SIL-Specific Documentation Requirements
SIL providers face documentation requirements that go beyond standard support worker notes. The NDIS Commission's Practice Standards for High Intensity Daily Personal Activities and the SIL-specific funding rules create a documentation framework that auditors examine closely.
Key SIL documentation requirements include:
- Individual notes for each resident: You cannot write one note covering all residents. Each participant must have their own shift record.
- Active overnight documentation: If the shift type is "active overnight" (worker awake all night), the note must demonstrate active monitoring — welfare check times, any interactions, any support provided.
- Handover documentation: A formal written handover at shift change is required. Verbal handover alone is insufficient under audit scrutiny.
- Medication administration records: Any medication administered must be recorded on the Medication Administration Record (MAR) and cross-referenced in the shift note.
- Incident escalation: Any incident must be recorded in the shift note AND reported formally through the incident management system within required timeframes.
- Restrictive practices: Any use of a restrictive practice (even a planned one) must be documented in the shift note with the specific restrictive practice named, the reason, duration, and participant's response.
During SIL audits, the NDIS Commission commonly requests 3–6 months of shift notes for a sample of residents. Overnight shift notes that show minimal or no documentation are a red flag. A note saying only "quiet night, no issues" for an active overnight shift indicates either the support worker was not actively monitoring residents, or the documentation does not reflect what actually occurred. Both findings result in non-conformances.
Example 1: Overnight Active Support Shift Note
An active overnight support note must demonstrate that the worker was awake, monitoring, and available throughout the night. Regular welfare check entries are essential.
"Overnight shift 10pm–6am. Residents were sleeping. Quiet night. No incidents."
"Overnight Active Support Shift — 22:00–06:00. Worker: [Support Worker Name]. Resident: Callum.
22:00 — Evening handover received from PM shift worker. Callum settled watching television in his room. No concerns raised by outgoing worker. Callum's evening medication (Quetiapine 50mg, Melatonin 2mg) confirmed administered at 21:30 per MAR — initials cross-referenced.
00:00 — Welfare check: Callum observed sleeping. No concerns. Door ajar as per Callum's preference.
02:00 — Welfare check: Callum sleeping. Environmental check completed — bedroom temperature comfortable (approx. 20°C). No sounds of distress.
03:45 — Callum activated his alert device. Worker attended within 90 seconds. Callum requested glass of water and stated he had a headache. Paracetamol 500mg administered per PRN protocol (as documented in Callum's health care plan). Callum was offered and declined further assistance. Returned to bed. Worker documented PRN administration on MAR.
04:00 — Welfare check: Callum appeared settled after PRN medication.
06:00 — Callum awake and alert. Reported headache resolved. Handover provided to AM worker — PRN administration and headache overnight communicated verbally and in writing. No further concerns. Shift complete."
Example 2: Morning Routine and Shift Handover
Morning shift notes in a SIL house cover both the individual's morning routine and the formal handover from overnight. Both elements need to be captured.
"AM shift. Got handover from night worker. Helped residents with breakfast and morning routine. All good."
"AM Shift — 06:00–14:00. Worker: [Support Worker Name]. Resident: Mei.
06:00 — Handover received from overnight worker. Key handover items for Mei: Mei had a settled night; no concerns. Overnight worker noted Mei appeared slightly congested — no temperature taken overnight. Handover documented in shift log.
07:00 — Mei awake and alert. Mei reported feeling "a bit bunged up" — consistent with overnight observation. Temperature taken (36.8°C — within normal range). Mei declined to see GP at this stage, preferring to monitor. Noted in shift record for ongoing monitoring. If temperature exceeds 38°C or Mei's condition deteriorates, GP will be contacted per health care plan.
07:15–08:00 — Morning personal care supported. Mei independently completed facial wash and tooth brushing. Verbal prompts provided for shower sequencing (hair first, then body). Mei selected her own clothing, choosing the green dress. Standby assistance provided for dressing fasteners only. Mei in good spirits despite congestion.
08:00–08:30 — Breakfast preparation. Mei requested scrambled eggs on toast. Supported Mei to prepare breakfast per her meal preparation plan (Level 2 — verbal prompts for safe stovetop use). Mei independently cracked and scrambled eggs with one verbal prompt for heat setting. Breakfast consumed in full. Morning medications administered (Sertraline 50mg, Vitamin D) — per MAR.
09:00–12:00 — Mei engaged in home-based activities independently. Worker completed household tasks (laundry, kitchen clean) with Mei's participation (Mei folded her own laundry with no assistance).
12:00 — Temperature re-check: 36.9°C. No change. Mei reporting feeling improved. Continue to monitor. Noted in shift record."
Example 3: Challenging Behaviour During Overnight Shift
Behaviour incidents during overnight shifts require careful documentation. The note must record the antecedents, the behaviour itself, the response, and the outcome — without using language that is derogatory or that characterises the participant negatively.
