Random Moment Time Study (RMTS) Staff Roster Information What Employees to Include/Exclude in the RMTS Staff Roster The Social Services Random Moment Time Study (RMTS) sampling process is used to facilitate the allocation of staff time and costs eligible for federal reimbursement related to performing foster care/placement and foster care/placement prevention activities eligible for federal reimbursement under Title XIX and Title IV-E. The staff roster is critical for ensuring only active, qualified employees are sampled, allowing for accurate allocation and federal compliance for reimbursement. The agency liaison is responsible for updating the staff roster as changes occur and submitting a monthly certification of its accuracy. If you have questions about the RMTS staff roster requirements, contact the DCF RMTS administrator Employees Included in the Staff Roster An employee must be included in the RMTS Staff Roster if their regularly assigned job duties include any direct child welfare casework or other Title IV-E claimable activities. The RMTS observations will determine whether the employee is performing a Title IV-E claimable activity. The following procedures will assist your agency in correctly establishing your agency’s RMTS Staff Roster. All staff who meet the following three criteria must be included on the RMTS Staff Roster: An employee's regularly assigned duties include the target groups for child protective services, child welfare, and youth justice, or any combination. The scope of direct case management and related services is defined as employees whose regularly assigned duties include one or more of the following job functions: Access/intake worker Case aides who directly assist one or more child welfare case workers Case manager/case worker Initial assessment/investigator Provider licensing (foster home coordinators, recruiters, licensing specialists) Employment Status must be one of the following, in addition to the target group and job functions: Permanent county employees funded entirely or partially by county funds Limited term employees who meet any of the previous job descriptions Contract employees who perform one or more of the previously listed Title IV-E reimbursable activities on behalf of county agencies Employees with Multiple Duties Employees may serve any combination of children, adults, and families receiving different types of human services from the agency. These employees must be included on the staff roster if their regularly assigned duties include child welfare, child protective services, or youth justice, even if they are not dedicated full-time to these target groups. WiLearn Participants WiLearn is a training program for all new child protective services and child welfare professionals in Wisconsin. Employees enrolled in WiLearn should be added to the agency’s staff roster when they begin employment. However, the employees enrolled in WiLearn will not be sampled until they have completed the training program. Staff Potentially Included on the Staff Roster Depending on the agency’s structure, employees from the following areas may also meet the criteria for inclusion on the staff roster. Children’s Mental Health (CMH) Children’s Long-Term Support (CLTS) Birth-to-Three Crisis Care Juvenile Diversion Employees from these units may perform multiple program functions, such as child welfare case management in addition to CMH or CLTS services. In these situations, if an employee’s regularly assigned duties include core child welfare services, the employee must be included on the staff roster. Including these employees on the staff roster does not limit the ability of the agency to use those employees for other program functions. Employees Excluded from the Staff Roster The staff roster should NOT include an employee whose work is unrelated to direct case management and related child welfare services regardless of the job title. This includes employees whose assigned work duties include: Adult Alcohol and Other Drug Abuse (AODA) Services Adult Protective Services Adult Mental Health units that do not serve children Aging & Disability Services Child Support administration Economic support services Community treatment and support services Shelter care Employees whose costs are directly charged to clients or other programs Employees whose costs are paid through federal funding (even if the position would normally merit inclusion on the staff roster). The employee’s costs must not be reported on SPARC Line Code 3301 or on Line Code 3561 as part of the Children and Families Allocation. Sporadic or Weekend Employees An employee whose assigned job duties do not include child welfare activities and only performs child welfare activities on a sporadic basis is also excluded from the roster. Examples include being on call after hours and weekends, providing emergency services, and temporarily covering child welfare staff absences. These employees must be excluded from the RMTS Staff Roster. Administrative Management Support and Overhead Employees Agency management and support staff who are included in the agency’s Administrative Management Support and Overhead (AMSO) costs are excluded from the staff roster. Some examples of those to be excluded include: Administrative assistant Information technology Support staff Fiscal staff Provider Payment coordinators Legal services staff Supervisors, other than Child Placing Agency supervisors who also carry a child welfare caseload Go to page outlining how to update the RMTS Roster Go to page outlining RMTS Staff Roster Definitions
