Incidents

A child gets hurt, goes missing, or something happens that Delaware or Boys and Girls Clubs of America has to hear about within a day. Incidents is where you write it up while it is fresh, where PTRS starts the reporting clock if the event qualifies, and where a record grows that shows who did what and when. That record is the part that matters a year later, in an inspection or a dispute, and it is the part paper is worst at.

Who uses it

Front-line staff file incidents. Site directors and organisation administrators work the list and advance the OCCL reporting status. Super admins can do everything.

Regional directors, OCCL auditors and read-only accounts cannot open Incidents at all. The page appears in their menu and opens, and then nothing loads.

Some parts of Incidents are open to site directors and administrators only, even though staff members can see them on screen: the five figures above the incident list, the pattern panel, and the buttons that advance the OCCL status. A staff member sees each of those and gets an empty result or a refusal. The full list is on Who can do what in Incidents.

An afternoon at the Claymont club

Maya Reyes, 9, trips on the gym steps and scrapes her knee. Denise Okafor takes her to the first aid station, then opens Incidents on the office computer and starts a report. On the first screen she types what happened, in her own words, including the time. Pressing Next Step creates the incident straight away, as a draft, with Denise as the reporting staff member. On the second screen she adds Maya as the person involved. On the third she switches on First Aid Administered and writes "ice on left knee, 10 minutes". On the fourth she reads the report PTRS has assembled. On the fifth she submits it. From that moment the report can no longer be deleted.

Tom Bradley, the site director, opens the incident from the list, sets the status list to All because the Active filter does not show submitted incidents, and reads the timeline. It shows each thing Denise did, with the time. He telephones Carla Reyes, Maya's mother, himself, because PTRS has not told her, and he writes into the incident that he did.

What PTRS does for you

• It creates the incident the moment you leave the first screen, so nothing is lost if the browser closes.
• It starts two 24-hour reporting clocks, one for OCCL and one for BGCA, when an incident is created as one of five serious types or at one of the two highest severities. See How reporting deadlines are triggered.
• It adds a timeline entry naming you for every change: the report, each person involved, the health details, each OCCL status change, the assembled report and the submission. Each one also goes into the audit trail, which cannot be edited.
• It refuses to delete anything that has been submitted. Delaware licensing rules are the reason, and the refusal says so.
• It assembles a written report from the record, and produces a PDF of it on demand.
• It finds related incidents: ones involving the same child, and ones at the same site when a site has been flagged as a hotspot.
• It can scan the last 30 days for patterns: a site with several incidents, a type that is spiking, a time of day that keeps coming up, a child in more than one incident.

From the regulation Delaware licensing rules attach reporting duties to abuse, neglect, elopement and missing-child events. PTRS stores the 24-hour deadline as a setting; it does not store the regulation.

What stays your job

• Tell people yourself. PTRS sends no message to anyone about an incident. Not the director, not the guardian, not OCCL. Every screen that says someone was notified is showing you fixed words.
• Get the type and severity right before you start the report. The filing screens cannot set either, so an incident filed through them is always stored as type Other at the lowest severity and never starts a reporting clock. If an incident is reportable, track its deadline outside PTRS.
• Put the real time of the event, where it happened, any equipment involved, and who you told into the description on the first screen. The third screen shows fields for most of those and does not save them.
• Keep your own follow-up list. PTRS shows follow-up actions and cannot create one.

What this part of PTRS covers

• A five-step filing wizard: What Happened?, Who Was Involved?, Details, Report Preview, and Submit & Route.
• The incident log, as cards or a table, with status filters, search, and sorting by date, severity or site.
• The incident page: a summary, the OCCL notification tracker with a live countdown, the timeline, follow-up actions, parent communication, related incidents and the audit trail.
• Health and safety details: first aid given, emergency medication given, EMS called, and whether BGCA has been told.
• OCCL status: Pending, then Reported, then Submitted, each change timed and named.
• A written report assembled from the record.
• PDF export.
• Pattern detection over the last 30 days.

