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Prepare for an OCCL inspection

An inspector could arrive at Claymont tomorrow morning. Tom wants to walk the site tonight against everything PTRS would check, and PTRS cannot do that walk for him. This page is the checklist, item by item, with the screen that answers each one. It prints as empty boxes.

Why this is a checklist and not a screen

PTRS has an OCCL Inspection Readiness Simulator on the Compliance Radar, and a second, better simulator inside it that no screen can run. Neither can help you: the one on screen reads inspection records nothing creates and returns FULL PASS every time, and the other cannot score below Pass while no compliance result exists. Both are described on Compliance.

So the readiness answer has to be put together by a person from six screens. Every item below names the rule it comes from and the screen that answers it. Print this page, or press Copy and paste it into whatever you carry. This guide has no offline mode; paper is the fallback.

Before you start​

  • You need to be a site director, organisation administrator or super admin to reach the licence and inspection items. A regional director can do everything except those.
  • Do this per site, not per organisation. Six of the eight checks look at one site at a time.
  • Allow the credential and training items the most time. They are the only ones where PTRS gives you a complete, correct answer, and they are the ones most likely to produce work.

The checklist​

OCCL inspection readiness, one site
  • Licensing: the site has a licence recorded with status Active (site record, Licensing tab)
  • Licensing: the licence expiry date is more than 60 days away, or a renewal is already in progress
  • Licensing: Licensed Capacity on the licence matches Licensed Capacity on the site profile
  • Licensing: Fire Marshal Approved is Yes on the licence, with an approval date recorded
  • Licensing: the DELACARE version the licence was issued under is recorded
  • Capacity: active enrolments at the site are below the licensed capacity (a new enrolment is refused at the limit)
  • Site profile: a site director is assigned, with an email address on their staff record
  • Site profile: BGCA charter number and registration status are recorded
  • Safety (check 6): at least one active staff member on site holds a CPR credential that has not expired
  • Credentials (check 2): every active staff member holds a current CPR credential
  • Credentials (check 2): every active staff member holds a current First Aid credential (a combined CPR/First Aid card satisfies neither)
  • Credentials (check 2): every active staff member holds a current Medication Administration credential
  • Credentials (check 2): every active staff member holds a current Background Check credential
  • Credentials (check 2): nothing on the Credential Tracker shows a red band or an overdue label
  • Credentials (check 2): anything expiring within 90 days has a renewal booked
  • Staff files: each active staff member has a background check that clears them to work
  • Staff files: each active staff member has completed the mandatory training list
  • Ratios (check 1): no room is above 15 children per adult, the DELACARE school-age limit PTRS applies to every room
  • Ratios (check 1): no room is above 13 to 1, the point at which PTRS starts deducting
  • Ratios (check 6): no occupied room is above its own limit, which may be lower than 15 to 1
  • Ratios (check 6): every occupied room has at least one staff member assigned to it
  • Safety (check 7): the site has a health profile (PTRS scores zero if there is none)
  • Safety (check 7): the last safety assessment was within the past 365 days
  • Safety (check 7): if the assessment is due within 30 days, it is booked
  • Safety (check 8): every active emergency action plan has a physician signature dated within the past 365 days
  • Safety (check 8): every active emergency action plan has a parent or guardian signature dated within the past 365 days
  • Incidents (check 3): no OCCL-required incident is still Pending past its deadline
  • Incidents (check 3): no OCCL-required incident without a deadline is more than one business day old
  • Incidents (check 3): every OCCL-required incident from the past 90 days has reached Reported, Acknowledged, Under Investigation or Closed
  • Documentation (check 4): at least 90% of enrolled children have a linked guardian
  • Documentation (check 4): at least 90% of enrolled children have a main guardian recorded
  • Documentation (check 4): at least 90% of enrolled children have allergy information recorded, even if it is "none"
  • CACFP (check 5): every day the site was open in the past 30 has a meal record
  • Inspections: the most recent site inspection is recorded in PTRS with its type, date and inspector name
  • Inspections: every violation from the last inspection has a corrective action plan agreed, tracked outside PTRS
  • Inspections: the corrective action deadline for the last inspection has been met
  • Paper: the current licence certificate is displayed where the inspector will look for it
  • Paper: credential certificates are in the personnel files, not only in PTRS

Where to check each item​

Licence and site profile​

Open the site from Site Directory, then the Licensing tab. It lists every licence with its number, status, licensed capacity and expiry. Expand a row for the issued date, renewal date, DELACARE version and fire marshal details.

