Staff fields and limits

Every rule on this page is applied by PTRS at the moment you save. Nothing is checked on the screen before that, so a mistake is reported only after you press the button, with the message quoted here.

Staff member

Adding

PTRS needs	Required	What PTRS accepts	What depends on it
The site	Yes	Must be filled in. PTRS does not check that it exists.	The person's home site
First name	Yes	Up to 100 characters	Shown everywhere
Last name	Yes	Up to 100 characters	The directory's sort order
Email	Yes	Must look like an email address	The only address any alert is addressed to
Role	Yes	One of six: Site Director, Staff, Program Coordinator, Admin, Youth Development Professional, Administrative Assistant	The Role column. Not a permission.
Hire date	Yes	A date	Shown on the record header and read by nothing else

The staff role is not the sign-in role

The role on a staff record and the role on a sign-in account are separate things with overlapping names. Setting a staff member's role to Admin grants nothing. What a person can do in PTRS comes from their sign-in account, which Staff never reads or writes.

Updating

Four things can change: first name, last name, email and role, each with the same rule as above, and email limited to 300 characters. Site, hire date and position cannot be changed here.

What a staff record cannot hold

Field	Consequence
Date of birth	The DELACARE minimum age check on a position reads it and is skipped when it is blank. It is always blank, so the age check never runs.
Phone and photo	Collected by nothing, shown by nothing
Link to a sign-in account	Never set
Position	Set by nothing any screen offers

Credentials

Adding

PTRS needs	Required	What PTRS accepts
Type	Yes	One of the nine below
Issued date	Yes	A date. Permanent once saved.
Expiry date	Yes	A date. Not checked against the issued date.
Issuer	Yes	Up to 200 characters

There is no check that the expiry comes after the issue, and no check for a duplicate. A credential issued in 2026 and expiring in 2020 is accepted and immediately shows as Expired.

Four fields on the Add Credential dialog are thrown away

Certificate Number, DEEDS Certificate ID, Credits Completed and Quality-Assured Hours are collected by the dialog and not saved. The certificate number can be added afterwards with Edit. The other three cannot be recorded anywhere. This matters beyond the dialog: the qualification gap check treats a DEEDS requirement as met only when a Site Director License credential carries a DEEDS certificate ID, and nothing can record one, so a position that needs DEEDS would always show the gap.

The nine types

CPR, First Aid, CPR/First Aid, Background Check, Background Check (DOJ), Transportation Check, Child Abuse Recognition, Site Director License, Medication Administration.

The qualification gap check treats CPR, First Aid and Background Check as required for every position. CPR/First Aid is a separate type and satisfies neither of the first two, so a combined card recorded that way leaves both gaps open.

Credential status

Six statuses. Three are worked out from the expiry date and three can be set on purpose, and nothing can set any of the three.

Status	How it is reached
Current	Expiry more than 30 days out
Expiring Soon	Expiry today or within 30 days
Expired	Expiry before today
Revoked	Nothing can set it
Rejected	Nothing can set it
Pending Verification	Nothing can set it

The 30-day line is fixed inside PTRS.

Editing

All five fields are required on save: type, expiry date, issuer, certificate number (up to 100 characters) and document link (up to 2,000 characters). An edit replaces all five, so leaving the certificate number blank clears it.

Verifying

PTRS needs	Required	What PTRS accepts
Method	Yes	Manual Review, DEEDS Sync, Document Review or Third-Party Verification
Notes	No	Up to 2,000 characters
Document link	No	Up to 2,000 characters

Verifying again adds another verification. There is no way to undo one.

Three different "expiring soon" windows

Four places answer "is this credential expiring soon?" with three different numbers.

Place	Window
The badge on a credential on a staff record	30 days
The Expiring Credentials figure on the Staff page	60 days
The directory's Expiring Soon filter	90 days
The list of expiring credentials that the dashboard reads	60 days, and everything already expired, however long ago

A credential expiring in 75 days is Current on the staff record, absent from the Staff page figure, and returned by the directory's Expiring Soon filter. None of the three is wrong. They are answering different questions with the same words. The 30-day and 60-day figures are settings that whoever looks after PTRS could change; both run at their defaults everywhere.

