Glossary

One vocabulary for the whole product.

Where a screen's own word differs from an internal name, the word on the screen wins, since that is what you are actually looking at. Where a screen shows a raw internal value directly, that value is the entry, since that is what actually appears on the badge.

Every definition is checked against the part of PTRS it describes, so it can be verified again later without guessing.

Terms

24-hour illness return

A block on checking a child in while an illness record on their file gives a return date later than today. PTRS can be told to override it, and would record who did so, but no screen ever sends that override, so from the screen the block cannot be lifted.

Activity Log

The panel on a user's own record listing recorded actions for that user. Every row's own headline reads "ACTIVITY," because the specific action name is written into a field the saved audit record has no column for at all. The actual action is in the description text underneath.

adverse reaction

A column heading on the medication administration log. It reads a field PTRS does not actually send and the underlying record does not actually have, so it shows "None" on every row it could ever display.

age group tier

The broad age band a program is aimed at: juniors, tweens, teens, senior teens or mixed. The specific age ranges built into PTRS for these bands are cited to no regulation, and nothing in PTRS ever actually compares a child's own age against the tier.

AI task type

One of the 23 kinds of question the AI Assistant recognises, each with its own model, how carefully it sticks to facts, a length limit and its own wording sent to the model. The classifier picks one from how the question is worded; that choice decides which of your own organisation's live figures are put in front of the model and which panel, if any, appears underneath the answer. An unrecognised question is treated as an attendance question.

analytics snapshot

A stored daily figure roll-up per organisation and site. It has one reader, the enrolment trend, and no writer anywhere in the product. That one reader falls back to counting enrolments directly instead, so the empty table costs nothing in practice.

application scan

One uploaded photo or document of a paper membership application, tracked through the Quick Scan pipeline from pending, through processing and extracted, to confirmed, rejected or failed. It records which model read it, how much text it processed and an estimated cost, alongside the extraction itself.

approval history

A record of one charter review: the reviewer's email and sign-in identity, the outcome, any comments and when it happened. This is the only approval record the Programs module actually writes.

approval workflow

A configurable multi-step approval, with ordered steps each naming a role required to sign off. This record type exists and nothing anywhere in PTRS reads it or writes to it, so charter approval is a single, fixed review rather than anything configurable.

account record

PTRS's own record of a person who can sign in, holding their sign-in reference plus a profile, an organisation and settings. It is the record that decides whether anyone can reach anything at all: without one whose organisation is set, every non-exempt screen refuses with a message about a missing organisation. It is deliberately excluded from PTRS's usual automatic organisation filter, so every part of PTRS that reads it has to apply its own limit by hand.

ARAS

One of the two CACFP program types PTRS recognises, labelled "ARAS (At-Risk Afterschool)" on the enrolment form. The other is SFSP. The claims screen itself sends a different, unrecognised program type name, which PTRS then rejects.

area eligibility

The way an ARAS site can qualify based on where it is rather than who attends: either the feeder school's own free-and-reduced enrolment reaches half, or a qualifying school's identified-student rate, scaled up, reaches half. PTRS refuses to save a record below that threshold, so a site that was assessed and did not qualify cannot be recorded at all.

attendance session

One open period of attendance for a site on a date. Every check-in belongs to one. PTRS reuses the existing session rather than opening a second, and nothing on any screen closes one, though PTRS itself is able to.

audit trail

The tamper-evident record of every change, secured by a chain of cryptographic fingerprints. An incident’s own detail screen shows it read-only, filtered to that one incident.

authorization form

A consent form published to a site for guardians to sign, with a field layout, a form type, an expiry date and a status. It has no writer anywhere in the product at all, no way to create one, publish one, import one or load one in as starter data, so no form has ever actually existed and neither Forms tab in the guardian portal can ever show anything.

authorization signature

One guardian's signature on one form for one child, storing when it was signed, the signer's own network address, their browser details, the response given and a signature field. It stores no fingerprint of the form itself, no form version and no snapshot of what was actually agreed to, and there is no way to revoke one. The guardian screen sends the guardian's own typed name in the field meant for a signature image.

authorized pickup

A person allowed to collect a child from the club, kept as a separate list from the guardians. The record itself carries fields for photo identification, a court order and the authorising guardian, required for DELACARE's own release-of-child rules; the one form that actually creates one collects only a name, phone number and relationship.

average daily attendance (ADA)

Section 1B of the monthly statistical report: attendance in an age band divided by the days accessible that month, rounded to a whole number. The total row sums the already-rounded band figures, so it can differ slightly from the true total divided by days.

background check

A Delaware clearance record modelled as a long sequence of stages, an early-education portal check, a fingerprint, a state and federal criminal-history check, a child-protection registry check, a sex-offender registry check, a final decision and ongoing monitoring, with only certain moves between stages allowed. PTRS records the process; it submits nothing to any of those outside bodies itself. A clearance is stamped with an expiry date five years out, and nothing ever actually marks a check expired.

BGCA

Boys & Girls Clubs of America. PTRS tracks a BGCA critical-incident report alongside the OCCL one, with its own status and its own deadline.

BGCA charter number

The site's own national Boys & Girls Clubs of America charter number, shown as "BGCA Charter #". It is one of the four fields the site directory's search box matches on, alongside name, address and city.

budget line item

A categorised slice of a budget, with a budgeted amount and its own spent total. The only save that touches it is unreachable and, if it ever ran, would replace every line item at once and detach every expense pointing at one.

Buy American

The federal requirement that food bought with program funds be grown or processed domestically. PTRS stores a compliance flag that is simply copied from whatever the request says, never worked out from the food's actual origin, and never actually sent by any screen, so the reported compliance rate is zero on every record.

