# NDIA Templates

Source: https://docs.astalty.com.au/guide/participants/templates/ndis-templates

> Generate NDIA templates that auto-fill Participant details to save time and reduce errors.

Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes.

## Overview

Use NDIA Templates to open current NDIA documents from a Participant's profile. Where supported, Astalty fills the document with information already stored for the Participant.

## Access Participant Profiles

- Open the relevant [Participant profile](https://app.astalty.com.au/participants).

## Locate Templates

- Within the Participant's profile, find the templates section by clicking on 'Templates' in the left-hand side menu.

![A Participant's profile with an arrow pointing to Templates, highlighted in the profile's side menu between Notes and Forms.](https://docs.astalty.com.au/assets/templates-11.png)

## Select Template Type

- At the top of the templates section, you can view and choose between custom templates and NDIA (National Disability Insurance Agency) templates.

![A Participant's Templates page with the NDIA tab highlighted next to Custom, listing NDIA templates such as Plan Reassessment Request, Plan Variation Request and Request for a Review of a Decision, each with a Generate button.](https://docs.astalty.com.au/assets/ndia-template-11.png)

> **Use a larger screen**
>
> The Custom / NDIA switch is only shown on desktop and tablet. On a narrow browser window or a phone the Templates page always opens on Custom Templates, and the NDIA templates can't be reached.

## Explore NDIA Templates

- Under NDIA templates, you'll find various options including:
  - NDIS Consent Form
  - Plan Reassessment Request
  - Plan Variation Request
  - Update Name, Pronouns or Gender
  - Request for a Review of a Decision
  - Application for a Replacement Support
  - Support Coordinator Progress Report
  - Support Coordinator Implementation Report
  - Recovery Coach Progress Report
  - Recovery Coach Implementation Report
  - Early Childhood Provider Report
  - Support Evidence Form - Home and Living
  - Conflict of Interest Declaration
  - Notify Participant Death

## Requesting a Plan Change or a Detail Change

The NDIA retired the **Change of Details or Change of Situation Form** and split it across three forms, each with its own row:

| Template                            | Use it when                                                                             |
| ----------------------------------- | --------------------------------------------------------------------------------------- |
| **Plan Reassessment Request**       | The Participant needs a whole new plan, not a change to the current one                 |
| **Plan Variation Request**          | The Participant needs an urgent, short-term or minor change to their current plan       |
| **Update Name, Pronouns or Gender** | The Participant's recorded name, pronouns or gender changes - this is not a plan change |

![The NDIA templates list searched for change, showing the Plan Reassessment Request, Plan Variation Request and Update Name, Pronouns or Gender rows, each with a Generate button](https://docs.astalty.com.au/assets/ndia-templates-plan-request-tiles-guide.png)

> **The NDIA no longer accepts the Change of Details or Situation form**
>
> The **Change of Details or Situation** template has been removed, because the NDIA rejects submissions made on that form under the rules that took effect on 27 August 2026. Use one of the three forms above instead.

### Choosing Who Completes Part B

All three forms open with **Part A: Participant Details** filled in from the Participant profile - *Full name*, *Date of birth*, *NDIS number*, *Contact email*, *Phone number* and *Mobile number*. These are read-only; correct them on the [Participant profile](https://docs.astalty.com.au/guide/participants/profile) if anything is wrong.

Part B then asks **Who will be completing this form?**. The options differ by form, because the NDIA accepts each one from different people:

| Template                        | Part B options                                                                                          |
| ------------------------------- | ------------------------------------------------------------------------------------------------------- |
| Plan Reassessment Request       | *Participant* · *Plan nominee, child representative or legal guardian* · *Someone else*                 |
| Plan Variation Request          | *Participant* · *Plan nominee or child representative* · your own name, marked *(you)* · *Someone else* |
| Update Name, Pronouns or Gender | *Participant* · *Authorised representative* · your own name, marked *(you)* · *Someone else*            |

![The Plan Variation Request Options drawer, showing read-only Part A details and the Part B options, with Participant selected](https://docs.astalty.com.au/assets/ndia-templates-plan-variation-part-b.png)

- Selecting the representative option reveals **Select a Contact**, which behaves like [any other Contact picker on an NDIA form](#selecting-a-contact-on-an-ndia-form). The Contact you pick has their name, date of birth and contact details written into Part B.
- Selecting your own name writes your details into Part B. The Participant must have given you consent to make the request.
- Selecting *Someone else* leaves Part B blank to complete by hand.

> **Tick the relationship yourself**
>
> Astalty fills in the signer's details but does not tick which relationship they hold. Tick the matching relationship in Part B of the generated document before you submit it.

> **A coordinator can't request a plan reassessment**
>
> The Plan Reassessment Request has no *(you)* option, because the NDIA only accepts a reassessment request from the Participant, their plan nominee, child representative or legal guardian. A plan variation request, by contrast, can come from anyone the Participant has consented to.

On the **Update Name, Pronouns or Gender** form, the preferred name, pronouns and gender come from the Participant profile and are left blank when they aren't recorded there. The previous legal name, preferred title and organisation details are always left blank for the signer to complete.

Each form downloads as a Word document as soon as you select **Generate**.

## Downloading Reports

- For progress and implementation reports, select **Generate** to get a report pre-filled with the Participant's details. Review and complete the report before sharing it.

## Selecting a Contact on an NDIA Form

Most NDIA forms ask you to choose one of the Participant's Contacts - the representative signing a consent form, a carer or support person, or another key contact. The field is labelled differently from form to form (*Selected Representative*, *Select a Contact*, *Select a Carer/Support Person*, *Other Key Contact*), but it behaves the same way everywhere.

Open the dropdown and each Contact is listed with their **relationship** shown as a chip beside their name, along with their email and mobile. This lets you tell the Guardian from the Trustee without leaving the form.

