From f460384f225ae53a6932bf77b776e6d848f79430 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Tue, 12 Jan 2021 17:53:37 +0100 Subject: [PATCH 01/14] fix version --- source/conf.py | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/source/conf.py b/source/conf.py index a5b4bc0..8ccf704 100644 --- a/source/conf.py +++ b/source/conf.py @@ -22,7 +22,7 @@ copyright = '2018-2021, Goettel et al.' author = 'Goettel et al.' # The full version, including alpha/beta/rc tags -release = '0.0.1' +release = '0.52.0' # -- General configuration --------------------------------------------------- -- GitLab From 4e14c3623779d5874aeb63a8d59943f3f5c16cae Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 15:35:20 +0100 Subject: [PATCH 02/14] fix indentation --- source/workflows/study-creation.rst | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/source/workflows/study-creation.rst b/source/workflows/study-creation.rst index e9db8ee..da74d5c 100644 --- a/source/workflows/study-creation.rst +++ b/source/workflows/study-creation.rst @@ -143,9 +143,9 @@ not been initiated yet either. - When you click on **Stop**, you can edit information needed for the recruiting process -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) + 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 -- GitLab From 7f30b9da8130e81d3f37bc63469d270a96060014 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 15:37:30 +0100 Subject: [PATCH 03/14] use they instead of he/her --- source/roles.rst | 4 ++-- source/workflows/consent-management.rst | 2 +- source/workflows/study-recruitment.rst | 2 +- 3 files changed, 4 insertions(+), 4 deletions(-) diff --git a/source/roles.rst b/source/roles.rst index d4f2a3e..2207ef8 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -35,7 +35,7 @@ four categories: - Subjects that requested information regarding their personal data, - Subjects that have been marked as **To be deleted** by a **Subject Manager**, - This applies when a subject demanded a deletion of all scientific data - related to him/her. + related to them. - The **Data Protection Coordinator** can see all studies the subject participated in. He will contact all **Principal Investigators** and demand the deletion of collected study data (provided that these are still @@ -66,7 +66,7 @@ continuous overview of the ongoing study programme and the respective deadlines in their daily business. In order to achieve this, these persons can search specifically for names of subjects to be registered in Castellum. In this way it is easy to find out for which study a particular subject is registered and when -he/she has to be sent to which room. +they have to be sent to which room. Recruiter ~~~~~~~~~ diff --git a/source/workflows/consent-management.rst b/source/workflows/consent-management.rst index a5603b8..6c4647f 100644 --- a/source/workflows/consent-management.rst +++ b/source/workflows/consent-management.rst @@ -113,7 +113,7 @@ required, proceed as follows: consent**. This is how you note that you are waiting for confirmation from the subject -7. If the subject agrees or withdraws his/her consent in the current consent +7. If the subject agrees or withdraws their consent in the current consent document, this must be indicated - If the subject agrees, click on **Confirm** below **Recruitment consent** diff --git a/source/workflows/study-recruitment.rst b/source/workflows/study-recruitment.rst index bd7f371..1551f1f 100644 --- a/source/workflows/study-recruitment.rst +++ b/source/workflows/study-recruitment.rst @@ -76,7 +76,7 @@ or more of the following reasons: - the subjects either requested it, - it no longer makes sense to keep them in the database, -- he or she cannot be reached due to incorrect or missing contact data or +- they 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**. -- GitLab From 91a5cecaafcffc1f463aba26f90905a5e63c3be1 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 14:29:43 +0100 Subject: [PATCH 04/14] rename workflows to guides --- source/{workflows => guides}/consent-management.rst | 0 source/{workflows => guides}/deleting.rst | 0 source/{workflows => guides}/study-creation.rst | 0 source/{workflows => guides}/study-recruitment.rst | 0 source/{workflows => guides}/subject-management.rst | 0 source/index.rst | 12 ++++++------ 6 files changed, 6 insertions(+), 6 deletions(-) rename source/{workflows => guides}/consent-management.rst (100%) rename source/{workflows => guides}/deleting.rst (100%) rename source/{workflows => guides}/study-creation.rst (100%) rename source/{workflows => guides}/study-recruitment.rst (100%) rename source/{workflows => guides}/subject-management.rst (100%) diff --git a/source/workflows/consent-management.rst b/source/guides/consent-management.rst similarity index 100% rename from source/workflows/consent-management.rst rename to source/guides/consent-management.rst diff --git a/source/workflows/deleting.rst b/source/guides/deleting.rst similarity index 100% rename from source/workflows/deleting.rst rename to source/guides/deleting.rst diff --git a/source/workflows/study-creation.rst b/source/guides/study-creation.rst similarity index 100% rename from source/workflows/study-creation.rst rename to source/guides/study-creation.rst diff --git a/source/workflows/study-recruitment.rst b/source/guides/study-recruitment.rst similarity index 100% rename from source/workflows/study-recruitment.rst rename to source/guides/study-recruitment.rst diff --git a/source/workflows/subject-management.rst b/source/guides/subject-management.rst similarity index 100% rename from source/workflows/subject-management.rst rename to source/guides/subject-management.rst diff --git a/source/index.rst b/source/index.rst index 576243f..c55d136 100644 --- a/source/index.rst +++ b/source/index.rst @@ -15,13 +15,13 @@ Welcome to castellum-docs's documentation! .. toctree:: :maxdepth: 2 - :caption: Workflows + :caption: Step-by-step guides - workflows/study-creation - workflows/study-recruitment - workflows/deleting - workflows/subject-management - workflows/consent-management + guides/study-creation + guides/study-recruitment + guides/deleting + guides/subject-management + guides/consent-management Indices and tables ================== -- GitLab From c91f19d6a0d7593748bbd37a7d7645dee46127c1 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 14:27:23 +0100 Subject: [PATCH 05/14] enable todo extension --- source/conf.py | 3 +++ 1 file changed, 3 insertions(+) diff --git a/source/conf.py b/source/conf.py index 8ccf704..045eeea 100644 --- a/source/conf.py +++ b/source/conf.py @@ -32,8 +32,11 @@ release = '0.52.0' # ones. extensions = [ 'sphinx_rtd_theme', + 'sphinx.ext.todo', ] +todo_include_todos = True + # Add any paths that contain templates here, relative to this directory. templates_path = ['_templates'] -- GitLab From a2d032fe704db8f99e72e6baa7a5c3ef0dfd800e Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 14:29:54 +0100 Subject: [PATCH 06/14] add features --- source/features.rst | 66 ++++++++++++++++++++++++++++ source/guides/consent-management.rst | 2 + source/guides/deleting.rst | 4 ++ source/guides/study-creation.rst | 2 + source/guides/study-recruitment.rst | 2 + source/guides/subject-management.rst | 2 + source/index.rst | 1 + 7 files changed, 79 insertions(+) create mode 100644 source/features.rst diff --git a/source/features.rst b/source/features.rst new file mode 100644 index 0000000..b1d6d28 --- /dev/null +++ b/source/features.rst @@ -0,0 +1,66 @@ +Features +======== + +Subject management +------------------ + +At its core, castellum can be used to record which subjects have participated +in which studies. This allows to keep track of all data related to a subject, +e.g. to export or delete all of it on request. + +Relevant guides: + +- :ref:`subject-create` +- :ref:`subject-delete` +- :ref:`study-create` +- :ref:`study-delete` + +.. TODO:: + + - add subject to study + - get a subject's pseudonym + - maintenance + +Recruitment +----------- + +It is possible to find potential subjects for a study from the pool of subjects +that have been entered into castellum. They can then be contacted either +manually or automatically via email. Subjects are only considered if they have +given consent to recruitment and if their attributes match the filters that +have been defined in the study. + +Relevant guides: + +- :ref:`consent` +- :ref:`recruitment` + +.. TODO:: + + - manage attribute descriptions + - attribute download + +Appointments +------------ + +Castellum can be used to manage appointments for test session. It will send +reminder mails to subjects automatically. You can also define resources such as +rooms or machines that can not be used in more than one appointment at a time. + +Relevant guides: + +.. TODO:: + + - manage study sessions + - make appointments + - manage resources + - access calendar feeds + - use external scheduler + +Misc +---- + +.. TODO:: + + - custom groups + - news diff --git a/source/guides/consent-management.rst b/source/guides/consent-management.rst index 6c4647f..d5ecf28 100644 --- a/source/guides/consent-management.rst +++ b/source/guides/consent-management.rst @@ -1,3 +1,5 @@ +.. _consent: + Consent Management ================== diff --git a/source/guides/deleting.rst b/source/guides/deleting.rst index 26875bd..20d109c 