For businesses NDIS policy kit
NDIS policy and procedure kit for providers.
A Word kit of NDIS policies, procedures, registers and an internal audit checklist for Australian NDIS providers, built around the Practice Standards Core Module. Answer a few questions and download one editable file with your business details filled in. A$197 for the Core kit, A$279 with the supported independent living add-on. Instant download.
From A$197 · one-off payment · instant Word download
- Around 40 documents (38 to 43 Core Module documents, depending on your answers) that follow the Core Module area by area: rights, governance, risk, quality, information, complaints, incidents, workers, continuity, emergencies, supports and the support environment.
- A reportable incidents procedure with the 24-hour and 5-business-day timeframes, and the details the Incident Management Rules say must be recorded.
- Registers and forms ready to use from day one: incidents, complaints, risks, training and screening, improvements and conflicts of interest.
- An internal audit checklist mapped to the Core Module outcomes, so you can find gaps before an auditor does. The SIL add-on adds the four SIL standards and a SIL audit checklist.
Aptia Skills
NDIS policy and procedure kit
Prepared for: Example Care Services
- How to use this kit
- Participant rights and person-centred supports policy
- Individual values, culture and beliefs policy
- Privacy and dignity policy
- Independence, informed choice and dignity of risk policy
- Preventing and responding to violence, abuse, neglect, exploitation and discrimination
+ 44
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What is inside.
Every document, filled in with your details, in one Word file you can edit.
Core Module kit 43 documents
- GuideHow to use this kitWhat is in the kit, how to adapt it, and the steps from first read to a certification audit.
- PolicyParticipant rights and person-centred supports policyHow {{business}} respects participants’ rights and communicates in the way each participant understands.
- PolicyIndividual values, culture and beliefs policyHow {{business}} learns about and respects each participant’s culture, diversity, values and beliefs.
- PolicyPrivacy and dignity policyHow {{business}} protects each participant’s privacy and dignity, and tells them what information is collected.
- PolicyIndependence, informed choice and dignity of risk policyHow {{business}} supports choice and control, the dignity of risk, and access to advocates.
- PolicyPreventing and responding to violence, abuse, neglect, exploitation and discriminationThe prevention and response policy for harm to participants, and how allegations are handled.
- PolicyGovernance and operational management policyWho is accountable at {{business}}, who acts when they are away, and how the business is overseen.
- PolicyConflict of interest policyHow {{business}} spots, declares, manages and records real and perceived conflicts of interest.
- PolicyRisk management policyHow {{business}} identifies, rates and treats risks to participants, workers and the business.
- PolicyQuality management and continuous improvement policyHow {{business}} runs its quality system, internal audits and improvement actions.
- PolicyInformation management policyConsent, accuracy, security, access, retention and disposal of participant information at {{business}}.
- ProcedureFeedback and complaints management policy and procedureHow anyone can give feedback or complain to {{business}}, and how we respond fairly.
- ProcedureIncident management policy and procedureHow {{business}} identifies, records, manages and learns from incidents.
- ProcedureReportable incidents: notification procedure and timeframesWhat is a reportable incident, who tells the NDIS Commission, and the 24-hour and 5-day timeframes.
- PolicyHuman resource management policyHow {{business}} defines roles, checks, inducts, trains, supervises and manages its workers.
- ProcedureWorker screening procedureWho needs an NDIS worker screening clearance at {{business}}, and the records we keep.
- ProcedureInduction, training and supervision procedureThe induction checklist, mandatory training, training matrix and supervision arrangements for workers.
- PolicyContinuity of supports policyHow {{business}} keeps supports going when workers are absent or something changes.
- PlanEmergency and disaster management planThe plan for keeping critical supports going before, during and after an emergency or disaster.
- PolicyAccess to supports policyWhat {{business}} offers, who can use it, what it costs, and when supports can be withdrawn.
- ProcedureSupport planning procedureHow {{business}} assesses needs, plans supports with the participant, assesses risk and reviews plans.
