PTRS sits at the intersection of childcare, federal nutrition, state licensing, and modern software — so a lot of three-letter tags get thrown around. Here's every one you'll see in the product and the docs, in plain English.
The rulebooks — state and federal — every club must follow to stay open and funded.
The Delaware state regulator that licenses, inspects, and monitors every childcare and after-school program. Every club site holds an active OCCL license; a failed inspection can suspend or close a site. PTRS tracks every license, renewal, inspection, violation, and correction plan in one place so the next OCCL visit is a non-event.
The binder of rules that OCCL enforces — staff-to-child ratios, medication storage, naptime rules, fire drills, field-trip consent, and hundreds more. PTRS's live compliance score maps directly to DELACARE so admins know where the club stands at any moment.
The statute requiring a criminal background check, child-protection-registry check, and continuous FBI monitoring for every adult working with children. New hires can't start until their §309 clearance lands. PTRS walks each candidate through a 24-step state machine from fingerprinting to final clearance.
Protects children with disabilities from discrimination in programs receiving federal funds, and triggers a written "504 Plan" listing needed accommodations. PTRS stores 504 plans on the child's health record and surfaces them to staff automatically at check-in.
The numbered binder where U.S. federal rules live. In PTRS you'll most often see it in the form 7 CFR 226 — the USDA regulations that govern every CACFP meal, meal pattern, and reimbursement claim.
Federal law that restricts how organizations can collect, store, and share data about children under 13. PTRS's AI layer tokenizes all child PII before any LLM sees it, so models can't memorize or leak a child's identity.
Federal law protecting student education records. It governs how PTRS can accept IEP/504 data from schools and share attendance outcomes back with school districts.
Federal law protecting health information. Shapes how PTRS stores medication logs, illness records, incident reports, and care plans — all treated with the same tokenization used for PII.
Federal civil-rights law. It sets the accessibility bar for how PTRS presents the parent portal, kiosk, and printed forms to children, staff, and families with disabilities.
Funds and regulates the CACFP meal program — the federal pipeline that reimburses clubs for the breakfasts, lunches, snacks, and suppers they serve children. USDA rates and rules flow through the Delaware Department of Education down to each site.
Conducts the fingerprint-based national criminal history check every prospective staffer must pass under §309. Their Rap Back service then continues to monitor cleared employees for new arrests.
Delaware's fingerprint and criminal-history bureau — the in-state half of the §309 background check. The SBI forwards prints to the FBI and relays the combined results back to the Criminal History Unit.
After an employee clears §309, the FBI continues watching their fingerprints. If they're arrested anywhere in the U.S., Delaware SBI is notified automatically and PTRS flags the staff record — no manual re-check required.
The Delaware unit that reviews SBI + FBI results and issues the final §309 clearance decision. A "CHU decision" is the last gate a new hire passes through before they can work with children.
The benefit programs — food, childcare, cash, coverage — that families depend on and that drive PTRS eligibility & billing.
USDA-funded federal program that reimburses clubs for meals served to children. Every meal must meet a pattern (protein + grain + fruit + veg + milk). Monthly claims — Tier × Rate × Count — are how clubs turn meals into dollars. PTRS builds the claim automatically from meal counts.
The state portal where clubs submit their monthly CACFP claim. PTRS packages the data into the exact format DENARS expects so month-end becomes one click instead of three days of spreadsheets.
Delaware's childcare subsidy program for lower-income working families. Approved families pay little or nothing; the state reimburses the club. POC case numbers ride on the member's record so billing and eligibility are never ambiguous.
Formerly "food stamps." Monthly grocery assistance for low-income households. In PTRS it's captured on intake because it's both a CACFP "area eligibility" signal and a standard grant-reporting demographic.
Federal cash-assistance program for very low-income families with children. Captured on enrollment for demographic reporting to funders and for program-eligibility workflows.
USDA nutrition program for pregnant women, new mothers, and children under 5. Frequently overlaps with CACFP eligibility; tracked on intake for demographic and outreach reporting.
Federal cash benefit for people with disabilities or very low-income elderly households. Like SNAP and TANF, it's flagged on enrollment so grant and outcome reports can roll up correctly.
Public health coverage for low-income families and children. PTRS stores a child's Medicaid ID on the intake form alongside private insurance; it often overlaps with POC and SNAP eligibility.
The annual income threshold by household size that Congress updates every year. PTRS uses FPL tiers (130%, 185%, etc.) to decide CACFP categorical eligibility, sliding-scale fees, and scholarship qualification.
Federal after-school grant for academic enrichment at low-performing schools. Clubs funded by 21st CCLC must report attendance dosage and academic outcomes — PTRS builds the rollups on demand.
The national parent organization behind every local Boys & Girls Club. BGCA requires each affiliate (including BGCDE) to submit standardized attendance, demographics, and outcomes data — typically via the Monthly Site Report (MSR).
What staff need to be certified in, and what PTRS tracks for every child's wellbeing.
Life-saving chest-compression and rescue-breath training. Required for every staff member who supervises children. PTRS tracks the cert expiry and fires automatic reminders 60, 30, and 14 days before lapse so no staffer ever slips out of compliance.
