Appendix 5: Unscheduled absence

The methodology used to calculate the unscheduled absence rate for 2020-21 has changed.

The previous measure of APS unscheduled absence rate was determined by calculating the unscheduled absence rate for each agency individually and then obtaining the average of those agency rates. In this method, all agencies had equal influence on the overall unscheduled absence rate irrespective of agency size.

It is well established that larger agencies tend to have a higher unscheduled absence rate than smaller agencies. As a result, this method underestimated the true unscheduled absence rate across the APS as it was biased towards smaller agencies - which make up more than half of APS agencies, yet only 3.8% of APS employees.

The new method incorporates the headcount of agencies when calculating the APS unscheduled absence rate. In practice, every agency’s unscheduled absence days and Full Time Equivalent (FTE) are summed, and the unscheduled absence rate is calculated by dividing the total number of unscheduled absence days by the total FTE of the APS. 

APS unscheduled absence rate = Total days of unscheduled absence across APS divided by Total FTE of APS

The new method will show an increased unscheduled absence rate for the whole APS of around two days.  The method of calculating each individual agencies unscheduled absence rate remains the same.      

Table A5.1 compares the unscheduled absence rate between the new and old methods of calculations across the whole-of-APS and broken down by agency size.  Over the last five years, the trend remains, however the new method adds about two days to the APS unscheduled absence rate. The new method also increases the unscheduled absence rate for small and large agencies while there is not much difference for medium size agencies.

Unscheduled absence includes personal, carers and miscellaneous leave (bereavement, compassionate and emergency leave). It includes instances of these leave types with or without a supporting medical certificate, whether paid or unpaid.

Table A5.2 shows unscheduled absence rates by agency size for the financial year 2020-21. The absence rate by agency size has dropped significantly from 2019-20, influenced by a reduction in large agency unscheduled absence rates. This could be a reflection of the change in working conditions due to COVID-19.

Table A5.3 provides personal and miscellaneous leave use and unscheduled absence rate by agency for 2019-20 and 2020-21 (expressed as an average number of days). It should be noted, for small agencies a small number of individuals with high leave levels can influence the unscheduled absence rate substantially. 

* Agency provided headcount (not full-time equivalent) data.