Positions

Eleven DELACARE positions come built into PTRS. From the regulation DELACARE Section 87 for school-age and Section 24 for early childhood.

Position	Section	Minimum age	Supervises	Alone with children	Counts in ratio	DEEDS required
School-Age Center Administrator	87.2	21	Yes	Yes	Yes	Yes
School-Age Site Coordinator	87.3	21	Yes	Yes	Yes	Yes
School-Age Site Assistant	87.4	18	No	Yes	Yes	No
School-Age Intern	87.5	16	No	No	No	No
School-Age Aide	87.6	16	No	No	No	No
ECE Administrator	24.2	21	Yes	Yes	Yes	Yes
Curriculum Coordinator	24.3	21	Yes	Yes	Yes	Yes
Teacher	24.4	18	No	Yes	Yes	Yes
Assistant Teacher	24.5	18	No	Yes	Yes	No
ECE Intern	24.6	16	No	No	No	No
ECE Aide	24.7	16	No	No	No	No

Nothing reads five of these seven columns

"Alone with children" and "DEEDS required" are read by the qualification gap check, which never runs because nobody has a position. "Counts in ratio", "Supervises", and the time limits some positions carry are read by nothing at all. In particular the ratio calculation counts every person on shift, so an intern or an aide, whose position says they do not count, is counted in the staff-to-child ratio anyway. The minimum age is read only when a position is assigned, which no screen does, and only when the person has a date of birth, which nothing records.

Background checks

From the regulation PTRS follows 31 Del.C. §309 and the DSCYF Child-Care Home Unit procedure. It records the process and does not perform or submit anything.

Starting

PTRS needs	What PTRS accepts
Kind	Initial, Renewal, Rap Back Alert or Out-of-State Transfer. The dialog offers the first, second and fourth.

The kind is stored and shown. All four follow the same steps. A new check starts at Not Started. Starting one is refused if the person already has a check that has not reached expired, CHU denied, prohibited offence or revoked.

The steps

Twenty-three statuses. PTRS refuses a step out of order with "Cannot transition from 'X' to 'Y'."

1. Not Started
2. ECE Portal Submitted
3. Fingerprint Scheduled
4. Fingerprint Completed
5. SBI Pending, then SBI Cleared or SBI Flagged
6. FBI Pending, then FBI Cleared or FBI Flagged
7. Child Protection Pending, then Cleared or Flagged
8. Sex Offender Pending, then Cleared or Flagged
9. Fully Cleared (Pre-Rap Back)

Any flagged result goes to CHU Review Pending, then to CHU Approved, which counts as fully cleared, or CHU Denied, which is the end. SBI Flagged and FBI Flagged can also go straight to Prohibited Offense, which is the end, though the dialog does not offer that step.

From Fully Cleared or CHU Approved, a check can go to Rap Back Enrolled. A Rap Back Alert then goes to CHU Review Pending, back to Rap Back Enrolled, or to Revoked, which is the end. Fully Cleared and Rap Back Enrolled can go to Expired, which is the end, though the dialog does not offer that either.

What each step stamps

Step	What PTRS records
Fingerprint Completed	Fingerprint date, today
SBI Cleared or Flagged	SBI result date, today
FBI Cleared or Flagged	FBI result date, today
Child Protection Cleared or Flagged	Child protection result date, today
Sex Offender Cleared or Flagged	Sex offender result date, today
CHU Approved or Denied	CHU decision date, today
Fully Cleared or CHU Approved	Clearance date, today, and expiry date, five years from today
CHU Denied or Prohibited Offense	Denial date, today

Every date is today's date at the moment you press the button. There is no field for the date a fingerprint was actually taken or a result actually arrived, so a check recorded a week late records the wrong dates and the five-year expiry counts from the wrong day.

PTRS considers a person able to start work once the fingerprint is documented and the check is not denied, prohibited or revoked. That answer is shown and enforced by nothing. See What happens automatically.

