Commit 8268415d authored by Bengfort's avatar Bengfort
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Gardening

parent b8374ecc
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......@@ -15,18 +15,20 @@ Search for a subject
3. Confirm by clicking **Submit**
4. Under the **Matches** tab all matching subjects or their guardians are listed
- Next to their name the date of birth is listed and, if provided, also their
email address
- If either parts of their name or their email address are matched exactly by your
search terms, this part is highlighted in yellow
- **Details** will take you to the subject overview page
- If a subject has any study participations, they are listed below in this order:
name of the study, the name of the responsible contact person and the participation
status. The buttons **Recruitment** and **Execution** (if the study is still in
execution) lead to recruitment and execution for this study. Note that whether you
can see study participations is dependent on your permissions
4. Under the **Matches** tab all matching subjects or their guardians are
listed
- Next to their name the date of birth is listed and, if provided, also
their email address
- If either parts of their name or their email address are matched
exactly by your search terms, this part is highlighted in yellow
- **Details** will take you to the subject overview page
- If a subject has any study participations, they are listed below in
this order: name of the study, the name of the responsible contact
person and the participation status. The buttons **Recruitment** and
**Execution** (if the study is still in execution) lead to recruitment
and execution for this study. Note that whether you can see study
participations is dependent on your permissions
5. If there is a **Match** found, confirm that this is the correct person by
asking for a second feature (e.g. date of birth).
......@@ -41,16 +43,17 @@ Search for a subject
Create a subject
================
Subject data is split up into subsets that include at least the following information:
Subject data is split up into subsets that include at least the following
information:
- **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
instructions in :ref:`subject-contact-tab`)
- **E-mail** address and/or **Phone number** and/or full postal address and/or
contacting details of the 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 instructions in :ref:`subject-contact-tab`)
- **E-mail** address and/or **Phone number** and/or full postal address
and/or contacting details of the legal guardian
- **Attributes**
- **Interest in study types**
- **Privacy level**
......@@ -62,37 +65,42 @@ 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 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.
1. If there is a **Match** found, the subject is already created in the
database. 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.
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.
2. Define the **Privacy level**
- 0 (regular) describes adults without extraordinary features
- 1 (increased) indicates children or adults with a legal guardian
- 2 (high) represents adults (and their children/wards) who for example are public figures
- 2 (high) represents adults (and their children/wards) who for example
are public figures
3. Click on **Create new subject**
.. 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`).
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.
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
......@@ -101,8 +109,9 @@ be saved upon changes individually.
Overview Tab
------------
This tab gives you a quick overview of the subject data. Importantly, it offers different legal bases for storing the
subject data in Castellum. You can check, add or rather edit the consent that applies:
This tab gives you a quick overview of the subject data. Importantly, it offers
different legal bases for storing the subject data in Castellum. You can check,
add or rather edit the consent that applies:
- **Recruitment consent**
- **Study consent**
......@@ -114,7 +123,8 @@ subject data in Castellum. You can check, add or rather edit the consent that ap
Contact Tab
-----------
This tab allows you to set up common information needed to get into contact with a subject.
This tab allows you to set up common information needed to get into contact
with a subject.
- Optionally you can enter the **Title** here
- You can edit the **First name** and **Last name**
......@@ -126,17 +136,19 @@ This tab allows you to set up common information needed to get into contact with
- 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
- You may want to add **Additional information** for postal address, such
as c/o details
- Specify the **Preferred contact method**
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**
- 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**
- If **No matches found** applies, click **Create** > Enter necessary
information in the fields provided > **Create new subject**
.. note::
The legal guardian is now added. You can also create several guardians.
......@@ -148,9 +160,11 @@ This tab allows you to set up common information needed to get into contact with
Attributes Tab
--------------
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. It is expected that they only provide *indications* on
suitability as there are usually additional criteria that need to be checked for a study match.
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. It is expected that they only provide *indications* on
suitability as there are usually additional criteria that need to be checked
for a study match.
- Fill in the attribute fields used at your institute
- If the person **Does not want to participate in the following study types**,
......@@ -158,17 +172,20 @@ suitability as there are usually additional criteria that need to be checked for
.. admonition:: Example
Attributes may be **Mother Tongue**, **Highest Educational Degree**, **Age**, **Handedness** and so on.
Attributes may be **Mother Tongue**, **Highest Educational Degree**,
**Age**, **Handedness** and so on.
.. _subject-data-protection-tab:
Data Protection Tab
-------------------
At the data protection tab should be used for to document recruitment consent and GDPR requests.
At the data protection tab should be used for to document recruitment consent
and GDPR requests.
- redefine the **Privacy level**
- indicate whether the subject has consented to the recruitment (for details see :ref:`subject-consent`)
- 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**
......@@ -185,15 +202,15 @@ This tab mainly focusses on when to best reach out to subjects.
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**
- Click on **9** under **Tuesday**,
- Hold the Shift-button and
- Click on **11** under **Tuesday**
.. admonition:: Example
The person is abroad for 6 months.
- Select **Not available until** today in 6 months
- Select **Not available until** today in 6 months
- define which **Data source** the data comes from
......@@ -202,24 +219,28 @@ This tab mainly focusses on when to best reach out to subjects.
Study Participations Tab
------------------------
The participations tab is offering to check existing participation or add the current subject to a study
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.
- **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.
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 satisfy GDPR requests for deletion of all data related to a 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
......@@ -248,8 +269,8 @@ 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.
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:
......
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