100644 --- a/source/guides/deleting.rst +++ b/source/guides/deleting.rst @@ -1,3 +1,5 @@ +.. _subject-delete: + Data Protection: Deleting a subject from Castellum ================================================== @@ -37,6 +39,8 @@ please proceed as follows: - Delete all of these study participations by clicking on **Delete** next to **Study details** +.. _study-delete: + Data Maintenance: Deleting a study from Castellum ================================================= diff --git a/source/guides/study-creation.rst b/source/guides/study-creation.rst index da74d5c..049dbfa 100644 --- a/source/guides/study-creation.rst +++ b/source/guides/study-creation.rst @@ -1,3 +1,5 @@ +.. _study-create: + Study Coordination: Creating a new study ======================================== diff --git a/source/guides/study-recruitment.rst b/source/guides/study-recruitment.rst index 1551f1f..0fae079 100644 --- a/source/guides/study-recruitment.rst +++ b/source/guides/study-recruitment.rst @@ -1,3 +1,5 @@ +.. _recruitment: + Recruitment of participants for a study ======================================= diff --git a/source/guides/subject-management.rst b/source/guides/subject-management.rst index af67240..370108b 100644 --- a/source/guides/subject-management.rst +++ b/source/guides/subject-management.rst @@ -1,3 +1,5 @@ +.. _subject-create: + Subject Management: Creating a subject in Castellum =================================================== diff --git a/source/index.rst b/source/index.rst index c55d136..989ec73 100644 --- a/source/index.rst +++ b/source/index.rst @@ -11,6 +11,7 @@ Welcome to castellum-docs's documentation! overview security + features roles .. toctree:: -- GitLab From 525bdc7653d1ab9ddc6f10400fa0a512ade53d0f Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 15:09:47 +0100 Subject: [PATCH 07/14] update/refactor roles --- source/roles.rst | 146 +++++++++++++++++++++++++++++++---------------- 1 file changed, 96 insertions(+), 50 deletions(-) diff --git a/source/roles.rst b/source/roles.rst index 2207ef8..f7653cf 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -1,27 +1,66 @@ -Roles and their relative tasks/functions in Castellum -===================================================== +Roles +===== -Distinction of global and study specific roles ----------------------------------------------- +This section lists the roles that castellum ships by default. Administrators +can customize these roles for their organization. -- Global roles are comprehensive roles predefined by Castellum, which are - assigned to specific users. -- In contrast, study specific roles are not global but can be defined in **Member - Management** by the **Study Coordinator** (the role then refers to the particular - study only). +Study specific roles, in contrast to global ones, only take effect in the +context of a study. They can be assigned in **Member Management** by the +**Study Coordinator**. -.. note:: +Global roles +------------ - This means, for example, that people with the global role **Recruiter** can - recruit for all upcoming studies. +Subject Manager +~~~~~~~~~~~~~~~ + +The **Subject Manager** enters data records of subjects in Castellum and makes +changes to existing ones. + +Relevant guides: + +- :ref:`subject-create` +- :ref:`consent` - In contrast, the study specific role of the **Recruiter** ensures that the - appropriate rights are only available within the defined study to recruit - potential subjects for this study. The study specific role is assigned by the - study coordination at study level. +.. TODO:: + + - Search for individual subjects in the database + - See, add and edit contact data and attributes ob individual subjects + +Study Coordinator +~~~~~~~~~~~~~~~~~ + +The study coordination is embodied by the **Study Coordinator**. This person +inserts studies into the database and defines the settings for them. -Particular roles and their tasks --------------------------------- +Relevant guides: + +- :ref:`study-create` +- :ref:`study-delete` + +.. TODO:: + + - Generate, start, break and stop studies + - See and edit filters for study recruitment + - Allocate a role within the study to certain persons via **Member management** + (e.g. define recruiters for the study) + - Define **Recruitment texts** + - Upload templates of study consent documents for studies + +Study Approver +~~~~~~~~~~~~~~ + +Study Coordinators by default cannot start their own studies. Instead, they +have to ask a **Study Approver** to review and start the study. + +If you want to be less strict about this, you can either modify the Study +Coordinator role or make all Study Coordinators also Study