Are electronic signatures legally valid?

Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96) and by state UETA statutes in most states, provided the signature demonstrates intent, consent, attribution, and retention.

When is notarization required?

Notarization is rarely required for private employment contracts; notarization may be needed for related affidavits, acknowledgements, or for use in other jurisdictions. Check state notary rules for remote notarization availability.

How should executed contracts be stored?

Store executed PDFs with audit trails in a secure records system, retain access logs, and follow retention schedules tied to IRS, HIPAA, or other applicable statutes.

Can the fellow revoke the contract after signing?

A signed contract generally cannot be unilaterally revoked absent contractual termination provisions or mutual agreement; follow the termination clauses specified in the agreement.

Who can sign on behalf of the organization?

Only an individual with delegated authority or a signatory officer may bind the organization; verify internal delegation of authority and document it if necessary.

How do I correct errors after execution?

Amendments should be made by written amendment signed by both parties or by mutual exchange of signed addenda; do not alter the original executed PDF without documenting the amendment.

Electronic Signature
Templates
HR
Fellow Employment Contract

Fellow Employment Contract

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Fellow Employment Contract

This Fellow Employment Contract (the Agreement) is entered into between Employer Name: and Fellow Name: . Effective Date:

1. Position and Personal Information

Personal Information Position Details Start and Term

Anticipated Start Date: Anticipated End Date (if applicable):

Employment Type: Full-time Part-time Fixed-term At-will

2. Duties and Responsibilities

The Fellow shall perform the duties and responsibilities described below and such other duties as reasonably assigned by the Employer consistent with the Fellow role. The Fellow agrees to comply with all lawful policies and directions of the Employer.

Primary Duties

3. Compensation and Benefits

Compensation: The Fellow will receive the following compensation and benefits, subject to standard payroll deductions and withholding as required by law.

Salary / Stipend Payment Schedule Benefits and Reimbursements

4. Employment History

Provide most recent employers. Applicant authorizes Employer to contact prior employers for verification.

Employer 1 - Company Responsibilities Employer 2 - Company Responsibilities

5. Education

6. References

Provide three professional references.

Reference 1 Reference 2 Reference 3

7. Confidentiality, Inventions and Intellectual Property

The Fellow shall keep confidential all proprietary information of the Employer learned during the course of employment. The Fellow assigns to Employer all inventions, discoveries, designs, works of authorship, trade secrets and other intellectual property developed in connection with the Fellow’s duties hereunder. The Fellow shall execute such documents as Employer reasonably requests to effectuate such assignment.

Confidentiality Exceptions (if any)

8. Termination

Either party may terminate this Agreement in accordance with the provisions below. If the Fellow is engaged under a fixed-term arrangement, termination prior to expiration shall be for cause as defined below or by mutual agreement. For at-will engagements, either party may terminate at any time with or without cause.

Cause for Termination (examples) Notice Period

9. Background Check and Authorization

The Fellow authorizes Employer to obtain and review background checks, reference checks, employment verifications, criminal record checks, and any other screening reasonably required as a condition of employment.

I authorize the Employer to conduct background checks and to contact prior employers and references listed in this form.

10. At-Will and Equal Opportunity Statements

At-Will Employment Statement: The parties acknowledge that employment is at-will unless a fixed-term is expressly stated above.

Equal Opportunity Statement: The Employer is an equal opportunity employer and makes employment decisions on the basis of merit and business needs. The Employer does not discriminate on the basis of protected characteristics.

11. Additional Provisions

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state specified by the Employer as applicable to employment agreements.

Governing State

Dispute Resolution: The parties agree to attempt to resolve disputes in good faith and may agree to mediation or arbitration as specified below.

Dispute Resolution Preference

12. Applicant Certification and Acknowledgements

I certify that all information provided in this Agreement and any attachments is true and complete to the best of my knowledge. I understand that false statements or omissions are grounds for termination. I acknowledge that I have read and understand the terms of this Agreement and agree to abide by Employer policies.

