Introduction
To help managers to effectively manage employee absences we are implementing the Bradford Factor scoring system. The Bradford Factor is a widely recognized method used to measure and analyse employee absence patterns based on frequency and duration. This will help managers and the People team to identify and manage any chronic or recurring absence issues, as well as establish a fair and consistent approach to managing absence within the organization.
Scope
This policy applies to all UK employees including full-time, part-time, and temporary employees.
Bradford Factor Scoring
The Bradford Factor calculates an absence score for each employee using the following formula:
BF = (S x S) x D
· S represents the total number of separate absence instances in the last rolling 52-week period
· D represents the total number of days absent in the last rolling 52-week period
All employees are required to report their absence promptly using BreatheHR, and to their line manager. The Bradford Factor score for each employee will be calculated based on the formula mentioned earlier. The score can be viewed by logging into Breathe and selecting the Sickness tab:
Scoring Thresholds:
The following thresholds will be used to identify when further support and action is required. Managers must follow the procedures described below, at the relevant stage, when an employee reaches a Bradford Factor trigger point. In all cases the sickness records will be reviewed prior to the meeting, to explore any underlying health issues, and consider what adjustments might be made to improve absence levels.
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Score
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Immediate action
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Ongoing
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0 – 50
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No action required
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None
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51 – 150
Informal
Stage 1
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A return-to-work meeting held with employee
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Return-to-work record will include awareness of reaching stage 1 of process, and next steps should absence continue. Letter will be issued with any specific outcomes.
Occupational Health may be advised, People team to support if needed.
If employee remains in first stage trigger zone for a continuous period, with no reduction in BFS, PCI Pal reserve the right to commence stage 2. Regular follow up meetings will be conducted.
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151 – 399
Stage 2
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A return-to-work meeting held with employee
Advise stage 2 absence trigger has been reached
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Employee invited to formal absence management meeting (level 2) attended by line manager and People team giving at least two days’ notice. Purpose of meeting to review employee’s unsatisfactory attendance level and advise that a possible outcome of the meeting may be a written warning.
The employee will be informed of the outcome, in writing, within five working days, providing reasons that led to the decision and advise of the right to appeal within five working days, and to whom. The appeal will be dealt with in accordance with the rules on appeals set out in the disciplinary process.
Where an employee remains in the second stage trigger zone for a continuous period, with no reduction in BFS, PCI Pal reserve the right to move to stage 3.
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400+
Stage 3
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A return-to-work meeting will be held with employee to advise a stage 3 absence trigger has been reached.
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Employee receives invite to level 3 meeting attended by line manager and People team giving at least two days’ notice, advising who will be present, and of right to be accompanied. Letter will explain purpose of the meeting is to review employee’s unsatisfactory attendance level and advise that a possible outcome of the meeting may be dismissal:
· to discuss unsatisfactory attendance in the previous 12 months;
· to find ways to improve attendance if possible;
· allow employee to share views; and any underlying reasons for poor attendance level if they have not previously done so, without putting undue pressure to reveal information;
· discuss steps that might be put in place to help, if not previously done;
· consider whether Occupational Health referral may be appropriate,
· consider further support available and if any reasonable adjustments might be made that have not been previously implemented.
At the end of meeting a short adjournment will take place for manager to consider appropriate outcome, which could include dismissal depending on the circumstances. The employee will be advised of the outcome, in writing, within five working days. The letter will provide reasons that led to the decision and advise of right to appeal within five working days, and to whom. The appeal itself will be dealt with in accordance with the rules on appeals set out in PCI Pal’s disciplinary process.
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Failure to adhere to this policy may result in disciplinary action, up to and including termination of employment, in accordance with PCI Pal's disciplinary procedures.
Exclusions
The Bradford Factor score is automatically calculated by BreatheHR; therefore, the People team cannot manually remove any absences from the score. However, it should be noted that absences due to a recognised disability (as determined by the Equal Opportunities Act 2010) or pregnancy/maternity related will be removed from the total score when considering any further action.
Return to work meetings
These should take place on the first day the employee returns to work. The meeting should take place in private, and notes must be taken (a form is available from Hive). The meeting should cover:
· Any underlying reasons for the absence
· That the employee is ready and able to return
· Any need for amended duties, or a phased return
· If the workplace has caused the absence
· Where absence exceeds 5 days, a medical certificate or note is provided
· Any training requirements or modifications needed
· If any occupational health or GP/professional advice is needed
· If there is any pattern to the absence
· Note that any absence over 4 weeks will be considered long term sickness and will invoke an OHA review
Using holiday to cover sick leave
Sick leave can be taken as a holiday if the employee wishes to use it in this way, particularly where 5 days have been exceeded. PCI Pal would encourage employees to still advise us of these occurrences to ensure, where appropriate, we can provide support, particularly if the condition causing the employee to take sick leave is likely to be ongoing.
20 December each year is the deadlines for swapping any unpaid sickness for holiday.