The wall-mounted device that can restart a stopped heart. Trained use is part of most CPR courses; AED device locations and battery/pad expiry dates are tracked in PTRS's site-equipment inventory.
A child-specific written plan for foreseeable emergencies — e.g. anaphylaxis, asthma attack, seizure. PTRS stores each child's EAP on their health record and flashes it to staff the moment the child is checked in.
A legally-binding plan a school district writes for a student receiving special-education services. Shared (with parental consent) into PTRS so after-school staff can reinforce the same supports the child gets at school.
A nationally recognized early-childhood-educator credential issued by the Council for Professional Recognition. PTRS tracks CDAs alongside CPR and First Aid so directors can see at a glance who is qualified to lead which age group.
The numbers, reports, and everyday shorthand that make a club run.
The standard monthly snapshot BGCA and many funders require — daily attendance totals, demographics, program outcomes. PTRS builds it automatically from the data already captured during the month; one click → PDF → sent.
A single measurable number that tells you whether a program is working — e.g. average daily attendance rate, percentage of members showing year-over-year academic growth, or staff-to-child ratio compliance.
The outcome delivered per dollar spent. Funders increasingly expect outcome-per-dollar reporting, not just activity counts — PTRS tracks both so board and funder decks can show the story in numbers.
Appears on every child record and drives more than anyone realizes — age-group eligibility, CACFP rate bands, junior/tween/teen program tiers, and OCCL ratio calculations all start from DOB.
The scannable square barcode on every member's badge. At the kiosk it's a one-second check-in that writes attendance, updates ratios, notifies the parent, and logs the timestamp — all without staff touching a keyboard.
The universal print-ready format every signed form, incident report, compliance summary, and funder packet is exported as. Designed to look identical on every device and in every inspector's inbox.
The simplest spreadsheet format — plain text with fields separated by commas. PTRS exports attendance, rosters, and meal counts as CSV so finance teams can drop them straight into Excel, QuickBooks, or a funder's template.
The few technical terms worth knowing — what PTRS is, and how it keeps children's data safe.
The product name. PTRS is the single platform that replaces the paper sign-in sheets, the meal-count spreadsheet, the incident-report Word docs, the credential binder, and the funder-report CSVs — with one live, real-time source of truth.
The layer that powers PTRS's natural-language assistant, the paper-form Quick-Scan, incident severity classification, and pattern detection. Always invoked after PII tokenization — the AI sees structured events, never a child's name.
The specific kind of AI behind PTRS's assistant (e.g. Claude, Llama). Complex tasks like report drafting route to a larger model; fast tasks like classification route to a smaller one — always the right tool for the job.
The technique that lets the AI answer questions about DELACARE, USDA rules, and your club's own data without making things up. PTRS retrieves the relevant regulation or record first, then asks the model to summarize — citations included.
Names, addresses, phone numbers, SSNs — anything that identifies a real person. PTRS tokenizes every piece of PII before it reaches the AI layer, so the model can learn patterns without ever seeing a child's actual identity.
Health-specific PII — medications, diagnoses, immunization records, injury details. Protected under HIPAA and treated by PTRS with the same tokenize-before-AI rule as regular PII.
The text-message channel PTRS uses for time-sensitive parent notifications — arrival confirmations, incident alerts, pickup reminders, closure announcements — in the family's preferred language.
The technology that makes the tablet check-in kiosk feel like a dedicated app — works offline, installs on the home screen, updates silently, and keeps on scanning even when the Wi-Fi goes down (syncing when it returns).
How PTRS decides who sees what. A front-line staffer sees only their site's roster; a site director sees schedules and ratios; a regional director sees cross-site rollups; a parent sees only their own child. One system, eight distinct views.
One username + password unlocks every PTRS module — no separate passwords for attendance, meals, incidents, reports, or the AI assistant. Backed by a dedicated identity service so IT can disable an ex-employee's access with one click.
The languages PTRS speaks and the organizations it talks to.
The three interface languages PTRS supports for parents, staff, kiosks, and printed materials. Each family picks their preferred language on enrollment, and every notification, form, and portal screen honors that choice.
The Delaware chapter of BGCA and the primary client of PTRS. BGCDE operates multiple club sites across Delaware serving youth ages 5–18 through after-school and summer programs.
Example corporate funder referenced in grant-reporting scenarios. Corporate funders like JPMC expect outcome-focused reporting — PTRS makes that reporting one-click rather than a week of spreadsheet work.
A major federated philanthropic funder of Boys & Girls Clubs. Each affiliate requires periodic outcome reports (attendance, academic progress, social-emotional indicators) — PTRS produces them from the same underlying data that drives every other view.
A program theme used across BGCA and grant funders. PTRS's Programs module tags each program by pillar (STEM, Arts, Healthy Lifestyles, Character & Leadership, etc.) so outcome reports can be rolled up by focus area.
This glossary covers everything currently referenced in PTRS and its documentation. If a new acronym shows up in the product or a funder adds a new requirement, we'll add it here.