Commit 221c4d78 authored by Bengfort's avatar Bengfort
Browse files

Gardening

parent d4c4d4fd
...@@ -12,15 +12,15 @@ recommend to :ref:`resume the study <study-finish>` temporarily. ...@@ -12,15 +12,15 @@ recommend to :ref:`resume the study <study-finish>` temporarily.
How can I edit subject data as recruiter or study conductor? How can I edit subject data as recruiter or study conductor?
------------------------------------------------------------ ------------------------------------------------------------
Recruiters and conductors are only allowed to access subject data of Recruiters and conductors are only allowed to access subject data of
participants within study context. Yet, this workflow allows to edit the subject participants within study context. Yet, this workflow allows to edit the subject
data of them: data of them:
- Search for the participant via **Subjects** on the home screen. - Search for the participant via **Subjects** on the home screen.
- Select either **Recruitment** or **Execution** (whichever is applicable) in - Select either **Recruitment** or **Execution** (whichever is applicable) in
the **Matches** list to go to the subject details view. the **Matches** list to go to the subject details view.
- Click on **Update data** and select appropriate categories that need to be - Click on **Update data** and select appropriate categories that need to be
edited. Edit and save the forms accordingly. edited. Edit and save the forms accordingly.
Although it has a slightly different look and feel you can get reference on Although it has a slightly different look and feel you can get reference on
editing subject data here: :ref:`subject-edit`. editing subject data here: :ref:`subject-edit`.
...@@ -5,7 +5,7 @@ List available calendars ...@@ -5,7 +5,7 @@ List available calendars
======================== ========================
To access the calendar feeds overview page add "/feeds/" to the URL of the To access the calendar feeds overview page add "/feeds/" to the URL of the
castellum start page and confirm. castellum start page and confirm.
Find the different types of calendars Find the different types of calendars
......
...@@ -10,17 +10,17 @@ Set Recruitment Consent for a Subject ...@@ -10,17 +10,17 @@ Set Recruitment Consent for a Subject
1. In subject management > subject details, go to the **Data protection** tab. 1. In subject management > subject details, go to the **Data protection** tab.
2. Click on the checkbox **Recruitment consent**. It will change the status to 2. Click on the checkbox **Recruitment consent**. It will change the status to
**waiting for confirmation** indicating that there is still an outstanding **waiting for confirmation** indicating that there is still an outstanding
final approval (signed consent) by the person. final approval (signed consent) by the person.
.. note:: .. note::
This allows for an asynchronous workflow: On first contact recruiters This allows for an asynchronous workflow: On first contact recruiters
can explain the recruitment consent and ask for a *preliminary* approval can explain the recruitment consent and ask for a *preliminary* approval
by the informed person (in other words: **waiting for confirmation**). by the informed person (in other words: **waiting for confirmation**).
Subsequently, the actual document is given to this person asking them to Subsequently, the actual document is given to this person asking them to
read it carefully and sign it. When getting back the signed document read it carefully and sign it. When getting back the signed document
recruiters can click **confirm**. recruiters can click **confirm**.
3. If the subject agrees, click on **Confirm**. 3. If the subject agrees, click on **Confirm**.
...@@ -29,8 +29,8 @@ Set Recruitment Consent for a Subject ...@@ -29,8 +29,8 @@ Set Recruitment Consent for a Subject
.. note:: .. note::
Please be aware that subject maintenance lists persons with the status Please be aware that subject maintenance lists persons with the status
**waiting for confirmation**. Hence, they may be deleted after some time **waiting for confirmation**. Hence, they may be deleted after some time
waiting (if no other legal basis is given). waiting (if no other legal basis is given).
......
...@@ -56,5 +56,5 @@ a single subject. ...@@ -56,5 +56,5 @@ a single subject.
.. warning:: .. warning::
These steps only outline the data export from a software view. Your institute should provide organizational steps These steps only outline the data export from a software view. Your institute should provide organizational steps
to verify actual identity of the requester. Furthermore, secure transfer of exported data needs to be set up. to verify actual identity of the requester. Furthermore, secure transfer of exported data needs to be set up.
