NDIS Roster of Care (ROC): A Complete Guide for Providers & Support Workers

Delivering safe, consistent, and high-quality support is one of the biggest responsibilities for NDIS providers, especially those delivering Supported Independent Living (SIL) and high-support services. A key part of meeting this responsibility is developing a clear and compliant Roster of Care (ROC).

In this guide, we break down what an ROC is, why it matters, when you need one, and how to create it properly, along with common mistakes to avoid. Whether you’re a new provider or an experienced SIL operator, this article will help you strengthen your compliance and improve participant outcomes.
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What is a Roster of Care?

A Roster of Care is a structured document used in the NDIS to map out the supports a participant receives across a typical day and week. It details the staffing requirements, support types, worker skill levels, and hours of support needed to deliver safe and appropriate care.

In simple terms, an ROC helps the NDIA understand:

• What supports a participant needs.
• When those supports are delivered.
• Who delivers them and with what skills.
• Why those supports are necessary.

It is especially critical for SIL because it ensures that funding aligns with actual day-to-day support needs.
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When is a Roster of Care Required?

A ROC is mandatory for:

• Supported Independent Living (SIL) services.
• 24/7 support arrangements.
• Homes where multiple participants share support.
• Participants requiring high-intensity personal care.
• Participants needing active overnight or sleepover support.
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A ROC is not usually required for:

• Standard support work delivered by sole traders.
• Community participation.
• Short-term support that does not involve shared or 24/7 care.

If you deliver SIL or complex support, having an accurate ROC is essential for funding approval and compliance.
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Key Components of a Roster of Care

A high-quality Roster of Care (ROC) must be comprehensive, person-centred, and grounded in evidence. It should clearly show why each support is required and how it will be delivered in a typical day or week. Below are the essential elements that should be included in every compliant ROC.

1. Participant Details & Needs

This section outlines the participant’s unique support profile and forms the foundation of the ROC.

It should include:

• Functional capacity - mobility, cognition, communication, self-care ability, behaviour, and daily living capabilities.
• Risks and vulnerabilities - such as risk of falls, choking, self-harm, behaviours of concern, or medical fragility.
• Daily living requirements - personal care, meal preparation, hygiene routines, prompting or supervision needs.
• Behaviour support needs (if applicable) - including regulated restrictive practices, safety protocols, and triggers/strategies from the Behaviour Support Plan.

A clear understanding of the participant’s needs helps justify staffing levels, support hours, and worker skill requirements.
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2. Support Types Required

Different participants need different kinds of daily support. The ROC should specify:

• Active support for hands-on tasks (e.g., personal care, medication, mobility assistance).
• Passive support such as monitoring, prompting, or general oversight.
• Sleepover/overnight support, whether inactive (sleep shift) or active.
• Community access support for appointments, social activities, and participation goals.
• High-intensity supports, like bowel care, diabetes management, complex wound care, or seizure monitoring.

Each support type must be clearly linked to the participant’s daily routine and assessed needs.
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3. Staffing Structure & Ratios

The ROC should outline how many staff are needed and why. This includes:

• Support ratios such as 1:1, 1:2, 2:1, or shared support across a household.
• Active vs passive shifts, including justification for why any shift requires active coverage.
• Hours of support per day or week, broken down into clear time segments.

Staffing levels must be realistic and defensible, aligning with evidence from allied health assessments and participant needs.
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4. Worker Qualifications & Skills

The ROC must demonstrate that the workforce is capable and qualified to provide the required supports. This may include:

• High-intensity skills (PEG feeding, catheter care, bowel care, ventilator support, diabetes management).
• Behaviour support training, especially where regulated restrictive practices or high-risk behaviours are present.
• Medication administration training and capacity to follow complex care instructions.
• Any specialised skills relevant to a participant’s diagnosis (e.g., epilepsy training, dysphagia support, hoist operation).

This section ensures workers have the right expertise to deliver safe, compliant care.
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5. Support Hours & Shift Patterns

This is where the ROC shows how support is delivered across a typical week:

• Morning, afternoon, and evening routines, with tasks mapped appropriately.
• Overnight care requirements, specifying active or inactive night shifts.
• Weekday vs weekend variations, acknowledging differences in routines, appointments, and activity levels.
• Expected peak times requiring additional staffing.

Clear shift patterns help NDIA reviewers understand the structure of support and ensure it matches the participant’s assessed needs.
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6. Contingency & Unplanned Support

A strong ROC must also show how providers manage unexpected needs, ensuring participant safety.

This includes:

• Emergency response protocols - medical emergencies, hospital visits, crisis behaviour episodes.
• Additional support for escalation - when behaviours or care needs intensify.
• Backup staffing plans - to ensure continuity in case of worker illness, cancellations, or emergencies.

