Signing example
Sign a school enrolment contract online
A school enrolment contract signed by separated parents has to show that each parent agreed to the fees personally, from their own inbox, and that the school signed only once both had. This six page Year 7 contract has each parent initial the 2027 fee table and sign behind their own emailed code, with the registrar's block 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.
Enrolment Contract
1. The parties
| School | Coralwood Grammar School Ltd, ACN 090 412 776, a not for profit company that conducts Coralwood Grammar School, of 120 Mulgrave Road, Cairns QLD 4870 |
|---|---|
| Student | Hugo Lindqvist-Barnes, born 2 May 2014, entering Year 7 on 27 January 2027 |
| Parent A | Annika Lindqvist, of 14 Lily Street, Cairns North QLD 4870 |
| Parent B | Marcus Barnes, of 3/22 Grafton Street, Cairns City QLD 4870 |
2. Why both parents sign
Hugo's parents live at separate addresses and share parental responsibility. Both sign this contract, and each is jointly and severally responsible for the fees: the School may ask either of them for the whole amount. How the parents divide the fees between themselves is a matter for them and does not change what either owes the School. Each parent receives their own copy of reports, invoices and School communications.
3. The offer of a place
The School offers Hugo a place in Year 7 from Term 1, 2027, following his interview on 9 September 2026. The place is confirmed when this contract is signed by both parents and the School, and the enrolment confirmation fee in clause 5 is paid. A place not confirmed by 30 October 2026 may be offered to a student on the waiting list.
4. What enrolment includes
Enrolment gives Hugo a place in the School's Year 7 to 12 academic program, its pastoral care house system, and its co-curricular program of sport, music, debating and outdoor education, subject to the selection process for teams and ensembles. It includes access to the library, learning support, the School's counsellor and the laptop program described in clause 8.
5. Fees at enrolment
| Item | Amount | When |
|---|---|---|
| Application fee | $150.00 | Paid, not refundable |
| Enrolment confirmation fee | $1,500.00 | On signing; credited against Term 4, 2027 fees |
6. Annual fees for 2027
| Item | Year 7, 2027 | Billing |
|---|---|---|
| Tuition fee | $14,860.00 | Four term invoices of $3,715.00 |
| Building and grounds levy, per family | $900.00 | Term 1 invoice |
| Resource and technology levy | $1,180.00 | Term 1 invoice |
| Year 7 camp, Atherton Tablelands, Term 2 | $640.00 | Term 1 invoice |
| Total for 2027, before any discount | $17,580.00 |
Fees for later years are set by the School Board each November and published before the start of the year. Increases in recent years have been between 3 and 5 per cent. Fees do not include uniforms, excursions beyond the Year 7 camp, private music tuition or co-curricular tours, which are invoiced when the parents agree to them.
7. Paying the fees
| Option | Terms |
|---|---|
| Each term | Invoices issued two weeks before term starts, due by the first day of term |
| Annual payment by 31 January | 2 per cent discount on the tuition fee |
| Fortnightly direct debit | 20 payments, February to November, no extra charge |
| Sibling discount | 10 per cent off tuition for a second child enrolled at the same time |
If fees are overdue by more than 30 days the School will contact both parents to agree a payment plan. Where fees remain unpaid after a payment plan has been offered, the School may refer the debt for collection and may decline to re-enrol the student for the following year. The School will not exclude a student from classes during a term because of unpaid fees without first meeting with the parents.
Financial assistance is available on application to the Business Manager and is assessed confidentially.
8. The laptop program
Year 7 students receive a School managed laptop for use at school and home. It remains the School's property, is covered by the resource and technology levy, and is replaced in Year 10. Accidental damage is repaired at a $100 excess per claim. Parents agree to the student following the School's acceptable use policy for the laptop and its network.
9. Notice of withdrawal
Notice is not needed at the end of Year 12, or where the School asks for the student to be withdrawn. The School may waive part of the fee in place of notice in cases of genuine hardship, such as a family move interstate for work at short notice.
