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.. _subject-search:

Search for a subject
====================

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

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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

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3.  Confirm by clicking **Submit**

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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
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       email address
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    -  If either parts of their name or their email address are matched exactly by your
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       search terms, this part is highlighted in yellow
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    -  **Details** will take you to the subject overview page
    -  If a subject has any study participations, they are listed below in this order:
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       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.

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.. _subject-create:

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Create a subject
================
You have a person on the phone or their contact information and other important
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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:
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-   **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.
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In order to create a potential subject in Castellum, please proceed as follows:

1.  :ref:`subject-search`
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    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
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    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
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2.  Define the **Privacy level**
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    -   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
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3.  Click on **Create new subject**
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    In this tab, different legal basis for consent can be found
4.  Add the consent that applies:
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    -   **Recruitment consent**,
    -   **Study consent** and/or
    -   **Guardianship**
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5.  Click on **Contact**
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    -   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:
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        -   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**
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    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**
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        -   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**
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        .. 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
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6.  Click on **Save** and then on **Attributes**
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    -   Fill in the **First Language**, **Highest educational degree**, **Handedness**,
        if the subject **Has hearing aid?**, **Date of birth** and **Sex**
    -   If the person **Does not want to participate in the following study types**,
        select one or more
    -   Click on **Save**
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7.  In **Data protection** you can:
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    -   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**

8.  By clicking on **Additional Info**, you can define the **Availability** of
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    the subject
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    .. note::
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        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**
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9.  Below you can enter a point in time when a person is available again
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    .. note::

        Example: The person is abroad for 6 months.
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        - Select **Not available until** today in 6 months
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10. Define from which **Data source** the data comes from and click on **Save**
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11. In **Study Participations** you can add any studies in which the subject has
    participated
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    -   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
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    -   When you found the study the subject participated in, click on **Add to study**


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.. _subject-to-be-deleted:

Mark a subject for deletion
===========================
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To delete all data related to the subject, please proceed as follows:
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1.  Click on **Subjects** on the front page

2.  Enter the first name and surname of the subject to be deleted into the
    search field and click on **Submit**
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3.  Click on **Details** and then **Data protection** on the horizontal line

4.  Select the checkbox **To be deleted**

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5.  Click on **Save**

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
deletion
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.. _subject-delete:

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Delete a subject
================
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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.
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In order to delete the externally and internally stored data of a subject,
please proceed as follows:

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1.  In the subject details, go to the **Delete** tab
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2.  If you see a message saying **This subject cannot be deleted because there
    still is data about them in studies.**, proceed as follows:
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    -   Contact the responsible person for each study and ask them to delete
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        all collected data of the subject concerned. Identify the subject using
        the study pseudonym that is displayed.
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    -   Once the responsible contact person has conformed the deletion of all
        data, delete the participation record using the **Delete** button.
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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.
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.. note::
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    There may still be data stored in a backup. Please check with your local IT
    department to verify proper deletion.