Key takeaways
- Identify and record your risk-assessed roles.
- Verify each worker's NDIS screening in the database and keep the record.
- Every worker completes the NDIS Worker Orientation Module.
- Track expiry dates so clearances and certificates never lapse.
Risk-assessed roles
Registered providers must identify which roles are risk-assessed roles. Broadly, these are key personnel roles, roles that involve delivering specified supports or services, and roles likely to involve more than incidental contact with people with disability. Keep a list of these roles and the reasons.
The NDIS Worker Screening Check
Workers in risk-assessed roles need an NDIS Worker Screening Check clearance, applied for through the worker screening unit in their state or territory. As the employer you must:
- verify the worker's clearance (or that they have applied, where allowed) in the NDIS Worker Screening Database
- keep records of the roles, the workers and their screening status
- make sure no one with an exclusion works in a risk-assessed role
This also applies to contractors, volunteers and labour hire workers in those roles. Rules and guidance change. Check the current guidance on the NDIS Commission website before you rely on a detail.
A complete staff file
- Identity and right to work
- Screening clearance and expiry
- Qualifications, licences and registrations relevant to the role
- References and pre-employment checks
- NDIS Worker Orientation Module certificate
- Signed position description and Code of Conduct acknowledgement
- Induction, training (including infection control and PPE) and competency records
- Supervision notes and performance reviews
Keep it current
Clearances, licences, first aid and other certificates expire. Track expiry dates so nothing lapses. Auditors often sample a handful of staff files and check every item, so one gap repeated across files can become a systemic finding.
What auditors typically look for
- A list of risk-assessed roles and the screening status of each worker.
- Complete staff files for a sample of workers.
- Training records for infection control, PPE and role-specific skills.
- Supervision and performance review records.
Knowledge check
1. Who needs an NDIS Worker Screening Check?
Screening is required for risk-assessed roles, whoever fills them.
2. A worker's clearance details are not in your records. What is the risk at audit?
Missing screening records are a common and serious finding.
3. Which module must every worker complete?
The orientation module is a requirement for workers of registered providers.
Practical checklist
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Related documents in the full set
- Human Resource Management Policy and Procedure
- Human Resource Register
- Risk Assessed Role Register
- Staff Onboarding Checklist
- Staff Induction Checklist
- Staff Training Plan
- Staff File Checklist
- HR and Insurance Document Checklists
General information based on the NDIS rules and Practice Standards current when this guide was reviewed. It is not legal advice. Check the NDIS Commission and the Federal Register of Legislation for the latest requirements.