Submitting Forms Electronically

The Registrar’s Office accepts electronic approvals from our faculty and staff members for all our forms. All forms available on the Registrar’s Office webpage have been uploaded as fillable PDFs.

Students remain responsible for collecting the necessary signatures for any forms they are submitting. Our office can not process a request without the necessary approval(s). Please note the following:

Students are expected to complete the form online and send it to the relevant faculty/offices for approval via email. Approvers can then electronically sign the document and return the form as an attachment to the student. Alternatively, a faculty or staff member may reply to the email indicating their approval. Once all signatures have been collected, the form, with all signatures and/or email approvals, must be sent as one document to registrar@oxy.edu. If there is any additional documentation that is required for a faculty or staff member to review prior to approving the form, please be sure to include it in your original email. Any documents attached to your email should be in PDF format. Feel free to use any one of the many options for PDF creation for use with a laptop or a phone.

If you cannot meet or locate your adviser, the chair of your adviser's department/program may sign for your adviser.

Instructions for Students

  1. Go to the Registrar’s Forms Page.
  2. Click the link for the form you need. The form will open in a new browser tab.
  3. Depending on your browser, download (Chrome/Firefox) or save (IE/MS Edge) the form to your computer.
  4. Open the form with Adobe Acrobat Reader DC (download Adobe Acrobat Reader DC for free).
  5. Fill in the form by typing your information in the blue squares.
  6. Click to add your signature in the box that has a red tag icon and labeled as the student signature field, like this: 
    • Click “Configure Digital ID” (This step only needs to be done once. If you have previously created a Digital ID, you may use it and skip to step 7).
    • Click “Create a new Digital ID”, then “Continue”.
    • Click “Save to File”, then “Continue”.
    • Enter your full name and oxy.edu address (other fields are optional or pre-filled),  then click “Continue”.
    • Indicate a location to save your file, create a password, then click “Save”.
    • Choose the Digital ID that you want to use for signing, then click “Continue”.
    • Enter the Digital ID PIN or Password, then click “Sign”.
  7. ​​​​​​The tool will prompt you to save the document to your computer. We recommend that you change the file name to identify the file as yours (for example, “schedule_adjustment_form_J.Smith.pdf”).

After saving, the form will update with your digital ID inserted in place of a signature. It will look similar to this, with the Adobe Acrobat watermark:

  1. Send the completed and signed PDF to those who need to approve your request by email. In your message please copy and paste this text as instruction to the approver: “If you approve, please a) download, sign, and return the PDF file to me as an attachment, or b) reply to this message with a statement that says, I approve [STUDENT’S NAME] request for [REQUEST].”
    • DO NOT print and sign your form before sending to faculty/staff for approval. By doing this, you are eliminating the option for any subsequent approvers to digitally sign the paperwork. Please be mindful that not everyone has the same access to the technology necessary to easily print and scan documents.
  2. ​​​When you have received all of the required approvals, send one email to registrar@oxy.edu, and include the following as attachments:
    • The signed PDF document(s),
    • Screenshots of any email approvals
    • Any other documentation in support of your request.

To ensure that your form can be processed efficiently, it is important to send all approvals in a single message. Any missing components or signatures will cause a delay in processing your request.

Instructions for Faculty & Staff

We will accept electronic signatures or emails stating approval from our faculty and staff.

Email Approval

  1. Carefully review the request and any supporting documentation to determine if the student’s request should be approved.
  2. Respond directly to the student (do not cc: the Registrar’s Office) with a statement that says:

“I approve [STUDENT’S NAME] request for [REQUEST].”

If your approval is conditional please be sure to explicitly indicate the conditions and how our office should proceed with the request if the conditions are not met.

Electronic Approval

  1. Download the form sent to you by the student (.pdf file).
  2. Open the form with Adobe Acrobat Reader DC (download Adobe Acrobat Reader DC for free).
  3. Check the appropriate boxes, or fill in the appropriate information as indicated for your approval, including “Print Name” and “Date”.
  4. Click to add your signature in the box that has a red tag icon and is labeled for your particular role (Instructor, Adviser, Student Accounts, etc), like this:
    • Click “Configure Digital ID” (This step only needs to be done once. If you have previously created a Digital ID, you may use it and skip to step 5).
    • Click “Create a new Digital ID”, then “Continue”.
    • Click “Save to File”, then “Continue”.
    • Enter your full name and oxy.edu address (other fields are optional or pre-filled), then click “Continue”.
    • Indicate a location to save your file, create a password, then click “Save”.
    • Choose the Digital ID that you want to use for signing, then click “Continue”.
    • Enter the Digital ID PIN or Password, then click “Sign”.
  5. Save the document to your computer. The form will update with your digital ID inserted in place of a signature. It will look similar to this, with the Adobe Acrobat watermark:

  1. Send the completed and signed PDF to the student as an attachment.
    • DO NOT print and sign a from before returning the form to the student. By doing this, you are eliminating the option for any subsequent approvers to digitally sign the paperwork. Please be mindful that not everyone has the same access to the technology necessary to easily print and scan documents in order to submit their request(s).

 

Mac Computer Tips
How to take a screenshot

PC Computer Tips
How to take a screenshot

Adobe PDF Resources
How to sign a PDF

Gmail Resources
How to attach a file to Gmail

Last updated: March 25, 2020 8:14 AM