Bradford Factor Calculator
Measure employee absence patterns and assess attendance impact
Assessment & Guidance
Score Interpretation
Risk Level
Typical Action
UK Standard Thresholds
| Score Range | Risk Level | Typical Management Action |
|---|---|---|
| 0 – 50 | Low | No action required |
| 51 – 100 | Moderate | Informal discussion |
| 101 – 200 | High | Verbal warning consideration |
| 201 – 400 | Very High | Written warning consideration |
| 401 – 600 | Critical | Final warning consideration |
| 601+ | Severe | Dismissal review |
Impact Analysis
If the employee has an additional:
Adjust values above to see projected impact
Important Considerations
Legal Compliance
- Disability-related absences may require reasonable adjustments
- Pregnancy-related sickness must not count towards triggers
- Time off for dependants is a statutory right
Best Practice
- Always investigate reasons behind absences
- Consider individual circumstances
- Use score as a guide, not absolute rule
Common Patterns
- Frequent short absences score higher than fewer long ones
- Monday/Friday patterns may indicate engagement issues
- Seasonal patterns may suggest underlying conditions
How to Calculate and Use the Bradford Factor
The Bradford Factor measures the impact of employee absence patterns on your organisation. It gives more weight to frequent short-term absences than longer periods off work, helping HR teams identify attendance concerns that might otherwise go unnoticed.
The Bradford Factor Formula
B = S² × D
- B = Bradford Factor score
- S = Number of separate absence spells
- D = Total days absent
For example, an employee with 3 separate absences totalling 5 days would score: 3² × 5 = 45 points
UK Workplace Absence Thresholds
Most UK organisations use similar trigger points for Bradford Factor scores. These aren’t legally mandated but represent common practice across British workplaces:
| Score Range | Risk Category | Typical Management Response |
|---|---|---|
| 0-50 | Acceptable | Continue normal monitoring |
| 51-100 | Concern | Informal discussion with employee |
| 101-200 | Unsatisfactory | Formal meeting, potential verbal warning |
| 201-400 | Unacceptable | Written warning likely |
| 401-600 | Serious | Final written warning consideration |
| 601+ | Critical | Dismissal proceedings possible |
These thresholds vary between organisations. The UK Prison Service reported a 25% reduction in absence after implementing Bradford Factor monitoring alongside occupational health support.
Legal Requirements for UK Employers
When using the Bradford Factor, UK employers must comply with employment law and the Equality Act 2010. ACAS guidance emphasises that trigger points should never automatically result in disciplinary action.
Disability and Long-term Conditions
The Equality Act 2010 requires reasonable adjustments for disabled employees. This might include:
- Excluding disability-related absences from Bradford calculations
- Adjusting trigger thresholds for employees with chronic conditions
- Recording disability absence separately
Pregnancy-related Absence
Pregnancy-related sickness must not count towards Bradford Factor scores or disciplinary triggers. Including such absences could constitute pregnancy discrimination under UK law.
Statutory Leave
Time off for dependants and other statutory leave rights should not be included in Bradford Factor calculations, as confirmed in employment law guidance.
Return-to-Work Interviews
The Bradford Factor works best alongside return-to-work interviews. HR experts recommend conducting these after every absence to:
- Understand reasons for absence
- Identify any underlying issues
- Offer appropriate support
- Discuss attendance patterns if concerning
Common Absence Patterns
Monday/Friday Pattern
Frequent single-day absences on Mondays or Fridays might indicate engagement issues. One employee taking 10 Mondays off scores 1,000 points (10² × 10), whilst another taking two 5-day blocks scores just 50 (2² × 10).
Seasonal Absences
Regular winter absences might suggest susceptibility to seasonal illnesses. Consider workplace adjustments like flu vaccinations or vitamin D supplementation programmes.
Post-Payday Absences
Absences clustering around payday might indicate personal issues. Sensitive discussion and potential support through Employee Assistance Programmes may help.
Industry-Specific Applications
Healthcare and Shift Work
The NHS and care sector often use stricter thresholds due to patient care requirements. Some NHS trusts set initial triggers at 3 instances or 10 days in 12 months, according to sector analysis.
Office-Based Roles
With flexible working now common, many offices adjust their approach. Some count working from home whilst mildly unwell differently from full sick days, recognising the reduced productivity impact.
Small Businesses
Small firms often find the Bradford Factor helpful for objective absence management, but must balance metrics with personal relationships in close-knit teams.
Limitations and Criticisms
The Bradford Factor has faced criticism from various quarters:
- The British Medical Association condemned its use in the NHS as potentially discriminatory
- It doesn’t distinguish between genuine illness and questionable absences
- May encourage presenteeism, with ill employees attending work to avoid high scores
- Can penalise those with episodic conditions like migraines or mental health issues
The CIPD recommends using it as one tool among many, never in isolation.
Alternative Absence Metrics
Consider using these alongside or instead of the Bradford Factor:
Overall impact assessment| Metric | Calculation | Best For |
|---|---|---|
| Absence Rate | (Days lost ÷ Total working days) × 100 | |
| Frequency Rate | Number of spells per employee | Pattern identification |
| Lost Time Rate | Total hours lost to absence | Productivity measurement |
Best Practice Implementation
To use the Bradford Factor effectively and fairly:
Communication
- Include the policy in your employee handbook
- Explain how scores are calculated
- Be transparent about trigger points
- Clarify which absences count
Support First
- Use scores to identify who needs help
- Investigate reasons before taking action
- Offer occupational health referrals
- Consider workplace adjustments
Regular Review
- Assess if thresholds remain appropriate
- Monitor for discriminatory impacts
- Gather feedback from managers and staff
- Adjust policies based on outcomes
Making Informed Decisions
The Bradford Factor provides valuable data, but effective absence management requires human judgement. Always consider:
- Individual circumstances and medical evidence
- Length of service and previous attendance record
- Whether absences are work-related
- Impact on team and business operations
Remember: the goal isn’t to achieve zero absence, but to support employee wellbeing whilst maintaining operational effectiveness. Used thoughtfully, the Bradford Factor can help achieve this balance.