Signing example
Sign a scholarship acceptance online
Signing a scholarship acceptance online has to prove the student agreed to the conditions, especially repayment on withdrawal, and not just to the money. This three page offer of a $4,200 summer research scholarship at a Tasmanian university has the student initial all seven conditions, type a student number and sign behind an emailed code, with the scholarships officer countersigning.
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.
Scholarship Offer and Acceptance
Friday 2 October 2026
Dear Lachlan,
Congratulations. On the recommendation of the School of Earth and Ocean Sciences, the University offers you a Summer Research Scholarship for six weeks of supervised research over the summer break. This letter sets out what the scholarship is worth, what it requires of you, and when it must be repaid. To accept it, initial the conditions on page 2, type your student number and sign on page 3 by Friday 23 October 2026. If the acceptance is not signed by then, the offer lapses and passes to the next candidate on the list.
1. The scholarship
| Scholar | Lachlan Voss-Pereira, Bachelor of Marine and Antarctic Science, second year |
|---|---|
| Project | Mapping seagrass loss in the lower Derwent estuary from drone survey images, 2019 to 2026 |
| Supervisor | Dr Imelda Fairweather, School of Earth and Ocean Sciences |
| Research period | Monday 9 November 2026 to Friday 18 December 2026, six weeks, 30 hours a week on campus and in the field |
| Value | $4,200.00 stipend in total |
2. How the stipend is paid
| Payment | Paid on | Amount |
|---|---|---|
| First instalment, weeks 1 and 2 | Friday 20 November 2026 | $1,400.00 |
| Second instalment, weeks 3 and 4 | Friday 4 December 2026 | $1,400.00 |
| Final instalment, weeks 5 and 6, after the report | Friday 18 December 2026 | $1,400.00 |
| Total | $4,200.00 | |
Instalments are paid into the bank account recorded in your student profile. The final instalment is paid only once your supervisor confirms that the report in clause 4 has been received. The scholarship is a payment to support your study and research. It is not wages, and it does not make you an employee of the University.
3. Field work
Two days of the project are spent on the estuary with your supervisor and a licensed drone pilot from the School. The University's field safety plan for the project applies, and you complete its field safety induction in the first week. Transport and safety equipment for field days are provided by the School at no cost to you.
4. Conditions of the scholarship
By initialling below, you confirm that you have read each condition and accept it. The conditions are part of the scholarship, and the University may end the scholarship if one of them is not met.
| # | Condition |
|---|---|
| 1 | Enrolment. You are enrolled as a student of the University in 2026 and intend to re enrol in 2027. |
| 2 | Attendance. You work on the project for 30 hours a week during the research period, at times agreed with your supervisor, and tell your supervisor in advance of any day you cannot attend. |
| 3 | No other scholarship. You do not hold another summer scholarship or a paid research position for the same weeks. |
| 4 | Reporting. You submit a written report of 1,500 to 2,000 words on the project and its findings to your supervisor by Friday 18 December 2026, and present a five minute summary at the School's summer research showcase. |
| 5 | Research conduct. You follow the University's research integrity policy and your supervisor's directions on data handling. The drone images and the data you produce belong to the project and are stored only on University systems. |
| 6 | Repayment on withdrawal. If you withdraw from the scholarship, or it is ended because a condition is not met, you repay any instalment paid for a week in which you did not do the work, within 30 days of the University's written request. An instalment for weeks you completed is not repaid. |
| 7 | Illness and hardship. If illness or serious personal circumstances stop you completing the project, talk to the Scholarships Office. The University may pause the scholarship or waive repayment, and will not unreasonably refuse. |
5. Withdrawing
You may withdraw at any time by emailing the Scholarships Office and your supervisor. Withdrawing before Monday 9 November 2026 costs you nothing. Withdrawing later means the repayment in condition 6 applies to any week paid for and not worked.
6. Your information
The Scholarships Office records your scholarship, the payments and the report on your student record. Your name and project title may be listed in the University's summer research showcase program unless you ask the Scholarships Office not to list them.
7. Questions
Questions about the conditions or payments go to Hester Mbatha, scholarships officer, on 03 6226 8140 or scholarships@derwentvale.example. Questions about the project go to Dr Fairweather.
8. Acceptance
I, Lachlan Voss-Pereira, accept the Summer Research Scholarship offered in this letter. I have read and initialled the conditions on page 2 and agree to them, including the repayment in condition 6 if I withdraw. My student number is typed below.