I certify that the information provided is true and complete.

Additional Comments or Special Terms (optional)

Fellow (Printed Name):

By:

Date:

Employer (Printed Name):

By:

Date:

What the Fellow Employment Contract Is and when it’s used

A Fellow Employment Contract is a written agreement setting out the terms between an organization and an individual hired as a fellow, scholar, or temporary professional trainee. It defines role, duties, duration, compensation or stipend, benefits, intellectual property assignment, confidentiality, termination triggers, and any conditions tied to funding or institutional affiliations. These agreements are used for fixed-term appointments in academia, research centers, nonprofits, hospitals, and private sector fellowship programs to clarify expectations and legal obligations for both parties.

Why a clear Fellow Employment Contract matters legally and operationally

A well-drafted Fellow Employment Contract reduces disputes, documents employment status, and protects intellectual property and confidentiality while clarifying compensation and termination terms. It supports regulatory compliance where applicable and serves as the primary record of the fellowship relationship; electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and UETA standards are generally acceptable for execution.

Who typically prepares and signs this agreement

The Fellow Employment Contract is usually prepared by HR, a program director, or in-house counsel and signed by an authorized organizational representative and the fellow.

Program managers and directors who onboard fellows and coordinate project deliverables and supervision.
Human resources and payroll teams that need the document for benefits, payroll setup, and recordkeeping.
In-house counsel or external attorneys who ensure IP, confidentiality, and liability clauses meet institutional standards.

Ensure the signer listed has the organization’s delegated authority and that the fellow’s name matches government ID to prevent administrative or tax issues.

Core clauses to include in a professional Fellow Employment Contract

A full contract should contain operational, legal, and administrative provisions so responsibilities, remuneration, reporting, and dispute resolution are explicit and enforceable.

Parties

Full legal names and entity types for the organization and fellow, including any DBA or institutional unit and the fellow’s legal name as on government ID.

Term and Scope

Clear start and end dates, renewal or extension conditions, expected weekly hours, project or duties, and reporting lines to avoid ambiguity about status.

Compensation

Stipend or salary schedule, payment frequency, benefits eligibility, expense reimbursement rules, and any tax withholding details.

Intellectual Property

Assignment, ownership, and licensing of work product, publication rights, and obligations to disclose inventions or deliverables created during the fellowship.

Confidentiality

Non-disclosure obligations, permitted disclosures, duration of confidentiality, and carve-outs for pre-existing information.

Termination & Remedies

Notice periods, cause definitions, severance or repayment clauses for funded fellowships, and post-termination cooperation or noncompete limits if applicable.

Step-by-step: completing a Fellow Employment Contract

Follow these steps to prepare, review, and finalize the contract so it is complete, signed, and retained correctly.

01

Draft terms: Populate role, term, compensation, and IP clauses using institutional templates.
02

Internal review: Have HR and legal review for tax and compliance issues.
03

Get signatures: Collect authorized organizational signature and fellow signature.
04

Store copy: Save executed document in secure records with retention metadata.

Configuring an online workflow for execution and routing

Design a digital workflow to ensure role-based routing, authentication, and automatic archiving for executed Fellow Employment Contracts.

Field	Configuration
Signer Order	Sequential: Organization then Fellow
Authentication	Email + optional SMS code or KBA for higher assurance
Conditional Fields	Show additional stipend terms when funding type = grant
Storage	Save PDF/A and audit trail to secure records system

Typical processing flow for execution and delivery

A standard digital signing flow moves the document from drafter to signers, collects evidence, and delivers the executed copy automatically.

Upload: Upload the template and attach exhibits or funding documents.
Place fields: Insert signature, date, and conditional fields for payroll or tax data.
Send to signers: Email signers or generate a secure signing link.
Archive: Store executed PDF and audit trail in the records system.

Digital signing and e-submission considerations

Ensure the chosen platform supports audit trails, secure storage, and the authentication level your institution requires.

