Shift acceptance policy template
A policy outlining expectations for accepting rostered shifts and attendance requirements. Covers notification procedures for absences, no-shows and consequences for repeated non-attendance.
Shift acceptance policy
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Why you need a shift acceptance policy
Reliable attendance is essential for operational efficiency. When employees don't show up or provide inadequate notice, it creates scrambles to find cover, impacts service levels and places unfair burdens on colleagues.
A documented shift acceptance policy sets clear expectations about attendance, establishes notification procedures and outlines consequences for non-compliance. This provides a fair and consistent framework for managing attendance issues.
Without clear guidelines, addressing attendance problems becomes difficult and disciplinary action may be challenged as unfair.
Key elements of a shift acceptance policy
What your shift acceptance policy should include
Acceptance requirements
Expectations for accepting rostered shifts and confirming attendance.
Notification procedures
How employees notify unavailability or inability to attend a shift.
Notice periods
Minimum notice required when unable to attend a rostered shift.
No-show procedures
What happens when an employee fails to attend without notice.
Consequences
Disciplinary implications of repeated non-attendance or no-shows.
Legitimate absences
Valid reasons for absence and how they are documented.
What's included in this template
Comprehensive coverage of shift attendance requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's expectations for shift attendance.
Accepting rostered shifts
Obligations once a shift is assigned.
Attendance expectations
Arriving on time and ready to work.
Notification of absence
How to notify when unable to attend.
Notice requirements
Minimum timeframes for absence notification.
No-show definition
What constitutes a no-show.
Consequences of non-attendance
Progressive discipline for attendance issues.
Legitimate absences
Valid reasons and documentation requirements.
Record keeping
Documentation of attendance and absences.
Who should use this template?
Essential for businesses relying on rostered staff
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.
Any disciplinary procedures should comply with Fair Work requirements for procedural fairness. You should review and tailor this template to suit your business. Seek independent legal or HR advice where needed.
Regulatory sources
This template is aligned with Australian workplace rostering requirements.
Automate this policy with RosterElf. Our rostering software helps you track attendance and shift acceptance, and our HR software stores policies digitally for easy employee access.
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Shift acceptance policy FAQ
- No. A genuine casual has no obligation to accept shifts offered, and the employer has no obligation to offer them. This flexibility is a key characteristic of casual employment. However, employees who consistently decline shifts may receive fewer future offers.
- A no-show without notification is a serious matter. Most policies treat it as misconduct, particularly if repeated. First instances may result in a warning; repeated no-shows may lead to termination. Always investigate circumstances before taking action. Consider setting up auto-shift swaps to help employees find coverage.
- Your policy should specify the required notice period, typically as soon as practicable but at least 2-4 hours before the shift. Emergencies may be excepted. Adequate notice allows time to arrange replacement coverage. See our guide on communicating roster changes.
- 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.
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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.