\ No newline at end of file \ No newline at end of file
...@@ -43,7 +43,7 @@ Recruit subjects via phone ...@@ -43,7 +43,7 @@ Recruit subjects via phone
- **excluded** - **excluded**
(This may apply if recruitment attributes of the person do not comply with the (This may apply if recruitment attributes of the person do not comply with the
requirements of the study, if a person is not interested in the requirements of the study, if a person is not interested in the
particular study or if a person is not available during the data particular study or if a person is not available during the data
collection of the study) collection of the study)
- Click on **Save** - Click on **Save**
...@@ -72,11 +72,11 @@ Recruit subjects via mail ...@@ -72,11 +72,11 @@ Recruit subjects via mail
5. Click **Send** 5. Click **Send**
.. hint:: .. hint::
The section **Previous mails** will appear after you have sent your first The section **Previous mails** will appear after you have sent your first
batch of mails. It lists all contacted groups allowing you to remind those batch of mails. It lists all contacted groups allowing you to remind those
potential participants of a group who did not respond yet. Please note, that potential participants of a group who did not respond yet. Please note, that
this reminder can only be triggered once per group. It will send out the this reminder can only be triggered once per group. It will send out the
current invitation mail text with a prefixed e-mail subject indicating it as current invitation mail text with a prefixed e-mail subject indicating it as
"Reminder/Erinnerung". "Reminder/Erinnerung".
.. _recruitment-appointments: .. _recruitment-appointments:
...@@ -86,34 +86,34 @@ Make appointments for sessions ...@@ -86,34 +86,34 @@ Make appointments for sessions
.. note:: .. note::
This describes setting up appointments **for** the participants manually by This describes setting up appointments **for** the participants manually by
Castellum users. There is also a guide on how to use the optional external Castellum users. There is also a guide on how to use the optional external
scheduler feature in Castellum that offers potential participants to select scheduler feature in Castellum that offers potential participants to select
appointments by themselves: :ref:`make-appointments-with-external-scheduler`. appointments by themselves: :ref:`make-appointments-with-external-scheduler`.
If you are recruiting for a study that has at least one session Castellum allows If you are recruiting for a study that has at least one session Castellum allows
you to set up appointments for the participants: you to set up appointments for the participants:
1. In recruitment click on **Contact** in the *Open* list or on **Review** in the 1. In recruitment click on **Contact** in the *Open* list or on **Review** in the
*Participating* list to get the details of the participant. Go to the tab *Participating* list to get the details of the participant. Go to the tab
**Appointments**. **Appointments**.
2. The tab **Appointments** offers a date and time field for every session of 2. The tab **Appointments** offers a date and time field for every session of
the study. Click and populate those session fields that need to be appointed the study. Click and populate those session fields that need to be appointed
at this moment. at this moment.
.. hint:: .. hint::
Study execution provides the same feature to make appointments with Study execution provides the same feature to make appointments with
participating subjects. Thus, this can also be done by study conductors. participating subjects. Thus, this can also be done by study conductors.
3. The **Calendar** button in the **Appointments** tab opens a new window and 3. The **Calendar** button in the **Appointments** tab opens a new window and
allows you to have a look at all already appointed sessions of the study. allows you to have a look at all already appointed sessions of the study.
This calendar will also show appointments of resources if they are connected This calendar will also show appointments of resources if they are connected
to a study session (see :ref:`study-sessions`). to a study session (see :ref:`study-sessions`).
.. warning:: .. warning::
Castellum only detects appointment collisions for connected resources! In Castellum only detects appointment collisions for connected resources! In
other words Castellum allows you to save various concurrent appointments if other words Castellum allows you to save various concurrent appointments if
the session doesn't have a resource connected. the session doesn't have a resource connected.
...@@ -5,27 +5,27 @@ Study execution ...@@ -5,27 +5,27 @@ Study execution
=============== ===============
Study execution provides you with a set of features needed to conduct a study. Study execution provides you with a set of features needed to conduct a study.
