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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 and/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:
2. 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
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
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
- 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/or their children
In this tab, different legal basis for consent can be found
- **Recruitment consent**,
- **Study consent** and/or
- **Guardianship**
- 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**
1. If the person is of an adult age, select **Full of age** and continue with
the following steps:
- Define at least one of the following contact details: **Email**, **Phone
number** and/or **Postal address**
- You may want to add **Additional information**, such as c/o details
- Specify the **Preferred contact method**
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**
.. note::
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
8. Click on **Save** and then on **Attributes**
- Fill in the **First Language**, **Highest educational degree**, **Handedness**,
if the subject **Has hearing aid?**, **Date of birth** and **Sex**
.. note::
Although you already entered the **Date of birth** before, it must be
redefined again due to data protection reasons
- If the person **Does not want to participate in the following study types**,
select one or more
- Click on **Save**
- redefine the **Privacy level**,
- indicate whether the subject has consented to the recruitment,
- initiate an **Export request** and
- specify whether the subject is **To be deleted**
10. By clicking on **Additional Info**, you can define the **Availability** of
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
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**,
It is also possible to **Add a note** on your own. Important contact tracking
information that is visible to other recruiters can be noted here.
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
- By clicking on **Add to study**, a list of current studies is displayed.
You can add the subject to one or more of these studies
- Click on **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**
Mark a subject for deletion
===========================
To delete all data related to the subject, please proceed as follows:
2. Enter the first name and surname of the subject to be deleted into the
search field and click on **Submit**
3. Click on **Details** and then **Data protection** on the horizontal line
4. Select the checkbox **To be deleted**
The subject is now cleared for deletion from the database and deletion of
their associated data. The data protection coordinator will take care of final
You may want personal data and subjects to be completely deleted because of an
explicit request from the subject or simply because there no longer is a
sufficient legal basis to keep the data.
In order to delete the externally and internally stored data of a subject,
please proceed as follows:
1. In the subject details, go to the **Delete** tab
2. If you see a message saying **This subject cannot be deleted because there
still is data about them in studies.**, proceed as follows:
- Contact the responsible person for each study - Ask them to delete
all collected data of the subject concerned. Identify the subject using
the study pseudonym that is displayed.
- Once the responsible contact person has deleted all data, delete the
participation record using the **Delete** button.
3. Once all participation have been deleted you will see a message saying
**Are you sure you want to permanently delete this subject and all related
data?** You can now click **Confirm** and the subject will be deleted.
There may still be data stored in a backup. Please check with your local IT
department to verify proper deletion.