CACFP

The USDA Child and Adult Care Food Program, the federal program that reimburses a club for qualifying meals served to qualifying children. PTRS titles its own module "CACFP Meal Service" and describes it as tracking meals, validating USDA compliance, and generating monthly claims.

CACFP enrollment

The record linking a child to a site, a program type and a program year, carrying the eligibility tier and how it was determined. The tier is chosen from a dropdown on the enrolment form rather than worked out from anything, and once created an enrolment cannot be edited, withdrawn or deleted from any screen.

Can Administer

A column on the medications-on-site table, worked out automatically. It reads true only when the medication is active, is not past its expiry date, has a guardian authorisation document on file, and, for a prescription, also has a physician authorisation document on file.

care plan

An individual health care plan for a child: plan type, description, notes for staff to be aware of, physician and how often it needs reviewing. It can only be reached from the site-wide Care Plans tab.

CEP

Community Eligibility Provision. A qualifying school under this federal provision establishes area eligibility from its own identified-student rate, scaled up to reach half, rather than from a direct count of free-and-reduced students. The area-eligibility card notes when this flag is set.

certification requirement

A credential a program requires of the staff assigned to it, with a grace period in days and whether it is required outright. The one save that would create it is unreachable, so no program has any, and every program's own compliance screen is empty.

certification statement

The declaration a certifying official agrees to before a claim is submitted: that everything on the claim is true and correct, with a warning that a deliberate misstatement can be prosecuted under federal and state law.

chain verification

The on-demand replay behind the Verify Integrity button. It reads an organisation's own audit entries oldest first, recomputes each fingerprint with the exact same method the original save used, and reports the first entry that no longer matches. It checks one organisation at a time, while the underlying record is written as one continuous sequence across all of them.

chronic condition

A member health record with a condition name, an optional diagnosis code, a managing physician and a severity. It can be added and removed on the child's own Health tab, and never edited.

civil rights complaint

An allegation of discrimination in the food program. PTRS stores the complainant's relationship, how the complaint was received, the grounds alleged, an investigation status and whether it was forwarded to the USDA. No screen can actually record one.

claim

A site's monthly CACFP reimbursement claim, with a certification statement, a 60-day deadline to submit it, and a chain of amendments. The one save that would create a claim always sends an invalid program type, so no claim has ever actually been created in PTRS.

claim line item

The detail row of a claim: meal type, eligibility tier, meal count, the rate applied, the line total and the operating days. This is what gives a claim its dollar value, and nothing anywhere in PTRS ever creates one, so every claim totals zero.

claim validation rule

One of twenty named checks a claim runs through before it can be submitted, each citing a federal regulation, a severity and whether it blocks submission outright. Only nine of the twenty checks are actually built, and eleven rules are wired to the wrong check entirely. The table that holds these rules is only ever filled in by a development-only setup step.

cohort

A named group of enrolled children within one program, such as a Monday group, optionally capped at a maximum size. A cohort can be created and listed; both actions that would actually put a child into one are unreachable, so every cohort holds zero members.

compliance alert

One row per violation message a compliance rule produces, with a category, a severity, when it was triggered and whether it was generated automatically. It carries fields for who acknowledged and resolved it that nothing in PTRS ever fills in, because the two paths that would create an alert at all are both unreachable.

compliance rule

One of eight built-in checks, each producing a rule id, a category, a pass or fail, a score out of 100, a line of detail and a list of alert messages. Three of the eight are tagged with the same "Safety" category, which is why the process that assembles all eight fails outright.

compliance snapshot

A dated per-site record of the overall compliance score, the breakdown by category and the full detail behind every rule. It is what every compliance screen, the exported document and the OCCL inspection simulator all read. The process that would write one fails before it can, so outside a development copy of PTRS, none exist.

corrective action

The remedy agreed for a DELACARE violation found at an inspection, with its own deadline and a resolved date. The fields exist on the violation record itself; no screen can create a violation in the first place, and nothing anywhere in PTRS ever marks one resolved.

corrective action plan

The CACFP record of a finding and the action required to fix it, shown on screen as "CAP." It carries a source, a category, a severity, a responsible staff member, a due date, and a lifecycle running from open through in-progress, pending verification and verified, to closed. This is a different record from a DELACARE corrective action on a site inspection.

creditable food

A food item flagged as counting toward a CACFP meal component. The check that validates a meal’s pattern only ever looks at active, creditable items, so a non-creditable item is invisible to it rather than flagged as not counting.

critical incident

An incident PTRS treats as reportable the moment it is created: abuse, neglect, a child going missing or leaving unsupervised, a 911 call, or one of the two most severe severity levels. Both the OCCL and BGCA clocks start for these, and for nothing else.

curriculum

A named plan attached to one program, holding units, sessions, activities, materials and assessments. It can be created, published, copied in full and deleted. It cannot be renamed.

curriculum session

One class or meeting inside a curriculum unit, with a length in minutes and a session type. Every session created from the screen is titled "New Session," lasts 60 minutes and is typed "Workshop," because the screen always sends the same fixed details.

curriculum unit

A grouping of sessions inside a curriculum, such as a week or a module. Every unit created from the screen is called "New Unit," because the screen sends the same fixed details every time and nothing can change it afterward.

cycle menu

A rotating menu spanning a whole number of weeks. Creating one produces an empty day for each day of the cycle; the actual meals meant to fill them are a separate kind of record that nothing in PTRS ever writes.

daily attendance summary

A per-site, per-day roll-up of check-ins, peak headcount, unique children and average time on site. It has nine readers across four modules and no writer anywhere in PTRS, which makes it the single most-referenced empty figure in the whole product.

daily meal limit

The Delaware rule that a child may be claimed for at most two meals, two snacks and three meal events total per day, counted across every site in the organisation. The check meant to enforce it is registered and never actually called by anything, so the limit is never applied and never measured.

days accessible

The count of distinct dates in a month, in the monthly statistical report, on which at least one check-in happened, also shown as "Days Open" elsewhere in the same report. A day the club opened with no arrivals counts as closed, and at a county or state level, one site being open marks the whole day as open for the group.

