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Digital Learning Agreement

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2015-16 Digital Learning Agreement

Terms and Conditions

I. Definitions:

A. Device Accessories: peripheral equipment used with the electronic devices, including, but not limited to, charging plug, headphones, cases, and other added features (etching, etc.)

B. Digital Learning: utilizing electronic devices to teach curriculum to students, using a variety of software, applications, and other electronic means to enhance the learning experience, as directed by Florida Department of Education.

C. Electronic Device: electronic tablet, laptop, or other computerized system which is assigned to a particular Student.

II. Terms and Conditions:

In accordance with the Florida Department of Education’s direction to offer digital learning to students in public education, the School Board of Orange County, Florida (“OCPS”) has established a Digital Learning program for the purpose of enhancing student education. The Electronic Devices and Device Accessories are valuable pieces of OCPS property; therefore, OCPS has implemented this Digital Learning Agreement to protect its assets.

A. Responsibilities of Student:

1. Student shall maintain possession of the assigned Electronic Device at all times while in attendance at school and ensure that the Electronic Device is kept safe and secure at all times to avoid damage, loss, or theft of device.

2. Student shall NOT leave the Electronic Device unattended at any location, either on or off school property, unless safely secured in a locked location and out of sight.

3. Student shall utilize the Electronic Device for Digital learning purposes and therefore, shall not give, lend, or convey the Electronic Device to any other person, with the exception of a school teacher, coach, administrator, or Parent/Legal Guardian for securing or safe keeping.

4. Student shall bring the Electronic Device to school every day.

a) In the event that the Electronic Device is not brought to school, the school shall provide the student with a temporary replacement Electronic Device for the day, if available.

b) Student and Parent/Legal Guardian agree that this Digital Learning Agreement applies to an Electronic Device used as a temporary replacement.

c) Student shall return any temporary replacement Electronic Device at the end of the school day.

d) In the event that the Electronic Device is not brought into school for two (2) consecutive days, the Electronic Device may be considered OCPS lost or stolen property.

5. Student shall adhere to the OCPS Code of Student Conduct, School Board policies, and other school protocols and procedures as it relates to his/her participation in Digital Learning and use of the Electronic Device and Device Accessories.

6. Student shall notify the school immediately should the Electronic Device become or appear to be broken, damaged, lost, or stolen.

a) A complete description of the occurrence causing the Electronic Device to be broken, damaged, lost, or stolen shall be provided to the school’s property manager or designee within seventy-two (72) hours of discovery of damage or loss of the Electronic Device.

b) An Electronic Device lost or stolen must be reported to the designated school administrator or to the school’s School Resource Officer (“SRO”) immediately, but no later than seventy-two (72) hours after discovery of theft or mysterious disappearance.

7. Student shall cooperate with school administration, other school personnel, and the SRO in the use of the Electronic Device, investigation of breakages, damages, loss, or theft of devices, and other requests as it relates to his/her participation in Digital Learning.

8. Student understands that the Electronic Device is an asset of OCPS and of the school location; therefore, it shall not be transferred to any other school during Student’s tenure at OCPS without written permission from OCPS.

9. Student shall return the Electronic Device in good working condition upon request, including, but not limited to school breaks and/or end of school year, for inventory purposes, when withdrawing from the school or from OCPS, and in instances that Student is suspended, expelled, and/or otherwise of leaving the Digital Learning program at Student’s school.

B. Responsibilities of Parent/Legal Guardian:

1. Parent/Legal Guardian shall support and assist Student to ensure the Electronic Device is kept safe and secure at all times to avoid breakage, damage, loss, or theft.

2. Parent/Legal Guardian shall ensure that the Electronic Device shall be used for Digital Learning purposes only and shall not permit Student or others to use the Electronic Device for personal entertainment purposes.

3. Parent/Legal Guardian shall support and assist Student in adhering to OCPS Code of Student Conduct, School Board policies, and other school protocols and procedures as it relates to Student’s participation in Digital Learning and use of the Electronic Device and Device Accessories. Parent/Legal Guardian shall further agree to adhere to School Board policies and other school protocols and procedures as it relates to the Digital Learning program and this Digital Learning Agreement.

