Shift scheduling policy template
A detailed policy for creating shift schedules. Covers shift types, shift lengths, break requirements, staffing levels and how business needs are balanced with employee preferences.
Shift scheduling policy
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Why you need a shift scheduling policy
A shift scheduling policy provides the operational framework for creating fair and efficient work schedules. It ensures consistency in how shifts are structured and helps managers make scheduling decisions that comply with award requirements.
Modern awards have specific requirements around minimum shift lengths, break entitlements and penalty rates for different shift types. A documented policy helps ensure these requirements are consistently met across all scheduling decisions.
Without clear guidelines, you risk non-compliance, inconsistent practices and disputes about shift allocation and working conditions.
Key elements of a shift scheduling policy
What your shift scheduling policy should include
Shift types
Definition of different shift types — morning, afternoon, evening, overnight and split shifts.
Shift lengths
Minimum and maximum shift durations based on operational needs and award requirements.
Break requirements
Meal breaks and rest breaks aligned with applicable awards and legislation.
Start and finish times
Standard shift start and finish times for different roles and locations.
Staffing levels
How minimum staffing requirements are determined for each shift.
Award compliance
Alignment with modern award requirements for shift work.
What's included in this template
Comprehensive coverage of shift scheduling requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to shift scheduling.
Shift definitions
Types of shifts used in the organisation.
Shift length requirements
Minimum and maximum hours per shift.
Break entitlements
Meal and rest break requirements during shifts.
Staffing requirements
How staffing levels are determined for shifts.
Employee preferences
How shift preferences are considered in scheduling.
Shift patterns
Rotating and fixed shift arrangements.
Penalty rates
When <a href="/guides/how-to/calculate-penalty-rates">penalty rates</a> apply to shifts.
Compliance
Alignment with awards and NES requirements.
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 scheduling 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.
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Shift scheduling policy FAQ
- Most modern awards specify minimum engagement periods, commonly 3-4 hours for casual and part-time employees. This means employees must be paid for at least this duration even if sent home early. Check your specific award for exact requirements.
- Split shifts (working two separate periods in one day) are allowed under some awards but may attract additional allowances. They should be rostered fairly and only where operationally necessary. Consider the impact on employee travel and work-life balance. Use auto-scheduling to distribute split shifts fairly.
- Awards specify meal break and rest break requirements based on shift length. A common pattern is a 30-minute unpaid meal break for shifts over 5 hours, plus paid rest breaks. Breaks should be scheduled mid-shift where practical, not at start or end. See our guide on scheduling breaks compliantly.
- 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.
Related guides
Learn more about implementing this policy
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.