NDIS human resources policy example (filled-in sample)

Why registered NDIS providers need a formal HR policy

Every registered NDIS provider — including those delivering Supported Independent Living (SIL) — must demonstrate that their workforce is selected, supervised, trained, and managed in ways that protect participant safety and uphold the NDIS Code of Conduct. The NDIS Practice Standards (Human Resource Management module) make this a core Quality Indicator: auditors will ask to see your written policy and then test whether it is actually being followed.

The strengthened regulatory framework rolling out through 2026 places additional weight on workforce governance. Providers who cannot produce a current, populated HR policy at audit risk a finding of non-conformance — and, under serious circumstances, suspension or revocation of registration.

The sample below is a realistic, filled-in excerpt you can adapt. Replace bracketed fields with your organisation's details before use. This is an illustrative example only, not legal advice.

What an NDIS-compliant HR policy must cover

Before presenting the sample, here is a summary of the mandatory content areas drawn from the NDIS Practice Standards and the NDIS Act 2013 (Cth):

• Worker screening — NDIS Worker Screening Checks (or equivalent state/territory clearances) before commencement in risk-assessed roles, and ongoing monitoring.
• Code of Conduct — written acknowledgement that all workers, contractors, and volunteers understand and agree to the NDIS Code of Conduct obligations.
• Induction and training — documented induction program covering safeguarding, rights, incident reporting, and mandatory reporter obligations; refresher training schedule.
• Supervision and performance management — frequency and format of supervision, probation review, performance improvement process, and record-keeping.
• Complaints and whistleblower protections — how workers can raise concerns about participant welfare or organisational practices without fear of reprisal.
• Reportable incidents involving workers — obligations to report and investigate worker misconduct under the NDIS (Incident Management and Reportable Incidents) Rules 2018.
• Separation and offboarding — exit process including return of keys and access credentials, notification to the NDIS Commission where relevant.

Filled-in sample HR policy excerpt

The following block is a realistic example of how a SIL provider might complete their HR policy. It is formatted as it would appear in an actual policy document.

Section 1 — Recruitment and pre-employment screening

Sample policy wording:

"Sunrise Support Services will not engage any person in a risk-assessed role under the NDIS until a current NDIS Worker Screening Check clearance has been sighted, recorded in the HR register, and confirmed as valid via the NDIS Worker Screening Database. Risk-assessed roles include all positions involving direct participant contact, personal care, or access to participant homes.

Where a worker is engaged through a labour-hire agency, written confirmation of a valid clearance must be obtained from the agency before the worker commences. All clearance numbers and expiry dates are recorded in our workforce management system and reviewed quarterly by the Operations Manager."

Section 2 — Code of Conduct acknowledgement

Sample policy wording:

"All workers sign a Code of Conduct Acknowledgement Form on the first day of induction. This form confirms they have read the NDIS Code of Conduct and understand their obligations to: act with respect for individual rights; act with integrity, honesty, and transparency; take all reasonable steps to prevent and respond to violence, exploitation, neglect, and abuse; promptly take steps to raise and act on concerns about matters that might have an impact on the quality and safety of supports provided to people with disability."

"Signed acknowledgement forms are retained on individual personnel files for the duration of employment and for a minimum of seven years following separation."

Section 3 — Induction and mandatory training

Sample policy wording:

"New workers complete a structured induction program within the first five working days of commencement. The induction covers: participant rights and dignity; incident identification and reporting obligations; the organisation's complaints process; restrictive practices — definitions and prohibition of unauthorised use; mandatory reporting obligations under relevant state legislation; and emergency and evacuation procedures."

"Refresher training in safeguarding, restrictive practices, and the NDIS Code of Conduct is completed annually. Training records are maintained in the HR system and are available for auditor review. Workers who do not complete required training within the scheduled timeframe are placed on a temporary work restriction pending completion."

Section 4 — Supervision and performance management

Sample policy wording:

"All support workers receive formal one-on-one supervision with their direct Team Leader at least once every four weeks during the first six months of employment, and at least once every eight weeks thereafter. Supervision notes are documented on the Sunrise Supervision Record form and filed in the worker's personnel file.

Performance concerns are addressed through a three-stage process: informal discussion, written performance improvement plan, and formal disciplinary process. Workers subject to a formal process have the right to be accompanied by a support person. Decisions to terminate employment on conduct grounds are escalated to the CEO and are not made by a Team Leader alone."

Section 5 — Reporting worker misconduct

Sample policy wording:

"Where a worker is alleged to have engaged in conduct that may constitute a reportable incident under the NDIS (Incident Management and Reportable Incidents) Rules 2018 — including abuse, neglect, sexual misconduct, or use of unauthorised restrictive practices — the Operations Manager must be notified within two hours of the allegation becoming known. The worker may be stood down on full pay pending investigation.

The NDIS Commission is notified within the timeframes prescribed in the Rules. The internal investigation is conducted separately from any police or Commission process and does not replace statutory obligations."

Step-by-step: how to implement this policy in your organisation

1. Tailor the template — replace all placeholder names, role titles, and timeframes with your organisation's actual details. Do not leave bracketed fields unfilled at audit.
2. Get sign-off from your accountable officer — the policy must be approved by a person with authority (typically CEO or Board delegate) and carry a version number and approval date.
3. Brief all people managers — team leaders and coordinators must be able to explain the policy, not just locate it. Run a 30-minute walkthrough at your next team meeting.
4. Integrate with your HR system — link clearance expiry dates to calendar alerts so no worker operates on an expired screening.
5. Schedule an annual review — the NDIS Practice Standards require your policies to reflect current requirements. Set a recurring calendar task 60 days before the review date so you have time to consult, revise, and re-approve.
6. Keep an evidence trail — signed induction forms, training completion records, supervision logs, and clearance numbers are the evidence auditors request. Store them in a single, retrievable location.

Common non-conformances auditors flag in HR policies

• Policy is generic or from a template and does not reflect the provider's actual size, service type, or workforce structure.
• Clearance register exists but is not kept up to date — expired clearances still showing as active.
• Training records cannot be produced for all current workers.
• Supervision records are missing or consist only of meeting invitations with no documented content.
• The policy was last reviewed more than 12 months ago and does not reference the strengthened 2026 Practice Standards.

If your organisation needs a complete, pre-populated HR policy along with the remaining documents required for SIL registration, the 74-document audit-ready SIL compliance kit at ndiscompliant.com.au includes a fully completed HR policy, worker screening register, induction checklist, supervision form, and Code of Conduct acknowledgement — all formatted for immediate use.