NDIS Roster of Care Template

If you’re new to the NDIS or looking to enhance your current care plan, you’ll likely need to have a roster of care filled out on your behalf to show the NDIA how your supports will be delivered.

The NDIS roster of care (ROC) template is an excel spreadsheet used by your service provider to schedule your support services, detailing who provides what supports and when. It is then reviewed by the NDIA so that the appropriate funds can be allocated for the services.

The NDIS SIL roster of care template is a great visual tool to transform your NDIS plan into a practical, easy-to-follow schedule tailored to your unique needs and lifestyle. Once your service provider has filled it out, make sure you get a copy for yourself. 

What is a Roster of Care NDIS?

An NDIS roster of care is like your personal timetable for the support services you receive with your NDIS funding. It’s a detailed plan that ensures you receive all the right supports as detailed in your NDIS plan. It is perfectly tailored to outline who provides your supports, what specific services are included and when they will be delivered.

A roster of care provides the information that the NDIS needs to ensure you have the right allocation of funding for all of your services. It won’t necessarily be the exact way your schedule is organised but provides a general view of how your supports will be delivered.

What is the NDIS Roster of Care template?

The Roster of Care template provided by the NDIS is an essential tool for organising your weekly support schedule. This Excel spreadsheet is used to enter all your support services, giving you a clear view of how your week will look. It’s filled out after your SIL assessment, which is conducted with the help of your multidisciplinary team to determine what supports and services will assist you in everyday life.

In the Roster of Care, your service provider details how your supports will be delivered, including any necessary night shifts. This ensures that everything discussed during your SIL assessment is included in your schedule so you receive all the supports you need.   

How do you fill out the Roster of Care NDIS template?

Filling out the roster of care is the responsibility of your Service Provider, as they manage the schedules for your Support Workers. They will collaborate closely with you and your Support Coordinator to ensure all the supports are included and clarify the associated costs. This teamwork ensures your support needs are comprehensively planned and met.

To help your team fill out your form we’ve created a step-by-step guide so you can feel confident when sending the roster of care to the NDIA for review:

Step 1 – Personal Information

Fill in the providers information with:

• the providers name
• ABN 
• registration number
• the SIL property address
• the maximum number of support staff at the residence at any given time

Fill in the participants details with: 

• their name
• their NDIS number if applicable
• their needs level
• price level
• whether they are an NDIS resident or not. Include all residents living in the same household.

Step 2 – Fill in the Roster of Care

You will see support ratios in the legend at the top of the spreadsheet. Support ratios should reflect how many staff members are required to provide supports for the participant. You will need to provide evidence for the support ratios. There are 2 fixed support ratios and 19 placeholder ratios. Select the support ratios that best suit the participant from the drop down menu in the placeholder tab.

Fill in the 30 minute slots with the participant support ratio where the SIL support will occur. You can also fill in:

• CP – Funded Community Participation (if known)
• ADE – Supported employment
• Blank for other supports including family visits

If there is an afternoon/evening shift (also known as the cross over shift) you will need to input the average start and finish times only if the shift starts before 8pm.

If there is an overnight shift you will need to select from the drop down bar:

• Active overnight shift – support workers are expected to be awake to support participants.
• Sleepover shift – support workers can sleep and require support when needed.

You will need to provide evidence for the support type for it to be considered.

The spreadsheet will let you know if information is missing or if there is an error in the legend. The cell will be highlighted in orange so you can go back and check for errors. 

Please use the notes section for any additional information, that could include:

• Regular or scheduled time with family or friends.
• Regular or scheduled appointments.
• Transport to or from work or community participation activities.
• Work attendance or other programs.
• Include handovers and time divided by the number of residents.
• Other information that may assist the NDIA.

Step 3 – Review and complete the SIL hourly breakdown sheets

Review the summaries for the hours of support for each participant and adjust if necessary. You can adjust the hours manually but if a change has been made that does not reflect the calculation, add a comment to explain this in the notes section.

Once all appropriate adjustments have been made and the hours are correctly implemented ensure all the checks are green as this indicates that there are no errors. You can add in public holidays and irregular supports – up to 12 public holidays can be entered into the roster of care tool.

You can then review the estimated SIL amount for the selected participant and the hours of support summary to make sure it’s correct. Remember, the SIL estimate is subject to NDIA review.

If you’re having issues with filling out the roster of care template, you can find an in depth guide to filling out it out here.

What do I do with the Roster of Care template?

After thoroughly completing and reviewing the NDIS roster of care template, it’s time to submit it to the NDIA. You can email it directly to enquiries@ndis.gov.au or pass it on to the participant’s support coordinator. Before submission, make sure to share a copy with the participant or their nominees for their review and approval. It’s crucial that they agree with the proposed services before the roster is sent for final review by the NDIA. 

If you’re interested in partnering with Maple Community Services for your support services, you can learn more about our Core Supports here.