4. Parent/Legal Guardian shall assist Student in immediately notifying the school should the Electronic Device become or appear to be broken, damaged, lost, or stolen.

a) A complete description of the occurrence causing the Electronic Device to be broken, damaged, lost, or stolen shall be provided to the school’s property manager or designee within seventy-two (72) hours of discovery of breakage, damage, or loss of the Electronic Device.

b) An Electronic Device lost or stolen must be reported to the designated school administrator or the school’s SRO immediately, but no later than seventy-two (72) hours of discovery of theft or mysterious disappearance.

c) For any stolen device, Parent/Legal Guardian shall obtain a police report, which MUST include OCPS as the property owner of the Electronic Device, and must provide a copy of said police report to the school.

5. Parent/Legal Guardian shall cooperate with school administration, other school personnel, and the SRO in the use of the Electronic Device, investigation of breakages, damages, loss, or theft of devices, and other requests as it relates to Student’s participation in Digital Learning.

6. Parent/Legal Guardian understands that the Electronic Device is an asset of OCPS and of the school location; therefore, it shall not be transferred to any other school during Student’s tenure at OCPS without written permission from OCPS.

7. Parent/Legal Guardian shall be responsible for Student returning the Electronic Device in good working condition upon request, including, but not limited to school breaks and/or end of school year, for inventory purposes, when withdrawing from the school or OCPS, and/or in instances in which Student is suspended, expelled, or otherwise leaving the Digital Learning program at Student’s school.

8. Parent/Legal Guardian understands that Section 1006.42, Florida Statutes, allows OCPS to hold each Parent/Legal Guardian financially responsible for loss, damage, destruction, or unnecessary damage to instructional materials that have been issued to or used by Student, including the Electronic Device and Device Accessories.

9. Parent/Legal Guardian understands that any penalties, fines, or other assessments can follow Student throughout his/her tenure with OCPS and may result in Student NOT being allowed to participate in extra-curricular activities in accordance with OCPS policies.

C. School/District Responsibilities:

1. OCPS and its schools shall provide Digital Learning in accordance with Florida Department of Education rules and regulations as well as the relevant Florida Statutes.

2. Electronic Devices and Device Accessories are and shall remain the property of OCPS. The Digital Learning Agreement only provides permissive use of Electronic Devices and Device Accessories to Student for enhancing Student’s learning experience.

3. OCPS shall assign a specific Electronic Device to Student for inventory purposes.

4. OCPS may assign an Electronic Device to Student as a temporary replacement for one day, to be used on school campus, which must be returned that same day.

5. OCPS may assign an Electronic Device to Student as a temporary replacement while the assigned Electronic Device is out for repairs (warranty or non-warranty). The temporary replacement will be the newly assigned Electronic Device to Student.

6. OCPS reserves the right to decline to issue a replacement device if it determines, in its sole discretion, that the risk of loss or damage to the replacement device is unacceptable. The decision not to issue a replacement device shall not excuse Student and his/her Parent/Legal Guardian from any fees associated with the breakage, damage, loss, or theft of any previously-issued Electronic Device(s), given that those fees are intended to help offset the actual repair cost or replacement cost of OCPS’s property.

7. OCPS will provide alternative resources for curriculum in those cases where Student does not have access to an Electronic Device.

8. Principals of each OCPS school have been allotted discretionary waiver of fines, subject to certain limitations.

9. Principals or designee will make available to Parent/Legal Guardian and Student all applicable fees assessed against Student for any broken, damaged, lost, or stolen Electronic Devices or Device Accessories. This shall be provided within 10 days of the assessment and upon request and include any reference to discretionary waivers.

10. OCPS may elect to uphold disciplinary action up to and including suspension/expulsion of Student for violation of this Agreement, OCPS Code of Student Conduct, or other School Board policies.

