subject-management.rst

Creating a subject in Castellum
================================

Prerequisite
------------

You have a person on the phone or its 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 person should include at least the
following:

-  First and last name
-  Gender
-  Date of birth
-  E-mail address OR telephone number OR full postal address OR contacting
   details of a legal guardian
-  Mother tongue
-  Highest educational degree
-  Handedness

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:

1.  Log in to Castellum by using your username and password

    -   Please make sure you are connected to the WiFi and use your right
        username and password

2.  Click on **Subjects** on the front page
3.  Enter the first name and surname of the person
    -   Keep the order as indicated
    -   First letters capitalized
    -   No commas
  
4.  Click on **Submit** and **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
5.  Define the **Privacy level**

    -   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 its children
6.  Click on **Create new subject** > **Contact**
    -   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**

6.1. If the person is of an adult age, select **Full of age** and continue with
     step 7
6.2. 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**, click **Create** > Enter the information in
          the fields provided > **Create new subject**
        The legal guardian is now added. you can also create several guardians.
7.  **Save** > **Attributes**
    -   Fill in the **Handedness**, **Language**, **Date of birth** and 
        **Highest degree**
    -   If the person **Does not want to participate in the following study
        types**, select one or more > **Save**
8.  By clicking on **Additional Info**, you can define the **Availability** of
    the person
    -   For 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
        > Click on **11** under **Tuesday**
9.  Below you can enter a point in time when a person is available again
    -   For example: The person is abroad for 6 months.
        > Select **Not available until** today in 6 months
10. You may also want to select whether the person is **Hard of hearing**,
    **Difficult to understand** or uses **Abusive language**
    -   It is also possible to **Add a note** on your own
11. Define from which **Data source** the data comes from > **Save**
12. In **Study Participations**, you can add any study the person attended in