Approvers. + +Relevant guides: + +.. TODO:: + + - Approve studies Data Protection Coordinator ~~~~~~~~~~~~~~~~~~~~~~~~~~~ @@ -34,6 +73,7 @@ four categories: - Subjects that requested information regarding their personal data, - Subjects that have been marked as **To be deleted** by a **Subject Manager**, + - This applies when a subject demanded a deletion of all scientific data related to them. - The **Data Protection Coordinator** can see all studies the subject @@ -42,6 +82,7 @@ four categories: attributable to the respective subject). - Once all links to studies have been removed, the subject can be deleted from the database. + - Subjects for whom there is no (or no longer any) legal basis for keeping them in the database and - Subjects who cannot be contacted due to missing or wrong information regarding @@ -52,11 +93,10 @@ initiating follow-up steps for each category. To initiate such follow-up actions, the **Data Protection Coordinator** is enabled to perform the following functions in the database: -- See and delete study participations, -- See and modify studies and their modulations, -- Delete studies, -- Upload consent documents for recruitment and -- Make changes to the characteristics and data records of subjects. +Relevant guides: + +- :ref:`subject-delete` +- :ref:`study-delete` Receptionist ~~~~~~~~~~~~ @@ -68,35 +108,48 @@ specifically for names of subjects to be registered in Castellum. In this way it is easy to find out for which study a particular subject is registered and when they have to be sent to which room. +Administrator +~~~~~~~~~~~~~ + +Relevant guides: + +- :ref:`consent` + +.. TODO:: + + - manage users + - manage roles + - manage resources + - manage attributes + + +Study specific roles +-------------------- + Recruiter ~~~~~~~~~ Persons responsible for invitations to studies and the management of appointments -should take on the role of **Recruiters** in Castellum.For this purpose, the +should take on the role of **Recruiters** in Castellum. For this purpose, the **Recruiter** can view the contact details of individual subjects to establish communication with them. The study co-ordination office will define a recruitment text and criteria to be clarified in advance, which the **recruiters** should use when recruiting the respondent. To be able to add study participations, Castellum provides a calendar which enables consistent appointment bookings. -In practice, it may happen that positions and tasks require a -combination of the roles **Recruiter** and **Subject Manager**. - -Subject Manager -~~~~~~~~~~~~~~~ - -The **Subject Manager** enters data records of subjects in Castellum and makes -changes to existing ones. Castellum offers the **Subject Manager** the following -possibilities: - -- Search for individual subjects in the database, -- See, add and edit contact data and attributes ob individual subjects and -- Obtain recruitment consents of subjects. If persons take on the role of **Recruiter** and additionally **Subject Manager**, they can simultaneously ensure data maintenance in Castellum when contacting subjects for recruitment purposes. For this purpose, characteristics and contact details of subjects are continuously updated and supplemented. +Relevant guides: + +- :ref:`recruitment` + +.. TODO:: + + - make appointments + Study Conductor ~~~~~~~~~~~~~~~ @@ -108,17 +161,10 @@ pseudonyms of the respective subjects in the database. If a subject is participating in a study for the first time, the **Study Conductor** can obtain both the study consent and the recruitment consent on site. -Study Coordinator -~~~~~~~~~~~~~~~~~ +Relevant guides: -The study coordination is embodied by the **Study Coordinator**. This person -inserts studies into the database and defines the settings for them. To fulfil -this task, the **Study Coordinator** can perform the following functions in -Castellum: - -- Generate, start, break and stop studies, -- See and edit filters for study recruitment, -- Allocate a role within the study to certain persons via **Member management** - (e.g. define recruiters for the study), -- Define **Recruitment texts** and -- Upload templates of study consent documents for studies. \ No newline at end of file +.. TODO:: + + - get a subject's pseudonym + - attribute download + - make appointments \ No newline at end of file -- GitLab From 3667cab39d5b1098bd2247418105a8c923364622 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 16:59:42 +0100 Subject: [PATCH 08/14] refine wording --- source/overview.rst | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/source/overview.rst b/source/overview.rst index cb3acad..08195ac 100644 --- a/source/overview.rst +++ b/source/overview.rst @@ -15,7 +15,7 @@ What Castellum is subject history a central place to collect references to all data related to a subject, - e.g. so it can be deleted on demand + e.g. so it can be deleted on request contact database a central place to collect contact information @@ -59,7 +59,7 @@ before adding a new feature to Castellum: * Would the new feature introduce different staff members (user groups) who would use Castellum only for this reason? For example, we decided against integrating a *public relations view* on current studies as it would have - introduced staff members who actually are not allowed to access subject data. + introduced staff members who otherwise have nothing to do with subject data. * Are there well established processes or tools that do not need to be replaced? Examples might include calendars or room management. -- GitLab From 5cea4c3ddcd17f1b5f6167e78468054ea0afe47a Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 17:02:26 +0100 Subject: [PATCH 09/14] add cross reference to roles --- source/roles.rst | 2 ++ source/security.rst | 5 ++--- 2 files changed, 4 insertions(+), 3 deletions(-) diff --git a/source/roles.rst b/source/roles.rst index f7653cf..c8ef9e0 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -1,3 +1,5 @@ +.. _roles: + Roles ===== diff --git a/source/security.rst b/source/security.rst index c1838f9..05848e4 100644 --- a/source/security.rst +++ b/source/security.rst @@ -24,9 +24,8 @@ Permissions Most actions in castellum are protected by one or more permission. For easier handling, permissions are usually not assigned directly. Instead, -they are collected into meaningful groups (aka roles). Castellum comes -with some pre-defined sample groups, but you can adapt them to your -needs. +they are collected into meaningful groups (aka :ref:`roles`). Castellum comes +with some pre-defined sample groups, but you can adapt them to your needs. Note that the django framework automatically generates a lot of permissions. Only a few of them are actually used. The full list is: -- GitLab From 3a8c5b8354c4def6fed54c42fe5bac0cc70a0a30 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 17:03:32 +0100 Subject: [PATCH 10/14] restructure some guides --- source/guides/deleting.rst | 81 ----------------- ...{study-recruitment.rst => recruitment.rst} | 31 ------- ...tudy-creation.rst => study-management.rst} | 91 ++++++++++++++----- source/guides/subject-management.rst | 76 +++++++++++++++- source/index.rst | 6 +- 5 files changed, 145 insertions(+), 140 deletions(-) delete mode 100644 source/guides/deleting.rst rename source/guides/{study-recruitment.rst => recruitment.rst} (69%) rename source/guides/{study-creation.rst => study-management.rst} (86%) diff --git a/source/guides/deleting.rst b/source/guides/deleting.rst deleted file mode 100644 index 20d109c..0000000 --- a/source/guides/deleting.rst +++ /dev/null @@ -1,81 +0,0 @@ -.. _subject-delete: - -Data Protection: Deleting a subject from Castellum -================================================== - -Prerequisite ------------- - -The subject data of a subject should be completely deleted because of three -different reasons: - -- the subject either requested it, -- they cannot be reached due to incorrect or missing contact data or -- there is no legal basis for consent. - -Deletion of externally and internally stored data -------------------------------------------------- - -In order to delete the externally and internally stored data of a subject, -please proceed as follows: - -1. 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 - -2. Click on **Details** next to the subject to be deleted - -3. Click on **Delete** on the upper right - - 1. 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 - - 2. If you see a message saying **This subject cannot be deleted because there still is data about them in studies.**, proceed as follows: - - - Go to the responsible person of the study - - Ask the responsible person to delete all collected data of the subject concerned - - You can find the responsible person by clicking on **Study details** next to - the study name the subject participated in - - Delete all of these study participations by clicking on **Delete** next to - **Study details** - -.. _study-delete: - -Data Maintenance: Deleting a study from Castellum -================================================= - -Prerequisite ------------- - -A study should be completely deleted because of one or more of the following -reasons: - -- The study is no longer current because it was completed five years or - more ago. -- The study must be discontinued