11. OCPS reserves the right to involve law enforcement, file a claim with the appropriate court, and/or prosecute Parent/Legal Guardian or Student in connection with this Digital Learning Agreement where applicable by law.

D. Acknowledgment: By signing the attached 2015-2016 Digital Learning Agreement, Student and Parent/Legal Guardian agree to be bound by these Terms and Conditions.

Student:

Parent/Legal Guardian:

Address:

Home Phone:

Mobile Phone:

Email:

Digital Learning Agreement and Assignment of Electronic Device to Student (Select Yes or No from dropdown):

I, Parent/Legal Guardian, understand that Student, my child/legal ward, will be participating in OCPS Digital Learning and that an Electronic Device will be assigned to him/her. I understand that this Electronic Device is the property of OCPS which has given permission for Student (GRADES 6-12) to remove said Electronic Device from campus at the end of the school day to continue the learning experience for school assignments, homework, and/or other Digital Learning purposes. I understand that this permissive use does not convey the property to Student. I have read, understand and agree to the Terms and Conditions of the Digital Learning Agreement, including the below fines.

I, Parent/Legal Guardian, understand that Student, my child/legal ward, will be participating in OCPS Digital Learning and an Electronic Device will be assigned to him/her. I understand that this Electronic Device is the property of OCPS and shall not be allowed to leave school campus (GRADES K-5). I understand that this permissive use does not convey the property to me or to Student. I understand and agree to the Terms and Conditions of the Digital Learning Agreement, including the below fines.

Fines charged to Student ID for which Parent/Legal Guardian shall be financially responsible:

Type of Offense Electronic Device Device Accessories Principal Waiver
1st Offense: Accident/Loss Actual cost of repair/replacement (up to $50.00 maximum) Actual cost of repair/replacement (up to $10.00 maximum) Allowed under certain circumstances
1st Offense: Intentional Act or Theft Actual cost of repair/replacement (up to $100.00 maximum) Maximum of 50%
2nd Offense: Accident/Loss Actual cost of repair/replacement (up to $100.00 maximum) Actual cost of repair/replacement (up to $25.00 maximum)
2nd Offense: Intentional Act or Theft Actual cost of repair/replacement. No further devices shall be assigned to Student for the remainder of his/her tenure at OCPS.
3rd Offense Actual cost of repair/replacement. No further devices shall be assigned to Student for the remainder of his/her tenure at OCPS. Actual cost of repair/replacement Not Allowed

By signing this Agreement, Student and Student's Parent/Legal Guardian will certify that they have carefully read, understand, and accept the preceding Terms and Conditions of the Digital Learning Agreement, which will govern Student's possession, use of an Electronic Device and Device Accessories issued to Student by OCPS. Student and Student's Parent/Legal Guardian also certify that they will comply with these Terms and Conditions at all times while the Electronic Device and Device Accessories are in their care, custody, and control.

Parent/Legal Guardian Signature

Date

Student Signature

Date

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What a Digital Learning Agreement Is and when it applies

A Digital Learning Agreement is a written record that documents the courses, credits, and learning outcomes a student will complete as part of an arranged online or exchange study program. It records responsibilities of the sending institution, receiving institution, and the student, and specifies credit transfer, assessment methods, course codes, and effective dates. In digital form the agreement supports electronic signatures, attachments for syllabi or approvals, and machine-readable fields to speed processing. Institutions use it to preserve academic integrity and to ensure transparent credit recognition between parties.

Why institutions and students rely on a Digital Learning Agreement

A Digital Learning Agreement clarifies course commitments, credit transfer rules, and timelines, reducing administrative disputes and processing delays. It creates an auditable record for approvals, supports compliance with institutional policies, and enables reliable electronic exchange and signature validation across partner campuses.

Why institutions and students rely on a Digital Learning Agreement

Who commonly prepares and signs these agreements

Higher-education administrators, international office staff, academic advisors, and students typically use a Digital Learning Agreement to document course plans and credit transfer.