9. What happens next
When you have signed, the scholarships officer countersigns, and you and the Scholarships Office each receive the completed letter by email. Your supervisor will contact you before Monday 9 November 2026 to arrange your first day, building access and the field safety induction. Keep this letter: it is the record of what the scholarship is worth and what it asks of you.
10. Key dates
| Date | What happens |
|---|---|
| Friday 23 October 2026 | Last day to sign this acceptance |
| Monday 9 November 2026 | Research period starts, field safety induction |
| Friday 18 December 2026 | Report due, final instalment paid |
Offer SRS-2026-044 · Summer Research Scholarship 2026 · School of Earth and Ocean Sciences
Who signs what
- Lachlan Voss-Pereira, scholar
- Initials under conditions 1 to 7 on page 2 · Text field on page 3: student number · Signature and stamped date on page 3 · Verified by an emailed six digit code
- Hester Mbatha, scholarships officer, for Derwent Vale University
- Signature block on page 3: Name and a stamped Date · Email link
The signing journey
Step 1
A code before the offer opens
Lachlan's link shows only the envelope title until he enters a six digit code emailed to his student address, valid for 10 minutes.
Step 2
One drawing, two marks
He draws once. The portal places it as his initials under the conditions table and as his signature on page 3.
Step 3
The student number is his
He types his student number on page 3, so the payments in clause 2 can be matched to his record.
Step 4
The office countersigns
Sign in order is on. Hester is invited once Lachlan's signature is stamped, and her block completes the envelope.
Every field, and who fills it
Lachlan Voss-Pereira initials the box under the conditions table on page 2, types his student number on the ruled line on page 3, and signs with a stamped date below it. Hester Mbatha's block beside his signature prints FOR DERWENT VALE UNIVERSITY with her name and the date. The $4,200.00 value, the three $1,400.00 instalments on 20 November, 4 December and 18 December 2026, the six week research period and the seven conditions are printed.
How to adapt this envelope
A scholarship with a sponsor who must also agree adds the sponsor as a third signer with a block. A scholarship paid over several years can ask for initials on each conditions page rather than one. A university that wants each condition answered separately can place seven initials fields, one per row, though one set of initials under the table is enough to show the table was read.
Why an electronic acceptance works here
Australian electronic transactions law recognises an electronic signature that identifies the signer and shows their intention by a reliable method, and the one-time code adds a check that the person signing controls the scholar's inbox. The University is a higher education provider regulated by TEQSA, and its own scholarship rules sit behind the conditions in the letter.
What makes this signing flow work
Initials under the repayment condition
Condition 6 is the one a scholar might later dispute: repaying instalments for weeks not worked. Initials directly under the seven conditions show he read the table, not just the letter, and the signed PDF keeps them on the page with the condition itself.
The code proves the student's own inbox
A scholarship carries money and obligations, so the University wants the acceptance to come from the scholar. The certificate prints Email link + emailed one-time code against Lachlan and a plain Email link against the officer, which is the record of who had to prove what.
Typed student number, not a lookup
The offer is addressed by name. The student number typed by the student links the acceptance to the right record in the Scholarships Office, and because he typed it in his own session, a mismatch would be his to explain.
Questions people ask
Is a scholarship acceptance signed online binding?
It is the scholar's written agreement to the conditions, and an electronic signature counts under Australian electronic transactions law where it identifies the signer and shows intention. The certified PDF and the certificate record the initials, the signature, the code verification and the time, which is what the University would rely on.
Can a student accept a scholarship from overseas?
Yes. The link works in any browser, and the six digit code arrives by email wherever the student is. The code is valid for 10 minutes, and at most five can be requested in ten minutes, so a student on a slow connection should open the email promptly.
What if the student misses the acceptance deadline?
The letter's own deadline is Friday 23 October 2026, after which the offer lapses. The signing link itself expires 30 days after the envelope was created and cannot be extended in the app, so the letter's earlier date is the one that counts.
What happens if the student declines the scholarship?
The envelope moves to declined and the Scholarships Office is emailed with any reason the student gave. The officer is never invited and nothing is stamped, and the office can offer the scholarship to the next candidate on its list.
Why initial the conditions and also sign?
The signature on page 3 accepts the whole letter. The initials on page 2 show the conditions table itself was read, which matters if the repayment condition is ever disputed. One drawing fills both spots, so it adds no effort for the student.
What if the student types the wrong student number?
The signed PDF is certified and cannot be changed afterwards. The Scholarships Office would correct its own record by email with the student and, if the error affects how the instalments are paid, send a short one page correction for the student to sign.
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