diff --git a/source/_images/subject-tabs.png b/source/_images/subject-tabs.png new file mode 100644 index 0000000000000000000000000000000000000000..121f43bdf618d74f00e6028d93a05c95c85888c7 Binary files /dev/null and b/source/_images/subject-tabs.png differ diff --git a/source/guides/subject-management.rst b/source/guides/subject-management.rst index 37babdc47c7f2ea80ce0960858c03a11edc74a45..3a10fee6356e03b05667e2fee98d502389fd939d 100644 --- a/source/guides/subject-management.rst +++ b/source/guides/subject-management.rst @@ -41,145 +41,185 @@ 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:`subject-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 + +.. _subject-overview-tab: + +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: + +- **Recruitment consent** +- **Study consent** +- **Guardianship** +- **Subject blocked** + +.. _subject-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** +.. _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. 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. -- 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** +.. _subject-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. +.. _subject-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 + +.. _subject-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 +234,7 @@ 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 +246,11 @@ 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 +269,13 @@ 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.