Registry for Authorised Public Officials

Articles 12 and 27 of Law 39/2015, of 1 October, on the Common Administrative Procedure of the Public Administrations, establishes that the Public Administrations must guarantee that the public can interact with the Administration through electronic means and that they can obtain authentic copies of public or private administrative documents. 

Likewise, it is established that if any of the interested parties do not have the necessary electronic means, electronic identification or signing in the administrative procedure may be carried out through a public official so authorised. The Law also stipulates that public administrations must maintain a registry (or another equivalent system) which records the details of the public officials authorised to assist members of the public with the use of electronic means, the identification and authentication of citizens, and the production of authentic copies.

Therefore, in view of the provisions of article 80, letter d) of the Statutes of the Autonomous University of Barcelona and article 2 of the Regulations for the General Register of the UAB, I hereby issue this instruction, by which the Registry of Authorised Public Officials for the assistance of interested parties in the use of electronic means, identification and authentication of citizens, is created, and for the making of authenticated copies in accordance with the following criteria:

1. Object and scope of application: The purpose of this Instruction is to enable the officials of the Autonomous University of Barcelona to assist interested parties in the use of electronic means for the identification and authentication of natural persons in their administrative proceedings, in accordance with the provisions of Article 12 of Law 39/2015; as well as why they may make authentic copies within the framework of what is provided for in Article 27 of the aforementioned law.
2. Registration of authorised officials: the following officials are entered in the Registry of Public Officials Authorised to Assist Interested Parties in the Use of Electronic Means, Identification and Authentication of Citizenship: the officials listed in Annexe I (List of Entries in the Registry of Authorised Public Officials).
   Likewise, the public officials listed in Annexe II of this Instruction (List of Entries in the Registry of Authorised Public Officials)..
3. Registration, modification and cancellation of the Registry of Authorised Public Officials: from the date this instruction comes into force, the registration, modification and cancellation in the Registry of Authorised Public Officials, both for the assistance of interested parties in the use of electronic means, identification and authentication of citizens, and for the making of authentic copies, will be updated directly through Annexes I and II  (List of Entries in the Registry of Authorised Public Officials).
4. Duration of the authorisation: the authorisation shall be for an indefinite period unless an express end date is specified.
5. Registry details: The following details of the Authorised Public Officials will be recorded in the registry:
   1. First name and surname(s) of the public official
   2. Body and Administrative Unit
   3. Date signed up
   4. Procedures authorised to complete
   5. Date removed
6. Publication of procedures and actions: the UAB Electronic Office will publish the list of procedures and actions carried out by electronic means that may be subject to authorisation, as well as Annexes I and II of this instruction (Registry of Authorised Public Officials).
7. Custody of the digital certificate: the digital certificate for the electronic signature delivered to the authorised official shall at all times remain under the exclusive custody of its holder.
8. General requirements for the granting of authorisation: only public officials in active service may be authorised, and the authorisation will remain valid as long as they maintain the administrative status they held at the time of authorisation.
9. Identification and express consent of the citizen: ethe citizen requesting the intervention of an authorised official must present their national identity document or, in the case of foreign nationals, their NIE and/or passport for identification purposes. Likewise, the citizen will be required to give express consent for each of the electronic administrative procedures or actions that are required. This consent shall be given by means of the form attached as Annexe III  (Citizen's Consent Form for Identification by an Authorised Public official)
10. Record of the procedure: the authorised official will provide a confirmation of the electronic procedure carried out, as well as a copy of the duly completed and signed written express consent from both parties, which must be retained.
11. Issue of certified copies by the authorised official: The issue of certified copies will be carried out via the application created for this purpose, which Authorised Public Officials will access individually through the relevant platform. Authentic copies use the UAB department stamp and the metadata records the person who made the authentic copy and the department to which they are affiliated.