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Qualified electronic signature

I inform that pursuant to the rules introduced by the funding institutions (e.g. the NCN, Ministry of Science and Higher Education, NCBiR) concerning the administrative support of projects in an electronic form with the use of a qualified signature and a new contract currently in force (no CRZP/UJ/I/934/2020), until 3 September 2022, purchases of electronic signatures (certificates) will be made at the company Enigma Systemy Ochrony Informacji Sp. z o.o., with its registered office in Warsaw, ul.  Jutrzenki 116.

All grant project managers (principal investigators) in projects implemented at the JU (entities other than JUMC) are requested to follow the procedure described below for purchase or renewal of an electronic certificate for a qualified signature.

In accordance with the guidelines published on the website of the JU Office of IT Services https://dui.uj.edu.pl/podpiselektroniczny, in order to obtain an electronic signature certificate or to renew an extant one, please follow the steps listed below:

  1. Fill out the electronic signature order form provided as template available on the above-mentioned website..
    • Persons purchasing the certificate for a qualified signature are advised to order the qualified certificate for electronic signature set valid 2 years (item 5 in the table of the electronic signature order form).
    • Persons purchasing a renewal of the certificate for a qualified signature are advised to order the qualified certificate for electronic signature set valid 2 years (item 8 in the table of the electronic signature order form) – if they have a valid certificate purchased from a different company.
    • In the case when the certificate purchased from a different company is no longer valid, a new certificate for electronic signature set should be ordered and purchased.

  2. The document filled out, printed and signed, by the contracting authority and the head of the project's host entity (i.e. dean, director/head of other host entity) a scanned version of the  document should be sent in to Ms Anna Franczak Bucka at the Project Support Centre, at: anna.franczak-bucka@uj.edu.pl. Once the data of the grant project manager (principal investigator) have been verified by the PSC, the certificate for electronic signature order form will be forwarded to:
    • In the case of grant project managers (principal investigators) who hold the power of attorney for a grant project manager or their deputy, who act as administrators of the project funding, to the JU Office of IT Services. Further procedure follows as per the guidelines below, under points 3- 5.
    • In the case of grant project managers (principal investigators) who commence the implementation of a project and do not hold a grant project manager’s power of attorney, for acceptance, and, subsequently, to the JU Office of IT Services.
  3. After the receipt of the certificate for electronic signature order form, pursuant to points 2a or 2b, the JU Office of IT Services presents the form for acceptance to the JU Bursar and the JU Vice-Rector for Educational Affairs. In the next step, the signed document, in an encrypted form, will be emailed by the JU Office of
    IT Services to the company in charge of issuing electronic signatures to the JU. 
  4. Once an email has been received from the address podpiselektroniczny@uj.edu.pl at the JU Office of IT Services,  with the information that the certificate for electronic signature order form has been delivered to the  Enigma company, the grant project manager may:
  5. After receiving an email from the cencert.pl shop about the completion of the order, the project manager  Contacts the company's representative, Mr. Michał Fortuna, in order to agree on the method and date of certificate collection (FORTUNA PHU Michał Fortuna, ul. Kozia 14/18, 43-300 Bielsko-Biała, phone no 501 746 544, from 9 a.m. to 5 p.m.). 
  6. After the service has been provided, an invoice for the purchase of an electronic qualified signature will be sent to the e-mail address of the grant project manager or their deputy, which should be delivered for payment within the deadline indicated in the document. In accordance with the provisions of the contract, the invoice should be accompanied by a signed certificate handover-receipt protocol, issued by the company delivering the set.

Please note: A request for purchase or renewal of a qualified certificate for electronic signature may be made only by a person with an email address at the domain: @uj.edu.pl.

If the grant project manager has no email address at the domain @uj.edu.pl, please contact the project supervisor at the PSC, in order to create a guest account.
A request for a guest account is available at the JU Office for IT Services at: https://pomocit.uj.edu.pl/formularze in the ‘Application’ section.

In the case of persons (grant project managers) on civil-law contracts, in order to activate an account at the JU domain, it is necessary to contact the JU Office for IT Services, IT Help  (phone no 12 663 50 70, 12 663 50 71, 12 663 50 72, email: pomocit@uj.edu.pl).

I recommend that you commence the process of certificate renewal no later than 10 working days before the certificate expiry date. Once the certificate has expired, it will be necessary to purchase a new set to obtain another one.

