How the CWU Web Directory Works (and What We’re Improving)

Multiple Systems of Record

The directory is built from multiple institutional data systems. HR's system is one of them, but it is not the only source. These systems were designed primarily for HR and payroll functions, not public-facing information.

For example, Web Services is organizationally part of Information Services. However, in HR data, Web Services is flagged under its department code. Because of that, a search for Information Services personnel will not automatically display Web Services staff unless additional hierarchy mapping is applied. The same is true for non tenure track faculty teaching in multi disciplinary programs. These faculty members are flagged under their primary department and not as faculty in the respective multi disciplinary program.

To address this, we perform reconciliation and mapping behind the scenes to better reflect how departments are structured on the website. 

Contract Timing and Faculty Visibility

Another complexity involves non-tenure track faculty.

HR systems are contract-driven. When a quarter ends and a faculty member’s contract expires, they may temporarily drop from the “active” roster — even if the department chair knows they will be teaching again the following quarter.

Because the directory relies on active status feeds, this can result in a faculty member temporarily disappearing from the web directory between contracts.

To reduce this disruption, we now maintain an exceptions process for non-tenure track faculty:

• Visibility can extend 90 days beyond the end of a contract
• Extensions up to 150 days can be approved by the chair prior to the start of a new quarter

This allows us to maintain a more accurate representation of faculty scheduled to teach, even if their next contract has not yet formally begun.

Why Short Gaps Can Still Occur

Even with these safeguards in place, there are times when updates in one system have not yet propagated to another. This can create short windows where:

• A title has changed but is still processing in HR
• A department reassignment has not yet synced
• A contract has ended but the renewal is not yet active

Because the directory is automated and tied to official systems of record, it reflects those updates as they occur.

Our goal is to balance:

• Accuracy
• Data integrity
• Reduced manual maintenance
• Public clarity

Improving How Titles Are Displayed

One area we are actively working to improve is how titles appear in the directory.

Currently, titles shown on the website reflect the official contracted title recorded in the HR system. The directory does not alter or reinterpret that data.

We recognize that official HR titles do not always reflect working or market-facing titles.

For example:

• A faculty member listed as “Professor” in HR may primarily serve as a Tuba Instructor or Percussion Instructor.
• A staff member’s formal classification may not match the title they use in recruiting or external communications.

Because the system currently displays only the official HR title, there can be a disconnect between formal classification and public presentation.

We are testing solutions that would allow controlled display title overrides.

The intent is to:

• Preserve the HR title as the system of record
• Allow departments to display discipline-specific or market-friendly titles
• Maintain governance and consistency across the institution

We are aware of how this affects faculty and recruiting efforts, and we are prioritizing a solution that balances flexibility with institutional accuracy.

Moving Forward

The web directory is designed to reflect official institutional data as closely as possible while minimizing manual updates and inconsistencies.

If something appears incorrect, it is typically the result of:

• A hierarchy mapping issue
• A contract timing gap
• A pending update in one of the systems of record

If you notice an issue, please submit a TeamDynamix ticket so we can investigate and determine the appropriate correction path.