roles.rst

Roles and their relative tasks/functions in Castellum
=====================================================

Distinction of global and study specific roles
----------------------------------------------

-   Global roles are comprehensive roles predefined by Castellum, which are
    assigned to specific users.
-   In contrast, study specific roles are not global but can be defined in **Member
    Management** by the **Study Coordinator** (the role then refers to the particular
    study only).

.. note::

    This means, for example, that people with the global role **Recruiter** can
    recruit for all upcoming studies.

    In contrast, the study specific role of the **Recruiter** ensures that the
    appropriate rights are only available within the defined study to recruit
    potential subjects for this study. The study specific role is assigned by the
    study coordination at study level.

Particular roles and their tasks
--------------------------------

Data Protection Coordinator
~~~~~~~~~~~~~~~~~~~~~~~~~~~

The group of people who deal with data protection issues in the workplace should
take on the role of **Data Protection Coordinator** in Castellum. Technically,
Castellum provides a Data Protection Dashboard for this purpose. In this
dashboard, the **Data Protection Coordinator** can see subjects divided into
four categories:

-   Subjects that requested information regarding their personal data,
-   Subjects that have been marked as **To be deleted** by a **Subject Manager**,
    -   This applies when a subject demanded a deletion of all scientific data
        related to him/her.
    -   The **Data Protection Coordinator** can see all studies the subject
        participated in. He will contact all **Principal Investigators** and demand
        the deletion of collected study data (provided that these are still
        attributable to the respective subject).
    -   Once all links to studies have been removed, the subject can be deleted
        from the database.
-   Subjects for whom there is no (or no longer any) legal basis for keeping
    them in the database and
-   Subjects who cannot be contacted due to missing or wrong information regarding
    their contact details.

The **Data Protection Coordinator** has the task of cleaning up the dashboard by
initiating follow-up steps for each category.
To initiate such follow-up actions, the **Data Protection Coordinator** is enabled
to perform the following functions in the database:

-   See and delete study participations,
-   See and modify studies and their modulations,
-   Delete studies,
-   Upload consent documents for recruitment and
-   Make changes to the characteristics and data records of subjects.

Receptionist
~~~~~~~~~~~~

We propose to fill the roles of **Receptionists** with people who need a
continuous overview of the ongoing study programme and the respective deadlines
in their daily business. In order to achieve this, these persons can search
specifically for names of subjects to be registered in Castellum. In this way it
is easy to find out for which study a particular subject is registered and when
he/she has to be sent to which room.

Recruiter
~~~~~~~~~

Persons responsible for invitations to studies and the management of appointments
should take on the role of **Recruiters** in Castellum.For this purpose, the
**Recruiter** can view the contact details of individual subjects to establish
communication with them. The study co-ordination office will define a recruitment
text and criteria to be clarified in advance, which the **recruiters** should use
when recruiting the respondent. To be able to add study participations, Castellum
provides a calendar which enables consistent appointment bookings.
In practice, it may happen that positions and tasks require a
combination of the roles **Recruiter** and **Subject Manager**.

Subject Manager
~~~~~~~~~~~~~~~

The **Subject Manager** enters data records of subjects in Castellum and makes
changes to existing ones. Castellum offers the **Subject Manager** the following
possibilities:

-   Search for individual subjects in the database,
-   See, add and edit contact data and attributes ob individual subjects and
-   Obtain recruitment consents of subjects.

If persons take on the role of **Recruiter** and additionally **Subject Manager**,
they can simultaneously ensure data maintenance in Castellum when contacting
subjects for recruitment purposes. For this purpose, characteristics and contact
details of subjects are continuously updated and supplemented.

Study Conductor
~~~~~~~~~~~~~~~

We envisage this role for employees from the study programme who collect
scientific data in a study with or on subjects. In order to implement this with
the help of Castellum, the **Study Conductor** can view the participation
pseudonyms of the respective subjects in the database.

If a subject is participating in a study for the first time, the **Study
Conductor** can obtain both the study consent and the recruitment consent on site.

Study Coordinator
~~~~~~~~~~~~~~~~~

The study coordination is embodied by the **Study Coordinator**. This person
inserts studies into the database and defines the settings for them. To fulfil
this task, the **Study Coordinator** can perform the following functions in
Castellum:

-   Generate, start, break and stop studies,
-   See and edit filters for study recruitment,
-   Allocate a role within the study to certain persons via **Member management**
    (e.g. define recruiters for the study),
-   Define **Recruitment texts** and
-   Upload templates of study consent documents for studies.