Shift acceptance policy template

It depends on employment type. A genuine casual employee has a legal right to accept or refuse any shift offered and can’t be disciplined for declining — though the employer needn’t offer future shifts. Full-time and part-time staff generally must work their contracted ordinary hours, but can refuse requests that are unreasonable, outside their availability, or in breach of their award, and can refuse unreasonable overtime.

No. Accepting or declining each shift is a defining feature of genuine casual employment, and a casual can’t be penalised for saying no. In practice, staff who frequently decline shifts may simply be offered fewer in future, but that’s a scheduling decision — not disciplinary action. Make this clear in the policy so expectations are understood on both sides.

An employer can change rosters, but how much notice they must give and whether they need to consult is usually set by the relevant modern award or agreement. Many awards require reasonable notice of roster changes. Set your own expectations in a roster changes policy so both sides know the notice that applies.

A no-show without notice is a serious matter and is usually treated as misconduct, especially if repeated. A first instance might lead to a conversation or warning, while repeated no-shows can lead to termination — always investigate the circumstances first. Setting up auto shift swaps makes it easier for staff to arrange cover before a shift goes uncovered.

Your policy should specify a clear notice period — typically as soon as practicable, and at least 2–4 hours before the shift — with genuine emergencies treated as exceptions. Adequate notice gives you time to arrange cover. Capturing absence notifications and confirmations in your rostering software creates a record of who notified when.