Guide for Signing and Sending Digital Documents for Students and Teachers

Guide for Signing and Sending Digital Documents for Students and Teachers

As established by Ordinance No. 360, of May 18, 2022, of the Ministry of Education, the production of new documents that are part of the academic collection in physical format is prohibited. Thus, the importance of using fully digital documents is emphasized. This page aims to facilitate the process of signing and sending digital documents by students and teachers to the Program, ensuring compliance with current regulations and acceptance of documents sent by the Program Secretariat.

1. Digital Document Signing

A digital signature is mandatory to validate academic documents in a safe and legal way. Use certified platforms such as gov.br, IGP Edu and similar. The PPG website has a specific page with usage guidelines.

1.1 Document Access and Preparation

Access your preferred digital signature platform, authenticate or register as instructed on the signature portal.
Check that the document to be signed is in the correct format (preferably editable text) and without errors or omissions.
Convert your document to PDF format, as this is the only format accepted for the signing process and sending to the Secretariat.

1.2. Digital Signature Process

In your chosen signature platform environment, select the function to add a signature and upload the PDF file you want to sign.
Upload or open the PDF document that needs to be signed
Complete the subscription process by following the specific instructions provided by the platform.
Save the document once the digital signature has been applied correctly.

1.3 Verification of the Signed Document

After signing, review the document to ensure the signature is visible and correct.
Confirm that all information remains legible and that the document has not changed after the process is signed.

Specific guidelines, tutorials and explanatory videos can be accessed on the Program website (click here to open the guidelines)

2. Sending Digital Documents

Properly sending digital documents is important to be accepted by the Program. Follow the guidelines below:

2.1 Document Format:

Please ensure that all documents submitted are in PDF format.
Documents in other formats (such as Word, JPG, PNG) will not be accepted and will need to be converted.

2.2 Document Quality and Presentation:

Do not insert images or photos of manual signatures into documents, for example, a document with a photo of the signature inserted in the PDF. Such documents will not be accepted.
Make sure the document you send is the original digital version and is clear and legible.

2.3 Shipping Procedure:

Documents must be sent exclusively electronically (via email or Google form as directed by the Secretariat); Physical documents will not be accepted.
Physical documents will only be accepted if they are scanned clearly and completely, using a scanner, and sent electronically. Scans must be legible, contain the front and back of the document when it has more than one page, and must not have cuts on the sides. Photos taken with cell phones, similar devices or scanned through the CamScanner app will not be accepted.

2.4 Confirmation of Receipt:

Documents sent via Google Form automatically generate a receipt. Therefore, when the student receives the receipt in their registered email, it means that the secretariat has already received the document. It is not necessary to send an email requesting confirmation of receipt.

3. Additional Considerations

3.1 Multiple Subscriptions:

If the document requires signatures from multiple parties (such as student and advisor), ensure that all parties can sign the document without restriction.
Arrange the signature order if necessary and check each signature after each step.

3.2 Important Restrictions:

Photos of documents or scanned manual signatures are not accepted. Only use subscriptions made through certified digital platforms.
Remember that documents signed digitally and later printed lose their legal validity.

If you have any questions, please contact ppgpsico@ufrgs.br