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Advance an OCCL notification

You have telephoned the Delaware Office of Child Care Licensing about an incident, or sent them the form. Now you need the record to show that you did, and when. PTRS does not contact OCCL for you. It records that you did.

What you need​

  • The incident must have OCCL marked as required. The tracker only appears on incidents that do, and it is hidden on all others. What sets it is explained in How reporting deadlines are triggered. An incident filed through the wizard never has it.
  • Do the notifying first.

Steps​

  1. Open the incident. Below the summary is the OCCL Notification Tracker, subtitled "Office of Child Care Licensing, Delaware DELACARE Regulations".

  2. Check the countdown at the top right. While the status is Pending it shows the time left before the deadline. It turns amber under 12 hours, red under 4, and reads "OVERDUE by …" once the deadline has passed. The countdown is for your eyes only. Nothing changes the status when it runs out, and nothing contacts you.

  3. Press the button for what you have done. Only the buttons that make sense from the current status are shown.

    Current statusButtons shown
    PendingMark as Reported and Mark as Submitted
    ReportedMark as Submitted
    Submitted, Acknowledged or ClosedNone. The buttons are hidden.

What PTRS records​

  • The incident's OCCL status changes.
  • A timeline entry appears reading "OCCL status changed from" the old status "to" the new one, under your name. If your account is not linked to a staff record, the entry is under the name System.
  • An entry goes into the audit trail.
  • The five circles across the top of the tracker redraw.

What the statuses mean​

PTRS holds eight OCCL statuses: Not Required, Pending, Reported, Submitted, Acknowledged, Under Investigation, Overdue and Closed.

The two buttons reach Reported and Submitted. There is no button for Acknowledged, Under Investigation, Overdue or Closed, and nothing sets them on its own, so an incident tracked through the screens ends at Submitted. Overdue in particular is never set: when a deadline passes, the countdown turns red and the stored status stays Pending.

Tom Bradley at Claymont telephones OCCL about Jordan Price walking out of the building, then presses Mark as Reported. When the written form goes in the next morning, he presses Mark as Submitted. The timeline now shows both, with times, under his name. That is the record an inspector will ask for.

When PTRS refuses​

What you seeWhat it meansWhat to do
Failed to update OCCL statusAlmost always your role. Staff members cannot advance the status.Ask a site director or an organisation administrator.
Incident not found.The incident belongs to another organisation, or the page is stale.Reopen it from the incident log.
Organization context is required.Your account is not attached to an organisation.An administrator has to fix the account. This is not an incident problem.

What the tracker cannot show you​

The five circles across the top, Incident Filed, Director Review, OCCL Form Prepared, Submitted to OCCL and Confirmed, are guessed by looking for words like "director" and "draft" in the timeline. PTRS never writes those words into a timeline entry, so the middle circles follow the status alone, and Confirmed never lights up, because it needs an OCCL reference number and there is no way to enter one. Read the status badge and the timeline, not the circles.

PTRS can store a note with each status change, and the page offers no box for one. Put anything that needs recording into the incident description.

Checked against PTRS on 7 September 2026.