Schulich school of Medicine and Dentistry logo Human Resources Schulich Medicine & Dentistry

Personnel DataBase (PDB)

How do I Find / Activate an Employee Record in the PDB?

How to find an employee within the PDB?

Open the PDB, log-in using your Western credentials, select Personal Information, select VT, type in Surname, select Retrieve, click Next until you find correct employee.

How to activate an employee vacation tracking record? 

All employees accumulating vacation must have an active vacation tracking record within the PDB. To activate a PDB record, the supervisor must complete the PDB Record Request Form and submit to Schulich Human Resources (see bottom of form for details).

How do I Enter Time Off in the PDB?

Vacation Days or Vacation 1/2 Days

Retrieve employee's PDB record. Select Add, enter Starting Date, within Event drop-down menu select Vacation Day or Vacation-Half , then click Save.

*Tip: If consecutive full days were used, select first day of vacation within Starting Date and then select last day of vacation within Ending Date and all days within date range will be counted. 

Vacation Hours

Retrieve employee's PDB record. Select Add, enter Starting Date, within Event drop-down menu select Vacation-Hours, enter Hours Used, then click Save.

Sick Days or Sick 1/2 Days

Retrieve employee's PDB record. Select Add, select calendar date under Starting Date, within Event drop-down menu select Sick Day or Sick-Half, then click Save

*Tip: If consecutive full days were used, select first day of sick time within Starting Date and then select last day of sick time within Ending Date and all days within date range will be counted. 

Sick Hours

Retrieve employee's PDB record. Select Add, select calendar date under Starting Date, within Event drop-down menu select Sick-Hours, enter Hours Used, then click Save.

Medical Appointments

Retrieve employee's PDB record. Select Add, select calendar date under Starting Date, within Event drop-down menu select APPT, enter Hours Used, then click Save.

PMA Personal Day

Retrieve employee's PDB record. Select Add, select calendar date under Starting Date, within Event drop-down menu select Personal Day, then click Save.

Effective January 1st each year, PMA employees will be entitled to 2 PMA Personal Days to be taken, subject to the work requirements of the unit, at the employee’s request. 

Such Personal Days shall be taken by Dec 31st each year and shall not be subject to carry forward to the next year.

UWOSA Floater Day

Retrieve employee's PDB record. Select Add, select calendar date under Starting Date, within Event drop-down menu select Floater, then click Save.

Effective July 1st each year, UWOSA employees will be entitled to 2 Floater Days to be taken, subject to the work requirements of the unit, at the employee’s request. 

Such Floater Days shall be taken by June 30th each year and shall not be subject to carry forward to the next year.

I Made a Mistake when Entering Time Off, how do I Correct?

Modify

Within the employee's PDB record, click on the line you wish to modify. The line will highlight in blue. Select Modify, and select correct date / event / hours. etc., then click Save

Delete

Within the employee's PDB record, click on the line you wish to delete. The line will highlight in blue. Select Delete, then click Yes.

NOTE: You should not delete any Vacation - Earned (Auto) line.



Please contact Staff Appointments if you have questions or require further information.