TSCA DocuSign help videos: Marine port - Enrolment site

Logging into and navigating your DocuSign inbox

Log into DocuSign using your email address and password. If this is your first time logging in to DocuSign, you will be asked to create a password.

Once you log in, you will see a dashboard showing you envelopes from the last six months. “Action required” shows you envelopes that require your signature. “Waiting for others” shows envelopes that are waiting for someone else to sign. As marine port enrolment sites act as both authorized signatories and enrolment officials, you may see envelopes in this category. “Expiring soon” shows envelopes that will expire following inactivity. For now, the expiry dates are quite lengthy so you shouldn’t see any envelopes here. “Completed” shows how many envelopes are completed. We will clear these out on a regular basis.

Select the “action required” tile. This will show you your inbox and the envelopes that are waiting for signatures. You can change the date range by selecting “edit”, then changing the date and selecting “apply.” You can also use the “quick views” to review envelopes by these same categories. Select “inbox” to view all envelopes including completed and declined envelopes.

You can also search by name or date of birth. 

Previewing applications

To preview an application before signing it, click on the applicant’s name. This opens the envelope summary page. On the right-hand side you will see two PDFs of the application. The first one is just the first page. The second is the rest of the application including supporting documentation. To view them, simply select the thumbnail. You can then review the application in PDF format. Use this option if you’re previewing or prevetting an application prior to an applicant coming in for a verification appointment. 

Signing as an authorized signatory

If you are signing as an authorized signatory, you may do so at any point. You do not have to wait for the applicant to be present.

Search for your envelope in your inbox. Once you are ready to sign, select “sign.”

Once you enter the DocuSign signing process, your first step will be to review the additional information here on the top left-hand side. Then select “continue.”

DocuSign will automatically print your name as the authorized signatory.

As marine ports do not have preclearance areas, DocuSign will automatically select “no” to the need for preclearance.

Select the yellow “start” flag to go to your first signing spot, then select the yellow “sign” flag.

When you first add your signature, DocuSign will give you the option to edit the spelling of your name, change the style of your digitized signature, or draw or upload your own signature. When you are ready, select “adopt and sign.”

Signing as an enrolment official

If you are signing as an enrolment official, be sure not to sign an application until you have the applicant in front of you, and you are taking their fingerprints and verifying their ID.

Search for the envelope in your inbox. Once you are ready to sign, select “sign”.

Once you enter the DocuSign signing process, your first step will be to review the additional information here on the top left-hand side, then select “continue.”

Select the yellow “start” flag to go to your first signing spot, then select the yellow “sign” flag.

When you first add your signature, DocuSign will give you the option to edit the spelling of your name, change the style of your digitized signature, or upload or draw your own signature. When you are ready to sign, select “adopt and sign.”

Finish later

When you open an application in signing mode, you check it out, similar to if you were editing a document on SharePoint. This means that no other enrolment officers can access the application to sign it if it’s checked out to you. If you need to leave the application and come back to it, do not close the window or tab. Instead, select “other actions” then “finish later.” This will check the application back in so you and your fellow enrolment officers can open it in signing mode later. 

Entering comments

When you are signing as an enrolment official, if you notice something wrong in the application that can be confirmed with supporting documentation, such as the date of birth is the third instead of the second, you can use the new “enrolment official comments” box at the bottom of page 9 to leave comments for Transport Canada SSP.

Declining to sign an envelope

Whether you are signing as an authorized signatory, or as an enrolment official, if you notice something wrong in the application that cannot be confirmed with supporting documentation, such as missing statements of activities, a name is wrong, or supporting documentation is missing from the application, and the applicant needs to start a new TSCA, you can decline to sign the envelope.

Select “other actions” then “decline to sign.”

Review this caution information then select “continue.” Enter a reason why you are declining the application. This comment will stay in the file and will be visible by Transport Canada. Please be as clear and professional as possible, so we can use this to improve the application where possible.

Do not select this checkbox as this will stop all future applications from coming to you. Once you are ready, select “decline to sign.”

Submitting the envelope

Once you have signed where directed and reviewed the supporting documentation at the bottom of the application for clarity and correctness, select “finish” at the top of the application to submit it and complete the process. 

AFIS and fingerprinting

If you are using Livescan to collect and submit AFIS information, you no longer need to scan the application or supporting documentation. Enter “0” as the number of pages to scan, then enter the first eight digits of the TSCA number into the “Contributor individual reference number” field in AFIS so Transport Canada can match the AFIS with the correct TSCA from DocuSign.

To view the TSCA number, you can select the file, then select the first page of the PDF on the right-hand side. The TSCA number will appear at the top.

You are no longer required to mail anything in to Transport Canada.

If you do not use LiveScan, you are still required to mail in the fingerprint cards and a mugshot to Transport Canada. Please write the first eight digits of the TSCA on the fingerprint card so Transport Canada can match the fingerprints to the correct application.