subject-management.rst

Subject Management: Creating a subject in Castellum
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Prerequisite
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You have a person on the phone or their contact information and other important
attributes are available. This person is interested in participating in
studies at the MPIB.

The information you need to create the subject in the database should include at
least the following:

- **First name** and **Last name**,
- **Gender**,
- **Date of birth**
- Information on whether the person is **Full of age** or **has legal guardian**,
  If the subject has a legal guardian, you will need to **Add guardian** (see
  instruction 8.b.)
- **E-mail** address and/or **Phone number** and/or full postal address or
  contacting details of the legal guardian,
- **Handedness**,
- **Language** (Mother tongue) and
- **Highest degree** (in educational manner)

You can either ask for this information during a telephone call or you can transfer
it from another source.

In order to create a potential subject in Castellum, please proceed as follows:
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1.  Log in to Castellum by using your username and password

    Please make sure you are connected to the WiFi and use your right username
    and password

2.  Click on **Subjects** on the front page

3.  Enter the first name and surname of the person

    - The second first name can be specified, but does not have to be
    - Keep the order as indicated
    - First letters capitalized
    - No comma needed

4.  Click on **Submit**

4.1. If there is a **Match** found, the subject is already created in the database. You may edit or add information by clicking on **Details** next to the subject

4.2. If **No matches can be found**, click on **Create**. If you notice that you made a spelling mistake with the names, please do not go back and create the person again, but change the name in the following process

5.  Define the **Privacy level**

    - 0 (regular) describes an adult person without extraordinary features
    - 1 (increased) indicates children or adults with a legal guardian
    - 2 (high) presents a famous personality and their children

6.  Click on **Create new subject**

    In this tab, different legal basis for consent can be found

7.  Add the consent that applies:
    - **Recruitment consent**,
    - **Study consent** and/or
    - **Guardianship**

8.  Click on **Contact**

    - Optionally you can enter the **Title** here
    - You can edit the **First name** and **Last name**
    - Define the **Gender** of the person
    - Fill in the **Date of birth**

8.1. If the person is of an adult age, select **Full of age** and continue with step 7

8.2. If the person is not of an adult age or has a guardian for example due to a disability or illness, select **Has legal guardian** > **Add guardian**

       - A new window will open
       - Fill in the first and last name of the subject's legal guardian > **Submit**
       - If a **Match** is found, select it
       - If **No matches found** applies, click **Create** > Enter necessary information
         in the fields provided > **Create new subject**

       The legal guardian is now added. You can also create several guardians. By clicking on **Remove** next to the guardian's name, you can delete them as the guardian of the subject

9.  Click on **Save** and then on **Attributes**

    - Fill in the **Handedness**, **Language**, **Date of birth** and **Highest
      degree**
    - If the person **Does not want to participate in the following study types**,
      select one or more
    - Click on **Save**

10.  By clicking on **Additional Info**, you can define the **Availability** of
     the person

     .. note::

        Example: The person can be reached by phone between 9 and 11 a.m. on tuesdays.

        - Click on **9** under **Tuesday**,
        - Hold the Shift-button and
        - Click on **11** under **Tuesday**

11.  Below you can enter a point in time when a person is available again

     .. note::

        Example: The person is abroad for 6 months.

        - Select **Not available until** today in 6 months

12.  You may also want to select whether the subject is **Hard of hearing**,
     **Difficult to understand** or uses **Abusive language**

     It is also possible to **Add a note** on your own
     Please be aware that the use of note fields should be very sparing

13. Define from which **Data source** the data comes from and click on **Save**

14. In **Study Participations** you can add any studies in which the subject has
    participated

    - By clicking on **Finished studies**, a list of previous study participations
      is displayed
    - Click **Add to finished study**
    - Hold the **CTRL** key on your keyboard while pressing **F** to open the
      search function of the browser
    - When you found the study the subject participated in, click on **Add to study**