permanently. -- ... - -Before you delete the study, make sure all external data from Castellum is deleted - -Deleting the study ------------------- - -1. Go to **Studies** on the front page - -2. Click on **All studies** to see all proposed studies - -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 them 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 - the study name - -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 diff --git a/source/guides/study-recruitment.rst b/source/guides/recruitment.rst similarity index 69% rename from source/guides/study-recruitment.rst rename to source/guides/recruitment.rst index 0fae079..053c208 100644 --- a/source/guides/study-recruitment.rst +++ b/source/guides/recruitment.rst @@ -69,34 +69,3 @@ proceed as follows: - 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 them in the database, -- they 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. Click on **Subjects** on the front page - -2. Write in the empty fields first name and surname of the subject to be - deleted and click on **Submit** - -3. Click on **Details** and then **Data protection** on the horizontal line - -4. Select the checkbox **To be deleted** - - .. note:: - The subject is now cleared for deletion from the database and deletion of - their associated data. The data protection officer will take care of final - deletion - Please note that there may still be data stored in the backup even though - the person was deleted from Castellum \ No newline at end of file diff --git a/source/guides/study-creation.rst b/source/guides/study-management.rst similarity index 86% rename from source/guides/study-creation.rst rename to source/guides/study-management.rst index 049dbfa..7079518 100644 --- a/source/guides/study-creation.rst +++ b/source/guides/study-management.rst @@ -128,30 +128,6 @@ In order to limit the search for subjects in Castellum, Instead, links can be inserted. -Start and finish your study ---------------------------- - -When you created a study, it has not yet started and the recruiting process has -not been initiated yet either. - -1. Go to **Details** next to the study you want to start or finish - -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 - - When you click on **Stop**, you can edit information needed for the - recruiting process - - 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 - Share studies with your recruiters ---------------------------------- @@ -210,3 +186,70 @@ To delegate roles amongst different people, proceed as follows: coordinator** and **Receptionist** 4. Select the role you want to assign to the selected person and click on **Save** + + +Start and finish your study +--------------------------- + +When you created a study, it has not yet started and the recruiting process has +not been initiated yet either. + +1. Go to **Details** next to the study you want to start or finish + +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 + - When you click on **Stop**, you can edit information needed for the + recruiting process + + 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 + + +.. _study-delete: + +Data Maintenance: Deleting a study from Castellum +================================================= + +Prerequisite +------------ + +A study should be completely deleted because of one or more of the following +reasons: + +- The study is no longer current because it was completed five years or + more ago. +- The study must be discontinued permanently. +- ... + +Before you delete the study, make sure all external data from Castellum is deleted + +Deleting the study +------------------ + +1. Go to **Studies** on the front page + +2. Click on **All studies** to see all proposed studies + +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 them 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 + the study name + +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** diff --git a/source/guides/subject-management.rst b/source/guides/subject-management.rst index 370108b..0d018b0 100644 --- a/source/guides/subject-management.rst +++ b/source/guides/subject-management.rst @@ -150,4 +150,78 @@ In order to create a potential subject in Castellum, please proceed as follows: - Click on **Add to finished study** - Hold the **CTRL** key on your keyboard while pressing **F** to open the search function of the browser - - When you found the study the subject participated in, click on **Add to study** \ No newline at end of file + - When you found the study the subject participated in, click on **Add to study** + + +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 them in the database, +- they 