Commit 5f770180 authored by Bengfort's avatar Bengfort
Browse files

Gardening

parent b9ec7524
......@@ -20,7 +20,7 @@ Welcome to castellum-docs's documentation!
workflows/study-recruitment
workflows/deleting
workflows/subject-management
.. toctree::
:maxdepth: 2
:caption: Organizational
......
......@@ -7,10 +7,10 @@ Prerequisite
The subject data of a subject should be completely deleted because of four
different reasons:
- the subject either requested it,
- it no longer makes sense to keep them in the database,
- they cannot be reached due to incorrect or missing contact data or
- there is no consent.
- the subject either requested it,
- it no longer makes sense to keep them in the database,
- they cannot be reached due to incorrect or missing contact data or
- there is no consent.
Deletion of externally and internally stored data
-------------------------------------------------
......@@ -19,23 +19,23 @@ In order to delete the externally and internally stored data of a subject,
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 **Data protection** on the front page
- If the data of a subject should be deleted, you will find the subject
assigned to one or more deletion options
3. Click on **Details** next to the subject to be deleted
4. Click on **Delete** on the upper right
a) When you see a message saying **Are you sure you want to permanently delete
this subject and all related data?**, click on **Confirm** and the subject will
be deleted
b) If you see a message saying **This subject cannot be deleted because there still
is data about them in studies.**, proceed as follows:
......@@ -48,6 +48,7 @@ b) If you see a message saying **This subject cannot be deleted because there st
Data Maintenance: Deleting a study from Castellum
=================================================
Prerequisite
------------
......@@ -71,7 +72,7 @@ Deleting the study
3. Choose the study you want to delete by clicking on **Details** next to it
4. Before clicking on **Delete**, proceed as follows:
- Go to the responsible person of the study and ask him or her to delete all
collected subject data of the study you want to delete
- You can detect the name of the responsible person in the upper corner under
......@@ -79,7 +80,7 @@ Deleting the study
5. If all data has been deleted by the responsible person of the study, click on
**Delete** under the study name
- Confirm the notice **I have made sure that all external data related to
this study has been destroyed**
- Click on **Confirm**
\ No newline at end of file
......@@ -5,18 +5,18 @@ Study Coordination: Creating a new study
- Make sure you are connected to the WiFi and use your right username and
password
2. Click on **Studies** on the front page
- 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
3. Click on **Create new study**
4. Fill in all empty fields on the page:
- **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
......@@ -29,52 +29,52 @@ Study Coordination: Creating a new study
- **Keywords** may include main issues of the desired scientific findings
5. Select the type of study you are going to use
- You may choose between studies such as a **Simulation**, an **EEG** study,
a **3rd Party** study, a study that takes place **Online**, **Behavioral
lab** or a **MRI** study
- 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 the **Expense allowance** that each subject should receive
8. Enter the **Expense allowance** that each subject should receive
9. 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
10. Define both the **Start of test sessions** and the **End of test sessions**
11. Click on **Save** to record your progress
> You can find your study in the list
> You can find your study in the list
Setting up the recruitment process
----------------------------------
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.
> 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.
2. Click on **Recruitment Settings**
3. By clicking on **General** the **Recruitment text** will be shown to you.
You can:
- 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
......@@ -86,21 +86,22 @@ In order to limit the search for subjects in Castellum,
- 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**
- 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
......@@ -109,21 +110,21 @@ In order to limit the search for subjects in Castellum,
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:
- click on **Mail Settings**,
- define an **E-mail subject**,
- add an **E-mail body** and
- indicate a **Reply e-mail-address**
Start and finish your study
---------------------------
......@@ -134,7 +135,7 @@ has not been initiated yet either.
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
......@@ -144,7 +145,7 @@ has not been initiated yet either.
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**
(see next instruction)
3. When you click on **Finish study**, Castellum will register your study as
completed and the recruitment process is stopped
......@@ -155,23 +156,23 @@ 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
2. Click on **Studies** on the front page
- 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
4. Go to **Member management**
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
7. Click on **Add**
......@@ -179,7 +180,7 @@ participants for your study, please follow the steps below.
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
......@@ -195,21 +196,21 @@ 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
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**.
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**
......@@ -3,17 +3,17 @@ Recruitment of participants for a study
1. Log in to Castellum by using your username and password
2. Click on **Studies** on the front page
2. Click on **Studies** on the front page
- When you click on **All studies**, a list of all studies will be shown to
you.
you.
