Academic Year 2025-26

Dear Parents

Chromebook - Learning Device Loan Agreement 

Our students’ daily lives are filled with technology and they are quick to embrace new developments. We want them to feel empowered in this rapidly changing climate.

We believe Chromebooks enable our students to become well-informed, responsible digital citizens and lifelong learners and as such, students at both QEGS & WGHS will be given their own personal Chromebook, fully funded by Wakefield Grammar School Foundation.

We firmly believe that by our students having access to their own devices, brings enormous educational benefits and parental support is invaluable in ensuring the best learning experience for our students. Please find below a Frequently Asked Questions booklet, which seeks to answer any initial queries you or your child might have.

Please also see below our Learning Device Loan Agreement, which we would ask you to read carefully with your daughter, and submit the reply form as soon as possible.

Yours sincerely,

Mr Mark Fitzsimons, Director of Studies

LEARNING DEVICE LOAN AGREEMENT

Academic Year 2024-25

Learning Device Loan Agreement

Between:

1. Wakefield Grammar School Foundation (the Foundation); and
2. Parents / Guardians and Pupils

BACKGROUND

The Foundation has a policy of making mobile devices available for pupils to use in the classroom, for homework, and for independent study. To make sure that pupils have access to these devices when they need them, each pupil is permitted to keep one of the devices during his or her time as a pupil of the Foundation, subject to the pupil's parent(s) or guardian(s) agreeing to certain conditions. This is an agreement between you and the Foundation and sets out the terms on which the Foundation will permit your child to use the device. Please indicate your acceptance of the terms by signing where indicated below.

