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Role reference

A person or body appointed with legal decision-making authority for the participant. In Western Australia, guardians are appointed by the State Administrative Tribunal (SAT) and administered by the Office of the Public Advocate (OPA WA). Guardians may have authority over personal, financial, or lifestyle decisions — the scope of the appointment is defined in the order.For NDIS purposes, a guardian with personal decision-making authority can sign NDIS documents (including consent forms and service agreements) on behalf of the participant.When you’d assign this role: A participant with an intellectual disability has a court-appointed guardian who manages their personal affairs. The guardian is the primary contact for plan reviews, service agreement signing, and any significant decisions about supports.What to document: Always upload the guardianship order to the participant’s Representatives tab. The order defines the scope of authority — a guardian appointed for “personal decisions” may not have authority over financial matters.
A person formally appointed by the NDIA to act on the participant’s behalf in dealings with the NDIA — for example, managing their plan, attending planning meetings, or signing NDIS forms. Nominee appointments are made by the NDIA directly and are separate from OPA WA guardianship.When you’d assign this role: A participant who has difficulty engaging with the NDIA’s administrative processes has had their sibling formally appointed as their NDIA nominee. The nominee receives all NDIA correspondence and represents the participant in planning meetings.What to document: The NDIA will issue a formal letter confirming nominee appointment. Upload this letter to the Representatives tab.
A disability advocate or advocacy organisation who supports the participant in expressing their views and protecting their rights. Advocates do not have formal legal authority — they support, not decide. Common advocacy bodies in WA include DDWA (Developmental Disability WA) and People With Disabilities WA.When you’d assign this role: A participant is challenging an NDIS plan decision and has engaged a DDWA advocate to support them through the review process. Record the advocate’s details so you can coordinate with them during the appeals period.What to document: Name and contact details of the advocate and their organisation. No formal authority document is required.
The person to call if there’s an urgent situation involving the participant. This is typically a family member or carer. Emergency contacts do not have any formal legal authority — they’re purely for communication purposes.When you’d assign this role: A participant’s brother lives nearby and has asked to be contacted if anything happens to the participant during a support session. He has no formal guardian status but is the most accessible family member.What to document: Name, relationship, and at least two contact numbers (mobile and home/work). Include availability hours if the contact has restricted availability.
The participant’s treating clinician — usually their GP, but could also be a psychiatrist, psychologist, or other treating specialist. Useful to have on record for situations where you need to liaise with their health team.When you’d assign this role: A participant’s GP at a local medical centre provides medical certificates supporting their NDIS plan review. The GP also coordinates with the participant’s treating psychiatrist who provides a report for the planning meeting.What to document: Clinic name, contact number, email. If there are multiple treating clinicians, record each separately — GP as “GP / Allied Health”, psychologist as “GP / Allied Health” with the organisation field showing the psychology practice.
Any other contact relevant to the participant’s support — a carer, family member with no formal role, or a trusted contact from the community.When you’d assign this role: A participant’s long-time carer who isn’t a family member, an SIL support worker from a provider, or a trusted community member who regularly supports the participant but doesn’t have any formal appointment.What to document: Name, relationship description, and contact details. Use the notes field to clarify the nature of the contact and their role.
Only formally appointed guardians and nominees have legal authority to make decisions or sign documents on a participant’s behalf. Emergency contacts and “Other” contacts have no formal standing — never act on their instructions in place of the participant’s own expressed wishes without a legal authority document.