DDOE

The Delaware Department of Education, which administers CACFP in the state. PTRS keeps a separate training-record type just for this department, with its own session id and certificate flag, plus a notification flag on every corrective action plan that nothing ever actually reads.

DEEDS

Delaware's early-education credential registry. PTRS models it as a credential type, a position flag, an onboarding step, a personnel-file requirement and a way of confirming it against the registry. The part of PTRS meant to actually talk to that registry is a stand-in that only logs what it would have done, and nothing in the product ever calls even that stand-in.

DELACARE

The Delaware child care licensing regulations OCCL enforces. PTRS cites them as the reason a submitted incident can never be deleted.

DENARS

PTRS describes this as a review-readiness package for the state education department's unannounced reviews; the letters themselves are not spelled out anywhere in the product. Generating one inserts a row marked "Generated" and leaves the actual document location empty, since nothing in PTRS assembles a document.

determination method

How a child's eligibility tier was reached: an income application, a categorical qualification such as an existing federal benefit, area eligibility, or a default. It is stored alongside the tier with nothing cross-checking the two, so a record reading "free, by income application" is simply an assertion by whoever filled in the form.

device registration

A push-notification token registered against a guardian, one per guardian and token, with a platform name and when it was last used. Nothing calls the save that would create one, and the one place that reads it, the notification dispatcher's push-notification path, has no actual delivery service built behind it anywhere in the product.

Draft

The status every incident is created in. Draft is the only status an incident can be deleted from, and the only status it can be submitted from.

duplicate strategy

The choice, merge or create new, that decides what an import does when it finds an existing child, staff member or program. It is fixed at the moment of upload and never actually updated, so the Duplicates screen three steps later changes nothing. Create new, the default, actually skips a detected duplicate rather than creating a second record, the opposite of what its own card describes.

eligibility rule

A condition on a program enrolment, made of a rule type, a comparison and a value. Rules are saved correctly and nothing in PTRS ever actually checks them, at enrolment or anywhere else.

eligibility tier

Free, reduced or paid, the band that decides a meal's reimbursement rate. The one reimbursement calculation that actually runs in PTRS applies the free tier to every meal, regardless of the child's own recorded tier.

emergency action plan

A per-child plan for an allergy, asthma, diabetes, seizure or other condition, recording triggers, mild and severe symptoms and response steps as separate required fields. It is created as a draft and only counted once it is actually activated.

emergency alert

A site-wide urgent message to guardians, with a per-guardian record of delivery and acknowledgement. It is the only kind of notification any part of PTRS actually tries to send, and nothing anywhere creates one, so the process meant to chase an unacknowledged alert never has anything to chase.

emergency alert receipt

A per-guardian record of an emergency alert's delivery, being read, and being acknowledged. The one save that creates one sets all three of these at the exact same moment, so a receipt can never actually exist in an unacknowledged state, which is precisely the state the process meant to chase people down relies on finding.

emergency contact

Someone to telephone about a child when a guardian cannot be reached, with a priority order. PTRS requires at least two before an enrolment record can be added.

enrollment prerequisite

One of five conditions PTRS checks before it will add an enrolment record: two emergency contacts on file, an active emergency-hospitalisation consent, immunisations marked current, a physical exam within the past year, and every emergency medication on site cleared to be given. A failure names the specific check that failed.

enrollment readiness

Whether a child's own health paperwork is complete enough to enrol. This one calculation is the module's only real piece of shared logic, and it is reused directly by the site-wide summary, the child's own health summary, and check-in.

executive dashboard

A thirteen-figure organisation summary with a table broken down by site. Two of the thirteen figures, compliance score and average daily attendance, are always zero, and nothing calls the action that reads it, so the only way to see it at all is the Download Report button on the analytics screen.

extraction confidence

The percentage shown on a Quick Scan review screen. It is the confidence the language model itself reports about its own reading, stored exactly as returned. It is not worked out from the individual fields, and it is not a measurement of actual accuracy.

facility booking

A room reserved for a date and time range, optionally linked to a program schedule or to one session occurrence. Nothing calls the save that would create one, so none exist, and every booking would stay tentative forever regardless, since nothing sets either of its other two possible states.

feed event

The live-update message telling an open dashboard that something happened. Seven places in PTRS send one: two check-in actions to a single site's own group, and the compliance engine plus three OCCL deadline checks to everyone connected across every organisation. The home screen responds by clearing all of its own remembered figures at once rather than updating one specific panel.

field mapping

The pairing of one column in an uploaded file to one target field on one record type. Matching them up automatically works on a simplified name, first for an exact match and then for a partial one, with a small list of known abbreviations so "DOB" finds "date of birth." Two mappings may not target the same field on the same record type. Matching a field is not the same as importing it: 23 of the 64 fields the wizard offers are matched, shown in the preview, and never actually written.