Training

Adding a record

PTRS needs	Required	What PTRS accepts
The training	Yes	One of the sixteen in the catalogue
Completion date	Yes	A date
Expiry date	No	A date. Not checked against the training's frequency.
Provider	No	Up to 300 characters
Certificate number	No	Up to 100 characters
Certificate link	No	Up to 500 characters
Hours	No	Any number
CACFP training date	No	Stored as text, not as a date
CACFP training location	No	Up to 300 characters
CACFP topics covered	No	Up to 2,000 characters
CACFP attendee name	No	Up to 200 characters

The four CACFP fields exist for federal CACFP recordkeeping. From the regulation 7 CFR 226.15(e)(12). They are stored and read by no Staff screen.

The expiry date is whatever you type. Nothing stops a record being saved with no expiry, in which case it never expires and never shows as a gap, and nothing stops an annual training being saved with an expiry ten years out. There is no duplicate check.

The training catalogue

Sixteen trainings come built into PTRS. Fifteen are mandatory. Every compliance figure in Staff is measured against those fifteen.

Training	Source	Reference	How often	Grace days	Mandatory
CPR Certification	DELACARE	Section 35	Every year	30	Yes
First Aid Certification	DELACARE	Section 35	Every year	30	Yes
Medication Administration	DELACARE	Section 36	Every year	30	No
Health and Safety Orientation	DIEEC	DIEEC Health and Safety Standards	Every year	30	Yes
CACFP Program Training	Federal CACFP rules	7 CFR 226.15(e)(12)	Every year	30	Yes
Civil Rights Training	Federal civil rights rules	FNS Instruction 113-1	Every year	30	Yes
Suspension and Expulsion Prevention	DELACARE	Section 40	Every year	30	Yes
Mandatory Reporter Training	Delaware statute	16 Del.C. §903	Every two years	0	Yes
Youth Development Fundamentals	BGCDE	BGCDE Staff Development Standards	Once, on hire	90	Yes
Ethics and Boundaries	BGCDE	BGCA Safety Standards, Ethics and Boundaries	Every year	30	Yes
Anti-Harassment	BGCDE	BGCA Safety Standards, Anti-Harassment	Every year	30	Yes
Trauma-Informed Care	BGCDE	BGCA Safety Standards, Trauma-Informed Care	Every year	30	Yes
Transportation Safety	BGCDE	BGCA Safety Standards, Transportation Safety	Every year	30	Yes
Cyber Safety	BGCDE	BGCA Safety Standards, Cyber Safety	Every year	30	Yes
Bullying Response and Reporting	BGCDE	BGCA Safety Standards, Bullying Prevention	Every year	30	Yes
Positive Behavioral Interventions and Supports	BGCDE	BGCA Safety Standards, PBIS	Every year	30	Yes

How often, the grace days and the positions are stored and never applied

None of the "how often" values is applied. Mandatory Reporter Training every two years and Youth Development Fundamentals once on hire are judged by exactly the same rule as the fourteen annual ones: whatever expiry date somebody typed on the record. The grace days are never applied either; a record is expired the day after its expiry date. The consequence text on each entry, such as "Staff may not supervise children without current CPR", is shown in the catalogue and enforced by nothing. Each training also says which positions it applies to, and nothing reads that, which is why all fifteen mandatory trainings are required of every staff member whatever their job.

Which trainings are checked at night

Only four trainings produce a nightly log line as they approach expiry:

Training	Alerted from	Who the rule says to tell
CPR Certification	30 days	"Notify Site Director and HR"
First Aid Certification	30 days	"Notify Site Director and HR"
CACFP Program Training	60 days	"Notify Site Director, HR, and CACFP Coordinator"
Mandatory Reporter Training	60 days	"Notify Site Director, HR, and Executive Director"

The other eleven mandatory trainings are not checked at night at all. Their expiry shows as a gap on the compliance screens and nowhere else. Nothing reads the "who to tell" text. See What happens automatically.

Personnel file

Recording a document

PTRS needs	Required	What PTRS accepts
The requirement	Yes	One of the eleven below
The document's link	Yes	Up to 500 characters. A web address, not a file. PTRS does not check it.
Expiry date	No	A date
Notes	No	Up to 1,000 characters

The eleven requirements

From the regulation DELACARE Section 30 unless stated, as PTRS holds them.