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. Click on **Subjects** on the front page + +2. Write in the empty fields first name and surname of the subject to be + deleted and click on **Submit** + +3. Click on **Details** and then **Data protection** on the horizontal line + +4. Select the checkbox **To be deleted** + + .. note:: + The subject is now cleared for deletion from the database and deletion of + their associated data. The data protection officer will take care of final + deletion + Please note that there may still be data stored in the backup even though + the person was deleted from Castellum + + +.. _subject-delete: + +Data Protection: Deleting a subject from Castellum +================================================== + +Prerequisite +------------ + +The subject data of a subject should be completely deleted because of three +different reasons: + +- the subject either requested it, +- they cannot be reached due to incorrect or missing contact data or +- there is no legal basis for consent. + +Deletion of externally and internally stored data +------------------------------------------------- + +In order to delete the externally and internally stored data of a subject, +please proceed as follows: + +1. 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 + +2. Click on **Details** next to the subject to be deleted + +3. Click on **Delete** on the upper right + + 1. 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 + + 2. If you see a message saying **This subject cannot be deleted because there still is data about them in studies.**, proceed as follows: + + - Go to the responsible person of the study + - Ask the responsible person to delete all collected data of the subject concerned + - You can find the responsible person by clicking on **Study details** next to + the study name the subject participated in + - Delete all of these study participations by clicking on **Delete** next to + **Study details** diff --git a/source/index.rst b/source/index.rst index 989ec73..d7406fe 100644 --- a/source/index.rst +++ b/source/index.rst @@ -18,11 +18,11 @@ Welcome to castellum-docs's documentation! :maxdepth: 2 :caption: Step-by-step guides - guides/study-creation - guides/study-recruitment - guides/deleting guides/subject-management + guides/study-management + guides/consent-management + guides/recruitment Indices and tables ================== -- GitLab From 13c7b2cf4780f2d11db313bd58df8c7b73d72bd5 Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Wed, 13 Jan 2021 17:24:39 +0100 Subject: [PATCH 11/14] add more refs --- source/features.rst | 2 ++ source/guides/study-management.rst | 7 +++++++ source/guides/subject-management.rst | 2 ++ source/roles.rst | 19 ++++++------------- 4 files changed, 17 insertions(+), 13 deletions(-) diff --git a/source/features.rst b/source/features.rst index b1d6d28..460ffe1 100644 --- a/source/features.rst +++ b/source/features.rst @@ -11,6 +11,7 @@ e.g. to export or delete all of it on request. Relevant guides: - :ref:`subject-create` +- :ref:`subject-to-be-deleted` - :ref:`subject-delete` - :ref:`study-create` - :ref:`study-delete` @@ -34,6 +35,7 @@ Relevant guides: - :ref:`consent` - :ref:`recruitment` +- :ref:`study-recruitment-settings` .. TODO:: diff --git a/source/guides/study-management.rst b/source/guides/study-management.rst index 7079518..0a6ff37 100644 --- a/source/guides/study-management.rst +++ b/source/guides/study-management.rst @@ -37,6 +37,8 @@ Study Coordination: Creating a new study Now you can find your study in the list +.. _study-recruitment-settings: + Setting up the recruitment process ---------------------------------- @@ -163,6 +165,8 @@ for your study, please follow the steps below. and can begin to recruit. Of course, you may select several persons as recruiters. +.. _study-members: + Assign access rights and allocate roles --------------------------------------- @@ -188,6 +192,9 @@ To delegate roles amongst different people, proceed as follows: 4. Select the role you want to assign to the selected person and click on **Save** +.. _study-start: +.. _study-finish: + Start and finish your study --------------------------- diff --git a/source/guides/subject-management.rst b/source/guides/subject-management.rst index 0d018b0..6ba1cdd 100644 --- a/source/guides/subject-management.rst +++ b/source/guides/subject-management.rst @@ -153,6 +153,8 @@ In order to create a potential subject in Castellum, please proceed as follows: - When you found the study the subject participated in, click on **Add to study** +.. _subject-to-be-deleted: + Approve subjects for deletion ------------------------------ diff --git