With queries please contact:

the project supervisor at the Project Support Centre, or Ms Anna Francza-Bucka at the PSC, phone no  12,663 38 93, anna.franczak-bucka@uj.edu.pl

With technical issues contact Ms Iwona Gajda, Head of the JU Office of IT Services, phone no 12 663 12 19, iwona.gajda@uj.edu.pl

or directly with the company: biuro@cencert.pl, phone no 22 720 79 55 and 666 028 044 (the CenCert hotline is available from Monday to Friday from 8 a.m. to 6 p.m.).

The text of the following communications is repealed:

  1. Communication no 1027.0643.58.2018 of the Vice-Rector of the Jagiellonian University for Research and Structural Funds of 30 November 2018 on the administrative service of funding agreements for projects financed from the funds of the National Science Centre, in which a qualified signature is required.
  2. Communication no 1027.0643.66.2019 of the Vice-Rector of the Jagiellonian University for Research and Structural Funds of 12 December 2019 on the administrative service of funding agreements for projects financed from external sources, in which a qualified signature is required: certificate renewal.

COMMUNICATION OF THE JU VICE-RECTOR FOR RESEARCH on: requesting purchase or renewal of qualified certificates for electronic signature used for the purposes of research projects funded from external sources implemented at the JU.

Signature software

User's guide

Questions and answers

Technical assistance

Signing PDF files in Acrobat Reader (dokument .pdf)

Import of a digital identifier (dokument .pdf)

To sign documents in Acrobat Reader DC, install the certificate obtained with the purchased electronic signature. Signing with an electronic signature also requires connecting the reader with the card containing a qualified signature. If the above conditions are met, the electronic signature process in Acrobat Reader DC is as follows:

Step 1a: Defining a signature in Acrobat Reader DC

  1. To define a Signature in Acrobat Reader DC, open the above-mentioned program.

  2. In the top bar, click "Edit" and then "Preferences".

  3. On the left side of the window that appears, select "Signatures" and in the first section, "Digitale signature, Create & Appearance", select the "More" option.

  4. The "Create & Appearance Preferences" window will open, in the "Appearance" section, select "New".

  5. A new window will appear in which we will define the signature.

  6. Give the "Title".

  7. In the "Configure text" section, you can choose options, depending on how you want your signature to be displayed (date, name, etc.).

  8. Then, in each subsequent window, click OK (3 times).

  9. The signature has been defined.

 

Step 1b: Defining a graphic signature in Acrobat Reader DC

  1. To define a Graphic Signature in Acrobat Reader DC, open the above-mentioned program.

  2. In the top bar, click "Edit" and then "Preferences".

  3. On the left side of the window that appears, select "Signatures" and in the first section, "Digitale signature, Create & Appearance", select the "More" option.

  4. The "Create & Appearance Preferences" window will open, in the "Appearance" section, select "New".

  5. A new window will appear in which we will define a graphic signature.

  6. Select "Title" and "Configure Graphic" → "Imported Graphics" → "File" (select the previously prepared PDF file with the scan of your signature, using the "Browse" function).

  7. After selecting the PDF file, click OK.

  8. In the "Configure text" section, you can choose additional options, depending on how we want our signature to be displayed (date, name, etc.).

  9. Then, in each subsequent window, click OK (3 times).

  10. The graphic signature has been defined.

 

Step 2: Sign PDF files in Acrobat Reader DC.

  1. Open the pdf file in which the signature you would like to placed.

  2. On the right sidebar, click "More tools" and then "Certificates".

  3. The "Certificates" bar will appear at the top of the document, where you click the "Digitally Sign" icon.

  4. After the pop-up window appears, select the area where the signature should appear, according to the instructions on it.

  5. After selecting the area, another pop-up window "Digital ID Configuration Required" will appear, click "Configure Digital ID"  and select your certificate that will be used to sign (in the absence of a certificate, please refer to the instructions for importing a digital certificate) and click "Continue".

  6. Then the signature view window will appear. A predefined signature is selected from the "Appearance" drop-down menu. If you want to make changes to the previously defined signature, click the "Edit" button, and after making the changes, click "Save".

  7. After choosing the appearance of the signature, click "Sign".

  8. Select the destination where the file will be saved, define the name of the file and click "Save". Saving the signed document under a different name than the unsigned document will allow you to repeat the signing procedure in the event that, for example, it turns out that the appearance of the signature on the document is not satisfactory.

  9. In the window that will open, enter the qualified signature PIN and press "OK".

  10. The document has been signed. The correctness and details of the signature can be checked in the "Signature Panel" located above the content of the document.

see also: Certificate-based signatures - instruction on Adobe website)