Notebooks Program - Frequently Asked Questions

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For principals and school notebook representatives (SNRs)

I have several new teachers who would like a notebook computer, is it possible for teachers to be assigned a Notebook that has been returned to the Notebooks Team for reallocation?

SNRs should add eligible recipients to the notebooks waiting list.  Please refer to instructions under New Applicant/Waiting List. 

Please note there is no guarantee on the timeline and as to when a Notebook may become available.

A teacher has resigned/retired and has handed back their notebook. What do I do with it?

The Notebook should be reallocated to an eligible teacher within the school as soon as it has been returned by the departing teacher. If there is no eligible teacher within the school, the Notebooks Team must be notified for return at www.eduweb.vic.gov.au/forms/school/notebooks under section ‘Notebooks No Longer Required (to be returned to DE&T)’.

I am trying to reallocate a notebook to a teacher but they do not appear on my ‘new recipient’ list. What do I do?

Firstly, check to see that they do not appear on your ‘previous recipient’ list. You may not be aware that they already possess a notebook. If this is not the case, please notify us by email at notebook@edumail.vic.gov.au and we will investigate the discrepancy.

A notebook recipient at my school has advised me that their deductions have stopped. How can I restart them?

If the teacher is a contract teacher you will need to submit a ‘Contract Teacher Notebook Retention Form’. This form is available online at www.eduweb.vic.gov.au/forms/school/notebooks. You must log on using the school’s EduMail credentials i.e. SXXXX01 where X is school number.

If the teacher is ongoing please notify us by email at notebook@edumail.vic.gov.au and we will investigate and advise HRMS to recommence deductions.

I am trying to get to the notebooks administration web site to reallocate a Notebook but all that comes up is the acceptance agreement for my Notebook or a message that I do not have access to this page. What do I do?

It is most likely that you have attempted to log onto the site using your EduMail details. Please ensure you log on as the school using the school's EduMail username and password. You may need to close your web browser completely and re-open it to do so.

The school has received an invoice for a notebook that has been returned to the school by a teacher, is the school responsible for these payments?

To enable teachers and schools to obtain the greatest benefit from the Notebooks Program it is important that notebooks be reallocated or notified for return to the Notebooks Team when immediately they are handed over by the teachers to the school. By reallocating immediately the school has the benefit of retaining the Notebook at their location. Advising return immediately transfers responsibility for the notebook back to the Notebooks Team for allocation to another teacher. Holding onto Notebooks and not reallocating them not only results in other teachers being disadvantaged but a financial loss to the Notebooks Program that in turn disadvantages all teachers and schools. The financial loss to the Notebooks Program is passed on to the relevant person or organisation contributing to the loss.

What happens when a recipient has returned a Notebook but the SNR has not completed appropriate actions?

If a notebook has been returned by a recipient to an SNR/principal but the SNR/principal has failed to return the notebook, then the school will be charged the purchase price of the Notebook, plus a $100 administration fee.

For recipients

How much are notebooks per fortnight?

Notebooks are $4 for a PC based Notebook and $7 for Apple Notebooks, per fortnight taken from recipients pre-tax salary.
Please note payments cannot be made from a bank account or credit card instead.

Can I swap my notebook with another recipient?

No, notebooks cannot be swapped as this affects deductions resulting in under or over payment.

I’ve received a notebook but have changed my mind and want a different model, can I swap?

No, notebooks cannot be swapped. If you no longer wish to lease a notebook, you must return it to your school notebook representative. 

I’m changing schools, what happens to my notebook?

As per clause 3 of the terms and conditions of the Notebook Program, if you are going directly from one school to another, without a break in service, you may take your notebook with you. If the position at your new school is not commencing immediately, you must return your notebook to the previous school

I’ve received a tax invoice. What is this for?

Check the description on the invoice. If it says ‘non payment whilst in possession’ this means you did not have notebook contribution payments deducted for a period of time whilst you were in possession of a leased notebook. If it says ‘non return of end of lease notebook’ this means we have been informed that you did not return an end of lease notebook by the due date set.

Refer to clause 4 of the terms and conditions of the Notebook Program.

I am a contract/part-time teacher. Am I an eligible participant for the Notebook Program?

Yes. Any staff member under the classification of teacher, instructor or principal, and on the central payroll system based in a Victorian government school may participate in the Notebook Program. Time fraction of service does not preclude teachers from participating.

Can I purchase my notebook?

Notebooks are not available for purchase, unless otherwise advised by the Notebook Team. The Department leases notebooks and must return all end-of-lease notebooks to the leasing company.

How do I find the serial number of my Notebook?

