Commit 724b2d82 authored by TiG's avatar TiG
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rephrase and restructure

parent ae27ffe8
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......@@ -41,145 +41,184 @@ Search for a subject
Create a subject
================
You have a person on the phone or their contact information and other important
attributes are available. This person is interested in participating in
studies at the MPIB.
Subject data is split up into subsets that include at least the following information:
The information you need to create the subject in the database should include at
least the following:
- **First name** and **Last name**,
- **Gender**,
- **First name** and **Last name**
- **Gender**
- **Date of birth**
- Information on whether the person is **Full of age** or **has legal guardian**,
- 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.)
instructions in :ref:`contact-tab`)
- **E-mail** address and/or **Phone number** and/or full postal address and/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.
contacting details of the legal guardian
- **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. :ref:`subject-search`
1. 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 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
person again, but change the name in the following process.
2. Define the **Privacy level**
- 0 (regular) describes an adult person without extraordinary features
- 0 (regular) describes adults without extraordinary features
- 1 (increased) indicates children or adults with a legal guardian
- 2 (high) presents a famous personality and/or their children
- 2 (high) represents adults (and their children/wards) who for example are public figures
3. Click on **Create new subject**
The subject has now been created, but there is much more information you can
enter in the different tabs:
.. Warning::
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:`edit-subject-data`).
.. _edit-subject-data:
Edit Subject Data
=================
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.
.. figure:: /_images/subject-tabs.png
.. _overview-tab:
Overview Tab
------------
This tab gives you a quick overview of the subject data. Importantly, it offers different legal basis for storing the
subject data in Castellum. You can check, add or rather edit the consent that applies:
- **Recruitment consent**
- **Study consent**
- **Guardianship**
- **Subject blocked**
.. _contact-tab:
- Overview
Contact Tab
-----------
In this tab, different legal basis for consent can be found.
You can add the consent that applies:
This tab allows you to set up common information needed to get into contact with a subject.
- **Recruitment consent**
- **Study consent**
- **Guardianship**
- 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**
- Contact
1. If the person is an adult, select **Full of age** and continue with
the following steps:
- 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**
- 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
- Specify the **Preferred contact method**
1. If the person is of an adult age, select **Full of age** and continue with
the following steps:
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**
- Define at least one of the following contact details: **Email**, **Phone
number** and/or **Postal address**
- You may want to add **Additional information**, such as c/o details
- Specify the **Preferred contact method**
- 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**
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**
.. note::
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
them 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**
.. _attributes-tab:
.. note::
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
them as the guardian of the subject
Attributes Tab
--------------
3. Click on **Save**
The attributes tab lists all attributes and interests in study types. As rule of thumb you could think of attributes
as features that are used to decide on suitability for a study.
- Attributes
- Fill in the attribute fields used at your institute
- If the person **Does not want to participate in the following study types**,
select one or more
- Fill in the **First Language**, **Highest educational degree**, **Handedness**,
if the subject **Has hearing aid?**, **Date of birth** and **Sex**
- If the person **Does not want to participate in the following study types**,
select one or more
- Click on **Save**
.. admonition:: Example
- Data protection
Attributes may be **Mother Tongue**, **Highest Educational Degree**, **Age**, **Handedness** and so on.
- redefine the **Privacy level**,
- indicate whether the subject has consented to the recruitment,
- initiate an **Export request** and
- specify whether the subject is **To be deleted**
.. _data-protection-tab:
- Additional Info
Data Protection Tab
-------------------
- define the **Availability** of the subject
At the data protection tab should be used for to document recruitment consent and GDPR requests.
.. note::
- redefine the **Privacy level**
- 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**
Example: The person can be reached by phone between 9 and 11 a.m. on tuesdays.
.. _info-tab:
- Click on **9** under **Tuesday**,
- Hold the Shift-button and
- Click on **11** under **Tuesday**
Additional Info Tab
-------------------
.. note::
This tab mainly focusses on when to best reach out to subjects.
Example: The person is abroad for 6 months.
- define the **Availability** of the subject
- Select **Not available until** today in 6 months
.. admonition:: Example
- define which **Data source** the data comes from
The person can be reached by phone between 9 and 11 a.m. on tuesdays.
- Study Participations
- Click on **9** under **Tuesday**,
- Hold the Shift-button and
- Click on **11** under **Tuesday**
- Lists the study participations of this subject
- By clicking on **Add to study**, a list of current studies is displayed.
You can add the subject to one or more of these studies
- **Add to finished study** can be useful when you are manually migrating
subjects from an old system.
.. admonition:: Example
.. note::
The list of finished studies can be quite long. Hold the **CTRL**
key on your keyboard while pressing **F** to open the search
function of the browser.
The person is abroad for 6 months.
- Select **Not available until** today in 6 months
- define which **Data source** the data comes from
.. _participations-tab:
Study Participations Tab
------------------------
The participations tab is offering to check existing participation or add the current subject to a study
- **Invited**: 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.
- **Add to study**: Search allows to look up a study and add the subject directly as *invited* to it.
.. hint::
Lists of matching studies can be quite long. Hold the **CTRL**
key on your keyboard while pressing **F** to open the search
function of the browser.
.. _subject-to-be-deleted:
Mark a subject for deletion
===========================
To delete all data related to the subject, please proceed as follows:
To satisfy GDPR requests for deletion of all data related to a subject, please proceed as follows:
1. Click on **Subjects** on the front page
......@@ -194,7 +233,7 @@ To delete all data related to the subject, please proceed as follows:
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
deletion
deletion.
.. _subject-delete:
......@@ -206,6 +245,11 @@ 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.
.. note::
This is only available for users with permissions that are granted to staff members who are data protection
coordinators or the like.
In order to delete the externally and internally stored data of a subject,
please proceed as follows:
......@@ -224,14 +268,13 @@ please proceed as follows:
**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.
.. note::
.. WARNING::
There may still be data stored in a backup. Please check with your local IT
department to verify proper deletion.
.. note::
.. hint::
Deleting a subject who has guardians will **not** automatically delete the
corresponding guardians. If there is no other reason to keep the
guardians in castellum, they will appear in the data protection dashboard.
It then is the data protection coordinator's job to delete their data.
corresponding guardians. However, if there is no other reason to keep the
guardians in Castellum, they will appear in the data protection dashboard.
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