Signing example
Sign a work placement agreement online
A work placement agreement signed online has to collect every signature Victorian rules ask for before the student turns up: the student, a parent of a student under 18, the host employer, and the principal or a nominee. This four page agreement for a week at a veterinary clinic takes them in that order, with the host typing the supervisor's name.
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.
Work Experience Placement Agreement
This agreement arranges a work experience placement for a Year 10 student of Mistlewood Secondary College with a host employer. It is made under the Education and Training Reform Act 2006 (Vic) and follows the Victorian ministerial order on work experience arrangements, which requires the employer, the student, a parent of a student under 18, and the principal or a person the principal nominates to sign before the placement starts. Here the principal has nominated the college's careers coordinator.
1. The parties
| Student | Ayla Hessenthaler, Year 10, aged 15, of 4 Kiewa Court, Mistlewood VIC 3196 |
|---|---|
| Parent | Dominic Hessenthaler, of the same address, 0412 776 309 |
| Host employer | Copperleaf Veterinary Clinic Pty Ltd, 112 Centre Dandenong Road, Mistlewood VIC 3196, small animal practice, six veterinarians and eleven nurses |
| School | Mistlewood Secondary College, represented by Gwen Marchetti, careers coordinator, nominated by the principal |
2. Placement dates and hours
| Dates | Monday 23 November 2026 to Friday 27 November 2026, five days |
|---|---|
| Daily hours | 8.30 am to 4.00 pm, with a 30 minute lunch break and two 15 minute breaks |
| Total hours | 35 hours, all between 7.00 am and 6.00 pm on weekdays |
| Getting there | The student travels by bus with a parent's permission, and is never asked to drive or to travel in a staff member's car |
| Pay | The student is not an employee of the host and is not paid |
3. What the student will do
- Observe consultations and routine procedures from the observation area, with the client's permission.
- Help nurses prepare consult rooms, restock supplies and clean kennels, wearing gloves.
- Walk and feed hospitalised dogs and cats that a nurse has cleared as calm, under direct supervision.
- Shadow the front desk team for one day to see bookings, admissions and discharges.
The student will not handle any scheduled medicine, sharps, radiology equipment, chemicals or animal waste beyond general cleaning, will not restrain an animal, and will not be present for euthanasia.
4. Learning goals
Ayla has chosen this placement to find out whether to study animal science after Year 12. Her goals are to understand the roles in a veterinary clinic, to see how the team keeps animals and people safe, and to practise speaking with clients at the front desk. She keeps a short daily journal for her careers class and presents it in December.
5. Supervision
The host names one supervisor who is responsible for the student every day of the placement and who is on site whenever the student is. When the supervisor is in surgery, a senior nurse named by the supervisor takes over. The supervisor's name is typed by the host in its own signing session, so the college and the family see who it is before the placement starts.
The supervisor gives the student a safety induction on the first morning, covering the clinic's emergency exits and assembly point, hand hygiene, animal bite and scratch risks, where to find first aid, and who to tell if anything goes wrong. The induction is recorded in the clinic's induction register and signed by the student.
6. Health and safety
The host provides a safe workplace and safe tasks under its duties under the Occupational Health and Safety Act 2004 (Vic), and treats the student, for safety purposes, as it would treat any new member of staff. The host supplies gloves, a gown and closed shoes if the student's own are not suitable. The student follows every safety instruction and reports any hazard, injury or near miss to the supervisor straight away.
The college's careers coordinator visits or calls the clinic at least once during the week, and the student can call the coordinator on 03 9563 2210 at any time during the placement.
7. Child safety
The host keeps the student in sight of an adult staff member at all times, never alone with one adult in a closed room, and contacts the student only through the college or the parent. The supervisor holds a current Working with Children Check, and the host tells the college at once about any concern for the student's safety or wellbeing.
8. Absence and illness
If Ayla is sick or cannot attend, the parent calls both the clinic and the college before 8.30 am. If she becomes unwell at the clinic, the supervisor calls the parent first and the college second. In an emergency, an ambulance is called first.
The college's attendance record shows Ayla as on work experience for the five days, so no absence is recorded while she is at the clinic.
9. Insurance
Personal injury cover for the student during the placement, and while travelling directly to and from it, is provided through the Department of Education's arrangements for work experience students, which apply because this agreement is in place before the placement begins. The host keeps its own public liability insurance of at least $10 million and gives the college a certificate of currency before the start date.
| Cover | Who arranges it |
|---|---|
| Personal injury to the student | Department of Education, through the college |
| Injury to a member of the public at the clinic | Host, public liability |
10. Confidentiality
The student keeps private everything she learns about clients, their animals and the clinic's business, during and after the placement, and does not take photographs inside the clinic. Her journal records what she did and learned, not who she met.
11. Ending the placement early
The host, the parent or the college may end the placement at any time if the student's safety is at risk, if the student does not follow reasonable instructions, or if the host can no longer supervise her. The party ending it tells the other two the same day, and the student returns to the college.
12. Feedback
At the end of the week the supervisor completes a one page feedback sheet on punctuality, attitude, communication and the student's learning goals, and returns it to the careers coordinator by Friday 4 December 2026. The student writes a thank you letter to the clinic in her careers class.
13. Information the college gives the host
Before the start date the college gives the supervisor the student's emergency contacts and any medical information the parent agrees to share, which the host keeps securely and returns or destroys at the end of the placement. Ayla has no medical condition that affects the placement.
