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Study Coordination: Creating a new study
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1. Log in to Castellum by using your username and password
- Make sure you are connected to the WiFi and use your right username and
password
- In **My studies** you will see the studies you created. You may also use the
**Search** field to filter a specific study
- Under the field **All studies** you can see all studies that have been
created. In the field **Search** you can look for a certain study
- **Name** describes the name or title of the study you want to create
- **Responsible contact person** is the person who can be contacted if any
questions regarding the study occur
- Define the person who is the lead researcher as **Principal Investigator**
- Determine all scientists that take part in the study as **Affiliated Scientists**
- Determine all research assistants that take part in the study as **Affiliated
Research Assistants**
- Please enter all methods you would like to use in your research in the field
**Description**
- **Keywords** may include main issues of the desired scientific findings
- Decide whether the study **Contains sensitive data** or not
6. Upload the **Consent** form(-s) of your study
7. Assign the **Required number of subjects** to your study
8. Enter as many **Test sessions** as you like by clicking on **Add session**
- When adding a test session, always specify the **Duration of a session in
minutes**
- By clicking on the red button **Delete**, you can erase any test session you
created
9. Define both the **Start of test sessions** and the **End of test sessions**
Now you can find your study in the list
Setting up the recruitment process
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In order to limit the search for subjects in Castellum,
- filters,
- inclusion criteria and
- exclusion criteria should be defined.
1. Go to **Studies** on the front page, click **Details** next to the study
you wish to set up filters and criteria for
If you have already started the study, click on **Stop** on the upper left.
If you did not start it yet, you will be able to edit filters and criteria right away.
3. By clicking on **General** the **Recruitment text** will be shown to you.
- edit the **Recruitment text** (this text will be shown to the recruiters and
will be used by them to recruit subjects for your study),
- decide whether you wish to set up the **Advanced filtering** (this allows
you to create multiple filtergroups that are not linked to each other),
- set the function **Exclusive subjects** (If you select this feature, potential
subjects for your study cannot be recruited for other studies. Please note
that this may prevent other researchers from finding enough participants.)
and
- decide whether **Complete filter matches only** will be shown to the
recruiters of your study or if there will be some subjects displayed, in
which certain characteristics still have to be queried
4. By clicking on **Filters** you are able to set them
- select whether you want to create a filter regarding the **Handedness**,
**Language**, **Age** or **Highest degree**,
- click **Add**,
- define the filters and
- click **Apply**
You may set as many filters as you like.
If you wish to create more than one filter group, proceed as follows:
- click on **General**,
- select **Advanced filtering** and
- click on **Save**
- When you click on **Add new** in **Filters**, you are able to set another
filter group with specific filters
(This is necessary, for example, if you need subjects both at the age
5. In **Excluded studies** you can select certain studies in which your
subjects must not have participated
6. When you click on **Inclusion/exclusion criteria**, you can add **Additional
subject characteristics that should be verified during the recruitment process**
If it is a MRI-study, the criteria are pre-set for checking during recruitment
7. If recruitment is to take place by e-mail or if information is to be sent by
e-mail in addition to telephone contact, proceed as follows:
- define an **E-mail subject**,
- add an **E-mail body** and
- indicate a **Reply e-mail-address**
Start and finish your study
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When you just created a study, it has not yet started and the recruiting process
has not been initiated yet either.
1. Go to **Details** next to the study you want to start or finish
2. You can find the button **Start** in the left upper corner under the study
name
- By clicking on **Start** you initiate the recruiting process
- In this mode, you will not able to change any characteristics or talking
points that are needed for recruitment
- When you click on **Stop**, you can edit information needed for the
recruiting process
In order to approve the persons who are supposed to carry out the recruitment
process, follow the steps in the explanation **Share studies with your recruiters**
3. When you click on **Finish study**, Castellum will register your study as
completed and the recruitment process is stopped
Share studies with your recruiters
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If you receive a request for access from a person who is supposed to recruit
participants for your study, please follow the steps below.
1. Log in to Castellum by using your username and password
- Make sure you are connected to the WiFi and use your right username and
password
- You will see a list of the studies you have created by clicking on **My
studies**
3. Click on **Details** of the study for which you want to change access rights
or role redistribution
5. If you click on the field under **User**, you will be shown all possible
users to whom you can assign roles
6. Select the user, who is supposed to take over the recruitment
8. Click **Manage groups** next to the person you have chosen
9. Select **Recruiter** and click on **Save**
- If you did not start the study yet, the selected person has still no
access to the study, unless you click on **Start** on the upper left side
The study is now in progress and the recruiter has now access to the study and can
begin to recruit.
Of course, you may select several persons as recruiters.
Assign access rights and allocate roles
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To delegate roles amongst different people, proceed as follows:
1. Follow steps 1-5 of the section **Share studies with your recruiters** below
Even if the section is about **Recruiters**, you can use it to assign any role you
like
2. Select the user for whom you want to change access rights and/or
roles and click **Add**
Some users are already assigned to certain global roles in advance.
This can be recognized by the fact that the role description is highlighted in grey.
Roles with blue background can be flexibly defined and changed by the **Study
coordinator**.
3. After clicking **Manage groups** next to the selected person, you can assign
up to six different roles for the specific study: **Study coordinator**,
**Subject manager**, **Recruiter**, **Study conductor**, **Data protection
coordinator** and **Receptionist**
4. Select the role you want to assign to the selected person and click on **Save**