- PolicyService agreements policyHow {{business}} agrees what supports will be delivered, on what conditions, and gives a signed copy.
- PolicyResponsive support provision policyHow {{business}} delivers least-intrusive, evidence-informed supports with the right workers and links to other providers.
- ProcedureTransitions to or from a provider: procedureHow {{business}} plans a participant’s move to us, away from us, or a temporary break such as a hospital stay.
- PolicySafe environment, infection prevention and control policyKeeping the places where supports are delivered safe, including emergencies, communication, hygiene and PPE.
- PolicyParticipant money and property policyHow {{business}} protects any money or property of participants that it can access.
- PolicyMedication management policyHow {{business}} records, stores, supports and monitors participants’ medication and responds to errors.
- PolicyMealtime management policyHow {{business}} supports participants who need mealtime management, including swallowing, texture and choking risks.
- PolicyWaste management policySafe handling and disposal of waste, used PPE and infectious or hazardous substances.
- PolicyNDIS Code of Conduct policyThe eight parts of the NDIS Code of Conduct and what each means in daily work at {{business}}.
- FormWorker Code of Conduct declarationA one-page declaration each worker signs to show they have read and will follow the NDIS Code of Conduct.
- RegisterIncident registerA running list of every incident, whether it was reportable, what was done and what was learned.
- FormIncident report formOne form for each incident, with the details the Incident Management Rules say must be recorded.
- RegisterComplaints and feedback registerA running list of every complaint and piece of feedback, the action taken and the outcome.
- RegisterRisk registerA list of the risks to participants, workers and the business, how serious they are and how they are controlled.
- RegisterTraining, screening and risk-assessed roles registerEach worker’s checks, screening clearance, mandatory training and details, plus the record of risk-assessed roles.
- RegisterContinuous improvement registerEvery improvement idea or fix from incidents, complaints, feedback, audits and reviews, and what was done.
- RegisterConflict of interest registerA record of each declared conflict of interest and how it was managed.
- RegisterParticipant money registerEvery transaction involving a participant’s money, with approvals and receipts.
- RegisterMedication support recordA record of each dose given, refused or missed, and of medication incidents.
- FormService agreement templateA plain-English service agreement between {{business}} and a participant, ready to complete.
- FormSupport plan templateA support plan form covering goals, preferences, risks, health, communication and emergencies.
- ChecklistInternal audit checklist (Core Module)A checklist mapped to the Core Module outcomes, with the evidence an auditor is likely to ask for.
Supported independent living (SIL) add-on 10 documents
- GuideSupported independent living: how the SIL documents fit togetherWhat SIL is, the four SIL standards, the registration dates, and where each is covered in the SIL documents.
- PolicySupported decision-making policy (SIL)How {{business}} supports participants in SIL homes to make their own decisions about their home and daily life.
- PolicySafeguarding in the home policy (SIL)Keeping participants safe in a shared home: harm, bullying and conflict between housemates, dignity of risk and house-level incidents.
- PolicyPractice governance policy (SIL)Worker training, supervision, practice leadership and the vision and values for the home.
- ProcedureRostering and staffing procedure (SIL)Rostering for consistent, trained workers, safe handovers and cover in shared homes.
- PolicySupported independent living tenancy and agreements policySeparate service and tenancy agreements, conflicts of interest, tenancy rights and what a SIL service agreement must cover.
- ProcedureShared living house procedure (SIL)House decisions, choosing co-tenants, vacancies, visitors, shared spaces and privacy in a shared home.
- PlanShared living emergency planEmergency arrangements for a shared home that are consulted on, coordinated, rehearsed and tailored to each participant.
- FormCo-tenant and vacancy recordA record of consultation with current participants and the match with a new participant when a vacancy is filled.
- ChecklistSIL audit checklist (Module 5A)A checklist mapped to the four SIL standards and their quality indicators, with the evidence an auditor may ask for.
See a real page.
This is what a page looks like, filled in for an example business.