AGREED TERMS

1. Commencement and Termination
   1. By signing this agreement where indicated below, you offer to be bound by its terms. The Foundation's acceptance of your offer occurs when the Foundation provides the device to you or your child, at which point this agreement commences and becomes binding on you and the Foundation.
   2. This agreement will terminate, unless terminated earlier, when you or your child return the device to the Foundation in accordance with clause 6. Rights and liabilities accrued before termination, including (without limitation) your liability to pay any money you owe the Foundation under clause 5.5 or 6.3, will be unaffected by termination of this agreement.
2. Loan of the Device
   1. In consideration for you complying with your obligations under this agreement, the Foundation will lend the device to you for use by your child for the purposes described in clause 3.1 below. The loan of the device will begin when the Foundation provides your child with the device, and will end on the date you are required to return the device to the Foundation in accordance with clause 6.
   2. The device will remain the property of the Foundation at all times.
   3. If any material defect occurs in the device whilst it is on loan to you, the Foundation will (at its option) either repair the device or lend you a replacement device, provided that:
      1. You notify the Foundation in writing of the defect as soon as reasonably practical after the defect occurs.
      2. You ensure that the device is returned promptly to the Foundation for repair or replacement.
      3. The defect did not occur because of a negligent act by you or your child or a third party (other than an employee or contractor of the Foundation).
   4. You will not sell this device or loan it to others.
3. Use of the Device
   1. The Foundation will ensure that the device is fit for use by your child for the purposes described in clause 3.3 below whilst it is on loan to you.
   2. The Foundation will ensure that the device is capable of using the Foundation's internet connection on the Foundation's premises whilst it is on loan to you, but will not be responsible for ensuring that the device is capable of connecting to the internet elsewhere, or that the device is compatible with your computer systems.
   3. It is expected that pupils take the device home each day for completion of homework and independent study, and brings it back (charged) into school each day, as is the case with other equipment required for lessons.
   4. You will ensure that the device is only used by your child, and only for the following purposes:
      1. For use in class as directed by the teacher leading the class.
      2. For use in preparing and submitting homework.
      3. For independent study either in or outside school.
      4. For accessing applications and networks made available to your child by the Foundation; and
      5. For your child's personal, non-commercial use subject to clauses 3.5 to 3.8 below.
   5. You will ensure that your child's use of the device also complies with the Foundation ICT Acceptable Use Policy, Social Media Policy and the School's Anti Bullying Policy.
   6. You will ensure that your child follows any instructions issued by the Foundation regarding use of the device.
   7. You will not, and will ensure that your child does not, use the device for any form of financial transaction or dealing, including (without limitation) online shopping or banking.
   8. You will not, and will ensure that no one else, downloads or installs software or media files to the device from external sources without authorisation from the Foundation.
4. Monitoring
   1. You agree that the Foundation may monitor use of the device in the same way that the Foundation monitors use of its other computer systems in accordance with the Policies, including (without limitation) viewing any data stored on or accessed via the device.
   2. The Foundation may remotely make changes to the device and any software installed on the device at any time, including (without limitation) making the device inoperable.
   3. You agree that any data stored on the device shall be the property of the Foundation, and that the Foundation may copy, store, modify, delete, or otherwise use that data in any way it reasonably considers appropriate.
5. Repair and Safekeeping of the Device
   1. You will keep, and will ensure that your child keeps, the device safe at all times during the term of this agreement, including (without limitation) whilst the device is being used on Foundation premises.
   2. If the device is stolen during the term of this agreement, you will report the theft to the police and the Foundation as soon as reasonably practical after you become aware of the theft. You will promptly provide the Foundation with any information that the Foundation reasonably requires in relation to the theft, including (without limitation) any crime reference number provided to you by the police.
   3. During the term of this agreement if the device is lost or any material defect occurs in it:
      1. You will notify the Foundation in writing as soon as reasonably practical; and
      2. In the case of a defect, you will ensure that the device is returned promptly to the Foundation for repair or replacement.
   4. Provided you comply with clauses 5.2 and 5.3, the Foundation will lend you a replacement device in the case of loss or theft or in the case of a defect either (at its option) repair the device or lend you a replacement.
   5. If a material defect occurs in the device during the term of this agreement as a result of a negligent act by you or your child or a third party (other than an employee or contractor of the Foundation), or if the device is lost or stolen as a result of your negligence or the negligence of your child, you will pay the Foundation's reasonable costs of repairing or replacing the device (as the case may be). In any other case, the Foundation will bear the costs of repair or replacement under its insurance policy. There will be a maximum of one claim in every 12 month period covered. After which the Foundation reserves the right to require that you pay all reasonable costs for repair/replacement.
   6. References in this agreement to the device are to be read as references to any replacement provided by the Foundation.
   7. You must not in any way wilfully damage the Chromebook. Any damage may result in you being asked to pay the Foundation’s reasonable costs of repairing the device.
   8. Personalisation of the device :-
      1. Your device will be issued with a sticker including your name. This sticker must not be removed.
      2. You must not damage the chassis or casing of the device by engraving or permanently personalising the Chromebook.
   9. You must not sell, loan or pass on this device to others.
6. Returning the Device
   1. The Foundation may give you written notice to return the device to the Foundation. Such a notice will specify a date for the return of the device. That date will be at least ten days after the date of the notice.
   2. Upon the earlier of i) the last day on which your child is a pupil of the Foundation, ii) the date specified in the notice referred to at clause 6.1, or iii) the termination of this agreement (for any reason), you will return, or ensure that your child returns, the device to the Foundation.
   3. If you do not return, or ensure that your child returns, the device to the Foundation, in accordance with this clause 6 you will pay the Foundation's reasonable costs of procuring a replacement.
7. The Foundation's Liability
   1. The Foundation will not be liable to you (whether in contract, tort, or in any other way) for any loss, injury or damage that arises out of or in connection with any defect in the device. However, this does not exclude the Foundation's liability for death or personal injury caused by negligence on the part of the Foundation or for fraud on the part of the Foundation.
8. Other Terms
   1. If you would like to report any issues or have any queries relating to your child’s device please email chromebooks@wgsf.net

   2. This agreement and the documents referred to in it contain the entire agreement between you and the Foundation in relation to the device, and replace any earlier agreement about the device.
   3. Please submit the reply form below as soon as possible.

LEARNING DEVICE LOAN AGREEMENT FORM

By signing this agreement you agree to adhere to the terms above.

Please submit as soon as possible