School Management

Notebooks Program - Reallocate/Retain

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Reallocating and/or Returning Mid-lease Notebooks

When a notebook recipient ceases employment with the Department, commences unpaid leave for a period greater than six months, commences WorkCover for a period greater than 52 weeks, or is paid superannuation and/or temporary disability benefits only, the notebook and all associated equipment must be returned to the school notebook representative (SNR) for immediate reallocation to another eligible recipient.

The relinquishing recipient should ensure that all important files have been saved elsewhere and that the notebook and accessories are returned in full working order.

Once the notebook is returned, the SNR should reallocate the notebook. If there is no eligible recipient at the school for reallocation then the Notebooks Team must be notified and the notebook returned immediately. These notebooks can then be reallocated by the Notebooks Team to staff on the waiting list. Schools cannot hold onto notebooks since there will be eligible recipients from other schools in need of those units.

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Reallocation

Please note:

  • The dates entered determine the amount the recipient will be charged for the Notebook. Entering the wrong dates will result in under or over charging.
  • Once the notebook has been reallocated please have the New Notebook Recipient login to the Notebook Pages using their 8 digit pin and EduMail password, to accept the Program's Online Terms and Conditions.
  • Failure to process reallocations to an eligible teacher within two weeks of the notebook being returned to the school will result in the school being charged for the cost of the Notebook lease.
  • Notebook recipients may not swap notebooks with each other as this affects notebook deductions taken by HRMS that may result in recipients being under or over charged.

For more information, see: Instructions for reallocating mid-lease notebooks. (Word - 92Kb)

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Returning notebooks to DEECD

Please note:

  • The notebook must be ready for collection at the time when the return form is completed.
  • Failure to process the notebook for return to the Notebooks Team within two weeks of the notebook being returned to the school will result in the school being charged for the cost of the notebook lease.
  • Recipients and SNRs must complete and sign the Notebooks Return checklist.  A copy of this checklist needs to be kept at the school and another returned with the notebook. See: Notebooks Return Checklist (Word - 57Kb)
  • Notebooks must be returned to the Department in good working order complete with all accessories. The Department will pursue cases where notebooks are returned in damaged condition.
  • For more information, see:  Instructions for returning mid-lease notebooks (Word - 374Kb).

 

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End of year reallocations/returns

If a notebook is returned to the school during the last week of the year, reallocate it to another teacher if possible. If not, leave the notebook in a secure location over the holidays.

If the notebook needs to be returned to the Department, complete the return form immediately.

If the notebook is to be reallocated to another teacher but cannot be reallocated until the next year (i.e. it is to be reallocated to a new graduate), email the Notebooks Team with the details of the current recipient so their deductions can be ceased. Then complete the online reallocation first thing in the next year.

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Retention of notebook by a contract teacher

Contract teachers are eligible to receive and retain Notebooks. If a contract teacher ceases a contract at a school and then recommences a contract, either at the same school or at a different government school, they are required to ensure a Contract Teacher Notebook Retention Form is completed online. This should be completed by the school before the contract is terminated.

The retention process must be completed online at: www.eduweb.vic.gov.au/forms/school/notebooks. The principal or SNR should log on using the school’s EduMail username and password.