Authentication: Email, SMS, or KBA
Document formats: PDF, DOCX
Integrations: HRIS and cloud storage

Confirm the provider meets any applicable compliance needs (for example HIPAA BAA when handling health data) and that executed files are exportable as tamper-evident PDFs with full audit logs.

Key timing considerations and deadlines

Observe internal and regulatory timing for tax reporting, onboarding, and retention to avoid penalties and administrative complications.

Effective Date vs Start Date:

Confirm the Effective Date governs benefits and accruals.

I-9 retention:

Retain I-9 for 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2).

Payroll reporting:

Set payroll entries in time for required federal and state deposit schedules.

Tax forms:

W-2/1099 deadlines may apply for stipend or contractor arrangements (see IRS rules).

Document retention:

Follow retention policy per record type and regulatory basis.

Milestone timeline from offer to active record

Track these sequential milestones to ensure timely onboarding, signature capture, and legal record creation.

01

Offer Issued

Organization sends offer letter and draft contract for review.

02

Acceptance & Execution

Fellow signs and returns the executed contract.

03

Onboarding Completion

HR completes payroll setup and I-9 verification.

04

Record Archival

Store executed contract, exhibits, and audit trail in retention system.

Common mistakes when preparing a Fellow Employment Contract

Using vague term language for compensation or deliverables that leads to interpretation disputes and payment delays.
Failing to verify signatory authority, resulting in unsigned or invalid organizational commitments.
Mismatching fellow’s name or tax ID information, which can trigger backup withholding or incorrect tax reporting.
Not retaining the final signed PDF and audit trail, which hinders dispute resolution and compliance audits.

Principal risks and potential penalties from errors

Tax Reporting: Incorrect 1099/W-2 entries can trigger IRS penalties under IRC §6721.

I-9 Violations: I-9 paperwork failures can result in DHS fines.

Contract Disputes: Ambiguous terms increase litigation and arbitration risk.

Confidentiality Breach: Inadequate NDAs may expose trade secrets and regulatory liability.

Noncompliant Signing: Improperly captured signatures risk unenforceability in court.

Recordkeeping Failures: Missing records impede audits and regulatory reviews.

Comparing eSignature vendor starting prices and key features

Pricing and core capabilities vary by vendor and plan; signNow is listed first for comparison. Confirm current plan details with each provider before purchase.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How organizations use electronic Fellow Employment Contracts

These real examples show how digital execution supports timely onboarding and compliance across sectors.

Martin Properties — Onboarding

A property-management firm needed remote signing for seasonal fellowship hires.

They used digital execution for contracts and onboarding documents.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers — Clinical Fellows

A healthcare provider required secure, auditable signing for clinical fellow agreements.

They paired confidentiality addenda with signed contracts.
"The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Frequently asked questions about execution, validity, and records

Answers to common operational and legal questions about executing and managing a Fellow Employment Contract, including e-signature and retention concerns.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96) and by state UETA statutes in most states, provided the signature demonstrates intent, consent, attribution, and retention.
When is notarization required?
Notarization is rarely required for private employment contracts; notarization may be needed for related affidavits, acknowledgements, or for use in other jurisdictions. Check state notary rules for remote notarization availability.
How should executed contracts be stored?
Store executed PDFs with audit trails in a secure records system, retain access logs, and follow retention schedules tied to IRS, HIPAA, or other applicable statutes.
Can the fellow revoke the contract after signing?
A signed contract generally cannot be unilaterally revoked absent contractual termination provisions or mutual agreement; follow the termination clauses specified in the agreement.
Who can sign on behalf of the organization?
Only an individual with delegated authority or a signatory officer may bind the organization; verify internal delegation of authority and document it if necessary.
How do I correct errors after execution?
Amendments should be made by written amendment signed by both parties or by mutual exchange of signed addenda; do not alter the original executed PDF without documenting the amendment.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now