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==================
Subject management
==================
.. _subject-search:
Search for a subject
====================
1. Click on **Subjects** on the front page
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
- Next to their name the date of birth is listed and, if provided, also
their email address
- If either parts of their name or their email address are matched
exactly by your search terms, this part is highlighted in yellow
- **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).
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
representative**. If the subject has a legal representative, you will need
to **Add legal representative** (see instructions in
- **E-mail** address and/or **Phone number** and/or full postal address
and/or contacting details of the legal representative
- **Recruitment 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
- 1 (increased) indicates children or adults with a legal representative
- 2 (high) represents adults (and their children/wards) who for example
are public figures
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:`subject-edit`).
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.
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:
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
2. If the person is not of an adult age or has a legal representative for
example due to a disability or illness, select **Has legal representative**
> **Add legal representative**
- Fill in the first and last name of the subject's legal representative >
- If **No matches found** applies, click **Create** > Enter necessary
information in the fields provided > **Create new subject**
The legal representative is now added. You can also create several
legal representatives. By clicking on **Remove** next to the legal
representative's name, you can delete them as the legal representative
Recruitment Attributes Tab
--------------------------
The recruitment attributes tab lists all attributes and interests in study types.
Recruitment attributes are 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 recruitment attribute fields used at your institute
- If the person **Does not want to participate in the following study types**,
select one or more
Recruitment attributes may be **Mother Tongue**, **Highest Educational Degree**,
At the data protection tab should be used for to document recruitment consent
and GDPR requests.
- 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.
- 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
- **Participating**: 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.
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.
This is only available for users with permissions that are granted to staff
members who are data protection coordinators or the like.
If deletion was requested by a subject you should follow your institute's
rules on verifying identity of requester.
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 confirmed the deletion of all
data, delete the participation record using the **Delete** button.
3. If you see a message saying **This subject may still have data in general
domains.**, proceed as follows:
- Click on **Pseudonyms** next to **General pseudonym domains** to get a
list of pseudonyms.
- Contact the responsible person for each general domain and make sure
that all data is deleted.
4. Once all participations 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 legal representatives will **not** automatically
delete the corresponding legal representatives. However, if there is no
other reason to keep the legal representatives in Castellum, they will
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.. _subject-add-to-study:
Add a subject to a study
========================
.. NOTE::
Please note that these are instructions on how to add a specific subject to a study.
If you have a study and are looking for subjects, please use the recruitment process
(:ref:`recruitment`)
There are two similar but different ways to add a subject to a study.
To add a subject to an active study whose filters match the attributes of the subject,
proceed as follows:
1. In the subject details, go to the **Study participations** tab
2. Clicking on **Matching studies** will show a list of studies whose filters match on
this subject's attributes.
3. Clicking on the button named **Contact** will take you to this subject's contact page
in the recruitment for the selected study.
For further information on how to proceed from there, please see the please see the
:ref:`recruitment guide <recruitment>` (starting with point 4).
To add a subject to any study, proceed as follows:
1. In the subject details, go to the **Study participations** tab
2. Under **Add to study**, enter the name of the study you want to add the subject to.
3. Clicking on the button named **Add to study** will set this subject as participating
in the study.
.. NOTE::
Please note that this search doesn't differentiate between active and finished studies.
Matching filters are not checked either. This feature is intended to support migrating
from other tools that previously tracked study participations.