FIFO order

The order in which inventory lots are meant to be used up, first in, first out. PTRS assigns it as the next number in sequence for the site at the moment a lot is created, an order of arrival, not a date, so a lot received later but expiring sooner is still used last.

financial summary

The consolidated report of committed funder grants, amounts owed by families, and projected CACFP reimbursement. It is the only report in PTRS that states its own assumptions directly in what it returns, and it shares family financial details more widely than the screen built specifically to show one family's own finances.

float pool

A list of staff available to cover shifts across sites, with a county, a maximum travel time, the sites they can cover and their preferred shifts. Nothing in PTRS reads any of it: being on this list affects no schedule, no coverage calculation and no suggestion anywhere.

FNS-101

The federal racial and ethnic participation summary. PTRS works out each child's reporting category from their recorded ethnicity and race, rather than asking for it directly, and groups the results by program year.

follow-up action

A task attached to an incident, with someone assigned, a due date and a status of pending, completed or overdue. The incident detail screen shows them; nothing in the Incidents module actually creates one.

food component

One of the five USDA meal components PTRS recognises: grain, meat or a meat alternate, vegetable, fruit and milk. Which are required for which meal is fixed directly in the checking logic, not read from the rules PTRS otherwise stores.

food safety certification

A staff food-handler or manager certificate, with who issued it, an issue date and an expiry. PTRS works out a renewal status from the expiry date: expired once past it, expiring soon within 90 days, current otherwise. Two unrelated record types in PTRS share this same name.

funder

A grant funder tracked in the Analytics module, with a grant amount, a reporting frequency, a next-due date and a status of current, due soon or overdue that nothing in PTRS actually works out. This is a separate record from the Programs module's own funding source; the two tables are never reconciled with each other.

funder report

A generated report for one funder, with the attendance and enrolment totals baked directly into it. Its period is always the last 30 days no matter what frequency the funder actually reports on, and its attendance figure is always zero, because the table it sums has no writer. Its status can only ever be "Draft."

funder report package

A description naming the report package, its sections, its deadline rule, its deliverables and the regulations it cites, stored inside a funder's own notes field. The only thing that ever writes it is a one-time setup step, and that same field is also shown on the funder form as a free-text notes box that overwrites it the moment anyone edits and saves.

funding allocation

The link between a grant and a program for one fiscal year. Nothing in PTRS totals these, and nothing compares them against either the grant's own amount or the program's own budget. Both of its actions are unreachable, and there is no way to update or remove one.

funding source

A funder an organisation receives grants from, with a named contact. Creating or editing one needs the financial-data rule; reading the list only needs the rule for the whole Programs group. No screen in PTRS calls any of the three actions available.

grant

An award from a funding source, with an amount, a separately recorded amount actually received, a grant number, and application, award, start and end dates. Its status has no real progression at all, since every value can be set at any time, and none of its five actions has anything calling it.

grant requirement

A funder's own reporting obligation on a grant, with a due date and a met flag. The only save that touches it is unreachable, and the Programs module schedules no reminder for it, so a missed deadline has no way of ever actually surfacing.

guardian

A parent or carer, kept as an organisation-wide record and linked to each child through a connection that carries the relationship, a primary flag and pickup authorisation. PTRS creates a brand new guardian record for each child rather than linking an existing guardian to a second child.

guardian account link

The connection between a sign-in account and a guardian's own record. PTRS has three separate mechanisms for this, a stored sign-in reference used by the server itself, an email match used by the guardian live-update connection, and a third field that is declared and never actually read or written, and no way to establish any of the three through the product itself. The one PTRS actually uses has exactly one writer anywhere in the whole product: a development copy's own starter data.

guardian ownership filter

The check applied to every one of the Parent Portal's 20 actions. It requires a guardian identifier on every request, reads that guardian's own stored sign-in reference, and compares it against the signed-in account's own identity, giving the same refusal for a missing guardian, another organisation's guardian, an unlinked guardian and somebody else's guardian entirely. This is why a parent cannot reach another family's child by changing a web address.

hash chain

The tamper-evidence built into the audit record. Each entry stores a cryptographic fingerprint of the entry before it plus its own record type, record id, action and time, so removing, inserting or reordering an entry breaks every fingerprint after it. Who made the change, the written description and the values before and after are all outside that fingerprint.

health document

A member health record of one of eleven document types, from a physical exam to a caregiver support acknowledgement. Read-only on every screen; nothing calls the save that would add or update one.

household income application

The CACFP eligibility determination: household size, reported income and how often it is paid, the signing adult and a signature. This is the only place PTRS actually works out an eligibility tier from real numbers, and not one of its five actions has a screen behind it.

illness disposition

What happened to a child after an illness was recorded. PTRS itself only supports being sent home, isolated, returned to the program and emergency services; the form offers five choices, two of which PTRS then rejects.

illness record

A record of symptoms, disposition, first aid given, whether a parent was told and pickup, for one child on one occasion. Marking it contagious writes a public health notification record and notifies nobody at all.

immunization record

A member health record of a vaccine type, date received and dose number, or an exemption. Read-only on every screen; nothing calls the save that would add one.

import job

One run of the data-import wizard, from an uploaded file through to being executed or reverted, moving through nine stages. It stores where the file was kept, which record types were selected, the duplicate choice made at the moment of upload, the parsed row and column counts, four result counts and when it was reverted. Its own site is taken from the account's first reachable site, not from the site actually chosen in the wizard.

import record

One row's own outcome within an import job: the row number in the source file, the id of the record it created or merged into, whether it was merged, a snapshot taken before any merge, the original data from the file, and any error message. This is what makes reverting possible, and that snapshot covers fewer fields than a merge actually changes, for both children and programs.

incident pattern

A stored pattern found in recent incidents: a site hotspot, a week-over-week spike, a cluster at a particular hour, or a child involved repeatedly. It is worked out from four fixed thresholds on the server, not by a model, and the whole set is replaced from scratch on every scan.

income guideline

The stored federal poverty threshold for one household size in one year, used to work out the free and reduced income cut-offs. This table has no starter data and no screen, so it is empty on every installation, and a fixed fallback table is used instead.

income verification

The follow-up check on a sampled, already-approved income application. PTRS draws three percent of the eligible population, rounded up with a minimum of one, and records an outcome, except that the form and the underlying record disagree about the fourth possible outcome, so a household that never responded cannot actually be recorded that way.

sign-in service account

The credential PTRS uses for every management action against its own sign-in service: creating accounts, assigning roles, enabling and disabling them, and triggering password-setup messages. It is only set up when a particular connection setting is filled in; without it, nine of the ten user-management actions cannot even start. Both of PTRS's own sign-in environments grant this account permission to manage and view accounts and to manage and view the realm itself.

