School districts have specific signing orders which have been verified by each school district. To add that school district signing order:
1. Under “Add documents,” click the yellow Upload button and select “Use a template” from the dropdown menu.
2. In the template selection window, click the dropdown arrow next to Shared Folders > Contracts and click on School District Templates May 2023.
3. Click the checkbox next to the school district the contract is with and click the yellow Add Selected button below. You will then see the contract templates added as documents and the district signing order added below.
4. Click the three dots to the right of the contract type you are NOT using (revenue/expense) and select Delete Document. You should then have two documents: the completed contract from your administrator and a draft contract of the same type.
5. Review the signing order for accuracy, completeness, and duplicates. The department assistant will now be below the superintendent but before the school district in the signing order. To ensure you receive a copy of the finalized contract, edit the signing order to place you as the final review step by either:
  1. Dragging or re-numbering your step to be the final step in the order, or
  2. Deleting your step and adding a new step for yourself to the end.
  3. If there are any additional individuals involved in the contract development process who need to receive a copy, you may add those individuals by going to “Add a Recipient,” assign them to “Receive a Copy” and place them at the end of the Recipient List.
Under “Add envelope custom fields,” make sure you have the correct fiscal year selected for the contract. If creating a contract for a future fiscal year, click the dropdown menu under FiscalYear to select a different year.
1. NOTE: The ESD 123 Fiscal Year is September 1 – August 31.
Under “Add message,” manually replace the “(INSERT Service Title)” text with the contract title into the email subject, as well as the district/contractor and contact name as indicated below in the email message, or write a custom message if desired. The department and fiscal year will auto-populate in the email subject based on the dropdown menus under “Add envelope custom fields”.
Once the contract is uploaded and all steps above are complete, click the purple next button.
In the contract window that opens, you will have two copies of the contract template; the first is the filled out contract with ESD 123 signing fields overlaid and the second will be a blank template with school district signing fields.
In the first contract, adjust the placement of the ESD 123 DocuSign fields depending on the content of the contract document.
- Tip: You can select multiple fields by holding down your mouse button and dragging the box that appears over the fields you want to select.
Copy the district signature fields from the second blank contract and paste them on the first contract:
1. Select and copy the district signature fields on the second blank contract.
2. Go back to the first contract page with the full contract information and paste the district signature fields onto the contract template alongside the ESD signature fields. Adjust as needed.
3. Delete the empty textboxes under Name / Title / Tax information as they are not needed for district contracts.
Delete the now empty contract pages by clicking Actions > Edit Document, or by clicking the trash can icon at the bottom of the page previews in the right sidebar.
Select the expense or revenue account code associate with the contract from the drop-down field. Be sure to also select the object code and fiscal year from the separate drop-down fields as well.
- NOTE: The account code information and grant information fields below the ESD 123 superintendent signature space are able to be edited by any person in the signing order. If you add a text field for any reason, be sure to update the "Collaboration" settings to allow editing.
Double-check your work before continuing. The ESD only has a limited number of contract envelopes available per year, making it critical that we minimize the need for amended contracts.
Once the form is complete and reviewed for accuracy, click the purple Send button to push it out for signatures.
Enter the contract details in the 2025-2026 Contract Tracking Spreadsheetin your department's tab to support agency tracking of contracts. The yellow headers indicate fields required for inclusion in the board packet. Any other fields are optional.

Educational Service District 123

DocuSign Contract Instructions

Educational Service District 123