  • International Office: prepares templates, coordinates approvals, and ensures partner institution acceptance for credit recognition.
  • Academic advisors: confirm course equivalency, confirm learning outcomes, and advise on program suitability.
  • Students: review, accept, and sign proposed course lists; provide syllabi and personal information as required.

Institutional IT and records offices also reference the agreement for audit trails, retention schedules, and institutional reporting needs.

Essential sections to include in a professional Digital Learning Agreement

A comprehensive Digital Learning Agreement lays out parties, courses, credits, assessment methods, approvals, and effective dates to support credit transfer and institutional recordkeeping.

Parties

Identify sending institution, receiving institution, and student by full legal names, institutional identifiers, and contact persons; include official email addresses and titles so approval routing and responsibility for credit recognition are explicit and traceable.

Course List

Itemize each course with both institutions' official course codes, full titles, credit values, learning outcomes, weekly hours, and whether the course is required or elective for degree completion to simplify equivalency evaluation.

Credit Transfer

State the equivalency rules, conversion method (for example ECTS to institutional credits), minimum passing grade, transcript notation, and the appeal process in case learning outcomes are deemed insufficient.

Assessment

Describe evaluation methods, grading scale mapping, specific assessment components, submission deadlines, and which institution issues the final grade and transcript entry so responsibilities are clear.

Approvals

Specify required signatories, departmental endorsements, registrar confirmation, and any delegated authority including dates and official titles; record conditional approvals and required supporting documentation for audit completeness.

Attachments

List required attachments such as detailed syllabi, reading lists, assessment rubrics, learning outcomes, and any visa or placement confirmations that support the credit recognition and registrar approval process.

Step-by-step: preparing and finalizing a Digital Learning Agreement

Follow these steps to prepare, review, and finalize a Digital Learning Agreement with electronic signatures and attachments.

  • 01
    Prepare: Compile course list, syllabi, and institutional contact details.
  • 02
    Upload: Add documents and place required fields for signatures.
  • 03
    Authorize: Obtain approvals from departments and registrar.
  • 04
    Sign & Archive: Sign electronically, confirm audit trail, and store final copy.

Where the agreement travels: common routing and submission steps

Typical routing paths for a Digital Learning Agreement move from preparer to approvers, registrar, and finally to student and receiving institution for signature and records.

  • Submit to Approver: Send to academic department for course equivalency check.
  • Registrar Review: Registrar confirms credit mapping and institutional codes.
  • Student Review: Student verifies course selections and signs electronically.
  • Record Filing: Store executed agreement in student record system.

Recommended online workflow settings

Configure your online workflow to automate approvals, apply conditional fields, and maintain an auditable trail for each Digital Learning Agreement.

Field Configuration
Signer Authentication Email link; optional SMS code; KBA available
Conditional Fields Show conversion and approvals conditionally based on selections
Bulk Send Use for cohorts; prefill student data
Retention Policy Automate archival and access controls

Technical and security expectations for digital submission

Digital submissions require compatible document formats, signer authentication, and a secure storage location to protect records during exchange.

  • Formats: PDF, DOCX, or HTML
  • Integrations: LMS and SIS integrations
  • Security: TLS 1.2/1.3 and AES-256

Common deadlines and processing time expectations

Key deadlines determine when course approvals, student acceptance, and registrar posting must occur to protect credit recognition and reporting obligations.

Submission to Home Institution Office:

At least 30 days before course start date.

Department Approval Deadline for Course Equivalency:

Preferably 21 days before start; varies by institution.

Student Acceptance Deadline for Proposed Courses:

Within 7–14 days of receiving final offer.

Registrar Posting and Transcript Update Schedule:

Grades and credits posted after course completion per transcript cycle.

Record Retention Start and Effective Date:

Retention begins on effective date or date of signature.

Key milestones from draft to archival

Milestones for a Digital Learning Agreement track preparation to archival, showing required approvals, signing, and final records posting.

01

Drafting

Assemble courses, syllabi, and institutional contacts.

02

Approval

Department and registrar confirm equivalency and credits.

03

Signing

All parties affix electronic signatures with audit trail.