For a start, it lists all participating subjects of a study. Most importantly it For a start, it lists all participating subjects of a study. Most importantly it
allows you to obtain pseudonyms for each participant as described here: allows you to obtain pseudonyms for each participant as described here:
:ref:`subject-get-pseudonym`. :ref:`subject-get-pseudonym`.
The **List** tab simply shows all participants regardless of whether they have The **List** tab simply shows all participants regardless of whether they have
an appointment. For each entry it will present a color coded reliability score, an appointment. For each entry it will present a color coded reliability score,
the appointment states and assigned tags. The **Calendar** tab allows you to the appointment states and assigned tags. The **Calendar** tab allows you to
view all participants with appointments (week, month and list views). The view all participants with appointments (week, month and list views). The
**By pseudonym** tab offers to find a participant by specifying study **By pseudonym** tab offers to find a participant by specifying study
specific pseudonyms (see :ref:`subject-by-pseudonym`). specific pseudonyms (see :ref:`subject-by-pseudonym`).
The **News** tab offers a mail form to contact all interested participants on The **News** tab offers a mail form to contact all interested participants on
recent study outcomes, study specific events or similar. After sending such a recent study outcomes, study specific events or similar. After sending such a
message and if applicable Castellum will send you an additional mail that message and if applicable Castellum will send you an additional mail that
lists all participants who want to be informed via postal mail. lists all participants who want to be informed via postal mail.
The **Tags** tab allows you to edit, add or delete tags that should be used to The **Tags** tab allows you to edit, add or delete tags that should be used to
tag participants during study execution in order to support your workflows or tag participants during study execution in order to support your workflows or
the like. the like.
The **Progress** tab gives insights on the current number of participants and The **Progress** tab gives insights on the current number of participants and
appointments. appointments.
...@@ -34,27 +34,27 @@ appointments. ...@@ -34,27 +34,27 @@ appointments.
Export attributes of participants Export attributes of participants
================================= =================================
You may want to initially populate your scientific data with a listing of You may want to initially populate your scientific data with a listing of
known attributes of the participants. Therefore, Castellum allows you to export known attributes of the participants. Therefore, Castellum allows you to export
attributes of all participants sorted by a pseudonym. attributes of all participants sorted by a pseudonym.
.. note:: .. note::
This feature only allows to export those attributes that are specified in This feature only allows to export those attributes that are specified in
study management as **Exportable recruitment attributes**. study management as **Exportable recruitment attributes**.
You are only allowed to export attributes if your privacy level is matching You are only allowed to export attributes if your privacy level is matching
those of the *highest rated* attribute and/or participant. those of the *highest rated* attribute and/or participant.
If there is more than one study specific pseudonym domain set up in study If there is more than one study specific pseudonym domain set up in study
management you will have to select the domain that should be used for export. management you will have to select the domain that should be used for export.
The export will provide a zipped file containing of an attributes file and a The export will provide a zipped file containing of an attributes file and a
schema file that allows you to comprehend the actual values in the attributes schema file that allows you to comprehend the actual values in the attributes
file. Depending on your Castellum setup the attributes file will be provided file. Depending on your Castellum setup the attributes file will be provided as
as custom ``json`` or ``tsv`` (as custom ``json`` or ``tsv`` (as `BIDS compliant participants file
`BIDS compliant participants file <https://bids-specification.readthedocs.io/en/stable/03-modality-agnostic-files.html#participants-file>`_ <https://bids-specification.readthedocs.io/en/stable/03-modality-agnostic-files.html#participants-file>`_)
) file. file.
.. _execution-annotations: .. _execution-annotations:
...@@ -62,23 +62,24 @@ as custom ``json`` or ``tsv`` (as ...@@ -62,23 +62,24 @@ as custom ``json`` or ``tsv`` (as
Conductor Annotations on participants Conductor Annotations on participants
===================================== =====================================
The participant details in study execution allow you to add additional hints The participant details in study execution allow you to add additional hints
that may be important for you or other conductors when working with this that may be important for you or other conductors when working with this
participant. The **Hints** tab offers you participant. The **Hints** tab offers you
- to specify the interest in future study outcomes. All interested participants - to specify the interest in future study outcomes. All interested participants
can be contacted later via the **News** tab in study execution. can be contacted later via the **News** tab in study execution.
