Who Gets a Biography?

While we fully support the interdisciplinary and cross-organization efforts taking place across our campus, our Biographies section is meant to store information about current Case Western Reserve University faculty and staff. Other key players on your teams, such as undergraduate students or temporary researchers, certainly can and should be highlighted on your website, but this information should be created as regular pages rather than added to Biographies.

In addition, if an individual from an external organization has an outside profile, please link to this instead of creating a page for them on Case Western Reserve's website, so information only needs to be maintained in one place (at their primary institution).

It’s important to remember that biographies are not stored/edited on the individual department/school websites (School of Medicine, Sears think[box], etc.). Instead, they are stored in a hub and synced out to the sites that they are tagged on.

This way, one biography can appear on multiple sites but only has to be edited in one place.

As an editor, you have access to this hub and can make the following changes to biographies: 

  • Edit any information on an already existing biography 
  • Add a new biography to the system 

Because biographies can appear on multiple sites, as an editor you do not have access to: 

  • Delete or unpublish a biography 
  • Place a biography on your site in a specific order or on a specific section 

To remove a biography from your website, please reach out to and give us the name of the person you need to be removed and details of whether they have just transferred departments or left the university. 

Do you need to add a document like a Resume or CV to a bio? 

Edit An Existing Biography

When logged into your site, go to Content > Add Content > Biographies - Content Hub. This will open up the biographies site in a separate tab. 

Within that tab, you can search for the biography you want to edit. You can do this in two ways. 

  1. Either type part of their last name and click filter, or
  2. Filter by your website to see all of the biographies listed there until you find the one you’re looking for.

Once you find the bio you want to edit, please click on their name and their biography will appear. From there you click on the “Edit” tab. Remember - you’re doing all of this on the Biographies website (you’ll see this in the top banner), not on your individual website. Once the biography is saved on the Biographies website, any edits that you make will appear on your individual website.

If you want to make a change, such as changing a title, now you can make that change within their profile. Please be sure that if making a change to a category that has a number after it (such as a title) you are erasing the numbers as well as the letters. This clears the entire selection so you can input a new title. 

Once you are finished, scroll to the bottom and Publish your changes. This will publish your changes to your website within a matter of minutes. If your changes do not appear after 10 minutes, please email and let them know.

Create a New Biography 

When logged into your site, go to Content > Add Content > Biographies - Content Hub. This will open up the Biographies site in a separate tab. 

Please do a quick search to ensure that the biography you are looking to create hasn’t already been added. Even if the faculty member is new, another department may have already created the biography. You can search for a partial of their last name in the “Name” section to see if their biography appears. 

If their bio doesn’t appear when searching by last name, you can create a new biography. To do this, choose the “Add Content” button above the filtering section. This will bring up a blank biography page for you to fill in. 

A couple of notes: 

  • Please fill in their Full Name where it says “Full Name” including the middle initial if they have provided it. 
  • Certain fields, like “Academic Credentials” will already have pre-filled selections for you to choose from. If they do, please choose the correct option from the drop-down. 
  • To add more than one item to a pre-filled selection field, such as for Academic Credentials, add a comma to separate the entries. If you don’t see the academic credential you need, please reach out to 
  • You will never need to use the tabs on the right-hand side (Menu Settings, Content Cloud, etc.) while working in Biographies. 

Once you have filled in the information for the biography, you can tag it to appear on your website. To do this, go to the “Website Bio Should Appear On” section in the Main Details tab and add the name of your site (for example) “Case Comprehensive Cancer Center” - this selection should auto-populate once you start typing. 

Once you are finished, scroll to the bottom and Publish your changes. This will publish your changes to your website within a matter of minutes. If your changes do not appear after 10 minutes, please email and let them know.

Important Notes on Biographies 

From research interests to past awards, Biographies have many fields to accommodate the information a faculty or staff member would like to add to their bio. Learn more about what you can include and how to format this information.

Full Name

The Full Name field, or the first field with the red asterisk, is for the person's full name. Please do not include their academic credentials or any other information aside from their full name in this field.

Main Details 

This is where you will fill out the biographical information for each person such as academic credentials, job title and contact information. You can also provide a profile picture.

Website Bio Should Appear On

This field will need to be filled out with your website's name if the bio you are editing hasn't existed on your website before. If there is already a site name in this field, put a comma after the entry, start typing your site's name, and select it from the dropdown when it appears. This will make sure that the biography you are editing will be added to your site.

Job Titles

When changing a job title, please be sure to delete the entire title—including the number in parentheses after the words—to ensure the title updates properly when saved. 


