Signing example
Sign a school device loan agreement online
Signing a school device loan agreement online has to tie three things together: the parent who pays if the laptop is damaged, the student who carries it every day, and the exact machine handed over. This two page Queensland agreement has the parent sign first, the Year 8 student second, and the IT coordinator type the serial number off the laptop and sign last.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Student Device Loan Agreement
Ironbark Creek College (the College) lends the laptop described below to Jasper Ferrabee, Year 8 (the Student), for learning at school and at home, on the terms in this agreement. The Student's parent, Rosalind Ferrabee (the Parent), signs first and accepts responsibility for the care of the laptop, the Student signs second, and the College's IT coordinator records the serial number and signs last when the laptop is handed over.
1. The device
| Device | 14 inch student laptop, Year 8 build, with the College's software image |
|---|---|
| Asset tag | IC-LT-2291, engraved on the base |
| Accessories | Charger and cable, padded carry sleeve |
| Condition at handover | New, unmarked |
| Loan period | From handover until Friday 11 December 2026, the last day of the school year, renewed for each later year while the Student stays in the program |
| Replacement value | $1,180.00 for the laptop, $65.00 for a charger, $35.00 for the sleeve |
2. Care rules
- The laptop is carried in its sleeve inside the school bag, never by the screen, and never left in a bag on the ground, in a car or anywhere it could be stepped on.
- It is brought to school every day charged, and kept with the Student or in a locked locker during the day.
- No food or drink near it. No stickers, engraving or marking beyond the College's own tag.
- It is used only by the Student. Passwords are never shared.
- The College's software image, security settings and monitoring software are not removed or bypassed. The College may reimage the laptop at any time and may inspect it to keep its network safe.
- The laptop is used in line with the Student Code of Conduct and the College's acceptable use rules, at school and at home.
3. Faults and repairs
A fault is reported to the IT help desk in the library as soon as it appears. Repairs are made only by the College or its repairer. A loan laptop is issued for the day while a repair is under way, whenever one is free.
4. Return
The laptop, charger and sleeve are returned to the IT help desk by the end of the loan period, or within five school days of the Student leaving the College. Equipment not returned is charged at replacement value.
5. Damage fee
Accidental damage is repaired by the College's warranty and insurance provider, and the Parent pays a damage fee for each claim as set out below. Loss, theft or damage caused on purpose or by ignoring the care rules is charged at the replacement value in clause 1.
| Event | Fee |
|---|---|
| First accidental damage claim in the loan period | $50.00 |
| Second accidental damage claim | $100.00 |
| Third and any later claim | $150.00 |
| Theft, with a police report number given to the College within 7 days | $150.00 |
| Loss, or damage caused on purpose | Replacement value |
| Lost charger or sleeve | $65.00 or $35.00 |
Fees are added to the next fee statement. A family experiencing financial hardship speaks to the business manager, in confidence, before the fee is due.
6. Privacy
The College's monitoring software records websites visited and blocks unsafe content on and off the College network. It does not use the camera or microphone. Records are kept for one term and seen only by IT staff and the deputy principal when a concern is raised.
7. Signatures
The Parent agrees to the damage fees and to supervise use of the laptop at home. The Student agrees to follow the care rules. The IT coordinator confirms that the laptop with the serial number typed on page 1 was handed to the Student in the condition stated.
Who signs what
- Rosalind Ferrabee, parent
- Signature and stamped date on page 2 · Email link, invited first
- Jasper Ferrabee, student, Year 8
- Signature on page 2 · Email link, invited after the parent signs
- Nikhil Brannagh, IT coordinator, Ironbark Creek College
- Text field on page 1: laptop serial number · Signature block on page 2: Name and a stamped Date · Email link, invited last
The signing journey
Step 1
Five fields, three people
A signature and date for the parent, a signature for the student, and a serial number field plus a block for the coordinator.
Step 2
Parent, then student
Sign in order is on. Rosalind accepts the damage fees first; Jasper's invitation follows her signature.
Step 3
The serial is typed last
Nikhil's serial number field sits on page 1, but he is the third signer, so the number is entered only when the laptop is in front of him.
Step 4
One certified record
The finished PDF carries the asset tag, the typed serial and three signatures, and the certificate lists all three signers in order.
Every field, and who fills it
Rosalind Ferrabee signs the left column on page 2 and her date stamps beneath it. Jasper Ferrabee signs the right column. Nikhil Brannagh types the laptop's serial number on the ruled line under the device table on page 1, then his block below the two signatures prints FOR IRONBARK CREEK COLLEGE, IT COORDINATOR with his name and the date. The asset tag IC-LT-2291, the $1,180.00 replacement value and the $50.00, $100.00 and $150.00 damage fees are printed.
How to adapt this envelope
A school where the student is 18 or older drops the parent and keeps the student and the coordinator. A school issuing a whole year level sends one envelope per student so each serial is recorded against the right family. A school that prefers the coordinator to record the serial before the family signs can move the coordinator to order 1, though the record then shows the number before the family accepted the fees.
Why an electronic signature works here
Australian electronic transactions law recognises an electronic signature that identifies the person and shows their intention by a reliable method. The agreement also describes the monitoring software on the laptop, which matters under the Australian Privacy Principles, so the family signs knowing what is recorded and for how long.
What makes this signing flow work
The serial is recorded at handover
A serial typed when the agreement is drafted might belong to any laptop on the trolley. Making it the coordinator's field, and the coordinator the last signer, means the number on the signed copy was read off the machine that was actually handed to Jasper.
The person who pays signs first
The damage fees in clause 5 are charged to the family, so the parent accepts them before anything else happens. If she declines, the student is never invited and no laptop is issued under terms nobody agreed to.
The student signs too
The care rules are things only the student can follow day to day. A student signature, without a date field of its own, keeps the commitment personal while the parent's dated signature remains the financial one.
Questions people ask
Can a student under 18 sign a device loan agreement?
A student can sign to accept the care rules, which is why Jasper signs here. The financial promise, paying damage fees, comes from the parent, whose dated signature is first. That split mirrors what each of them can realistically be held to under the agreement.
Do all three need to be at the school to sign?
No. Each receives their own link by email and signs on their own device, with no account needed. Only the coordinator needs the laptop in front of him, because his field is the serial number, and his invitation arrives once the family has signed.
What if the family does not sign before the laptops are handed out?
The envelope expires 30 days from when it was created, a period the sender cannot change in the app. Until then the school can resend an invitation to the same address. A laptop issued before the parent signs is issued without the fee terms agreed.
What if the parent declines the device loan agreement?
The envelope moves to declined and the school is emailed with the reason. Jasper and the coordinator are never invited and nothing is stamped. The school can offer a day loan laptop instead, or talk to the family about the fees and send a new agreement.
Why does the student signature have no date?
The agreement prints a signature line only for the student, because the dated commitment that matters financially is the parent's. The certificate still records the exact time Jasper signed, alongside his email and IP address, so the date is in the evidence even though it is not printed beside his name.
Can the serial number be corrected after signing?
No. The certified PDF cannot be edited after completion. If the coordinator typed the wrong number, the school records the correction in its own asset register and, where it matters, sends a fresh agreement for the right laptop so the signed record and the machine match again.
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Written and checked by the OneCraft team. Last checked .