Roster changes policy template
A comprehensive policy for managing roster changes after publication. Covers employer-initiated changes, notice requirements, employee requests and compensation for short-notice changes.
Roster changes policy
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Why you need a roster changes policy
Roster changes are inevitable in any shift-based workplace. Sick leave, unexpected demand, and operational needs all require adjustments. A clear policy ensures these changes are managed fairly and consistently.
Under the Fair Work Act and modern awards, employers have obligations around roster changes. Employees generally have the right to refuse unreasonable changes, and specific notice requirements may apply. A documented policy helps support compliance.
Without clear guidelines, roster changes can lead to disputes, claims of unfair treatment, and potential breaches of award requirements.
Key elements of a roster changes policy
What your roster changes policy should include
Change types
Different categories of roster changes — employer-initiated, employee requests and emergencies.
Notice requirements
Minimum notice periods for different types of roster changes under awards.
Communication
How changes are communicated and confirmed with affected employees.
Employee rights
Employee rights to refuse or negotiate unreasonable roster changes.
Short-notice changes
Compensation and procedures for changes with less than required notice.
Emergency procedures
How urgent roster changes are handled in exceptional circumstances.
What's included in this template
Comprehensive coverage of roster change management
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's commitment to fair change management.
Types of roster changes
Categories of changes and how each is handled.
Notice requirements
Minimum notice periods for different change types.
Employee-initiated changes
How employees can request roster changes.
Employer-initiated changes
When and how the business can change rosters.
Consultation requirements
Obligation to consult before making changes.
Compensation for short notice
Entitlements when notice periods cannot be met.
Emergency changes
Procedures for urgent operational needs.
Record keeping
Documentation requirements for roster changes.
Who should use this template?
Essential for businesses with variable staffing needs
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.
Roster change requirements vary by award and enterprise agreement. You should review and tailor this template to suit your specific circumstances. Seek independent legal or HR advice to support compliance.
Regulatory sources
This template is aligned with Australian workplace rostering requirements.
Automate this policy with RosterElf. Our rostering software helps you manage roster changes and communicate updates, and our HR software stores policies digitally for easy employee access.
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Roster changes 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.
- Many modern awards require 7 days notice for roster changes, though some require 14 days. Lesser notice may be permitted with employee consent or in genuine emergencies. Check your specific award for minimum notice requirements. See our guide on communicating roster changes.
- Employees may refuse roster changes if the request is unreasonable, considering factors like family responsibilities, other work commitments, and the notice given. Employers must genuinely consult before making roster changes under most awards. Consider offering shift swaps as an alternative.
- Some awards allow shorter notice by mutual agreement or compensate employees for short-notice changes. Genuine emergencies may also be excepted. However, short notice should not become the norm. Document the circumstances and any agreements.
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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.