10. School policies
By enrolling Hugo, the parents agree that he will follow, and they will support, the School's policies as published on the parent portal and updated from time to time, including:
| Policy | In brief |
|---|---|
| Student code of conduct | Expectations of behaviour, and the steps the School takes when they are not met |
| Uniform and presentation | Full summer or winter uniform at school and on excursions |
| Attendance | Parents tell the School of any absence by 9:00 am on the day |
| Anti-bullying | How the School prevents, responds to and records bullying |
| Child protection | How staff respond to concerns about a student's safety |
| Acceptable use of technology | Rules for laptops, phones and the School network |
| Privacy | How the School collects, uses and discloses personal information |
The School gives parents at least 30 days' notice of a material change to a policy, unless a change is needed sooner for a student's safety.
11. Suspension and exclusion
The School may suspend or exclude a student for serious or repeated breaches of the code of conduct, following the process in its behaviour policy, which includes meeting with the parents and giving the student a chance to respond. Fees for the term in which a student is excluded are payable, but the fee in place of notice is not.
12. Health, medical and emergency
The parents give the School accurate medical information about Hugo, including allergies, medicines and any condition that may affect his learning or safety, and update it when it changes. In an emergency, if neither parent can be reached, the School may arrange medical treatment that a doctor considers necessary, and the parents meet the cost.
13. Information and communication
The School communicates through the parent portal and by email to both parents' addresses. Each parent receives reports, invoices and notices separately. Where a court order limits a parent's contact or access to information, the other parent gives the School a copy and the School follows it.
14. Photographs and media
The School photographs students for its yearbook, newsletters and website. Parents may opt out at any time through the parent portal, and the School will not publish Hugo's full name with a photograph without consent.
15. Privacy
The School handles personal information under the Privacy Act 1988 and its privacy policy, and discloses it only as needed to educate and care for the student, to government agencies as the law requires, and to another school on transfer when parents agree.
16. Changing details
Each parent tells the School within 14 days of any change to their address, phone number, email or the custody arrangements for Hugo, so the School can reach the right person in an emergency and send invoices to the right place.
17. Learning support
Hugo's primary school report and the parents' application mention mild dyslexia, assessed in 2023. The School's learning support team will meet the parents in the first three weeks of Term 1 to agree reasonable adjustments, such as extra time in tests and access to text to speech on his laptop, and review them each semester. Learning support during class time is included in the tuition fee; external specialist assessments are not.
18. Excursions and camps
The Year 7 camp in Term 2 is part of the curriculum and its cost is in the Term 1 invoice. For each other excursion the School sends details through the parent portal, and either parent may give consent there. A student whose parents do not consent to a curriculum excursion is supervised at school for the day.
19. Co-curricular activities
Students are expected to take part in at least one co-curricular activity each semester. Participation in teams and ensembles depends on selection and on the student meeting the commitment the activity requires. Tours and representative travel are optional and invoiced separately with the parents' agreement.
20. Transport and supervision
Students are supervised on the School grounds from 8:00 am to 3:45 pm, and until 5:30 pm at the after school study centre. The School's bus runs from Cairns North and Edge Hill on a separate fee, booked through the parent portal. The School is not responsible for students travelling independently to and from School.
21. Lost property and personal items
Personal items brought to School, including phones, are the family's responsibility. Phones are kept in lockers during the school day under the acceptable use policy. Named items handed in are returned; unnamed items are kept for a term.
22. Complaints
Parents raise a concern first with Hugo's homeroom teacher or Head of House, then the Head of Middle School, then the Principal, under the School's complaints policy, which sets out timeframes for a response at each step. A complaint will never affect how Hugo is treated.
23. Ending the contract
This contract continues from year to year until Hugo completes Year 12, leaves after notice under clause 9, or is excluded under clause 11. Fees and terms for each later year are those published by the School for that year.
24. General
This contract, the fee schedule and the School's policies are the whole agreement about Hugo's enrolment. It is governed by the law of Queensland. Nothing in it excludes a right the parents have under the Australian Consumer Law. It may be signed electronically, and each party receives the certified copy.
25. Order of signing
Parent A signs first, then Parent B, then the Registrar for the School. Each parent's link is protected by a code emailed to that parent, so each signature is given by the parent named, from their own email address.
26. Signatures
Each parent confirms they have read this contract, including the fees on page 2 and the notice of withdrawal in clause 9, and agrees to its terms.
