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Page History
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On June 30, 2000, Congress enacted the Electronic Signatures in Global and National Commerce Act ("ESIGN"). The result of this Act made it possible for an electronic signature to be used as a valid replacement of a traditional pen and ink signature. For GCMReliant, the broader application of ESIGN on the processing of day to day forms and documents in the Headquarter office will now make it possible to accept them as “signed” with the use of electronic means.
This GCM Reliant Policy is also intended to make thing easier for our staff and staff supervisors when submitting GCM Reliant documents and forms to the Headquarters office. It focuses on electronic signatures for forms and documents only, and is not intended to address any GCM Reliant online website electronic signatures issues.
For GCM Reliant forms and documents, the most typical application and use of an electronic signature (but not limited to) would be using an email to serve as an electronic signature.
Legal definitions that relate to ENSIGN ELECTRONIC RECORD- The term means a record created, generated, sent, communicated, received, or stored by electronic means. (For GCMReliant, this will most typically be an email or form or document that is attached to an email.)
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Important Note: A FAX of a document that is personally signed is already considered a legally valid document and will therefore is not affected by this policy. The same applies to a PDF copy of a document that is personally signed which is sent as an attachment to an email. This is also already considered legally valid.
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Policy StatementGCM Reliant will allow an electronic signature to be accepted as a valid replacement of a traditional pen and ink signature for forms and documents used and processed by the GCM Reliant office. For the purpose of further clarity, GCM Reliant will accept an email from the signer of the form or document to serve as a valid signature. GCM Reliant will also accept a form or document that is electronically attached to an email. The email and/ or the attached form or document must: • Identify and authenticate the particular person as the source of the message (see below), and • Clearly indicates the person’s approval of the information, form or document they are intending to electronically “sign”. NOTE: If the form or document attached to the email includes the e-signer's authenticating and identifying information (see below) on the actual document, then email itself does not need to duplicate the identifying info. The email from the sender needs to be kept as additional supporting proof of authentication of the e-signed form or document. Authentication and IdentificationFor GCM Reliant field employees and associate staff, authentication and identification must be supported by the sender with including all the following in their email: For any Non-GCM Reliant employees and associate staff, authentication and identification must be supported by the sender with including all the following in their email: This required information above can also be entered directly by the provider onto the actual form or document. The form or document can then be attached to an email. This method will also serve as a valid electronic signature (as mentioned in the Policy Statement above).
Authentication and Identification - OFFICE STAFF ONLYFor GCM Reliant office staff only: If the sender of the e-sign email is an office staff, and they are sending their e-sign approval action or e-sign approval of an attached form or document, then authentication and identification is automatically supported by the sender solely by virtue of the email being sent from the sender's GCMWebreliant.org email address. Their email still needs to include the following: |
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Form and documents that were accepted by the GCM Reliant office with electronic signatures prior to the adoption of this Policy will still be considered valid. As long as the acceptance was after June 30, 2000 – this was the enactment date of the ESIGN Act.
Forms on which
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Reliant will allow an electronic signature.
The following Forms can be submitted using an electronic signature (including but not limited to):
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IV. Ministry Grant Forms
• Grant Request Forms
• Grant Questionnaire
V. Event Forms
• All GCM Reliant Liability, Release, Medical Permission Waiver forms
• All GCM Reliant Medical Disclosure Forms
Forms on which
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Reliant will NOT allow an electronic signature (must still be hand-signed).
The following GCM Reliant forms must be submitted with an actual signed signature:
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Important Note: If desired, the form can also be hand-signed first, and then a valid copy of the signed form can be e-mailed as a PDF attachment or faxed to the GCM Reliant Office.
