Managing Attendance/ Absence

How do you manage absence in the workplace?

Watch our short explainer video to find out what you can and cannot do.

Purpose of the Document

• Offers practical guidance on managing sickness absence.
• Highlights cause of absence.
• Explains measurement techniques.
• Outlines legal implications and best practices.

Types of Absence

• Short-term sickness (self-certificated or doctor-certified)
• Long-term sickness
• Unauthorized absence or persistent lateness
• Other authorized absences (e.g. annual leave, parental leave, compassionate leave)

Why Measure Absence? 

• To identify patterns and root causes. 
• To assess impact on productivity and costs.
• To justify investment in absence management programs.

Lost Time Rate

Formula: 

Total absence days×100÷Possible working daysTotal absence days×100÷Possible working days

• Example: 160 absence days out of 4,800 possible = 3.3% lost time rate

Bradford Factor

Formula:

S×S×DS×S×D

Where: 

• S = number of absence spells
• D = total days absent

Highlights disruptive short-term absences.

Example:

• 10 one-day absences = 1,000 points
• 1 ten-day absence = 10 points

Organizations can set trigger points (e.g. 500) to initiate review.

Must include:

• Sick pay terms
• Notification procedures
• Certification requirements
• Right to request medical reports
• Return-to-work interview process

Key interventions:

• Proactive policy
• Return-to-work interviews
• Disciplinary procedures
• Bradford Factor triggers
• Line manager involvement
• Occupational health support

Must be trained in:

• Absence policies
• Legal and disciplinary aspects
• Occupational health roles
• Return-to-work and counselling skills

Strategies include:

• Regular contact with employee
• Workplace adjustments
• Occupational health assessments
• Rehabilitation programs
• Coordinated return-to-work plans

Governed by:

• Employment (Jersey) Law 2003
• Health and Safety at Work (Jersey) Law
• Disability Discrimination Regulation
• Sex Discrimination legislation

Disability:

Employers must make reasonable adjustments.

Pregnancy:

Pregnancy-related absence must be recorded separately and not used in disciplinary or redundancy decisions.