Fair allocation policy template
A policy outlining principles for equitable distribution of shifts. Covers how seniority, skills and fairness considerations are balanced to ensure transparent and fair scheduling.
Fair allocation policy
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Why you need a fair allocation policy
Perceptions of unfair shift allocation are a common source of workplace complaints. When employees feel some colleagues consistently get better shifts, it damages morale, increases turnover and can lead to claims of discrimination.
A documented fair allocation policy makes your scheduling criteria transparent. It demonstrates that shifts are allocated based on objective factors — skills, availability, seniority and business needs — rather than favouritism.
Without clear allocation principles, you face constant complaints, reduced engagement and potential discrimination claims.
Key elements of a fair allocation policy
What your fair allocation policy should include
Fairness principles
Criteria used to allocate shifts equitably across the workforce.
Shift distribution
Balancing desirable and less desirable shifts among team members.
Seniority considerations
How tenure and experience factor into shift allocation.
Skills matching
Ensuring shifts are allocated to qualified employees.
Rotation systems
Fair rotation of premium shifts, weekends and public holidays.
Non-discrimination
Ensuring allocation is free from unlawful discrimination.
What's included in this template
Comprehensive coverage of fair allocation principles
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's commitment to fair allocation.
Allocation principles
Core criteria for shift distribution.
Operational requirements
How business needs influence allocation.
Skills and qualifications
Matching shifts to employee capabilities.
Seniority and tenure
How length of service is considered.
Preferences and availability
Balancing employee preferences with fairness.
Premium shift rotation
Fair distribution of weekends and public holidays.
Non-discrimination
Compliance with anti-discrimination laws.
Dispute resolution
How allocation concerns are addressed.
Who should use this template?
Essential for businesses with shift workers
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Shift allocation must comply with anti-discrimination laws. You should review and tailor this template to suit your business needs. Seek independent legal or HR advice to ensure compliance.
Regulatory sources
This template is aligned with Australian workplace rostering requirements.
Automate this policy with RosterElf. Our rostering software includes auto-scheduling, and our HR software stores policies digitally for easy employee access.
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Fair allocation policy FAQ
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific workplace, industry requirements, and any applicable modern award or enterprise agreement. Pay particular attention to rostering consultation and notice requirements in your award.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form confirming they have read and understood the policy. Using rostering software can help automate communication of schedules and policy reminders.
- Fair allocation considers multiple factors: operational needs, employee skills and qualifications, availability, seniority or tenure, and rotation of desirable/undesirable shifts. Transparency about how decisions are made helps employees understand allocations. Auto-scheduling software can help apply fair allocation rules consistently.
- Seniority can be a factor but should not be the only one. Consider skills, qualifications, and availability alongside tenure. Purely seniority-based systems may disadvantage newer employees unfairly and create legal risks under anti-discrimination laws.
- Use rotation systems so premium shifts are shared equitably. Track who has worked recent weekends or holidays. Some businesses use volunteer systems first, then fair rotation for remaining shifts. Whatever system you use, apply it consistently. See our guide on rostering public holidays.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.