To change unit administrator, you will need to complete a "Change Unit Administrator" request form found on the Signature Desk website. Below you will find support documentation to help complete the form.

 

This form is used to update the unit administrator for a unit. The current *DEFINE unit administrator cannot sign this form. It must be signed by any *DEFINE unit administrator hierarchically above this unit as shown on the GG6 screen in *DEFINE, or a CUBO member or delegate as per the Financial and Administrative Services CUBO Members list.

If you have any questions, please email signaturedesk@austin.utexas.edu

 

 

• After selecting the Change Unit Administrator you will be asked if this unit is an academic unit. Depending on your answer to this question, you will be routed to the correct form to complete. Select either No or Yes and click Next.

 

 

If NO was selected continue below for additional support documentation.

If YES was selected continue to the steps after the Reminder for Academic Units for additional support documentation.

 

 

 

• If you selected NO, this unit is not an academic unit, please Enter your name and EID email in the Requester fields and the name and EID of the Authorized Signer in the Authorized Signer fields. Please be sure the person entered is a unit administrator (unit head) of the new unit's report-to unit or a higher unit administrator as shown on the GG6 screen in *DEFINE. The individuals listed on the GG6 screen for the reports-to unit are valid signers, and please be aware the unit head of the new unit is not a valid signer. The Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Members list, may sign in place of the DEFINE unit administrator. Any signatures needed from additional teams, such as the ASPM representative or Academic Affairs, will still be required if listed on the request form.

 

• Please click the Begin Signing button at the bottom of the page. This will generate a DocuSign form that will open automatically.

 

Using EID email addresses is required to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

 

• The DocuSign form will automatically fill in the date and the Requester’s Name, but please add in your EID in the highlighted box to the right of your name.

 

• Enter the Unit Code in the required field. This is the seven-digit code that identifies the Unit (the first four digits represent the official unit; the last three represent subunits within the official unit). You can quickly check GG6 or GG5 in DEFINE to see existing unit codes or you can look at the Current Unit Code List.

 

• Enter the Name and EID of the Current Unit Head (Administrator). Within *DEFINE this is referred to as a Unit Administrator, and within the Department System it is a Unit Head. Please be sure the person entered is a unit administrator (unit head) of the new unit's report-to unit or a higher unit administrator as shown on the GG6 screen in *DEFINE. The individuals listed on the GG6 screen for the reports-to unit are valid signers, and please note that the new unit head is not a valid signer. The Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Members list, may sign in place of the DEFINE unit administrator.

 

• Enter the New Unit Head Name and New Unit Head EID.

 

• Enter the Effective Date of this change. DEFINE will always create the unit on 9/1 of the current fiscal year. One year ahead can also be requested. However, a specific creation date can be specified for departmental or organizational units within the Department System.

 

• Click Finish to submit the DocuSign form. You will be automatically directed to a confirmation page and the form will be sent for signing. After it has been signed the Requester will be notified. The document will then be ready for processing by the Signature Desk. If there are any questions regarding the request, they will contact the Requester via the ServiceNow ticket. Upon completion of the request the Signature Desk will notify the Requester.

 

Please note that using EID email addresses is required for all Signature Desk form submissions to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

 

 

• If you selected YES, and your unit is an academic unit, you will receive a brief reminder that all updates involving academic units will route to Academic Affairs. After reading the reminder, please click Next to continue.

 

 

 

 

• If you selected YES, this unit is an academic unit, please Enter your name and EID email in the Requester fields.

 

 

Using EID email addresses is required to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

• Additional Departmental Approval (optional): This is an optional step for departments that would like a request to pass through someone else in the department for review prior to the request going forward to the signers for approval.

 

• Enter the name and EID of the Authorized Signer in the Authorized Signer fields. Please be sure the person entered is a unit administrator (unit head) of the new unit's report-to unit or a higher unit administrator as shown on the GG6 screen in *DEFINE. The individuals listed on the GG6 screen for the reports-to unit are valid signers, and please be aware the unit head of the new unit is not a valid signer. The Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Members list, may sign in place of the DEFINE unit administrator. Any signatures needed from additional teams, such as the ASPM representative or Academic Affairs, will still be required if listed on the request form.

 

Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services the CUBO Members list, may sign in place of the DEFINE unit administrator.  Any signatures needed from additional teams, such as the ASPM representative or Academic Affairs, will still be required if listed on the request form.

 

• After completing all necessary fields, please click the Begin Signing button at the bottom of the page. This will generate a DocuSign form that will open automatically

 

 

 

 

• The DocuSign form will automatically fill in the date and the Requester’s Name, but please add in your EID in the highlighted box to the right of your name.

 

• Enter the Unit Code in the required field. This is the seven-digit code that identifies the Unit (the first four digits represent the official unit; the last three represent subunits within the official unit). You can quickly check GG6 or GG5 in DEFINE to see existing unit codes or you can look at the Current Unit Code List.

 

• Enter the Name and EID of the Current Unit Head (Administrator). Within *DEFINE this is referred to as a Unit Administrator, and within the Department System it is a Unit Head. Please be sure the person entered is a unit administrator (unit head) of the new unit's report-to unit or a higher unit administrator as shown on the GG6 screen in *DEFINE. The individuals listed on the GG6 screen for the reports-to unit are valid signers, and please note that the new unit head is not a valid signer. The Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Members list, may sign in place of the DEFINE unit administrator.

 

• Enter the New Unit Head Name and New Unit Head EID.

 

• Enter the Effective Date of this change. DEFINE will always create the unit on 9/1 of the current fiscal year. One year ahead can also be requested. However, a specific creation date can be specified for departmental or organizational units within the Department System.

 

• Click Finish to submit the DocuSign form. You will be automatically directed to a confirmation page and the form will be sent for signing. After it has been signed the Requester will be notified. The document will then be ready for processing by the Signature Desk. If there are any questions regarding the request, they will contact the Requester via the ServiceNow ticket. Upon completion of the request the Signature Desk will notify the Requester.

 

Please note that using EID email addresses is required for all Signature Desk form submissions to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

 

Request processing time varies depending on the overall volume of requests and complexity involved in the type of request made.

 

 

 

Follow the link to download the pdf version of the support documentation for the Change Unit Administrator Signature Desk Request Form.