What it connects to

Part of PTRS	How Incidents uses it
Members	The people involved are member records. The wizard searches the member directory.
Staff	The reporting staff member must exist in your organisation, or PTRS refuses to create the incident.
Centers	Every incident belongs to one site.
Audit	The incident page shows the audit trail filtered to this incident.
Notifications	Not connected. No incident has ever produced a message to anyone. See Notifications.

One thing outside Incidents does look at incidents. Every 15 minutes PTRS checks for incidents whose OCCL deadline falls within the next four hours and sends a warning to one screen, the CACFP real-time feed, and nowhere else. It cannot see an incident filed through the wizard, because the wizard never sets OCCL as required. See Who learns that an incident happened.

Not yet available

Read this before you show Incidents to anyone or promise any of it. Each item is a task that is still yours.

The assistant panel is not AI

The Incident Assistant panel on the right of the wizard, its confidence percentage, its completeness checklist and its "OCCL: REQUIRED" verdict are worked out in your browser by matching words in your description. Nothing is sent anywhere. Its OCCL verdict uses a different rule from PTRS's own, so the two can disagree, and PTRS's is the one on the record. Its chat box does not send anything and shows a fixed reply.

Type and severity chosen on step 3 are not saved

The wizard creates the incident at the end of step 1 with your description, your site and your name, and no type or severity. Step 3 shows Incident Type and Severity lists, and what you choose there is not saved. Every incident filed through the wizard is stored as type Other at the lowest severity. Because type and severity are what start the reporting clocks, an incident filed through the wizard never starts one.

The routing switches on step 5 route nothing

Notify the director, Notify parent/guardian, Begin OCCL notification workflow and Create follow-up action items are not sent to PTRS. After you submit, the confirmation list reads "Regional Director notified via email", "Parent notifications sent" and "4 follow-up action items created". None of it happened. The name you type as a signature is not stored either.

Follow-up actions can be shown but not created

The incident page shows follow-up actions with an assignee, a due date and a status. Add Action and the completion tick box both show a message and change nothing. Nothing in PTRS creates a follow-up action.

Parent communication always reads as not required

The Parent Communication panel says parent notification was not required for every incident, whatever happened. PTRS holds nothing to fill it with.

Several filters and figures on the incident log do not reflect the record

• The Type and Severity filters compare against words PTRS never stores, so choosing anything but All empties the list.
• The Active and Resolved filters look for statuses PTRS never gives an incident. A filed incident is Draft or Submitted, and neither filter shows it. Use All.
• Overdue Actions is always 0. The "vs last month" figure is always 0%. The tile labelled OCCL Submitted counts the incidents that have not yet been submitted.
• Voice recording on step 1 says "available in production". It does not work.
• The Fall / Injury chip on step 1 replaces your description with a demo scenario rather than choosing a type.

The pattern panel and Related Incidents are labelled AI and are not

AI Pattern Detection runs four simple rules: a site with 3 or more incidents in the window, a type running at one and a half times its rate over the previous three weeks, an hour of the day holding a fifth of the incidents, and a child in 2 or more incidents. Related Incidents (AI-Detected) is a lookup for incidents sharing a child, then incidents at the same site if it is flagged as a hotspot. The arithmetic is sound and useful. It is not AI and should not be described to a funder or an inspector as AI. See Review incident patterns.

Investigate and Create Action Item report things that did not happen

On each pattern card, Investigate says "Opening detailed pattern analysis…" and opens nothing. Create Action Item says an action item was created and added to a queue, and nothing was created. Dismiss hides the card in your browser only.

The By Day chart is made up

The bar chart in This Month Summary shows the same five bars for every organisation in every month, with "Monday spike detected" in red under it, even when there have been no incidents. The pie chart beside it never includes an incident filed through the wizard.

The alert banner's View buttons do nothing

View Details and View on the red and amber banners change nothing on screen. Open the incident from the list instead.

Where these are recorded

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

Where to go next

Learn it once: File your first incident report.

Do one task:

• Record health and safety details
• Advance an OCCL notification
• Find an incident in the log
• Export an incident report
• Review incident patterns

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

Understand why: How reporting deadlines are triggered and Who learns that an incident happened.

When something goes wrong: Incidents troubleshooting.