Site fields and limits

Every rule on this page is applied by PTRS at the moment you save, not as you type. Where a form control keeps a value valid, that is noted, because it is often the only thing doing so.

Site fields

Adding a site requires the core address fields. Editing makes everything optional and saves only what you supply, so a blank means "leave as it is" and there is no way to clear a value once set.

Field	Required when adding	What PTRS accepts	What depends on it
Site Name	Yes	Up to 200 characters	Searchable. Appears in every list, the map card and the nightly log lines.
Street Address	Yes	Up to 300 characters	Searchable
City	Yes	Up to 100 characters	Searchable
State	Yes	Two characters
ZIP	Yes	Up to 10 characters
County	No	Up to 100 characters	Shown on the Profile tab
Phone	No	Up to 20 characters	Shown on the site's header
Latitude and Longitude	No	Any number. PTRS does not check they are real coordinates.	A site missing either is left off the map silently
Operating Capacity	Yes	Greater than 0	The first number in the capacity bar. The fallback enforced at enrolment when Licensed Capacity is blank.
Licensed Capacity	No	Greater than 0	The number enforced at enrolment. Not kept in step with the licence record.
Square Footage	No	Greater than 0	Shown on the Profile tab
Year Opened	No	Between 1900 and 2100	Shown on the Profile tab
Site Classification	No	One of the five below	The type filter and badge, and the dashboard's Sites by Type chart, which leaves out sites with none
Site Status	No	One of the three below. Starts as Active.	The status filter and badge, the map marker colour, and the four dashboard counts
BGCA Charter #	No	Up to 50 characters	Searchable
BGCA Registration Status	No	Pending, Registered or Lapsed	Shown on the Profile tab
Facility Ownership	No	Owned, Leased or MOU	Shown on the Profile tab
Closed Date	Edit only	A date	Needed by the nightly closure check. A closed site without one is never flagged.
Closure Reason	Edit only	Up to 500 characters	Printed in the closure check's log line
Site Director	Edit only	A staff member	Read by the nightly licence check for their email address. Cannot be cleared once set.
Fire Marshal Approved	Edit only	Yes or no	Shown on the Profile tab. Separate from the licence's own fire marshal fields.
Fire Marshal Inspection Date	Edit only	A date	Shown on the Profile tab
Operating Hours	Edit only		Shown one line per day on the Profile tab

Three fields are on the Add sheet and thrown away

Site Director, Fire Marshal Approved and Fire Marshal Inspection Date are collected by the Add New Site sheet and not saved. Set them from Edit afterwards. See Add a site.

Site lists

List	Values	Where the badge differs
Classification	Unit, Extension, Community Impact Program, Mobile Program, Virtual Programming	Badges read Community Impact, Mobile and Virtual
Status	Active, Temporarily Closed, Permanently Closed	Badges read Temp Closed and Closed
Facility ownership	Owned, Leased, MOU	The Profile tab expands MOU to "MOU (Memorandum of Understanding)"
BGCA registration	Pending, Registered, Lapsed

Site licence fields

Editing a licence is built and no screen offers it, so in practice every field below is fixed once saved.

Field	Required	What PTRS accepts
Location	Yes	A site in your organisation
License Number	Yes	Up to 50 characters. Refused if already on this site.
Status	Yes	The dialog offers Active, Provisional, Suspended and Expired
Issued Date	Yes	A date
Expiration Date	Yes	A date
Renewal Date	No	A date. Not on the dialog, so it cannot be recorded.
Licensed Capacity	Yes	Greater than 0
DELACARE Version	No	Up to 50 characters
Fire Marshal Approved	No	Yes or no
Fire Marshal Approval Date	No	A date
Notes	No	Up to 2,000 characters

The dialog's list and date pickers keep the status and dates valid. From anywhere other than the dialog, a bad status or date produces an unexplained error rather than a message.

Licence status

PTRS knows five statuses: Initial Provisional, Active, Suspended, Revoked and Expired. The Add OCCL License dialog offers four; Revoked is not on the list. Expired is never reached on its own. Nothing moves a licence's status on its expiry date, so a lapsed licence keeps whatever status it was given. Both places that list expiring licences look for Active licences with an expiry on or before the cutoff and no lower limit, which is why an expired licence appears there with a negative count.

Uniqueness

A licence number can exist only once in the whole of PTRS, across every organisation, while the check that explains a refusal only looks at the same site. A number already used at any other site is therefore refused with an unexplained error rather than "A license with number '…' already exists for this location."

Site inspection fields

Editing an inspection is built and no screen offers it.

Field	Required	What PTRS accepts
Location	Yes	A site in your organisation
Inspection Type	Yes	One of the six below
Inspection Date	Yes	A date
Inspector Name	No	Up to 200 characters
Passed		Yes or no. The dialog starts with it ticked.
Investigation Outcome	No	Substantiated, Unsubstantiated, Unsubstantiated with Concern. The dialog offers it only for Complaint Investigation.
Violation Count	Yes	Zero or more
Corrective Action Deadline	No	A date
Follow-up Date	Edit only	A date. No screen can set it.
All Violations Resolved	Edit only	Yes or no. No screen can set it.
Notes	No	Up to 2,000 characters

If a violation were ever added, PTRS would set the inspection's violation count to the number on record plus one, overwriting whatever was typed. No screen adds a violation, so this does not happen.

Inspection lists

List	Values
Inspection type	Pre-Licensing, Unannounced, 60-Day, 6-Month, Full Compliance, Complaint Investigation
Investigation outcome	Substantiated, Unsubstantiated, Unsubstantiated with Concern. The detail panel shows the third as one word.

Inspection violation fields

Built, and no screen can add one. Recorded here so that violations kept outside PTRS can be written the same way for a later move in.

Field	Required	What PTRS accepts	Notes
Inspection	Yes	An inspection in your organisation	The violation belongs to the inspection's site
Regulation Number	Yes	Up to 20 characters	The DELACARE regulation, for example 4.3.1 or 7.2.6
Regulation Title	Yes	Up to 200 characters
Description	Yes	Up to 2,000 characters	How the site broke the regulation
Is Repeat	No	Yes or no	Would show a red Repeat badge
Corrective Action	No	Up to 2,000 characters
Corrective Action Deadline	No	A date	Would show with a clock icon
Resolved Date			Nothing in PTRS can set it
Is Resolved			Nothing in PTRS can set it

Figures on a site's profile that are worked out, not stored

On the Medical Support card, First Aid Kits reads "Available" when the health profile has a kit location typed in, and Isolation Area the same for an isolation area. AED is a real yes-or-no on the health profile. When a site has no health profile, the card reads "No health profile configured for this site."

The site director's name is blank in the message confirming a new site, and in any case the Add Site sheet never saves a director.

Messages PTRS can give you

What you see	When
Organization context is required.	Your account is not attached to an organisation
Location with ID '…' was not found.	The site does not exist, or belongs to another organisation
Site license with ID '…' was not found.	The licence does not exist, or belongs to another organisation
Site inspection with ID '…' was not found.	The inspection does not exist, or belongs to another organisation
A license with number '…' already exists for this location.	Adding a licence with a number already on this site
Site '…' is at licensed capacity (current/max). Cannot enroll additional members.	Enrolling a child at a full site. Raised from Programs, not Centers. See What happens automatically.

A record in another organisation is always reported as not found, never as refused.

Related

• Who can do what in Centers
• Add a site
• Record an OCCL licence
• Record an inspection