04

Archival

Store executed agreement in student record and backup.

Common mistakes that delay approvals

  • Missing or inconsistent course codes between sending and receiving institutions cause delays in credit mapping and require manual reconciliation by registrars.
  • Incomplete attachments such as syllabi or learning outcomes often trigger requests for revision and extend approval timelines by days or weeks.
  • Using informal names instead of legal names for students can block official enrollment processes and prevent transcript updates until corrected.
  • Failing to specify credit conversion method (ECTS vs institutional units) leads to miscalculation and potential rejection of transfer credits by the receiving registrar.

Consequences of incorrect or incomplete agreements

Lost Credits: Risk of credit not recognized
Enrollment Holds: Administrative holds delay registration
Compliance Breach: FERPA/HIPAA exposure risk
Financial Impact: Tuition refunds or additional fees
Accreditation Risk: Institutional reporting issues
Recordkeeping Penalty: Failure to meet retention rules

Security and compliance basics when handling agreements

Encryption: TLS 1.2/1.3; AES-256 at rest
Authentication: Email, SMS, KBA, or SSO options
Audit Trail: Timestamps, IP addresses, action logs
Certifications: SOC 2 Type II; ISO 27001
HIPAA Support: BAA available upon request
ESIGN/UETA: Compliant with ESIGN and UETA

Who typically has signing authority

Program Manager

Typically an international programs manager or department head authorized to confirm course equivalency and sign on behalf of the sending institution. They coordinate departmental approvals, verify learning outcomes, and ensure the student meets prerequisites before registrar posting.

Registrar

The registrar or authorized records officer reviews course mapping, confirms credit conversion, and posts approved credits to the student transcript. Registrars enforce institutional policies, validate signatures, and maintain retention records to meet auditing and accreditation requirements.

Illustrative uses of a Digital Learning Agreement

Examples show how different institutions use a Digital Learning Agreement to speed approvals, support remote learning, and preserve academic records.

University Exchange

A public university implemented a Digital Learning Agreement to standardize course recognition for 1,200 study-abroad and online exchange students annually.

  • Reduced manual reviews and mail-based approvals.
  • The agreement included standardized syllabi attachments and conditional fields to automate departmental sign-offs; registrars posted credits within one grading cycle, reducing disputes and providing a clear audit trail for accreditation and student records.

Community College Consortium

A consortium of community colleges used a shared Digital Learning Agreement to align curriculum and accept transfer credits across five partner institutions.

  • Improved transfer rates and reduced student confusion.
  • By defining credit equivalencies and retention rules, colleges shortened processing time, minimized transcript errors, and supported online learners with secure electronic signatures and archived copies for appeals and audits.

Practical practices to reduce friction and errors

Adopt these practical steps to improve accuracy, speed, and compliance when preparing Digital Learning Agreements across partner institutions.

Standardize Course Codes and Equivalencies
Maintain a central mapping table with sending and receiving course codes, credit values, and learning outcomes; update it quarterly and have departments confirm changes to prevent mapping errors and approval delays during peak enrollment periods.
Require Detailed Course Syllabi as Attachments
Make syllabi mandatory uploads for each listed course, require module-level learning outcomes, and set validators for file format and page limits to help assessors quickly verify equivalency without back-and-forth requests.
Configure Conditional Digital Approval Workflows
Configure digital forms to show credit-conversion fields only when needed, route exceptional cases to faculty reviewers, and automate reminders for pending approvals to reduce manual follow-up and missed deadlines.
Maintain Audit Trails and Retention Policies
Implement retention workflows that archive signed agreements and related attachments for the legally required period, ensure access logs are preserved, and schedule periodic reviews for compliance with institutional and state retention rules.

Typical eSignature vendor pricing and capability snapshot

Compare starting prices and high-level capabilities for common eSignature providers to estimate platform costs and compliance coverage.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Digital Learning Agreements

Answers to common questions about signing, authentication, retention, corrections, and platform compatibility for Digital Learning Agreements.


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