KPI measurement

A dated numeric reading against a program goal, with a metric name, a value, an optional target and how often it is measured, daily, weekly, monthly, quarterly or annually. Nothing in PTRS can actually record one.

leakage scan

The check run on a model's answer before the text ever reaches you. It checks for four kinds of information, a social security number, a phone number, an email address and a date, and replaces any match with a marker, records the event and flags the answer. It has no check for a name or an address, both of which the earlier step does substitute for.

learning outcome

Something a program intends a child to know, be able to do, feel or do differently, categorised as knowledge, a skill, an attitude or a behaviour. Nothing in PTRS can actually create one.

licensed capacity

The maximum number of children a site may hold under its OCCL licence. It is recorded in two separate places, on the licence itself and on the site's own profile, and nothing keeps the two in agreement. Only the site profile's own figure is actually enforced: it blocks a program enrolment once active enrolments reach it.

location access

A record assigning one account to one site, with who assigned it and when. It decides which sites a site director, a regional director or a staff account can reach; a super admin, an organisation administrator and a read-only account are given every active site in the organisation regardless. Saving the Location Access card replaces the whole set at once rather than adding to it.

meal pattern rule

A stored requirement that a meal type include a particular component. PTRS holds 70 of these, loaded only into a development copy for one fixed organisation, of which 62 are exact duplicates, and the service that actually checks a meal never reads them at all.

meal record

One row per site, date and meal period, holding a total served, a breakdown by age band, the menu items and who recorded it. It is a total for the whole site, not a record of any one child's own meal. Its own validity flag is set to false by every save that touches it and never set to true by any.

meal service window

A configured start and end time for one meal type at one site. PTRS checks the range and refuses a duplicate active window, and nothing outside this one part of the product ever reads the result.

meal substitution

A replacement item served to one child for a medical, disability or allergy reason. Every choice on the screen's own substitution-reason dropdown is rejected by PTRS, and the form itself submits two blank identifiers, so none has ever actually been recorded.

medication administration log

The record of a dose actually given: who gave it, when, who witnessed it, and whether the parent was told. Nothing in PTRS can actually write one; every piece needed to do so exists and no screen ever calls it.

medication on site

A medication kept at a club for one child: the drug, dosage, route, storage location, expiry, and the guardian and physician authorisation documents. It is created active, and the only move any screen actually makes is returning it to the parent.

medication policy tier

A per-site setting deciding which kinds of medication may be registered there: no administration at all accepts only emergency medication, prescription-only adds prescriptions, and prescription-and-over-the-counter accepts all three. This whole check is skipped entirely when a site has no health profile at all.

medication route

How a medication is given. PTRS itself supports oral, topical, inhaled, injected, rectal, eye drop, ear drop and nasal routes; the form offers nine choices and only four of them are actually valid.

member

A child or young person enrolled in the program. PTRS uses this word for the child, never for a member of staff. A member belongs to the organisation rather than to one site, so one record can attend more than one club.

member document

A file or a record of one attached to a child, one of 24 kinds, moving through pending, verified, expired, missing or waived. The file itself is optional; a record can exist holding only the fact that a document type applies.

member status

The stage a child's record is in: new, active, renewing, former, inactive, terminated, suspended, on the waitlist, alumni, or deceased. This is the closest thing PTRS has to deleting a child's record, since a member record can never actually be removed.

menu template

A reusable single-meal menu. Its compliant, non-compliant or needs-review status is simply typed in by whoever creates it, and no actual meal-pattern check ever runs against it, so the tick shown on the card claims something PTRS never checked.

model tier

Stronger or faster. Reports, the data question screen, regulation answers and analysis all go to the stronger model with more room to reason; classification, pulling out structured facts, drafting notifications, summaries and translation all go to the faster model kept closer to the facts. Which actual model each tier names depends on which one is configured to answer.

MSR

The BGCA Monthly Statistical Report, a twelve-month statistical return covering attendance, average daily attendance, registered members, new memberships, days open, ethnicity, meals and program participation. PTRS actually computes ten of its sections and hard-codes two of them as zero.

net projected position

Committed funding plus projected CACFP reimbursement, less outstanding family balances. PTRS's own internal note describes this as a planning figure and explicitly not a formal accounting figure; that caveat never actually reaches the screen, which shows only the resulting number.

notification channel

The route a notification takes to reach someone. Four are defined, in-app, email, text message and a push notification, and only the first two are actually built. A notification whose channel has no working delivery is stored immediately as failed.

notification dispatcher

The one part of PTRS that creates a notification record. It resolves the guardian, applies quiet hours, translates for a guardian who prefers a language other than English, and sends on the in-app channel plus the guardian's own preferred one. Nothing in PTRS ever reaches it, so no notification has ever actually been created.

OCCL

Delaware's Office of Child Care Licensing. PTRS labels it "Office of Child Care Licensing, Delaware DELACARE Regulations" on the incident tracker.

