Can a WIL agreement be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and reliable retention are present.

Are notarization or witnesses required?

Typically no for ordinary WIL agreements; notarization or witnesses are only necessary when state law or specific contractual terms demand them, such as in some states for deeds or powers of attorney.

Who is authorized to sign for the employer?

A person with signatory authority (HR director, authorized manager, or officer) should sign. Confirm internal delegation rules to ensure the signature binds the organization.

How do I update an executed agreement?

Amendments should be in writing and signed by all parties. For electronic records, capture an executed amendment and maintain it with the original agreement for auditability.

What if a party withdraws consent to electronic records?

Under ESIGN, consumer-facing transactions require a consent disclosure and a method to withdraw consent; follow the disclosure and withdrawal procedures documented at execution.

How long should I keep the signed agreement?

Retain executed agreements per applicable rules: at least 3 years for many tax and employment records, 6 years for HIPAA-covered records, and longer if state law or institutional policy requires it.

Electronic Signature
Templates
HR
Employee WIL Agreement

Employee WIL Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE WIL AGREEMENT

This Work-Integrated Learning Agreement ("Agreement") is entered into between Employer Name: and Employee Name: . Effective Date:

Personal Information

Full Legal Name Address Phone Email

Position Information

Job Title Department Reporting Manager (Name & Title)

Anticipated Start Date: Anticipated End Date:

Stipend / Compensation Expected Hours per Week Primary Duties and Learning Objectives

Supervision, Training and Evaluation

Supervisor Name: Supervisor Title:

Training Plan and Evaluation Criteria

Employment History

Most Recent Employer - Company Title / Position

Dates Employed: Reason for Leaving:

Primary Responsibilities Previous Employer - Company Title / Position

Dates Employed: Reason for Leaving:

Primary Responsibilities

Education

Highest Degree Institution Graduation Date

References

Reference 1 Reference 2 Reference 3

Legal Terms and Conditions

1. Scope of Placement. The Employee will engage in the duties and learning objectives described above. This placement is educational in nature and not to be construed as an offer of continued employment beyond the placement period unless expressly agreed in writing.

2. At-Will Employment. Unless otherwise specified in a separate written agreement signed by an authorized representative of the Employer, the Employee's participation in this WIL placement is on an at-will basis and either party may terminate the placement at any time, with or without cause, subject to any notice requirements set forth in this Agreement.

3. Confidentiality. The Employee shall maintain in confidence all proprietary and confidential information of the Employer and shall not, during or after the placement, disclose or use such information except as required to perform placement duties. Confidential information includes, but is not limited to, technical, business, financial and customer information.

4. Intellectual Property. All work product created by the Employee in the scope of the placement and paid for or directed by the Employer shall be the exclusive property of the Employer. The Employee assigns all right, title and interest in such work product and agrees to execute documentation as reasonably requested to effectuate such assignment.

5. Insurance and Liability. The Employer and the Employee will each maintain applicable insurance for their respective obligations. The Employer shall inform the Employee of any required incident reporting procedures. The Employee acknowledges responsibility to comply with Employer safety policies while on premises.

6. Background Checks and Authorizations. The Employee authorizes the Employer to contact previous employers and to obtain background checks necessary to evaluate suitability for placement. The Employee authorizes disclosure of employment-related information to the Employer and agrees to provide any requested documentation.

Authorization to Conduct Checks: I consent to background checks and to the Employer contacting references and previous employers.

7. Remuneration and Benefits. Stipend, if any, and schedule of payment are as stated above. Employee is not eligible for Employer benefits unless explicitly provided in writing. Any tax or statutory withholdings required by law shall be deducted.

8. Termination. This Agreement may be terminated immediately for cause, including but not limited to breach of confidentiality, misconduct, or failure to perform duties. Upon termination, Employee shall return Employer property and materials.

9. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction in which the placement is performed. Any dispute arising under this Agreement shall be resolved in the courts of that jurisdiction.

10. Entire Agreement. This Agreement contains the entire understanding between the parties with respect to the placement and supersedes all prior agreements and understandings, whether written or oral, relating to the placement.

Acknowledgments and Certifications

I certify that all information provided in this Agreement is true, complete and accurate to the best of my knowledge. I authorize the Employer to verify statements made herein and to contact the listed references and prior employers.

Equal Opportunity Statement: The Employer is an equal opportunity organization. Decisions related to placement shall be made without regard to race, color, religion, sex, national origin, disability, age, or any other protected characteristic.

Applicant Consent: I certify that the foregoing statements are complete and accurate and that I have read and understood the terms of this Agreement.

Emergency Contact

Contact Name Relationship & Phone

Employer (Printed Name):

By:

Date:

Employee (Printed Name):

By:

Date:

What an Employee WIL Agreement Covers

An Employee WIL Agreement documents the terms of a Work-Integrated Learning placement or similar employer-sponsored experiential program. It defines scope of work, learning objectives, supervision, schedule, compensation or stipend (if any), confidentiality, intellectual property assignment, workplace safety expectations, and termination rights. The agreement clarifies responsibilities for the employer, the participant, and any educational partner, and establishes the effective date and duration of the placement to reduce ambiguity during the assignment.

Why a Clear WIL Agreement Matters

A well-drafted Employee WIL Agreement reduces legal risk, sets measurable learning outcomes, protects confidential information and IP, and ensures compliance with employment and education rules. It creates a single reference for supervisors, HR, and academic partners to resolve disputes and manage program evaluations.