a/source/roles.rst b/source/roles.rst index c8ef9e0..520309b 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -22,6 +22,7 @@ changes to existing ones. Relevant guides: - :ref:`subject-create` +- :ref:`subject-to-be-deleted` - :ref:`consent` .. TODO:: @@ -38,17 +39,11 @@ inserts studies into the database and defines the settings for them. Relevant guides: - :ref:`study-create` +- :ref:`study-members` +- :ref:`study-recruitment-settings` +- :ref:`study-finish` - :ref:`study-delete` -.. TODO:: - - - Generate, start, break and stop studies - - See and edit filters for study recruitment - - Allocate a role within the study to certain persons via **Member management** - (e.g. define recruiters for the study) - - Define **Recruitment texts** - - Upload templates of study consent documents for studies - Study Approver ~~~~~~~~~~~~~~ @@ -60,9 +55,7 @@ Coordinator role or make all Study Coordinators also Study Approvers. Relevant guides: -.. TODO:: - - - Approve studies +- :ref:`study-start` Data Protection Coordinator ~~~~~~~~~~~~~~~~~~~~~~~~~~~ @@ -122,7 +115,7 @@ Relevant guides: - manage users - manage roles - manage resources - - manage attributes + - manage attribute descriptions Study specific roles -- GitLab From 57ebb055d551a636c97b158bc42a7c08177c6dee Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Mon, 18 Jan 2021 11:54:43 +0100 Subject: [PATCH 12/14] fix title in index.rst --- source/index.rst | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/source/index.rst b/source/index.rst index d7406fe..a467a0d 100644 --- a/source/index.rst +++ b/source/index.rst @@ -1,9 +1,9 @@ -.. castellum-docs documentation master file, created by +.. castellum documentation master file, created by sphinx-quickstart on Wed Aug 21 12:35:44 2019. You can adapt this file completely to your liking, but it should at least contain the root `toctree` directive. -Welcome to castellum-docs's documentation! +Welcome to Castellum's documentation! ========================================== .. toctree:: -- GitLab From 141ae3d521e61f0526c1f375ebaea6a82601527b Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Mon, 18 Jan 2021 12:09:27 +0100 Subject: [PATCH 13/14] highlight role custimozation paragraph --- source/roles.rst | 6 ++++-- 1 file changed, 4 insertions(+), 2 deletions(-) diff --git a/source/roles.rst b/source/roles.rst index 520309b..f619c1f 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -3,8 +3,10 @@ Roles ===== -This section lists the roles that castellum ships by default. Administrators -can customize these roles for their organization. +.. NOTE:: + + This section lists the roles that castellum ships by default. Administrators + can customize these roles for their organization. Study specific roles, in contrast to global ones, only take effect in the context of a study. They can be assigned in **Member Management** by the -- GitLab From d883b36795725e09ae1ee5e7cd6242599fb8ac4d Mon Sep 17 00:00:00 2001 From: Tobias Bengfort Date: Mon, 18 Jan 2021 13:13:47 +0100 Subject: [PATCH 14/14] fix subject manager role --- source/roles.rst | 25 +++++++++++++++++++------ 1 file changed, 19 insertions(+), 6 deletions(-) diff --git a/source/roles.rst b/source/roles.rst index f619c1f..542c8aa 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -15,11 +15,11 @@ context of a study. They can be assigned in **Member Management** by the Global roles ------------ -Subject Manager -~~~~~~~~~~~~~~~ +Principal Subject Manager +~~~~~~~~~~~~~~~~~~~~~~~~~ -The **Subject Manager** enters data records of subjects in Castellum and makes -changes to existing ones. +The **Principal Subject Manager** enters data records of subjects in Castellum +and makes changes to existing ones. Relevant guides: @@ -69,7 +69,7 @@ dashboard, the **Data Protection Coordinator** can see subjects divided into four categories: - Subjects that requested information regarding their personal data, -- Subjects that have been marked as **To be deleted** by a **Subject Manager**, +- Subjects that have been marked as **To be deleted** - This applies when a subject demanded a deletion of all scientific data related to them. @@ -164,4 +164,17 @@ Relevant guides: - get a subject's pseudonym - attribute download - - make appointments \ No newline at end of file + - make appointments + +Subject Manager +~~~~~~~~~~~~~~~ + +**Recruiters** or **Study Conductors** may be given this role so they can +update subject data as part of their usual worflows. + +This role is different from **Principal Subject Manager** in that it is limited +to subjects that participate in the respective study. + +Relevant guides: + +- :ref:`subject-to-be-deleted` -- GitLab