This section demonstrates the provider’s capacity to maintain safe and consistent support, even in unpredictable situations.
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How to Prepare a Roster of Care (Step-by-Step)

Below is a practical process providers can follow:

Step 1: Gather Assessments and Reports

Collect all relevant allied health and behavioural assessments to ensure the ROC reflects accurate, up-to-date evidence of the participant’s needs. These documents form the foundation for justifying support hours and staffing levels.

Step 2: Understand the Participant’s Daily Routine

Map out what a typical day looks like for the participant, from morning to evening. This helps identify where support is required and how it should be structured across the day.

Step 3: Identify Required Support Types

Determine what types of supports the participant needs - active, passive, high-intensity, or supervision-based. This ensures each support aligns with the participant’s functional capacity and assessed needs. Learn in detail about the Three Levels of NDIS Support Coordination on our blog.

Step 4: Map Worker Hours & Shifts

Outline how many staff are required for each shift and how many total hours are needed per week. Include handover times to ensure continuity of care.

Step 5: Assign Worker Skill Requirements

Identify the training and qualifications workers must have to safely support the participant, including high-intensity skills and behaviour support training where needed. This ensures staff capability matches the complexity of care.

Step 6: Align with SIL & NDIS Pricing Rules

Check that staffing ratios, support categories, and hourly rates follow current NDIS Pricing Arrangements. This ensures the ROC is financially accurate and compliant.

Step 7: Discuss With Participant or Their Representative

Review the proposed ROC with the participant, their family, or guardian to ensure it aligns with their preferences, cultural needs, and daily lifestyle. Their involvement supports person-centred practice.

Step 8: Finalise and Submit (If Required)

Once agreed, finalise the ROC and submit it to the NDIA if it is part of a Supported Independent Living (SIL) quote or funding request. This version becomes the basis for approval and ongoing service delivery.
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Common Mistakes Providers Should Avoid

• Overestimating support hours without evidence.
• Underestimating support, leading to safety risks.
• Using inconsistent language compared with allied health reports.
• Forgetting to include high-intensity support tasks.
• Not having a backup or emergency plan.
• Failing to review and update ROC after major changes.

Avoiding these mistakes not only streamlines NDIA approvals but also strengthens participant safety and service quality.
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Benefits of a Well-Structured Roster of Care

A clear and accurate ROC helps:

• Ensure correct SIL funding.
• Improve worker clarity and performance.
• Enhance participant safety and independence.
• Reduce incidents and risks.
• Improve scheduling and rostering efficiency.
• Strengthen NDIS audit and compliance outcomes.

Ultimately, it helps providers deliver better care with fewer administrative headaches.
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How Often Should a Roster of Care Be Reviewed?

Providers should review a ROC:

• At least once per year
• Whenever participant needs change
• After incidents or behavioural changes
• After new allied health recommendations
• Following hospital discharge
• When staffing or house arrangements change

Timely updates are crucial for compliance and participant safety.
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How Imploy Helps Providers Manage Roster of Care?

At Imploy, we support NDIS providers with smart, user-friendly tools built for daily care operations - including complex SIL environments.

With Imploy, you can:

• Create and manage rosters efficiently.
• Track worker skills and training compliance.
• Generate shift schedules aligned with ROC requirements.
• Manage payroll, invoices, and timesheets in one place.
• Maintain accurate, real-time documentation.

Our platform helps providers reduce paperwork and focus more on delivering person-centred support
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Final Thoughts

A Roster of Care is more than just a compliance requirement, it’s a roadmap for delivering safe, reliable, and high-quality support for NDIS participants. By understanding what’s required, preparing evidence-based documentation, and reviewing it regularly, providers can deliver better outcomes and ensure long-term sustainability.

If you're looking for smarter tools to manage your NDIS workforce and compliance, Imploy is here to help.
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Frequently Asked Questions (FAQs)

1. What is a Roster of Care (ROC)?

A Roster of Care is a document that outlines a participant’s daily support needs, staffing requirements, and the skills needed to deliver safe and appropriate care—primarily used for SIL and high-support environments.

2. Who needs a Roster of Care?

Participants receiving Supported Independent Living (SIL), 24/7 shared support, high-intensity care, or active overnight supervision usually require an ROC. It is not typically needed for standard support work or community participation.

3. Who is responsible for preparing the ROC?

The SIL provider usually prepares the ROC, often with input from allied health professionals, behaviour support practitioners, and the participant or their representative.

4. How often should a ROC be updated?

A ROC should be reviewed at least annually or whenever there is a significant change in the participant’s needs, behaviour, medical condition, or living arrangement.

5. What documents support a Roster of Care?

Key documents include functional capacity assessments, OT reports, behaviour support plans, medical reports, and risk assessments. These provide the evidence needed to justify support levels and staffing.

6. Does every participant with overnight support need an ROC?

Yes, if the overnight support involves shared or 24/7 arrangements, active nights, or high-intensity tasks. For simple sleepover support in non-SIL settings, an ROC may not be required.

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