Who Typically Uses an Employee WIL Agreement

Organizations and individuals use WIL agreements to align expectations before a placement begins.

Employers and HR teams: Use the agreement to define duties, supervision, compensation, and workplace policies for the participant.
Academic partners and career services: Ensure learning objectives, credit requirements, and evaluation criteria are captured for institutional approval.
Students and participants: Confirm schedule, reporting relationships, confidentiality obligations, and criteria for successful completion.

The agreement supports consistent onboarding, protects sensitive information, and documents authorization for work-based learning activities.

Core Clauses to Include in a Professional WIL Agreement

Include these core sections to make the agreement complete and enforceable.

Parties

Identify the employer, the participant (student or trainee), and any educational institution; include legal names, addresses, and point-of-contact details to avoid ambiguity.

Scope of Work

Describe duties, learning objectives, deliverables, expected hours per week, and any remote or on-site requirements so performance and supervision are measurable and auditable.

Compensation

State stipend or wage details, payment schedule, reimbursements, or indicate unpaid status; include tax reporting responsibilities and any conditions for conditional pay.

Confidentiality

Define confidential information, permitted disclosures, duration of confidentiality obligations, and remedies for unauthorized disclosure or misuse.

Intellectual Property

Specify ownership or assignment of work product, licensing terms, and exceptions for pre-existing intellectual property to prevent future disputes.

Termination & Liability

Set notice periods, grounds for immediate termination, return-of-property requirements, and limits on liability or insurance requirements for the placement.

Step-by-Step: Completing the Employee WIL Agreement

Follow these sequential actions to prepare, review, and finalize the agreement.

01

Prepare Draft: Populate parties, scope, dates, and supervisor details.
02

Review Terms: HR, legal, and academic partner review for compliance and credit alignment.
03

Obtain Signatures: Collect signatures from authorized signers and the participant.
04

Distribute Copies: Provide fully executed copies to all parties and retain records.

How to Configure an Online WIL Agreement Workflow

Recommended fields and settings for an electronic workflow to streamline routing and compliance.

Field	Configuration
Signature Order	Sequential signing: employer > supervisor > participant
Authentication	Email verification with optional SMS code for higher assurance
Conditional Fields	Show compensation fields only if 'Paid' is selected
Retention	Store executed PDF and audit trail for the required retention period

Where to Send and File the Executed Agreement

After signing, route copies to the right stakeholders and secure the master file.

Participant Copy: Email or provide download; participant retains for personal records
HR Record: Store executed agreement in the employee file or LMS
Educational Partner: Send to the university or career services for credit documentation
Master Archive: Retain executed PDF and audit trail in secure storage

Digital Signing and Distribution Considerations

Choose a platform that supports secure e-signatures, audit trails, and required integrations.

File Formats: PDF and DOCX supported
Integrations: Connectors to HR and LMS systems
Authentication: Email, SMS, or advanced methods

Ensure the chosen platform offers audit logs and retention features; confirm HIPAA or other addenda if the placement involves protected health information or student records.

Key Timing and Filing Deadlines to Track

Track these timing milestones to maintain compliance and support program administration.

Agreement Before Start:

Execute before participant begins duties

I-9 Completion:

I-9 must be completed within three business days of hire

W-9 on Request:

Provide W-9 when payer requests for tax reporting

Midpoint Review:

Schedule progress evaluation at program midpoint

Termination Notice:

Adhere to contract notice periods for early termination

Common Preparation Errors to Avoid

Using informal job descriptions that lack measurable objectives leads to disputes over completion and credit.
Failing to list the supervising contact and escalation path creates confusion when incidents or performance issues arise.
Omitting specific compensation language or payment timing can trigger payroll errors or misclassification risk.
Not retaining an executed master copy with an audit trail undermines enforceability and complicates audits.

Legal and Administrative Risks to Watch

I-9 fines: $281–$2,789 per violation

Tax reporting: Backup withholding 24% if TIN missing

Misclassification: Wage and hour liability possible

Breach of confidentiality: Civil damages and injunctive relief

IP disputes: Claims over ownership of deliverables

Recordkeeping failure: Regulatory audit exposure

eSignature Vendor Comparison for Executing WIL Agreements

Basic vendor features and starting prices used to evaluate electronic signature options for secure execution and recordkeeping.

	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	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Frequently Asked Questions About Employee WIL Agreements

Answers to common questions about e-signing, signatures, revisions, and recordkeeping for WIL agreements.

Need help? Contact support

Can a WIL agreement be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and reliable retention are present.
Are notarization or witnesses required?
Typically no for ordinary WIL agreements; notarization or witnesses are only necessary when state law or specific contractual terms demand them, such as in some states for deeds or powers of attorney.
Who is authorized to sign for the employer?
A person with signatory authority (HR director, authorized manager, or officer) should sign. Confirm internal delegation rules to ensure the signature binds the organization.
How do I update an executed agreement?
Amendments should be in writing and signed by all parties. For electronic records, capture an executed amendment and maintain it with the original agreement for auditability.
What if a party withdraws consent to electronic records?
Under ESIGN, consumer-facing transactions require a consent disclosure and a method to withdraw consent; follow the disclosure and withdrawal procedures documented at execution.
How long should I keep the signed agreement?
Retain executed agreements per applicable rules: at least 3 years for many tax and employment records, 6 years for HIPAA-covered records, and longer if state law or institutional policy requires it.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now