If someone is a professor of biomedical engineering, pathology, and radiology, all of which are in the School of Medicine; director of a center; and member of a different center their title should be input as follows:

  • Professor, Department of X, School of Medicine
  • Professor, Department of Y, School of Medicine
  • Professor, Department of Z, School of Medicine
  • Director, Center for ABC
  • Member, Center for DEF

NOT "Professor of Radiology, Department of Radiology, School of Medicine" or "Professor of Radiology, School of Medicine."

This allows us to make sure that when we have faculty who have cross-school affiliations—such as nursing and medicine—we can clearly see their school affiliation.

If they are a faculty member who has multiple titles within one department, such as "Professor and Chair, Department of Pathology, School of Medicine" put both of their titles (separated by "and") in the one title field, rather than separating them out. There will only be a few of these, so they are the exceptions to the rule.

There will be some faculty members with endowed professorships, such as "Ann Smith, the Bill Gates Professor of Technology." Those must be input as they are. DO NOT change them, but add the department and school name.


For staff members, you'll likely need to add a bit more detail on titles.

For example, someone may be a director—but their office may have multiple directors. So you'd need to say "Director of X" and "Director of Y" for those individuals to fully clarify their roles.

Job Descriptions 

If this person only appears on one site, fill out the Job Description field with information about their appointment/role within the university. 

Secondary Job description can be used to pull in information for those who appear on multiple sites. 

Teaching Information 

Sections for schedule, information and office hours are provided with the standard WYSIWYG format. 

Research Information

Include information about interests, current or past projects and funding in the appropriate sections. 

Awards and Honors

Select Add Awards/Honors to add information including the award name, the year received and the organization or sponsor of the award. 

Professional Memberships 

List any professional memberships, entering one at a time. To add multiple select “Add another item.” 

External Appointments

The title/department/center/school section should only be used for CWRU positions. If it’s a position at another university or an outside company or organization, such as University Hospitals, Cleveland Clinic, Louis Stokes VA Medical Center or an outside company, this information should go under the External Appointments tab.


Links to PubMed and other external publications go here. 


Use the Presentation field to fill out a Title, Conference/Event name and presentation date. Or input the information in the WYSIWYG editor below. 


Use this tab to fill out specific information on types of degrees received, year of graduation and other college/university information. Be sure to spell out the degree in the Degree field. Rather than it saying BS, it should say Bachelor of Science, etc.  

If they have a certificate they earned from a university that relates to their area of expertise also include that in Education. 

Residencies, Internships and Fellowships

This tab can be used for information regarding residencies, fellowships and internships. You can provide an Area of Study/Specialization, Institution and Year. 

Additional Information 

Any information that doesn’t directly relate to the person’s job or biography such as interests, history at the university or information about other roles will go in this tab. 

Developer Use Only

This section is used to help place a biography on a specific page or in a specific order. Please note this section is reserved for Drupal developers only. If you need to place a biography in a particular order on a web page or if a biography is not displaying properly, please let us know by emailing or by submitting a help desk ticket. Do not attempt to update this section on your own, as it could result in making changes to websites other than your own.


You may want to link to a document such as a resume or CV in a biography. To do this, you'll need to upload the document on the site where the biography will appear. Do not upload the document into the Biographies site. For help with uploading documents, see our Uploading New Media section on the WCMS site. 

Once you've uploaded the document: 

  • Click on the document in the media library, so that it opens in your Drupal site
  • Copy the URL that appears
  • Open the Biographies site and locate the biography you would like to edit
  • Choose New Draft 
  • Highlight the text you would like to link to the document, use the Link button in the WYSIWYG editor, paste the link to the document  

Add a Biography to the Navigation

While all biographies exist in the Biographies website, oftentimes biographies appear on more than one website. Since every website has a different navigation structure, biographies need to be added to the navigation on your website, and not on the Biographies website.

When logged into your website, navigate to the Content Overview page and search for the biography you'd like to add to the navigation. Once you find the bio you'd like to add, please click on their name and their biography will appear. From there you click on the “Edit” tab. Please note this is the only time you'll edit a biography on your website instead of the Biographies website.

On the editing screen, edit the Menu Settings information on the right-hand side. For step-by-step instructions on how to add pages to the navigation, please review Adding New Pages in the Drupal Basics Training Guide.

Once the biography has been added to the navigation, we recommend disabling it from the nav. This will allow the biography to keep the proper URL and breadcrumb structure while visibly removing it from the navigation in order to keep the navigation easy for users to use. For information on how to do this, please review how to remove a page from the navigation.