3. Click on **Recruitment** next to the study you want to recruit subjects for
4. By clicking on **Add**, relevant probands will be shown to you
5. Press the **Contact** button to contact the person you want to reach
- **E-Mail**, **Phone number**, a potential **Phone number alternative**
and the **Address** will be shown to you in the tab **Contacting details**.
Remember that every telephone contact with a test person requires a comparison
......@@ -27,21 +27,21 @@ Recruitment of participants for a study
7. When you received a response from the potential subject, select a **Status
of participation request**
- Choose between:
a) **not reached**
b) **unsuitable**
(This may apply if attributes of the person do not comply with the
requirements of the study)
c) **invited**
(Please note the appointment in the calendar)
d) **follow-up scheduled**
(Determine the date and time of the recall appointment below)
e) **awaiting response**
(This may apply if you sent an e-mail to the person or if you left a
message on the answering machine)
......@@ -51,44 +51,44 @@ Recruitment of participants for a study
automatically
Editing contact data, attributes and information
------------------------------------------------------------------
------------------------------------------------
If you wish to edit contact data, attributes and information of a subject,
proceed as follows:
- Click on **Contact** next to the subject in the area **Recruitment**
- Select what kind of information you would like to edit by clicking on
- Click on **Contact** next to the subject in the area **Recruitment**
- Select what kind of information you would like to edit by clicking on
1. **Edit contact data**,
2. **Edit attributes**,
3. **Edit data protection** or
4. **Edit additional info**
- Make the necessary modifications and click on **Save** once before leaving
the page
- Make the necessary modifications and click on **Save** once before leaving
the page
Approve subjects for deletion
------------------------------
You may want personal data and subjects to be completely deleted because of one
or more of the following reasons:
- the subjects either requested it,
- it no longer makes sense to keep him or her in the database,
- he or she cannot be reached due to incorrect or missing contact data or
- there is no consent.
The consent may be based on **Recruitment consent**, **Study consent** and/
or **Guardianship**.
- the subjects either requested it,
- it no longer makes sense to keep him or her in the database,
- he or she cannot be reached due to incorrect or missing contact data or
- there is no consent.
The consent may be based on **Recruitment consent**, **Study consent** and/
or **Guardianship**.
To delete the data and the subject, please proceed as follows:
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
2. Click on **Subjects** on the front page
3. Write in the empty fields first name and surname of the subject to be
deleted and click on **Submit**
4. Click on **Details** and then **Delete** on the horizontal line
5. Confirm that **you want to permanently delete this subject and all related
......
......@@ -10,18 +10,18 @@ studies at the MPIB.
The information you need to create the subject in the database should include at
least the following:
- **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 or
contacting details of the legal guardian,
- **Handedness**,
- **Language** (Mother tongue) and
- **Highest degree** (in educational manner)
- **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 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.
......@@ -34,47 +34,42 @@ In order to create a potential subject in Castellum, please proceed as follows:
- 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
- The second first name can be specified, but does not have to be
- Keep the order as indicated
- First letters capitalized
- No comma needed
4. Click on **Submit**
a) 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
- You may edit or add information by clicking on **Details** next to the subject
b) 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
- 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**
- In this tab, different legal basis for consent can be found
7. Add the consent that applies:
- **Recruitment consent**,
- **Study consent** and/or
- **Guardianship**
8. Click on **Contact**
8. Click on **Contact**
- Optionally you can enter the **Title** here
- You can edit the **First name** and **Last name**
- Define the **Gender** of the person
......@@ -85,49 +80,49 @@ In order to create a potential subject in Castellum, please proceed as follows:
b) 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** applies, click **Create** > Enter necessary information
in the fields provided > **Create new subject**
> 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 him or her as the guardian of the subject
- 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**
> 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 him or her as the guardian of the subject
9. Click on **Save** and then on **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
- Click on **Save**
10. 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 and
- Click on **11** under **Tuesday**
11. 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
12. You may also want to select whether the subject is **Hard of hearing**,
**Difficult to understand** or uses **Abusive language**
- It is also possible to **Add a note** on your own
Please be aware that the use of note fields should be very sparing
13. Define from which **Data source** the data comes from and click on **Save**
14. In **Study Participations** you can add any studies in which the subject has
participated
- By clicking on **Finished studies**, a list of previous study participations
is displayed
- Click **Add to finished study**
......
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