Work the enrolment screens
Tom wants to know how many of Claymont's participants are Free, Reduced and Paid before a review. This page is how to read the enrolment screen and its detail page correctly, know which numbers are real, which are structurally fixed, and which panel is answering a different question from the one it appears to answer.
The page has three panels and one hidden dependency
CACFP Enrollment is subtitled "Manage participant enrollments and eligibility tiers per federal rule." It shows:
- Enrollment Summary, three counters and a tier line
- Area Eligibility, a single status card
- CACFP Enrollments, the list, with a status filter and the Enroll button
All three depend on one value the page works out before showing anything, the site, which is the header's selected site, falling back to your first assigned site if that is a real one rather than "every site," and otherwise nothing at all.
With no site resolved, the three panels do three different things, and none of them says so:
- Enrollment Summary and CACFP Enrollments silently widen to the whole organisation.
- Area Eligibility stops asking PTRS anything at all, and shows its amber "Area Eligibility Not Configured" state.
- Enroll sends nothing where a site is required and PTRS refuses the request.
Pick a site in the header before reading any number on this page.
Enrollment Summary
Three counters and a tier breakdown.
| Tile | What it counts | Trust it? |
|---|---|---|
| Active (green) | The number of enrolments with status Active | Yes, counted by PTRS itself |
| Inactive (grey) | Total minus Active, worked out on the page | No, see below |
| Total | The number of enrolments, unfiltered | Yes, counted by PTRS itself |
| Free / Reduced / Paid | Counted from the first page of active enrolments | Only up to 25 participants |
"Inactive" is always 0
Every enrolment PTRS has ever created is Active. Creating an enrolment always writes that status, and the two actions that would write any other status, updating and withdrawing, have no screen anywhere in PTRS.
So total minus active is always zero, and the tile is a label sitting over a fixed number.
The same fact makes the list's status filter half-decorative: Active matches everything, Inactive and Withdrawn match nothing, and Waitlisted and Completed, both real statuses PTRS defines, are not offered at all.
The tier line stops at 25
The tier breakdown reads only the first 25 active enrolments and counts their tiers on the page, in the order PTRS most recently created them.
The Active tile above it is the true count from PTRS. So at a site with 60 active participants the Active tile reads 60 and Free plus Reduced plus Paid sums to 25.
The three numbers are a sample of the 25 most recently enrolled. Treat them as an indication, never as a tier census. There is no way to export the list and no way to see a true count by tier.
Note also that the counting treats anything that is neither Free nor Reduced as Paid, with no exceptions.
Area Eligibility
One card, in one of three states.
Amber, "Area Eligibility Not Configured"
"This ARAS site requires area eligibility documentation (50%+ free/reduced enrollment from feeder school)."
This is what the card shows whenever the request fails or returns nothing, including when it was never asked because no site was resolved.
PTRS can record a site's area eligibility, and there is no screen anywhere that does it. The same is true of updating a record, seeing which sites are about to lose their eligibility, and the organisation-wide summary, four of the five area-eligibility actions PTRS can perform.
The card names the requirement it cannot help you meet. Recording area eligibility today means someone with direct system access doing it outside this screen. See the reference page.
Green, the record meets the threshold
Shows the percentage to one decimal, the feeder school, the district, the school year, "n of N students free/reduced," and optionally "(CEP school)" and "| DDOE Approved."
What the green state does not tell you:
- Whether the certification is still current. An expiry date is a required part of the record and the card does not show it. PTRS returns whichever record was certified most recently, with no check for whether it has lapsed, so a certification from two school years ago renders exactly like one signed last week.
- Which record it is. If several school years exist for the site you get the one certified most recently, whether or not it is the current one.
Read the school year in the middle line as the closest thing to a currency indicator.
Red, the record does not meet the threshold
Only reachable one way, and it is worth knowing why.
When a record is first created, PTRS works out the percentage and refuses to save anything below 50% (or the equivalent for a Community Eligibility school), with a message naming the percentage and the threshold. So a failing record cannot be created in the first place.
Updating an existing record recomputes the percentage from new counts and saves it without checking the threshold again. A record created at 60% and later updated to 10% stores, and the card turns red.
The threshold arithmetic, including the Community Eligibility multiplier, is on How a participant becomes eligible.
CACFP Enrollments
The list itself is straightforward and honest. Per row: the child's name (or "Unknown Member"), the programme, the program year and the enrolment date, the tier badge and the status.
The count in the subheading is real. "n participants enrolled" is PTRS's own count, not a count of what happens to be on screen.
Paging appears above 25. Previous and next controls at the foot, with "Page n of m." Both the page and PTRS itself use 25 as the page size.
The rows are not clickable. Clicking one does nothing.
Reaching the detail page
An enrolment's own detail page exists and works. Nothing in PTRS links to it, it is not in the sidebar and the list rows do not respond to a click. Reach it by typing its web address directly, with the enrolment's own id.
It shows the child's name, a short id, the programme and the program year, then four to seven fields:
| Field | Always present? |
|---|---|
| Status | Yes, always Active |
| Eligibility Tier | Yes, as a badge |
| Determination Method | Yes |
| Enrolled | Yes |
| Withdrawn | Never appears. Nothing in PTRS can write a withdrawal date |
| Carryover Expiration | Never appears. Nothing in PTRS can write it |
| Age Group | Never appears. Nothing in PTRS can write it |
The last three are shown only when there is something to show, and there never is. The page therefore always shows exactly four fields.
There is no edit control, no withdraw control and no link back to an income application, the field that would hold one is never written.
If the id does not resolve, the page prints "Enrollment not found" in red. That covers a wrong id, an enrolment in another organisation, and a removed row equally.
What this page cannot tell you
Stated plainly, because these are the questions the screen looks like it answers:
- How many participants are Free, Reduced and Paid at this site. Only the first 25.
- Whether a participant's tier is supported by an approved income application. Nothing links the two records.
- Whether the site's area eligibility is current. The expiry date is not shown and not checked.
- Which participants left during the year. No enrolment can be withdrawn through the interface.
Related
- Enrol a participant, the one flow that completes
- How a participant becomes eligible, the tiers, the thresholds and the determination methods
- Enrolment and eligibility fields, every field and its rule
- CACFP troubleshooting
Checked against PTRS on 7 September 2026.