"2am: Daniel had an episode. He was aggressive and yelling. Had to call for backup. Eventually calmed down."
"02:15 — Welfare check: Daniel was observed agitated in his room, pacing. When support worker entered, Daniel stated he could not sleep and was "angry about something". Worker acknowledged Daniel's distress calmly and asked if he wanted to talk or preferred quiet company. Daniel requested quiet company. Worker sat outside Daniel's room. Daniel's volume of voice was elevated for approximately 10 minutes (loud but not directed at worker or others). Sounds reduced progressively. No physical aggression occurred. No property damage.
02:30 — Strategies applied per Daniel's Behaviour Support Plan (BSP Section 4 — 'Interrupted Sleep Protocol'): low-stimulus environment maintained (lights off except hall light), worker remained calm and non-confrontational, no demands placed on Daniel. These strategies were consistent with Daniel's BSP and sensory profile.
03:00 — Daniel returned to bed independently and appeared settled. Worker confirmed Daniel was calm and comfortable before withdrawing. No restrictive practices were used.
03:30 — Final check: Daniel sleeping.
This incident will be documented on an Incident Report Form (Minor Incident — no injury, no property damage) and communicated to Team Leader at shift change. Daniel's BSP practitioner (refer to support plan) will be notified at next business day contact. Behaviour has been entered in the behaviour monitoring log."
Example 4: Medical Incident During Overnight
Medical incidents during overnight SIL shifts require immediate documentation with clear escalation records. The note must show who was called, when, and what decisions were made — including any clinical assessments performed.
"3am: Rosa was unwell. Called 000. Ambulance came. She went to hospital."
"03:10 — Welfare check: Rosa observed in distress in her bedroom. Rosa was pale, diaphoretic (sweating heavily), and holding her left arm. When asked, Rosa stated she felt pain in her chest and jaw and felt "very sick". No prior history of chest pain per Rosa's support plan (Rosa has hypertension — managed with medication).
03:12 — Emergency services (000) called immediately. Operator patched through to ambulance. Support worker remained with Rosa, kept her calm and still, and did not administer any medication. Rosa was conscious and responsive throughout.
03:15 — Team Leader (Name: [TL Name]) called and informed. Team Leader contacted immediately via mobile.
03:22 — Ambulance arrived (Ambulance Victoria, 2 paramedics). Rosa's support plan health care summary and medication list provided to paramedics on arrival. Support worker provided verbal briefing: symptom onset time, Rosa's medical history (hypertension), current medications (Perindopril 5mg, Aspirin 100mg), no new medications or changes. Paramedics assessed Rosa and administered treatment on site.
03:50 — Rosa transported to Austin Hospital by ambulance. Support worker confirmed Rosa was transported. Hospital notified of Rosa's disability and communication support needs.
04:00 — Rosa's next of kin (Sister — [Name]) contacted by Team Leader.
Incident Report Form completed (Serious Incident — medical emergency). NDIS Commission reportable incident assessment to be completed by management. All remaining residents in the house were undisturbed during the incident."
Is your SIL documentation audit-ready?
The SIL Rescue Kit includes 65 audit-ready documents — policies, forms, registers, and templates — for providers registering before the 1 July 2026 deadline. Includes the Shift Notes template (Document 36).
Get the SIL Rescue Kit — $297Example 5: New Participant — First Week in SIL House
When a new participant moves into a SIL house, the first few weeks of documentation are especially important. They establish a baseline for the participant's routines, preferences, and support needs.
"PM Shift — 14:00–22:00. Worker: [Support Worker Name]. Resident: Ahmed (Day 3 in home).
Ahmed is in his third day at [House Name]. This is Ahmed's first SIL placement following transition from his family home. Key transition notes from his support coordinator have been reviewed. Ahmed's support plan and SIL House profile are on file.
14:00 — Ahmed was engaged on his tablet when worker arrived. Worker greeted Ahmed and he responded positively — making eye contact and responding to questions with one- and two-word answers. Ahmed is non-verbal for extended conversations but communicates clearly through short verbal responses and body language.
16:00 — Ahmed participated in afternoon tea in the shared kitchen. He observed the other two residents' interaction for approximately 10 minutes before joining at the table when invited. He accepted a cup of tea (strong, no sugar — noted as preference). First voluntary participation in shared house activity noted — this is positive development from Days 1–2 when Ahmed preferred to stay in his room during shared activities.
17:30–18:30 — Evening meal. Ahmed chose to prepare his own meal (rice and chicken from the fridge) with verbal support to use the microwave. Worker provided step-by-step verbal prompts for microwave use — Ahmed has not previously used this specific microwave model. Ahmed ate in the kitchen with housemates — chose not to engage in conversation but was visibly relaxed (compared to meals on Days 1 and 2 where he ate in his room).
