How to document behaviours of concern in NDIS shift notes
Describe what you saw and did, in time order, with clock times: what happened before, what the person did, what you did and what happened next. If a restrictive practice was used, the NDIS rules require a written record that includes why it was used and what less restrictive options were tried first, kept for 7 years. Using a restrictive practice that is unauthorised, or that does not follow the behaviour support plan, is a reportable incident.
Key takeaways
- Write observable behaviour and actions, not labels such as aggressive or agitated.
- Time-stamp the event to the minute and record what led up to it, the behaviour, your response and the outcome.
- For any restrictive practice the record must answer why it was used, what was tried first, who was involved and who witnessed it.
- A restrictive practice that is unauthorised or does not follow the behaviour support plan is a reportable incident.
What should a shift note say when a behaviour of concern happens?
A good note lets someone who was not there rebuild the event. Use four parts, in time order.
- Before: what was happening, and anything that changed just before.
- The behaviour: what the person did, described so that anyone watching would agree. Include how long it lasted.
- Your response: the specific actions you took, such as offering a quiet space, giving distance or offering a choice between two activities.
- The outcome: what happened next, when the person settled, and anything to pass on at handover.
The NDIS Commission’s Behaviour Support Assessment Practice Guide (April 2026) uses ABC data collection, meaning antecedent, behaviour and consequence, as an example of direct assessment. It states that only NDIS behaviour support practitioners complete the assessment and that support workers should help collect the raw data. Your notes are that raw data, so clear and dated entries are useful to the practitioner.
What is the difference between a label and an observation?
| Weak (a label) | Stronger (an observation) |
|---|---|
| Resident was aggressive. Staff used de-escalation. Resident calmed down after 20 minutes. | At 3:20 pm James raised his voice and threw a cushion. Staff offered a choice between music and a quiet space, gave him distance and kept a low, calm tone. James chose music and was settled by 3:42 pm. |
| Daniel was agitated at dinner time. | At 5:45 pm Daniel paced between his bedroom and the kitchen for about 12 minutes and declined dinner twice. At 6:10 pm he sat at the table and ate half his meal. |
These examples are composed for illustration and describe no real participant. The stronger versions do not need section numbers from the behaviour support plan. Describing the action actually taken is information the worker has; matching it to the plan is a supervisor task.
What must be recorded when a restrictive practice is used?
Under section 15 of the NDIS (Restrictive Practices and Behaviour Support) Rules 2018, registration is subject to the condition that the provider keeps written information about the use of regulated restrictive practices. As a minimum that information must include:
- a description of the use, including its impact, any injury, whether it was a reportable incident and why it was used;
- a description of the behaviour that led to it;
- the time, date and place it started and ended;
- the names and contact details of the people involved and of any witnesses;
- the actions taken in response;
- what other less restrictive options were considered or used first; and
- the actions taken leading up to it, including strategies used to prevent the need for it.
The record must be kept for seven years from the day it is made. A quick test for the note: which practice, which authorisation, what triggered it, and what was tried first.
When is it a reportable incident?
The NDIS Commission lists the use of a restrictive practice that is unauthorised by your state or territory, or that does not follow a behaviour support plan, as a reportable incident. Where the incident has resulted in harm to the person, it must be reported within 24 hours. Where there was no immediate harm, the unauthorised-use form is due within 5 business days. Record when you became aware, because the timeframes run from that point.
Where behaviour support plans fit
The Commission states that positive behaviour support strategies are documented in a behaviour support plan, and that plans sometimes also include restrictive practices. Read the plan for the person you support so that you know which strategies apply, and record the strategy you actually used.
This guide is general information, not clinical or legal advice. Follow the behaviour support plan and your organisation’s procedures, and speak to the behaviour support practitioner about anything the plan does not cover.
Frequently asked questions
Should I write that someone was aggressive or agitated?
Describe the behaviour instead: what the person did, for how long and what happened around it. A label reflects your judgement, and an investigator cannot check it. You can add your interpretation as long as the observable behaviour is also written down.
What must be recorded if a restrictive practice was used?
The NDIS rules require a description of the use and why, the behaviour that led to it, when and where it started and ended, who was involved and who witnessed it, the actions taken, the less restrictive options tried first and the actions taken leading up to it.
How long must restrictive practice records be kept?
Seven years from the day the record is made, under section 15(3) of the NDIS (Restrictive Practices and Behaviour Support) Rules 2018.
Do I have to cite the behaviour support plan section in my note?
You do not need section numbers. Describe the specific action you took, such as offering a quiet space or giving distance. Matching the action to the plan is a supervisor or practitioner task.
Sources
- NDIS (Restrictive Practices and Behaviour Support) Rules 2018, section 15 Record keeping (Federal Register of Legislation, retrieved 25 September 2026)
- Behaviour support and restrictive practices (NDIS Quality and Safeguards Commission, retrieved 25 September 2026)
- Reportable incidents (NDIS Quality and Safeguards Commission, retrieved 25 September 2026)
- Behaviour Support Assessment, including Functional Behaviour Assessment: Practice Guide, Version 1.0, April 2026 (NDIS Quality and Safeguards Commission, retrieved 21 September 2026)
- NDIS (Incident Management and Reportable Incidents) Rules 2018, sections 12 and 25 (Federal Register of Legislation, retrieved 25 September 2026)
Related
Catch a vague behaviour note before it is saved
See how NoteGate returns a note to the worker with specific guidance when the behaviour, time or response is missing.
Book a 20-minute walkthroughChoose a plan