Search for a subject

../_images/subject-search.png
  1. Click on Subjects on the front page

  2. Enter the first name and surname, the email address, or the phone number

    • The second first name can be specified, but does not have to be

    • Keep the order as indicated

    • No comma needed

  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

  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).

    Warning

    Only ask for a second feature, do not disclose any information yourself. This is to avoid leaking personal information to imposters.

Create a subject

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 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

  • Recruitment Consent given

  • GDPR requests

  • Study Participations

In order to create a potential subject in Castellum, please proceed as follows:

  1. Search for a 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. 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

  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 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.

../_images/subject-tabs.png

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

Contact Tab

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

  • Define the Gender of the person

  • Fill in the Date of birth

  1. If the person is an adult, select Full of age and continue with the following steps:

    • 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

  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

    • If a Match is found, select it

    • 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. By clicking on Remove next to the guardian’s name, you can delete them as the guardian of the subject.

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.

  • 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

Example

Attributes may be Mother Tongue, Highest Educational Degree, Age, Handedness and so on.

Data Protection Tab

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 Set Recruitment Consent for a Subject)

  • initiate an Export request

  • specify whether the subject is To be deleted

Additional Info Tab

This tab mainly focusses on when to best reach out to subjects.

  • define the Availability of the subject

    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

    Example

    The person is abroad for 6 months.

    • Select Not available until today in 6 months

  • define which Data source the data comes from

Study Participations Tab

The participations tab is offering to check existing participation or add the current subject to a study

  • Participating: 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 for a study and add the subject directly as participating to it.

Mark a subject for deletion

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

  2. Enter the first name and surname of the subject to be deleted into the search field and click on Submit

  3. Click on Details and then go to the Data protection tab

  4. Select the checkbox To be deleted

  5. Click on Save

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.

Delete a subject

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.

If deletion was requested by a subject you should follow your institutes rules on verifying identity of requester.

In order to delete the externally and internally stored data of a subject, please proceed as follows:

  1. In the subject details, go to the Delete tab

  2. If you see a message saying This subject cannot be deleted because there still is data about them in studies., proceed as follows:

    • Contact the responsible person for each study and ask them to delete all collected data of the subject concerned. Identify the subject using the study pseudonym that is displayed.

    • Once the responsible contact person has conformed the deletion of all data, delete the participation record using the Delete button.

  3. Once all participation have been deleted you will see a message saying 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.

Warning

There may still be data stored in a backup. Please check with your local IT department to verify proper deletion.

Note

Deleting a subject who has guardians will not automatically delete the corresponding guardians. However, if there is no other reason to keep the guardians in Castellum, they will appear in the data protection dashboard.