OCCL license

The licence OCCL issues to a site: a number, a status, issue and expiry dates, a renewal date, licensed capacity, the DELACARE version it was issued under, and fire-marshal approval. PTRS spells it "License" on screen. Once created, the record cannot be changed from any screen, because nothing calls the save that would update it.

offline queue entry

A meal recorded on a device with no connection, waiting to be sent. Nothing in PTRS actually writes one and nothing turns one into a meal record; its status is always "queued," which the screen that lists them shows as "Pending."

onboarding gate

The computed "can start work" condition on a new hire's onboarding: one completed background-check task whose name mentions a fingerprint, plus any one completed required training task. It is shown as a red or green banner, and nothing else in PTRS, no shift, room assignment or ratio calculation, actually checks it.

operational report

One of ten catalogued reports covering attendance, enrolment, staff, incidents, meals, compliance, finance and demographics. Five return genuine figures; three read the attendance roll-up that has no writer, and one reads two compliance tables that can never actually be written to.

parent message

A message between a guardian and a staff member about a child. The one save that creates one always marks it as coming from the parent, so a staff reply can never actually exist; no staff screen reads this table at all, so a saved message reaches nobody; and the guardian's own composer sends a staff identifier in the wrong format, so every attempt to send is rejected before it is even processed.

guardian live-update connection

The live-update connection for guardian-facing events. It is the first such connection in PTRS whose broadcast names exactly match what the browser actually listens for, and both ends are dead anyway: the part that would send has nothing calling it, and the part that would listen has nothing calling it either. It also resolves a guardian by email, a different method from the one the server itself actually uses.

participant

A member or staff member recorded against an incident. The wizard calls this "Members Involved" and "Staff Involved"; PTRS calls it a participant, and stores a member as a separate kind of involvement record.

partner agreement

A written agreement under a partnership, with a status, dates and a document web address. Who signed it and when have no save anywhere in the product that could ever fill them in, so an agreement can never actually be recorded as signed.

partner contribution

Something a partner gives a program: financial, in-kind, volunteer time, equipment, a facility, expertise or materials, with an optional cash value. Nothing in PTRS ever totals that value, so contributions can be recorded and never actually reported on.

partner organisation

An external body a program partners with. Nothing in PTRS can create one; both saves that would exist to do so have no screen calling them, so the partner dropdown on a new partnership is empty on any installation where none was added directly.

pending organisation assignment

The message PTRS returns when a signed-in account either has no account record at all, or a record with no organisation set. The message reads that the account is not yet assigned to an organisation and to contact an administrator. Only the invitation action ever sets an organisation, so an account created any other way lands here permanently.

personnel file

A staff member measured against eleven document requirements built into PTRS under DELACARE Section 30, each with its own section reference, a required timing, a confidentiality level and an OCCL audit priority. PTRS stores a web address for each document, never the file itself, and every upload lands in a pending status because nothing can actually verify one.

physical limitation

A member health record naming a limitation, the activities it restricts and the accommodations needed. It can be added and removed on the child's own Health tab, and never edited.

pickup password

A word a family agrees on with the club, used to confirm identity when someone collects a child. PTRS stores it as plain, unprotected text on the child's own record, and returns it whenever that record is opened, to every role that can see it.

PII token

A placeholder such as a labelled child or email marker, substituted for a personal value before a prompt is sent to a model, and swapped back for the real value once the answer returns. Eight categories of information are substituted this way. The map of substitutions lives for one question only and is thrown away once that question is answered.

point-of-service count

A count taken at the exact moment a child is handed a meal, by the person handing it over. PTRS instead records a per-site total with the staff member who entered it, not a per-child count at the actual serving line, and the screen named for this cannot save at all.

position type

One of eleven DELACARE staff positions, each carrying a minimum age, whether it can supervise, whether it can be alone with children, whether it counts toward ratio, and whether a DEEDS certificate is required. No screen in PTRS actually assigns a position to anybody, so every staff member has none recorded.

pre/post comparison

The difference between the average score on a program's pre-assessment and its matching post-assessment. It is a raw score difference in whatever units the assessment uses, not a percentage, and no assessment score can actually be recorded from any screen.

procurement method

The federal classification of how a purchase was made: a micro-purchase, a small purchase, a sealed bid, a competitive proposal, or a sole-source purchase. The order form offers two of these five and two further values PTRS itself rejects.

production record

The daily record of what was planned, prepared and served for one meal service, with a line for each item and its USDA component. PTRS’s own documentation describes it as matching one-to-one with a meal record under the federal meal-program regulation.

program

What a club offers: a named record with a type, a season, how it is delivered, an age band, a lifecycle stage, a capacity, a date range and an age range, owned by one site. Children are enrolled against a schedule beneath the program, not against the program record itself.

program assessment

A named measurement attached to a program, marked as a pre-assessment, a post-assessment, or both, with an optional maximum score. Results can never actually be recorded against one from any screen.

program budget

A budget for one program in one fiscal year, with a stated total, an allocated total worked out from its own line items, and a spent total that grows with each expense. Allocated stays permanently at zero because line items can never actually be created, and none of these figures is ever checked against another.

program calendar

A dated span during which one CACFP program type is active at a site, with an optional date and type for switching from ARAS to SFSP. No screen reads or writes one.

program charter

A program's mission, vision and scope in writing, moved from draft to pending approval to approved or rejected. This is the only Programs workflow that runs from start to finish. It cannot be edited after it is created, its own version number never moves past one, and it can never actually be marked expired or superseded.