1. Reportable incidents: notification procedure and timeframes
Purpose
Registered NDIS providers must tell the NDIS Commission about reportable incidents, within strict timeframes. This procedure tells everyone at Example Care Services what to do and who does it. (Commission, reportable incidents)
Scope
This procedure applies to every reportable incident, or alleged reportable incident, that happens in connection with supports delivered by Example Care Services. (Incident Management Rules, section 17)
What is a reportable incident
- The death of a person with disability.
- Serious injury of a person with disability.
- Abuse or neglect of a person with disability.
- Unlawful sexual or physical contact with, or assault of, a person with disability.
- Sexual misconduct against, or in the presence of, a person with disability, including grooming of the person for sexual activity.
- Use of a restrictive practice that is unauthorised by the State or Territory, or that does not follow a behaviour support plan for the person. (Incident Management Rules, section 16)
An incident that is alleged to have occurred is treated the same way as one that has occurred. (Incident Management Rules, section 17)
Timeframes
| Reportable incident | Notify the NDIS Commission within |
|---|---|
| Death, serious injury, abuse or neglect, unlawful sexual or physical contact or assault, sexual misconduct (including grooming) | 24 hours |
| Use of a restrictive practice that is unauthorised or does not follow a behaviour support plan | 5 business days |
| Any incident that has resulted in harm to a person with disability | 24 hours |
The timeframes run from when the provider becomes aware of the incident. If you do not report an incident within the timeframes, the NDIS Commission may issue an infringement notice or take other compliance action. (Commission, reportable incidents)
Procedure
- Any worker who becomes aware of a reportable incident tells Jane Smith, Director, the supervisor or manager, or the person named for notifying the NDIS Commission, as soon as possible. Do not wait until the end of the shift.
- Make the participant safe and call 000 if needed.
- Write down the time you became aware. The 24-hour and 5-business-day clocks start then.
- The person named for notifying the NDIS Commission lodges the 24-hour report in the NDIS Commission Portal (a phone report is also allowed for the first 24-hour report). If some information is not yet available, give the basic details within 24 hours and the rest within 5 business days.
- Within 5 business days, lodge the 5-day report with the rest of the information: witnesses and any further actions proposed.
- If significant new information changes the kind of reportable incident, or shows a further reportable incident, update the NDIS Commission in writing as soon as reasonably practicable.
- If the NDIS Commission asks for it, give a final report within 60 business days (or the longer time it sets). The Commission may also require remedial action, an internal investigation, or an independent expert investigation at our cost.
- Tell the participant, and their representative if they have agreed, what has been reported and what happens next.
- Record the report, the times and the NDIS Commission response in the incident register. Keep the record for 7 years from the day the notification is given. (Incident Management Rules, section 19; Commission, reportable incidents; Incident Management Rules, section 20; Incident Management Rules, section 23; Incident Management Rules, section 24; Incident Management Rules, section 26; Incident Management Rules, section 25)
What a 24-hour report contains
- The name and contact details of the provider.
- A description of the reportable incident and, except in the case of a death, its impact on or harm to the person.
- The immediate actions taken to make sure the participant’s health, safety and wellbeing, and whether it has been reported to police or any other body.
- The name and contact details of the person making the notification.
- If known: the time, date and place, and the names and contact details of the people involved. (Incident Management Rules, section 20)
Information about what happened, the impact, where and who may be left out if getting it would, or could reasonably be expected to, prejudice a criminal investigation or expose a person with disability to a risk of harm. (Incident Management Rules, section 22)
The NDIS Commission page on reportable incidents was moving incident lodgement to a new NDIS Commission Portal from 12 October 2026. Always check the Commission’s page for the current steps and for forms before you lodge. (Commission, reportable incidents)
Duties of key personnel and workers
The rules, in brief.
What the official sources say, word for word checked.
Providers of supported independent living (SIL) must be registered from 1 July 2026 and must follow the new SIL Practice Standards.
Sources: Commission, SIL module page
An unregistered provider (including a sole trader) already delivering SIL may keep delivering it while its registration application is decided, if it applied by 1 October 2026.