![The Selected representative list on the Consent Form Options drawer highlighted, with each Contact's relationship shown as a chip beside their name: Margaret Brennan, Mother; Daniel Brennan, Father; Priya Nair, Support Coordinator.](https://docs.astalty.com.au/assets/participant-template-contact-relationship-chip-guide.png)

*Emergency Contact* is shown in red and *Primary Contact* in navy; every other relationship uses a neutral chip. A Contact with no relationship recorded shows no chip at all.

You can also search the list by relationship. Typing `Trustee` returns the Contacts recorded with that relationship - and the same search still matches on first name, last name, email, mobile and phone. Custom relationships you have typed in yourself are matched too.

![The Selected representative list on the Consent Form Options drawer searched for Father and highlighted, returning only Daniel Brennan with his Father relationship chip.](https://docs.astalty.com.au/assets/participant-template-contact-relationship-search.png)

> **The chip only appears in the list**
>
> Once you pick a Contact, the field collapses to show their name on its own. Reopen the dropdown if you need to check the relationship again.

Relationships are recorded against the Contact on the Participant's [Directory](https://docs.astalty.com.au/guide/participants/participant-directory/contacts#relationship) page - if a chip is missing or wrong, update it there.

> **Custom Templates work differently**
>
> This applies to the NDIA forms only. The contact picker inside a generated [Custom Template](https://docs.astalty.com.au/guide/participants/templates/custom-templates#adding-a-contact-to-a-generated-template) is a separate tool that searches by name.

## Configuring the NDIS Consent Form

To generate an NDIS consent form, select 'Generate'.

![The NDIA templates list with an arrow pointing to the highlighted Generate button on the NDIS Consent Form row.](https://docs.astalty.com.au/assets/screen-shot-2024-03-11-at-1.12.21-pm.png)

Fill in the required information, such as:

![The Consent Form Options drawer with Part A: Participant Details pre-filled, Part B asking who will be signing this consent form with Participant selected over Participant's representative, and Part C asking who consent is being given to, with checkboxes for A Person or An Organisation.](https://docs.astalty.com.au/assets/screen-shot-2024-03-11-at-1.13.47-pm-1710123594.png)

- Part B: Identify who will sign the consent form (Participant or Participant's representative).
- Specify to whom the consent is being given (a person within your organisation or an external organisation).
- Select the information to be shared (choose 'All' or specific headings relevant to your organisation's requirements).
- Determine the scope of the consent regarding changes to the Participant's personal details, communication preferences, and other consents on behalf of the Participant.
- Under **How long is the consent for? (Optional)**, choose *One time only*, *Ongoing*, or *Until a set date*. Choosing *Until a set date* reveals a **Consent Expiry Date** field, which must be filled in before the form will generate.

Choosing **An Organisation** reveals **Select a key contact person**. Pick a team member and their **Position title of the key contact person** fills in from the Employment Title on their [user profile](https://docs.astalty.com.au/guide/users/updating-users). You can still edit the title before generating the form.

![The NDIS Consent Form drawer with An Organisation ticked, Helena Grimes selected as the key contact, and her position title filled in as Operations Manager](https://docs.astalty.com.au/assets/ndia-consent-form-key-contact-position-title-guide.png)

> **No Employment Title recorded**
>
> If the key contact doesn't have an Employment Title set, the field is left blank for you to fill in by hand. Picking a different key contact replaces whatever title was there, even one you typed yourself.

> **The consent duration is optional**
>
> You don't have to answer **How long is the consent for?**. Leave all three options unselected and the form still generates - the duration question comes through with nothing ticked and the expiry date left blank, ready to complete by hand when the form is signed.
>
> If you enter an expiry date and then switch to a different duration, that leftover date is not printed on the generated form.

Under **Consent to do these things on behalf of Participant**, the option to ask for a plan change is now **Ask for a plan variation**, matching the NDIA's own wording.

> **Regenerate rather than reusing a saved consent form**
>
> Astalty supplies the NDIA's current version of the consent form, updated for the 27 August 2026 rule changes. The NDIA is rejecting consent forms submitted on earlier versions, so generate a fresh form from Astalty instead of reusing a copy you downloaded before then.

After completing the form, generate it to download a Word document with all the pre filled information.

## Configuring the Conflict of Interest Declaration

To generate a Conflict of Interest Declaration, select 'Generate'. A form opens with Section B pre-filled from the Participant's details, along with the following selectable fields:

![The Conflict of Interest Declaration Form Options drawer with Section B: Participant, provider and employee details pre-filled, Select a person dropdowns for the declaring employee, Helena Grimes, and the signing Operations manager or director, Admin User, a Selected representative dropdown, and a note that this Word document template downloads immediately when generated.](https://docs.astalty.com.au/assets/conflict-of-interest-declaration-form-options.png)

- **Which employee is declaring a conflict of interest with the Participant?** - select the team member the declaration relates to. This pre-fills with the Participant's primary coordinator when one is set.
- **Which Operations manager or director is signing off on this declaration?** - select the team member signing off. This pre-fills with the account owner, but you can choose any team member in your organisation instead. This is useful when a site or department manager, rather than the account owner, signs the declaration.
- **Select a Participant Representative that will also be signing this declaration.** - optionally choose a Participant representative who will also sign.

> **Choosing a different signer**
>
> The operations manager or director always defaults to the account owner, so you only need to change it when someone else is signing off. Any team member in your organisation can be selected.

Once the fields are set, select 'Generate' to download the Word document with the details filled in.

## Custom Template Functionality

See [Participant Custom Templates](https://docs.astalty.com.au/guide/participants/templates/custom-templates) to generate your organisation's own reusable documents.