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.. _subject-search:
Search for a subject
====================
2. Enter the first name and surname, the email address, or the phone number
- The second first name can be specified, but does not have to be
- Keep the order as indicated
- No comma needed
4. Under the **Matches** tab all matching subjects or their guardians are listed
- Next to their name the date of birth is listed and, if provided, also their
- If either parts of their name or their email address are matched exactly by your
- **Details** will take you to the subject overview page
- If a subject has any study participations, they are listed below in this order:
name of the study, the name of the responsible contact person and the participation
status. The buttons **Recruitment** and **Execution** (if the study is still in
execution) lead to recruitment and execution for this study. Note that whether you
can see study participations is dependent on your permissions
5. If there is a **Match** found, confirm that this is the correct person by
asking for a second feature (e.g. date of birth).
.. WARNING::
Only ask for a second feature, do not disclose any information
yourself. This is to avoid leaking personal information to imposters.
Subject data is split up into subsets that include at least the following information:
- 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
- **E-mail** address and/or **Phone number** and/or full postal address and/or
contacting details of the legal guardian
- **Attributes**
- **Interest in study types**
- **Privacy level**
- **Recruitment Consent** given
- **GDPR requests**
- **Study Participations**
In order to create a potential subject in Castellum, please proceed as follows:
1. If there is a **Match** found, the subject is already created in the database.
You may edit or add information to this subject by clicking on **Details** next to the subject.
If it turns out that a **Match** is a different person with the same name you are free to create a new 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 adults without extraordinary features
- 2 (high) represents adults (and their children/wards) who for example are public figures
.. Warning::
Recruiters often find themselves in fast paced situations when talking to new potential subjects. Hence, we
decided to support a quick creation of subjects. Therefore, a subject is initially created with **very basic**
information on name and privacy level. To assure a *viable* data set there is much more information you should enter
(see :ref:`edit-subject-data`).
.. _edit-subject-data:
Edit Subject Data
=================
Subject data consists of several subsets represented as tabs. Tabs that lack some important information are highlighted
by an icon with an exclamation mark. Below, you'll find a short description for each tab. Please note that tabs need to
be saved upon changes individually.
.. figure:: /_images/subject-tabs.png
This tab gives you a quick overview of the subject data. Importantly, it offers different legal bases for storing the
subject data in Castellum. You can check, add or rather edit the consent that applies:
- **Recruitment consent**
- **Study consent**
- **Guardianship**
- **Subject blocked**
This tab allows you to set up common information needed to get into contact with a subject.
- 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 an adult, 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** for postal address, 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.
The attributes tab lists all attributes and interests in study types. As rule of thumb you could think of attributes
as features that are used to decide on suitability for a study. It is expected that they only provide *indications* on
suitability as there are usually additional criteria that need to be checked for a study match.
- Fill in the attribute fields used at your institute
- If the person **Does not want to participate in the following study types**,
select one or more
Attributes may be **Mother Tongue**, **Highest Educational Degree**, **Age**, **Handedness** and so on.
At the data protection tab should be used for to document recruitment consent and GDPR requests.
- redefine the **Privacy level**
- indicate whether the subject has consented to the recruitment (for details see :ref:`subject-consent`)
- initiate an **Export request**
- specify whether the subject is **To be deleted**
This tab mainly focusses on when to best reach out to subjects.
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**
- Select **Not available until** today in 6 months
- define which **Data source** the data comes from
Study Participations Tab
------------------------
The participations tab is offering to check existing participation or add the current subject to a study
- **Invited**: Lists the study participations of this subject
- **Matching Studies**: A list of currently active studies with matching filters is displayed.
You can add the subject to one or more study recruitments.
- **Add to study**: Search allows to look up a study and add the subject directly as *invited* to it.
.. hint::
Lists of matching studies can be quite long. Hold the **CTRL**
key on your keyboard while pressing **F** to open the search
function of the browser.
Mark a subject for deletion
===========================
To satisfy GDPR requests for deletion of all data related to a 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 go to the **Data protection** tab
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.
.. note::
This is only available for users with permissions that are granted to staff members who are data protection
coordinators or the like.
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 and 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 conformed the deletion of 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.
Deleting a subject who has guardians will **not** automatically delete the
corresponding guardians. However, if there is no other reason to keep the
guardians in Castellum, they will appear in the data protection dashboard.