Sources: Commission, SIL transition pathway
The certification audit for these providers includes the new SIL Practice Standards.
Sources: Commission, SIL transition pathway
Expanded mandatory registration for higher risk activities such as personal care and daily living supports begins on 1 July 2027, with all providers in scope to be registered by December 2030.
Sources: Government NDIS timeline
In the onsite audit the auditor looks at how you are putting your policies and procedures into practice.
Death, serious injury, abuse or neglect, unlawful sexual or physical contact or assault, and sexual misconduct (including grooming) must be notified to the NDIS Commission within 24 hours.
Sources: Commission, reportable incidents
Use of a restrictive practice that is unauthorised by the State or Territory, or does not follow a behaviour support plan, must be notified within 5 business days.
Sources: Commission, reportable incidents
Incident records must be kept for 7 years from the day the record is made.
Sources: Incident Management Rules
An NDIS worker screening check is valid for 5 years.
Sources: Commission, worker screening for registered providers
How it works.
- Answer a few questions about your organisation. It takes about three minutes.
- Pay once on Stripe, our payment company.
- Download your Word file straight away, then adapt it to how you really work.
Who it is for
- Sole traders and small providers (up to about 50 workers) preparing to apply for registration.
- Unregistered supported independent living (SIL) providers who applied by 1 October 2026 and are now in a certification audit.
- Registered providers who need to tidy up their documents before a mid-term audit.
- Providers who deliver personal care or daily living supports and want to get ready ahead of expanded mandatory registration.
Who it is not for
- Providers who need supplementary modules other than SIL, such as specialist behaviour support, high intensity daily personal activities or specialist disability accommodation.
- Anyone who wants legal advice, or a promise about an audit result. No document can give either.
What these documents can and cannot do
- These are starting documents. You must adapt them to how you really work, and follow them.
- A certification audit has a desktop stage and an onsite stage. The auditor looks at your records, visits your sites and speaks with participants and workers, so what you do matters as much as what is written.
- This is not legal advice, and it is not connected with the NDIS Quality and Safeguards Commission or any auditor.
- State and territory laws (work health and safety, tenancy, privacy, employment) are only pointed to, not covered.
Build your documents.
Your answers go into the documents. Nothing else is asked.
Questions.
Will this kit get me through an NDIS audit?
No document can promise that. An auditor checks what you actually do, through records, interviews and observation. The kit gives you a solid starting point for the Core Module and a checklist to find gaps, but you must adapt it and follow it.
Do I have to be a registered NDIS provider to use it?
No. Registered and unregistered providers must both follow the NDIS Code of Conduct, and the Practice Standards show what an auditor will expect when you apply. The documents say where a duty applies only to registered providers.
What has changed for supported independent living (SIL) providers?
SIL providers must be registered from 1 July 2026. An unregistered provider that was already delivering SIL could keep delivering it while its application was decided, if it applied by 1 October 2026. The certification audit includes the new SIL Practice Standards, which the SIL add-on covers.
What is the difference between the A$197 and A$279 kits?
The A$279 kit adds the SIL documents. Both include the Core Module documents. The SIL add-on covers supported decision-making, safeguarding in the home, practice governance, rostering, tenancy and service agreements, shared living, emergencies and a SIL audit checklist.
Can I edit the documents?
Yes. You receive one Word file (.docx). Open it in Word, Google Docs, Pages or LibreOffice. Change anything that does not match how you work, and add your own logo.
What do you ask me, and what do you keep?
Only business details. We ask for your business name, state, the name of the person responsible, whether you are registered and a sole trader, how many workers you have and which supports you deliver. We never ask for information about participants.
Is it written by a person or by AI?
It is written with AI from the official sources listed on this page, and checked word for word against them. Every rule, number and timeframe taken from the rules or guidance carries a short reference to its source. Targets that are only our suggestions for a small provider (such as how quickly to acknowledge a complaint) are marked as suggestions, so you can change them.