program compliance requirement

A DELACARE, OCCL, federal or other obligation recorded against one program, with a regulatory body, a due date, a met flag and an evidence web address. Both of its actions work and neither has anything calling it; the program's own Compliance tab reaches PTRS for none of it.

program document

A document record attached to a program: a title, a type and a web address someone types in. PTRS does not upload or store the file itself, no version record is written for the first version, and the record can never actually be archived or deleted.

program evaluation

A dated quality review of a program, with a named evaluator, an overall rating from excellent to unsatisfactory, and a summary. The screen built for this does not actually reach PTRS at all.

program expense

A single cost posted against a program budget, with a category, a date, a vendor and a receipt reference. Its status can only ever be "Pending," since approved, rejected, paid and voided all have no save that could ever set them, so a budget's own spent figure means entered, not actually approved.

program goal

A named intention for a program, in one of seven categories, holding objectives and KPI measurements. Every goal is created as "Not Started," and the one action that would change its status is unreachable.

program partnership

A link between one program and one partner organisation, with a role and dates. It is always created as "Proposed" and there is no way to update it, so active, on hold, completed and terminated can never actually be set.

program pillar

One of the six national Boys & Girls Clubs program areas: academic success, good character and citizenship, healthy lifestyles, career readiness, arts and culture, and STEM. These are only ever loaded in by a step that runs in development, so the list is empty on staging and on a real installation.

program schedule

The record a child is actually enrolled against. It carries the repeating pattern, the days of the week, the times, the dates it is in effect and a default room. One is created automatically with every program and named Default, and none of its own scheduling details can be changed from any screen.

program staff assignment

A staff member attached to one program in one of six roles, with a start date and optional weekly hours. It can be created and deleted, never edited, so an assignment can never actually be given an end date.

program status

One of seven stages a program moves through: draft, in review, approved, active, suspended, completed and archived. The moves between them are checked on the server, and archived is final, since nothing in the module can delete a program outright.

program version

A saved snapshot of fifteen fields from a program, numbered in order. A snapshot can be created and read back; nothing in the module can actually restore one.

program year

The year-range text that scopes an enrolment, an income application, a verification and a review-readiness package. It is checked only for its shape, not against anything else, and the enrolment form always defaults it to one fixed year regardless of when it is actually used.

provisional session

An attendance session the kiosk invents on its own when it cannot reach PTRS, so the door keeps moving. It carries a placeholder staff identifier. Reconnecting replaces its session id with a real one and leaves that placeholder in place, which is why a check-in queued against one can fail to reconnect properly.

public health notification

A record written automatically whenever a contagious illness is recorded, naming the Delaware Division of Public Health as a fixed value. No message is actually sent, and no screen lists these records.

Quick Scan

The feature that turns a photograph or document of a completed paper application into a child's record. It sends the file to an outside AI service, stores a structured reading with a confidence label on every field, and creates the child's record once a reviewer confirms it.

quiet hours

A window on a guardian's own record during which non-emergency notifications are held back, stored as a start and end time and able to cross midnight. The comparison is made against a fixed reference time rather than the guardian's own local time, and no screen in PTRS actually writes this setting.

Rap Back

Continuous criminal-history monitoring after a clearance, under Delaware House Bill 47. PTRS has an enrolled status, an alert status, and a way of enrolling someone with no save action behind it at all, so reaching enrolment through the ordinary status change leaves these particular fields on the record empty.

ratio rule

A stored DELACARE staff-to-child limit for an age band, seven in total, from four to one for infants to fifteen to one for ages nine to eighteen, each naming its own DELACARE section. PTRS picks one by matching the number against a room's own configured limit, never by a child's actual age.

ratio snapshot

The permanent per-room record of staff-to-child ratio, written every 15 minutes during a site's operating hours. It stores the child count, the staff count, the required ratio, the actual ratio and whether it was in compliance, and it is the only historical ratio evidence PTRS keeps.

ratio verdict

The safe, warning or critical status the server works out for a site from its latest ratio reading's own compliance flag and its own required ratio. The red banner on the home screen uses this real verdict. The smaller tile beside it ignores it and applies a flat fifteen-to-one threshold instead, so the two can disagree about the very same site.

regulation chunk

A roughly 2,048-character slice of a loaded regulation document, split on sentence boundaries with 256 characters carried over into the next slice, stored with a numeric fingerprint and any DELACARE section reference found inside it. These are not kept separate by organisation; the whole library is shared by every organisation on the same installation.

reimbursement rate

The published per-meal amount for a program type, meal type and eligibility tier in a given year, stored with the federal notice it comes from. PTRS holds two rate tables for the same year that cite the same notice and disagree with each other on every rate they share, and no screen can load either one in.

resource library item

A reusable teaching material in the organisation-wide library, stored as a title and a web address with a content type and tags. PTRS does not host the file itself, and nothing in the product can attach an item to a curriculum session.

restricted person

Somebody explicitly barred from collecting or contacting a child, kept as a separate list from the authorised pickups, used for custody orders and no-contact orders. The screen calls this "Restricted Person."

review readiness

A per-site assessment of whether the records a state review would ask for actually exist. PTRS runs nineteen checks across eight categories and names every missing item, scoring each category green, yellow or red.

rich response

The chart, table or set of cards sent after an AI answer’s own words, and shown underneath the text. The server can send 19 different ones, and the screen is built to recognise 24. It is read directly from your organisation’s own records and never passes through the pipeline that strips out personal details.

role hierarchy

The seven-level order PTRS checks before any role can be granted or removed, from read-only at the bottom to super admin at the top, with guardian, staff, site director, regional director and organisation administrator between them. An administrator can only assign roles at or below their own level. An OCCL auditor sits outside this order entirely, and outside both of PTRS's own sign-in environments too, so it can never actually be assigned through the product.

