Staff

An OCCL inspection is not really about the children in the room. It is about the filing cabinet. The inspector picks a few staff members and asks for their files: fingerprint clearance, CPR card, First Aid card, health appraisal, TB result, signed job description, training transcript. The club either produces them in minutes or it does not. Staff is where PTRS keeps all of that, per person, with an expiry date on each item, so that "which of my forty staff are missing something today?" is one screen rather than forty folders.

Who uses it

Site directors and organisation administrators run this part of PTRS day to day. Regional directors can open all of it. Front-line staff open it to see their own record, and can change it too.

OCCL auditors and read-only accounts cannot open Staff. The menu shows it to them, the page opens, and nothing loads.

Everyone who can read Staff can also change it

There is no difference in Staff between looking and changing. A front-line staff member can add a staff member, advance a background check to Fully Cleared, verify a credential, remove a credential and record a personnel document, including on their own record. Before you show Staff to anyone, know that the separation of duties a childcare operator will assume is there is not there. This is a defect in PTRS, recorded for the PTRS team, and this guide describes PTRS as it is.

A new hire at the Claymont club

Denise Okafor starts on Monday. Tom Bradley, the site director, opens Staff, presses New Staff, and enters her name, email, role, site and hire date. On the message that confirms she was created, he presses Start Onboarding, and PTRS lays out thirty-one tasks in five tracks with due dates counted from today.

Over the next fortnight Tom records Denise's CPR card and First Aid card as credentials, starts her background check and advances it as each real step happens, records her training certificates, and adds a link to each document in her personnel file. When her CHU clearance comes through and Tom records it, PTRS ticks the matching onboarding task by itself.

What PTRS does not do is tell Tom that Denise's CPR card is about to expire next year, or stop anyone putting her on a shift before her fingerprints are done. Both of those are Tom's job, and the rest of this page says why.

What PTRS does for you

• It holds the eleven documents DELACARE Section 30 asks for, each with its section, when it is due, and how high on the list an inspector puts it, and shows every staff member against them.
• It holds a catalogue of sixteen trainings with the rule each one comes from (DELACARE, DIEEC, Delaware statute, federal CACFP rules, BGCA). Fifteen are mandatory, and every training figure in PTRS is measured against those fifteen.
• It models Delaware's background check as a sequence of twenty-three steps, from the ECE portal through fingerprinting, the SBI, FBI, child protection and sex offender checks, the CHU decision and Rap Back, and refuses a step out of order. From the regulation The steps follow 31 Del.C. §309 and DSCYF Child-Care Home Unit procedure.
• It sets a clearance to expire five years after the day it was recorded.
• It holds the eleven DELACARE positions from Sections 87 and 24, with the minimum age, supervision rules and DEEDS requirement for each.
• It writes an entry in the audit trail for every change to a staff member or a credential, and marks entries about the background check clearance as highly restricted.
• When a background check is recorded as cleared, it ticks the onboarding task named "CHU clearance decision" on its own. That is the only thing in Staff that reacts to anything else.

What stays your job

• Watch the expiry dates yourself. PTRS looks at them every night and writes what it finds into its own log, where nobody reads it. No email, message or alert about an expiring credential, clearance, training or document has ever reached a person. Open the screens on a schedule instead: What happens automatically.
• Check a person is cleared before you put them on a shift. PTRS shows a red Cannot Start Work banner on the onboarding board and then lets you schedule that person without a word.
• Record the real dates in the notes. Every date on a background check is the date you pressed the button.
• Set the expiry date on every training record and personnel document yourself. PTRS never works one out from the training's frequency.
• Keep the documents themselves somewhere else. PTRS stores a link, not a file.

What this part of PTRS covers

• A staff directory with search, filters, sorting and a spreadsheet export.
• A staff record in six tabs: Credentials, Background Checks, Training, Personnel File, Schedule and Onboarding.
• Nine kinds of credential, each of which you can add, edit, remove and record a verification against.
• Background checks, with a dialog that offers only the next steps PTRS will accept.
• Training records against the sixteen-entry catalogue, with a compliance panel per person and a screen for the whole organisation.
• A personnel file per person against the eleven Section 30 requirements, plus a health record (TB test, health appraisal, physical, tetanus).
• An Audit Readiness screen rolling the eleven requirements up across the organisation, in inspector order.
• Shift scheduling on a week or month calendar, repeating up to 52 weeks, with double bookings refused.
• A float pool of staff available across sites.
• Onboarding: five tracks and thirty-one tasks per new hire, with due dates and an overdue count.

What happens on its own

Five times a night, in the small hours by Delaware time, PTRS reads staff data and writes what it finds to its own log. What each check does, and why none of it reaches a person, is on What happens automatically.

Check	Runs at (Delaware)	What it produces
Credential expiry	1 am in winter, 2 am in summer	A log line per credential 90, 60 and 30 days from expiry
Background check expiry	1 am or 2 am	A log line per clearance 180, 90 and 30 days from expiry
Training compliance	2 am or 3 am	A log line per record for four of the fifteen mandatory trainings, and one for each person missing a training
Overdue onboarding	3 am or 4 am	A log line per overdue task, then a mark on the task saying someone was told
Personnel file	4 am or 5 am	A note for each person with a missing or expired document

No renewal is scheduled, nobody is deactivated, no compliance alert is written, and no message reaches a person.