- to assign a conductor who should be working with the participant. - to assign a conductor who should be working with the participant.
.. warning:: .. warning::
In case you have study members who are recruiter and conductor: Please note
that assignments are context aware. In other words assigned recruiters will In case you have study members who are recruiter and conductor: Please note
not be automatically marked as assigned conductors in the study execution that assignments are context aware. In other words assigned recruiters will
and vice versa. not be automatically marked as assigned conductors in the study execution
and vice versa.
- select **Execution tags** that may help to comply with processes or similar.
If the standard tags are not sufficient for your workflow click on - select **Execution tags** that may help to comply with processes or similar.
**Manage tags** to add, edit or delete them. If the standard tags are not sufficient for your workflow click on
- mark the participant as unreliable. This information will be used for future **Manage tags** to add, edit or delete them.
study recruitments or study executions allowing other Castellum users to - mark the participant as unreliable. This information will be used for future
assess a potential subject and take precautions if necessary. study recruitments or study executions allowing other Castellum users to
assess a potential subject and take precautions if necessary.
...@@ -20,7 +20,7 @@ Search for a subject ...@@ -20,7 +20,7 @@ Search for a subject
3. Confirm by clicking **Submit** 3. Confirm by clicking **Submit**
4. Under the **Matches** tab all matching subjects or their legal 4. Under the **Matches** tab all matching subjects or their legal
representatives are listed representatives are listed
- Next to their name the date of birth is listed and, if provided, also - Next to their name the date of birth is listed and, if provided, also
...@@ -55,8 +55,8 @@ information: ...@@ -55,8 +55,8 @@ information:
- **Gender** - **Gender**
- **Date of birth** - **Date of birth**
- Information on whether the person is **Full of age** or **has legal - Information on whether the person is **Full of age** or **has legal
representative**. If the subject has a legal representative, you will need representative**. If the subject has a legal representative, you will need
to **Add legal representative** (see instructions in to **Add legal representative** (see instructions in
:ref:`subject-contact-tab`) :ref:`subject-contact-tab`)
- **E-mail** address and/or **Phone number** and/or full postal address - **E-mail** address and/or **Phone number** and/or full postal address
and/or contacting details of the legal representative and/or contacting details of the legal representative
...@@ -146,7 +146,7 @@ with a subject. ...@@ -146,7 +146,7 @@ with a subject.
as c/o details as c/o details
- Specify the **Preferred contact method** - Specify the **Preferred contact method**
2. If the person is not of an adult age or has a legal representative for 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** example due to a disability or illness, select **Has legal representative**
> **Add legal representative** > **Add legal representative**
...@@ -158,9 +158,9 @@ with a subject. ...@@ -158,9 +158,9 @@ with a subject.
information in the fields provided > **Create new subject** information in the fields provided > **Create new subject**
.. note:: .. note::
The legal representative is now added. You can also create several The legal representative is now added. You can also create several
legal representatives. By clicking on **Remove** next to the legal legal representatives. By clicking on **Remove** next to the legal
representative's name, you can delete them as the legal representative representative's name, you can delete them as the legal representative
of the subject. of the subject.
.. _subject-attributes-tab: .. _subject-attributes-tab:
...@@ -311,7 +311,7 @@ please proceed as follows: ...@@ -311,7 +311,7 @@ please proceed as follows:
.. note:: .. note::
Deleting a subject who has legal representatives will **not** automatically Deleting a subject who has legal representatives will **not** automatically
delete the corresponding legal representatives. However, if there is no delete the corresponding legal representatives. However, if there is no
other reason to keep the legal representatives in Castellum, they will other reason to keep the legal representatives in Castellum, they will
appear in the data protection dashboard. appear in the data protection dashboard.
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