room occupancy

A point-in-time record of how many children and staff a room held, with the ratio and a safe, warning or violation status. It is only written by a check-in or check-out that names a room; its staff count is copied from the previous record and defaults to one.

safe range

Whether a food temperature reading met its own threshold for the kind of reading taken. PTRS works this out and stores it at the moment of entry: hot readings at or above 135 degrees Fahrenheit, cold at or below 41, reheating at or above 165, cooling at or below 70. PTRS cites no specific regulation for any of the four thresholds.

safety assessment

The annual site safety review, tracked as a single date on a site's health profile. The rule that scores it gives full marks under a year old, tapers the score over the final 30 days, and scores zero when it is overdue, never performed, or when the site has no health profile recorded at all.

schedule exception

A single date on a repeating schedule that is cancelled, changed or added outside the normal pattern. Cancelling one this way also cancels a matching session occurrence that already exists.

self-audit

An organisation checking its own site against seven areas before a state review does. PTRS works out the overall verdict from the results rather than accepting one directly: critical issues on any failure, needs attention on any area not yet reviewed, otherwise ready for review.

serving requirement

The minimum quantity of one component for one age band at one meal type. PTRS holds 84 of these, loaded only into a development copy, and applies them only when the request happens to supply a matching USDA age group.

session occurrence

One dated instance of a repeating program schedule, generated in bulk over a date range and carrying its own status, times and room. Nothing in PTRS can actually create one.

severity

A five-level scale recorded on every incident. The incident list and its detail heading show these as Low (the two lowest levels), Medium, High and Critical (the most severe level).

SFSP

The second CACFP program type, labelled "SFSP (Summer Food)" on the enrolment form. The built-in reimbursement rates cover SFSP only at the free tier.

SignalR

The live-update connection between PTRS and an open browser tab. Attendance events are grouped by site: joining a site's group is checked against the account's own assigned sites, and an administrator-tier account is joined to every site in the organisation. Nothing is delivered to a closed tab; it is not a notification system.

site health profile

One record per site holding the medication policy tier, storage and first-aid locations, isolation area, defibrillator, nearest hospital, and the radon and safety-assessment dates. Only the policy tier actually changes any behaviour.

site inspection

A recorded OCCL visit to a site: type, date, inspector, pass or fail, the investigation outcome, a violation count, a corrective deadline and notes. This is a separate record from the unrelated inspection record the compliance radar reads, which nothing ever writes to. Both exist; neither can see the other.

site monitoring review

A sponsoring organisation's visit to one of its own sites, announced, unannounced or a follow-up, recording the point-of-service counting method observed and comparing the menu that was offered with the menu that was actually served.

site status

Whether a site is active, temporarily closed or permanently closed. It colours the map marker and drives the three counts on the home screen. It is kept separately from the closure date, so a site can be marked closed with no date recorded, and the job that flags a long closure needs both to be set.

site transfer

A record of food moved between two sites. It writes only that one record and creates no inventory change at either site, so the stock counted at neither site actually changes.

staff certification

A dated certificate held by a staff member. Medication administration is the one type the medication feature actually checks for, and no choice on the add-certification form actually produces it, since seven of its eight choices are not valid at all.

staff credential

One certification held by a staff member, one of nine types, with an issue date, an expiry date and who issued it. Its status is worked out from the expiry date: current, expiring soon within 30 days, or expired after. Three further statuses exist on paper (revoked, rejected, pending verification) and nothing in PTRS can ever actually set them.

staff note

A free-text note on the Notes screen, optionally attached to a record by type and id, with a category, a pin flag and an owner. This is a different record from a note on a child's own record: it has no confidentiality flag and no follow-up tracking, and neither one reads the other's table.

structured report

A document PTRS assembles from an incident record: summary, details, participants and timeline. It is built from a fixed template on the server, not written by a language model.

success criterion

A single tick-box test under a program objective, with a description and a met flag. Nothing in PTRS can actually create one.

suggestion chip

One of the pre-written questions offered beside the chat box, grouped under a heading and filtered to your own role. Two of the groups are built from live figures, a recent incident count and a low compliance average, and the rest are fixed text.

temperature log

A dated set of food temperature readings for one site and one kind of log, receiving or meal service. PTRS rolls up two flags onto it: whether any single reading was out of range, and whether every out-of-range reading has a documented fix recorded against it.

text provider

The service that actually generates the AI Assistant's answers, either your own organisation's own equipment, or an outside service reached over the internet. One setting decides which. The checked-in default configuration selects the outside service; the production environment template selects your own equipment. This is the single setting that decides whether a prompt ever leaves your own organisation's equipment at all.

timeline entry

A permanent line on an incident recording what happened and who did it. PTRS writes one when the incident is created, when a participant is added, when a health field is updated, when its OCCL status changes, when a structured report is built, and when it is submitted.

training catalogue

The sixteen training types built into PTRS, each citing the regulation that requires it, from DELACARE and Delaware statute to federal meal-program rules and BGCA's own standard. Fifteen of the sixteen are mandatory, and every training-compliance figure in PTRS is measured against those fifteen for every staff member, regardless of their actual position.

waitlist

Where an enrolment goes when a program is full and its own waitlist setting is on. The position shown on screen is recalculated from enrolment dates every time it is viewed, while moving someone off the waitlist relies on a stored number that only a bulk enrolment ever actually writes.

whole grain-rich

A grain meeting the USDA whole-grain standard. PTRS records it as a flag on a food item and warns rather than blocks a meal with no whole grain-rich grain in it, because the actual requirement applies across a whole day rather than any single meal.