IBM serial numbers are located on the bottom of the notebook. (L3-_____)

Apple MacBook serial numbers are found by removing the battery. (4H_______ or W_______)

Apple ibook serial numbers are to be found by removing the keyboard (4H_________).

The salary deductions for my notebook have suddenly stopped. Why is this and how do I get them restarted?

If you are not a contract teacher, please contact the Notebooks Team, or have the SNR contact the Notebooks Team immediately. However if you are a contract teacher, it is most likely your deductions have stopped because a teacher's contract ends, HRMS automatically ceases their deductions but does not automatically restart them at the beginning of a new contract. Please have your SNR submit a contract teacher notebook retention form on your behalf. Note that you may be required to authorise a lump sum amount to be deducted for any arrears that have resulted due to the cessation of deductions. If this is the case, you will be notified via your EduMail account.

Payments for my end-of-lease notebook have continued despite me returning/purchasing it and opting to exit the Notebooks Program instead of applying for a replacement Notebook. Shouldn't they have automatically ceased?

Even if your end-of-lease notebook is returned or purchased, this does not necessarily mean your contribution payments will cease immediately. If you have not completed paying the full contribution amount for the period of notebook use (usually the lease period) to which you originally agreed, salary deductions will continue until the full amount of authorised contributions are received. If it has been a substantial timeframe since relinquishing/purchasing the notebook and you are still paying it may be that you retained the notebook whilst on LWOP, and contributions were not paid during that time. Should you have queries on payments please contact the Notebooks Team.

I am going on leave, can I take my notebook with me?

If you go on unpaid leave for greater than six months or WorkCover in excess of 52 weeks, you must return your notebook to your school. Otherwise you may retain the notebook. If you are about to go on leave without pay for less then six months you should email notebook@edumail.vic.gov.au with the exact dates of your LWOP period to ensure arrangements for a lump sum deduction from your salary can occur prior to your leave. 

It is preferable for this to occur with at least two full pay periods to allow HR action. If processing of payment does not occur prior to your LWOP payment will be requested on your return either as a lump sum arrears payment direct from your salary or you will be billed via invoice (including any GST applicable) if payment not authorised from your pre tax salary.

What do I do when my notebook isn’t working?

See Loss and Damage.

For software issues, contact your school’s technician.

For hardware issues, contact the supplier.

If you have an IBM notebook, call 1800 006 066. 

Apple Australia Pty Ltd - contact 1300 301 596 - advise the operator that you are a Victorian DEECD Teacher under the Notebook Program.

Can I continue leasing my notebook after the leasing period is up?

No, once a notebook lease has expired the notebook must be returned by the due dates. If the notebook is not returned after the lease expiry date charges may apply.

When should I return my notebook?

Return your notebook and all associated equipment to the SNR for immediate reallocation to another recipient or return to the Notebooks Team if you:

• resign, retire or ceases employment
• take unpaid leave (such as leave without pay, unpaid family leave) for a period greater than six months
• commence WorkCover for a period greater than 52 weeks
• are paid from superannuation only and/or temporary disability benefits
• are no longer eligible due to a job classification change.
• are on secondment to Central or Regional office for a period in excess of six months.

What do I do if I go on unpaid leave for less than six months?

If you are about to go on leave without pay for less then six months you must email notebook@edumail.vic.gov.au with the exact dates of your unpaid leave so we may arrange for a lump sum deduction to be taken out with your authorisation.

I am going on maternity leave, what do I do about my notebook?

If it is acceptable to your principal you may hold onto your notebook whilst on maternity leave. However, if you are commencing unpaid leave for a period greater than six months you must return your notebook before your unpaid leave commences.

Can I take my notebook overseas?

Notebooks are covered for loss and damage by the Department whilst in Australia only. For this reason we do not recommend that teachers take their notebooks overseas.

Recipients must obtain permission from the Notebooks Team in order to take their notebook overseas and will be responsible for insurance etc.

If a rollover is to occur during the time that the teacher is overseas the notebook must be returned to the SNR prior to travelling.

How do I get permission to take my Notebook overseas?

If recipients have a valid reason for needing to take their Notebook overseas:

1. Present your principal with a written request explaining your need to do this.
2. Have the principal approve and forward it to the Regional Director.
3. The Regional Director should consult the Notebooks Team to determine whether the term of the lease allows the notebook to be taken overseas.
4. If the Regional Director approves the request, they must forward the request and their approval to the Notebooks Team.
5. If approval is granted to take the notebook overseas the recipient must take out insurance cover for the full replacement cost of the Notebook before leaving the country.

The Department must recover the full purchase price for any total loss of a notebook. Recipients taking Notebooks outside Australia must be prepared to meet this cost if any insurance cover they take up does not meet the required full purchase price of the Notebook amount.