Two limits to know:

  • The expiry warning badge on that tab never appears, for any licence. A licence expiring next week looks the same as one expiring in five years. Read the expiry date, not the badge.
  • A licence cannot be edited or renewed from any screen. Recording a renewal means adding a second licence. See Record an OCCL licence.

The site's Profile tab carries licensed capacity, fire marshal approval, the site director and the BGCA charter fields.

Capacity​

The Capacity card on the Profile tab compares the site's configured operating capacity against its licensed capacity. It is not a headcount, and a site configured to hold more children than its licence allows shows a red bar at 100% permanently. It is still worth checking, because the two numbers should agree.

The number PTRS actually enforces is different, and it works: enrolling a child in a programme at a site whose active enrolments have reached the licensed capacity is refused, with a message naming the site and the figures.

Credentials and staff files​

Compliance Radar, then Credential Tracker, All Staff, after clicking a sort pill. This is the fastest complete view of expiry across the organisation, and it is accurate. Sort By Expiry and work down from the top. Anything red is already expired.

Then per staff member: Record a background check for the clearance, and Track training compliance for the mandatory list.

Two credential traps the checks create

A combined CPR/First Aid card is a separate kind of credential from CPR and from First Aid. Check 2 looks for CPR and First Aid by name, so a person holding only the combined card counts as two expired credentials. Record a combined card as two credentials.

Check 2 also treats a credential expiring within 90 days as expiring, while the staff screens use 30 days. Something the screens call current can already be costing points.

Ratios​

No screen will answer the ratio items correctly. How ratio compliance is measured says why: every ratio screen in PTRS reports compliant whatever the headcount. Count the room. For each occupied room, count the children and the staff assigned, and check it against 15 to 1 and the room's own limit, whichever is lower.

Safety assessment and emergency action plans​

Both are under Health and Safety. Note the two dates the checks use: the site's last safety assessment date, and the physician and parent signature dates on each active emergency action plan. Both are annual. Check 7's first condition bears repeating: a site with no health profile at all scores zero on safety, the same as a site whose assessment is years overdue.

Incidents​

Find an incident in the log for anything still open, and Advance an OCCL notification for each OCCL-required incident. A staff member sees the OCCL status buttons and cannot use them, so if your incidents are filed by front-line staff, a site director has to record the notification.

Documentation and CACFP​

The Documentation Completeness card on the Compliance Radar counts personnel file documents and reads 0 out of the staff count for every requirement, because no document can ever be marked verified. It does not count the child records check 4 looks at. No screen shows the guardian, emergency contact and allergy completeness that check 4 measures; check the children's records.

The CACFP Compliance card is real. Check 5 is narrower than it looks: it compares the days with any meal record against the days with any attendance session, over 30 days. A day with one recorded meal counts as fully covered.

What you now have​

A completed sheet, and a list of specific things to fix, with the caveat that the ratio items were counted by hand and the safety items read from another part of PTRS.

When something goes wrong​

What you seeWhat it meansWhat to do
The simulator says FULL PASS and you have known problemsIt reads an empty list and passes zero checksUse this checklist. The simulator cannot report a failure.
No expiry warning on a licence expiring next monthThe badge never appearsRead the expiry date on the row
A licence cannot be editedNo screen canAdd a new licence for the renewal
Documentation Completeness reads 0 for everythingNo document can be marked verifiedCheck the personnel files themselves
A violation from the last inspection cannot be marked resolvedNothing in PTRS canTrack corrective actions outside PTRS. See Record an inspection.

Checked against PTRS on 7 September 2026.