14. Changes
A change to the dates, hours or tasks in this agreement is made only in writing and signed by all four parties, by a new envelope if needed.
15. Contacts during the placement
| Who | Contact |
|---|---|
| Clinic reception | 03 9563 4471, 8.00 am to 6.00 pm |
| Careers coordinator | Gwen Marchetti, 03 9563 2210, careers@mistlewoodsc.example |
| College office | 03 9563 2200, for absences before 8.30 am |
| Parent | Dominic Hessenthaler, 0412 776 309 |
16. Agreement
The student agrees to attend on time each day, follow the supervisor's instructions and the clinic's safety rules, and keep client information private. The parent consents to the placement on the dates and hours above and confirms the travel arrangements. The host agrees to supervise the student as set out in clauses 5 to 7 and confirms the supervisor typed on page 2. The college, through the principal's nominee, approves the placement as part of the student's learning program.
This placement may not start until all four parties have signed. The college confirms each signature on the status page of this envelope before Friday 20 November 2026 and tells the host if any is missing.
Placement WX-26-112. Each of the four parties receives the completed agreement by email once the last signature is made.
Who signs what
- Ayla Hessenthaler, student, Year 10
- Signature and stamped date on page 4 · Email link, invited first
- Dominic Hessenthaler, parent
- Signature and stamped date on page 4 · Email link, invited second
- Simone Achterberg, for Copperleaf Veterinary Clinic Pty Ltd
- Text field on page 2: supervisor's name and role · Signature block on page 4: Name, Title, Company and a stamped Date · Email link, invited third
- Gwen Marchetti, careers coordinator, for Mistlewood Secondary College
- Signature block on page 4: Name and a stamped Date · Email link, invited last
The signing journey
Step 1
Four signers, one order
Sign in order is on with the student at 1, the parent at 2, the host at 3 and the school at 4. Each invitation waits for the signature before it.
Step 2
The family agrees first
Ayla and Dominic each sign and date their column on page 4 before the clinic sees anything.
Step 3
The host names the supervisor
Simone types the supervisor's name and role on page 2, then fills Title and Company in her block on page 4.
Step 4
The school approves last
Gwen's block is the final field. Clause 16 says the placement cannot start until all four have signed.
Every field, and who fills it
Ayla Hessenthaler and Dominic Hessenthaler sign side by side on page 4, each with a stamped date. Simone Achterberg types the supervisor's name and role on the ruled line in clause 5 on page 2, then her block prints FOR THE HOST EMPLOYER with her name, the Title and Company she typed, and the date. Gwen Marchetti's block for the college prints her name and date. The dates, the 8.30 am to 4.00 pm hours, the tasks and the insurance table are printed.
How to adapt this envelope
A student who is 18 does not need the parent, so remove that recipient and their two fields. A school that wants its own approval first, before asking an employer, can move the coordinator to order 1. A structured workplace learning placement, which has its own arrangement form, follows the same shape with that form uploaded instead, and a host with two supervisors gets a second text field.
What makes this valid in Australia
The Electronic Transactions Act 1999 and the Victorian equivalent accept an electronic signature that identifies the person and shows their intention reliably. Work experience in Victorian schools is arranged under the Education and Training Reform Act 2006 (Vic) and the ministerial order on work experience arrangements, which sets who must sign the arrangement before the placement begins.
What makes this signing flow work
Every signature the rules ask for
Victoria's work experience arrangements need the employer, the student, a parent of a student under 18, and the principal or a nominated person. Four recipients in one envelope, one certificate listing all four, is a tidier record than four pieces of paper collected from three places.
The supervisor is named by the host
Only the clinic knows who will be rostered on that week. Giving the host its own text field on page 2 means the family and the school see the supervisor's name on the signed copy, typed by the people responsible for the supervision.
The school's signature comes last
The coordinator approves a placement that the family and the host have already agreed to, with the supervisor already named. With the order on, the school cannot be asked to sign before the other three, and the event log shows each invitation following the signature before it.
Questions people ask
Who has to sign a work experience arrangement in Victoria?
The employer, the student, a parent or carer if the student is under 18, and the principal or a person the principal nominates, such as a careers coordinator. This envelope has one recipient for each, invited in turn, and the placement does not start until the last of them signs.
Can the host employer sign without coming to the school?
Yes. The host's link goes to the practice manager's email once the family has signed, and she completes the supervisor field and her block in a browser at the clinic, between appointments if need be. Nobody needs an account or has to travel to the school to sign.
Why does the host type its own company name?
The block's Title and Company lines are typed by the signer, not the sender, so the clinic states for itself who it is and in what role Simone signs. The role heading above the block was set by the school.
How long does a four signer envelope stay open?
Thirty days from creation for the whole envelope, not per signer, and the app does not let the sender change it. With four people signing in turn, the school should send it well before the placement week, here starting Monday 23 November 2026.
What happens if the host employer declines?
The envelope moves to declined and the school is emailed with the host's reason. The coordinator is never invited and nothing more is stamped. The school can find another host, withdraw this envelope, and send a new agreement to the family.
Is the student covered by insurance during the placement?
Clause 9 sets out the cover for this placement: personal injury through the Department of Education's work experience arrangements, and the host's own public liability insurance for the public. A school should confirm its own department's current arrangements before relying on any template.
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