What it connects to

Part of PTRS	How
Attendance	The staff-to-child ratio calculation lives in Staff and is described under Attendance, because that is where you meet it. See How ratio compliance is measured.
Centers	Every staff member, shift and background check belongs to one site. PTRS does not check that the site exists when a staff member or a shift is created.
Compliance	The compliance score would read staff credentials for its Credentials category. It fails on every run, so no score is produced.
Health and Safety	The site-by-site training compliance figure is used by Health and Safety, not by any Staff screen.
Incidents	An incident names a reporting staff member, who must exist.
Notifications	Not connected. Every alert in Staff is an email that becomes a log line. See Notifications.
Sign-in accounts	Not connected. Creating a staff member creates no login.

Not yet available

Read this before you show Staff to anyone or promise any of it.

Creating a staff member creates no login

A staff member added here can be scheduled, credentialed and onboarded, and cannot sign in. Sign-in accounts are created separately under Administration, and nothing links the two records afterwards. The same person exists twice.

The position chosen when adding a staff member is thrown away

The Add Staff Member dialog shows a Position Type list of all eleven DELACARE positions, and what you choose is not saved. No screen in PTRS assigns a position to anyone. So the Position column in the directory is always empty; the Qualification Gaps card on a staff record never appears, because it needs a position; and the DELACARE minimum age rule never runs, because it needs a position and a date of birth, and PTRS records neither.

Four fields on Add Credential are thrown away

Certificate Number, DEEDS Certificate ID, Credits Completed and Quality-Assured Hours are on the dialog and are not saved. The certificate number can be added afterwards with Edit. The other three cannot be recorded anywhere.

A personnel document is a link, not a file

Upload Document stores a web address of up to 500 characters. PTRS holds no file, no scan and no copy. Worse for inspection day, every document you record stays marked as pending for ever, because nothing in PTRS can mark one verified. The Completeness figure on a personnel file counts only verified documents, so it reads 0% for everyone, while the Audit Ready badge beside it can be green. See Build a personnel file.

A staff member cannot be deactivated from any screen

PTRS can deactivate a staff member, and no button, menu or dialog does it. Reactivate is on the record header, so the only change you can make is the one that turns someone back on. Neither direction checks anything.

Nothing stops an uncleared person being scheduled

PTRS works out whether a person may have contact with children, using Delaware's rule that fingerprinting must be documented first, and shows the answer on the onboarding board. Nothing reads that answer before creating a shift, assigning a room or counting the person in a ratio. The onboarding board can show Cannot Start Work in red while the scheduling page accepts the same person without comment. The onboarding version of the rule is also looser than it reads: one completed training task out of six satisfies its training half.

The Coverage Gaps panel cannot find a gap, and choosing a site breaks the page

On Shift Scheduling, the required staffing is worked out from room headcounts, and no room in PTRS ever has a headcount, so the panel reads "No coverage gaps detected" for every site on every date. And choosing a site from the list at the top of the page replaces the whole page with "Something went wrong", calendar and all. Work from the staff member's Schedule tab instead. See Schedule shifts.

The Staff Notifications bell is always empty

The bell beside Staff Management listens for messages by one set of names, and PTRS sends them under a different set. Not one matches. It reads "No notifications yet" for ever, and the pop-up messages wired to the same names never appear. Even working, it would be a live ticker lost on refresh, not an inbox.

A training record cannot be corrected or verified

Once saved, a training record cannot be edited or deleted from any screen. A record with the wrong date stays wrong; add a second record with the right dates, and PTRS uses the newer one. No training record can be marked verified, so the verified mark in the list is never shown.

DEEDS is a word on the screen, not a connection

DEEDS appears as a credential type, a position flag, an onboarding track, a personnel file requirement and a verification method. Nothing in PTRS has ever contacted the DEEDS portal, and the badge reading DEEDS Synced on a verified credential means only that it was verified.

Smaller things that are not what they look like

• "Expiring soon" means 30 days on a staff record, 60 on the Staff page tiles and 90 in the directory filter. See Fields and limits.
• The Expired Credentials tile counts every expired credential however long ago, including those of staff who have left.
• A Ratio Compliance tile is designed for the Staff page and never appears.
• The Audit Readiness screen prints "DELACARE Section DELACARE Section 30" on every row.
• The cross-site conflict banner on the scheduling page only sees shifts already on screen, so it does not appear when it should.
• Interns and aides are counted in the staff-to-child ratio although their position says they should not be, because nothing reads that flag.
• The training catalogue can be read without signing in. It contains no personal data.

Where these are recorded

These are defects in PTRS, not in this page. They are written up for the PTRS team in the staff findings document. This guide describes PTRS as it behaves today.

Where to go next

Learn it once: Add a staff member.

Do one task:

• Find someone in the staff directory
• Record a credential
• Record a background check
• Track training compliance
• Build a personnel file
• Work an onboarding workflow
• Schedule shifts
• Read the ratio monitor, described under Attendance

Look something up: Staff fields and limits and Who can do what in Staff.

Understand why: What happens automatically.

When something goes wrong: Staff troubleshooting.