign the form. Canceled forms will also only be retained for 90 days in accordance with the Adobe Sign retention policy.
• Expired - "Expired" forms have reached the 90-day limit and are no longer available for download or review (in accordance with the Adobe Sign retention policy).
• Archived - "Archived" forms have been archived by you. This folder will likely remain empty.
• Draft - "Draft" forms are forms that you are still creating. This folder will likely remain empty.

 

Delegating a Document

If you receive a student form that is not meant for you (or should be directed to another signer instead), you can delegate the form within your "Manage" tab.

First, open the "Waiting for you" STATUS sub-folder to find forms that require your attention.

Once you have located the form you want to delegate, click the pen icon to "Sign" the document.

Once you have opened the form that has been assigned to you, select the "Options" drop-down menu in the upper left-hand corner. You will see the "Delegate signing to another" option.

Please note: You would also use the "Options" drop-down menu to select "Decline to sign." You should only "Decline to sign" a student form if you want to cancel the form (if you disapprove of the request, if there are errors in the form fields, if the student requested that the form be canceled, etc.).

To delegate the form, simply enter the Cal Poly email address of the person you would like to delegate the form to and hit the blue "Delegate" button.

Entering a message is encouraged so the new recipient understands why the form is being transferred to them.