Document	Section	When due	Renews	Confidentiality	Inspector priority
Background Check Clearance	Section 30 and 31 Del.C. §309	Before start		Highly restricted	10
DEEDS Certificate	Section 30	Before start		Standard	9
CPR Certification Card	Section 35	Before start	12 months	Standard	9
First Aid Certification Card	Section 35	Before start	12 months	Standard	9
Health Appraisal	Section 29	Within 30 days		Restricted	8
TB Test Results	Section 29	Before start		Restricted	8
Training Transcripts	Section 30	Within 90 days	12 months	Standard	7
Medication Administration Certificate	Section 36	Before start	12 months	Standard	7
Signed Job Description	Section 30	Before start		Standard	6
Emergency Contact Information	Section 30	Before start		Standard	5
Signed Acknowledgment of Policies	Section 30	Before start		Standard	5

The renewal period and the consequence of a missing document are stored against each requirement and read by nothing. A renewal is never scheduled; the expiry date you type on the document is the only expiry PTRS knows.

Because each requirement already reads "DELACARE Section 30", the Audit Readiness screen, which adds "DELACARE Section" in front, prints "DELACARE Section DELACARE Section 30".

Document status

Missing, pending, verified, expired or waived. Every document you record is pending, and nothing can move it to verified, expired or waived. See Build a personnel file.

The health record

Field	What PTRS accepts
TB test date	A date
TB test result	Up to 100 characters of free text
Health appraisal date	A date
Health appraisal status	Up to 100 characters of free text
Physical exam date	A date
Tetanus date	A date

The record is created the first time it is saved. It counts as complete when the TB date, TB result, appraisal date and appraisal status are all present. The physical and tetanus dates are stored and not part of completeness. Saving a date without its result keeps the old result, or leaves a blank that counts as present, so the record can read complete with a blank result. None of the dates is checked for being in the past.

Shifts

Creating

PTRS needs	Required	What PTRS accepts
Staff member	Yes
Site	Yes	PTRS does not check that it exists
Room	No	PTRS does not check that it exists or belongs to the site
Date	Yes	A date
Start and end time	Yes	The end must be after the start, on the same day. "Shift end time must be after start time."
Shift type	Yes	One of the types the dialog offers
Notes	No	Any length
Repeating, and for how many weeks	No	1 to 52

A shift cannot cross midnight. Two shifts for the same person on the same date may not overlap; touching shifts, one ending at 12:00 and the next starting at 12:00, are allowed. The overlap check ignores the site, which is right. A pair of shifts at two sites on the same day that do not overlap is noted by PTRS as a cross-site conflict, and nothing acts on the note.

Editing

Everything except the staff member and the repeat settings can change. Editing a shift clears its confirmation, even when only the notes changed. A shift cannot be moved to a different person or a different site.

The float pool

PTRS records a person's county, maximum travel minutes, available sites and preferred shifts. The sites and shifts are not checked against real ones. Being in the pool affects nothing, and a person cannot be removed from it.

Onboarding

Starting onboarding needs only the site. Everything else is fixed: five tracks, thirty-one tasks, their names, which are required, and their due dates. Ticking a task takes an optional note of up to 1,000 characters.

The tasks, with due dates in days from the day the workflow starts:

Track	Tasks and due day
Background Check	Submit ECE portal application (3), Schedule fingerprint appointment (7), Complete fingerprint appointment (14), SBI results received, FBI results received, Child protection registry check, Sex offender registry check, CHU clearance decision
Credentialing	Create DEEDS account (7), Submit credentials to DEEDS (14), Career ladder level placement (30), DEEDS certificate verified
Training	CPR certification (30), First Aid certification (30), CACFP training (30), Civil Rights training (30), Suspension prevention training (60), Mandatory reporter training (30), Youth development orientation (90, optional)
HR Admin	Signed offer letter (0), W-4 and tax forms (3), I-9 employment verification (3), Direct deposit enrollment (7, optional), Signed job description (3), Emergency contact form (3), Policy acknowledgment signed (7), Salesforce record created (7), Schedule assigned (7)
Health	TB test completed (30), Health appraisal submitted (90), Medication administration certification (90, optional)

The screen shows the track names without spaces. Tasks with no due day can never be overdue. No task is linked to the thing it names, except that recording a background check as cleared ticks "CHU clearance decision". See What happens automatically.

Related

• Who can do what in Staff
• Record a credential
• Record a background check
• Build a personnel file
• What happens automatically