School contacts
| For | Contact |
|---|---|
| Enrolments | Fiona Delahunty, Registrar, 07 4051 8820, enrolments@coralwood.example |
| Fees and financial assistance | Business Manager, 07 4051 8833, fees@coralwood.example |
| Absences | 07 4051 8800 by 9:00 am, or the parent portal |
Who signs what
- Annika Lindqvist, Parent A
- Initials under the 2027 fees on page 2 · Signature and stamped date on page 6 · Verified by an emailed six digit code
- Marcus Barnes, Parent B
- Initials under the 2027 fees on page 2 · Signature and stamped date on page 6 · Verified by an emailed six digit code
- Fiona Delahunty, registrar, Coralwood Grammar School
- Signature block on page 6: Name, Title, Company and a stamped Date · Email link
The signing journey
Step 1
Seven fields for three people
Two initials spots side by side under the fee table, a signature and date for each parent on page 6, and one block for the school.
Step 2
Parent A, then Parent B
Sign in order is on. Annika is invited first; Marcus's invitation goes to his own address only when her signature lands.
Step 3
A separate code for each
Each parent's link asks for a six digit code sent to that parent's inbox, so neither can sign for the other.
Step 4
Two different IP addresses
The certificate records Annika at 203.0.113.138 and Marcus at 198.51.100.77, one more sign the two signatures came from two people at two places.
Step 5
The registrar confirms the place
Fiona's block is the last field. Clause 3 says the place is confirmed when both parents and the school have signed.
Every field, and who fills it
Annika Lindqvist and Marcus Barnes each initial a spot under the fee table on page 2, side by side and captioned Parent A and Parent B. On page 6 each signs in their own column with a stamped date. Fiona Delahunty's block for Coralwood Grammar School Ltd sits beneath with Name, Title, Company and Date. Nothing is typed by the parents: the $3,715 term invoices, the levies, the camp, the payment options and the term's notice of withdrawal are printed.
How to adapt this envelope
A single parent enrolment is a two recipient envelope, parent then registrar. Where only one parent pays, the contract can say so and make only that parent a signer, with the other receiving a copy outside the envelope. A school that wants both parents invited at the same time can switch the order off, but the registrar is then invited at once too, so the registrar should sign only after the status page shows both parents have.
What makes this valid in Australia
The Electronic Transactions Act 1999 recognises an electronic signature that identifies the signer and shows intention, by a reliable method, and Queensland applies the same principle to state law. Non state schools in Queensland are accredited by the Non-State Schools Accreditation Board, and the enrolment contract is a consumer contract to which the Australian Consumer Law applies, which clause 24 preserves.
What makes this signing flow work
Both parents initial the fees
Clause 2 makes each parent jointly and severally liable, so the school may ask either for the whole amount. Two initials directly under the $17,580 fee table show both saw the number they could each be asked to pay.
Each parent proves their own inbox
Separated parents may share nothing, including email. An emailed one-time code on each of them means Annika's signature came from Annika's inbox and Marcus's from his, which the certificate records against each name.
The school signs last
The registrar's signature confirms the place. With the order on, the school cannot confirm an enrolment that only one parent has agreed to, and the event log shows both parent signatures before the registrar's invitation.
Questions people ask
Do both parents have to sign a school enrolment contract?
Not always, but where parental responsibility is shared and both will be liable for fees, it is sensible. This contract makes each parent jointly and severally responsible, so each signs, each initials the fees, and each receives the certified copy.
Can separated parents sign without seeing each other?
Yes. Each has their own link sent to their own email and their own six digit code. Parent B's link arrives only after Parent A signs. The school sees both email addresses, both IP addresses and both signing times on the certificate.
What does joint and several liability mean for fees?
The school can ask either parent for the whole amount, not half each. How the parents share the cost between themselves is their own arrangement and does not change what either owes the school, as clause 2 says in plain words.
Why does the certificate show two different IP addresses?
Each signer's session records the address it came from. Annika signed from one network and Marcus from another, which the certificate prints against each. It is supporting evidence that two people signed, alongside the separate codes sent to two inboxes.
What if the second parent does not sign within 30 days?
The envelope expires 30 days after it was created, and that period cannot be extended in the app. The place would not be confirmed by 30 October 2026 as clause 3 requires, so the school would follow up and send a new envelope if both parents still want the place.
What if one parent refuses to sign the enrolment contract?
The envelope moves to declined and the school is emailed with any reason given. The registrar is never invited and the place is not confirmed. The school can talk to both parents, then void the envelope and send a new contract.
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