20:00 — Evening medications administered per MAR (Olanzapine 5mg, Vitamin D 1000IU). Ahmed was cooperative. No adverse reactions observed.
21:30 — Ahmed indicated he was ready for bed. Worker provided routine settling support as per transition plan. Ahmed settled without difficulty. Light off at 21:45.
Worker note: Ahmed is settling in more rapidly than anticipated. The key supports identified in his transition plan (consistent worker introductions, preference for personal space at mealtimes, strong tea) appear to be effective. Recommend continuing current approach. No incidents."
Example 6: House Meeting Documentation
House meetings in SIL houses must be documented to demonstrate that residents have a voice in their home. Participation, contributions, and any decisions made must be recorded.
"House meeting held. Discussed house stuff. Everyone agreed."
"House Meeting — [House Address], Saturday 4 April 2026, 11:00–11:45.
Present: Marcus (Resident), Callum (Resident), Mei (Resident), [Support Worker Name] (Facilitator). Ahmed was invited and chose not to attend — noted in Ahmed's individual record that the option was offered.
Agenda items discussed:
1. Shared chore roster: The group reviewed the monthly chore roster. Callum requested a change — he would prefer to vacuum on Wednesdays rather than Mondays due to his new Tuesday evening activity schedule. Marcus and Mei both agreed. Roster updated accordingly.
2. House meal planning: The group selected three meals for the coming week's shared dinners (Sunday roast, Wednesday pasta, Friday pizza night). Mei volunteered to help prepare the Sunday roast. Recorded in meal plan on the fridge.
3. Visitor policy: Support worker raised the house policy on visitors and confirmed all residents are aware of the process for booking visitor time and the house expectations. No concerns raised by residents.
4. Maintenance request: Marcus raised that the bathroom fan is noisy. Support worker agreed to report to the property manager. Action recorded.
No other items raised. Meeting concluded 11:45. All residents were invited to raise any further items with their key worker at any time. House meeting notes to be included in each resident's individual file."
Example 7: Routine Day Shift in SIL House
Routine day shifts in SIL houses still require thorough individual documentation. "Routine" does not mean minimal documentation.
"Day Shift — 06:00–14:00. Worker: [Support Worker Name]. Resident: Callum.
Callum woke at 07:00 independently. Morning personal care completed with standby supervision (Callum independently completes showering and dressing). Callum reported no overnight concerns. Breakfast: cereal and coffee, prepared independently by Callum. Morning medications administered 07:30 (Epilim 500mg, Vitamin D) per MAR — Callum confirmed he had taken them with water.
09:30–11:30 — Callum attended his supported employment session at [Workplace Name], transported by support worker. Callum was engaged and punctual. Supervisor reported Callum completed his standard tasks (data entry) with no errors today — this is the fourth consecutive shift with error-free performance. Callum appeared proud of this feedback. Return transport to home at 11:45.
12:00 — Lunch. Callum prepared a toasted sandwich with no assistance. He invited Mei to join him in the kitchen — positive social interaction observed. Both residents engaged in conversation about a TV programme.
13:00–14:00 — Callum chose to rest in his room, reading. Worker completed shift documentation and kitchen cleaning. No incidents noted during shift. Home environment check completed: no hazards identified. Handover provided to PM worker at 14:00 — key items: fourth consecutive error-free employment session (suggest noting in Callum's progress notes for plan review), all medications administered, no health concerns."
SIL Shift Note Audit Checklist
Use this checklist to review your SIL shift notes before an audit:
| Requirement | Audit Standard |
|---|---|
| Individual note for each resident per shift | NDIS Practice Standards — Outcome 3.2 Support Delivery |
| Active overnight — welfare check times documented | SIL Specific Requirements — Active Overnight Support |
| Written handover documentation at shift change | Quality Indicator 2.4 — Information Management |
| Medication administration cross-referenced to MAR | Outcome 4.3 — Medication Management |
| Incidents flagged for incident report | Outcome 2.4 — Incident Management |
| Restrictive practices named and documented | Restrictive Practices Authorisation Requirements |
| BSP strategies referenced by plan section | Behaviour Support Plan implementation records |
| Goal linkage in daily living supports | Outcome 3.2 — Responsive Support Delivery |
For providers building SIL documentation from scratch, the SIL Rescue Kit includes all 65 documents required for a certification audit — including the Shift Notes template, Shift Handover Procedure, Medication Administration Record, Incident Register, and all 25 policy documents needed to demonstrate compliance with the NDIS Practice Standards Core Module and Specialist Support Module.
You can also use our free Notes Rewriter tool to improve the quality of existing SIL shift notes before your audit documentation review.
Important: This article provides general guidance about NDIS compliance requirements. It is not legal or professional advice. Requirements may change as the NDIS Commission updates its policies and Practice Standards. Always verify current requirements with the NDIS Quality and Safeguards Commission or a registered NDIS consultant before making compliance decisions.