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MetricDescriptionSignificanceExample DataPlug in your data in column F for questions in column E.Fill in your data in the yellow boxes below.CalculationsMetric
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Youth ServedThe number of children matched with mentors in a given time period.Describes the scale of our impact and is directly impacted by staff capacity.We served 150 youth in the year 2023. This means that 150 youth were in a match at any point in the year - the match could have been open one day or all 365 days.How many matches did you serve throughout 2023? The match could have been open 1 day, or all 365 days within the year.
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Active MatchesThe number of matches open on that specified day (or time like month end or yearend).Number of active matches influences caseload size and how many staff are needed.On 12/31/2023 we had 82 active matches.How many matches did you have open on 12/31/2023?
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New MatchesThe number of new mentoring relationships made in a given time period.Between January 1st and Dec 31st of last year we made 27 new mentoring matches.How many new matches did you make in 2023?
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Closure RateMeasures the percent of matches closed in a time period. Is calculated by taking the number of closures divided by youth served.This is the churn rate for your program. Some closures can be expected, historical trends are helpful to monitor.In 2023 we closed 68 matches. We served 150 matches in that same period. That is a 45% Closure Rate.How many matches did you close out in 2023?#DIV/0!Closure Rate
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Average Match LengthThe average number of months matches are open measured only after a match has closed. This tells you the average months matches are staying together compared to the 12 month commitment we ask for. It's a measure of quality.In 2023 there were 68 matches that closed during the year. The average match length for all of those matches was 28.4 months.
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Retention RateMeasures the percent of matches made that make it to the 12 month mark by looking at only the new matches made from the previous year's same timeframe. (Can also use 9 months or another timeframe in place of 12 months.)Retention is one of our most important metrics. Not only is a longer match length (higher retention) good for our youth but it is also very costly to turnover matches too quickly as much effort goes in to screening and making
new matches.		In 2022, we made 37 new matches. By the end of 2023 only 23 of those matches were matched at least 12 months. i.e. 23 matches of 37 made it to one year or 62%. How many new matches did you make in 2022?#DIV/0!12 Month Retention Rate
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----Of those new matches made in 2022, how many were open at least 12 months?
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InquiryThe number of potential volunteers coming through the door who express interest in becoming a mentor.Youth served goals can only be met when you have enough potential mentors coming through the door.We heard from 125 potential mentors in 2023. Inquiries = 125How many potential volunteers did you hear from in 2023?
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InterviewThe number of potential volunteers who complete an interview and screening process.Youth served goals can only be met when you are screening enough potential mentors.We interviewed 45 potential mentors in 2023. Interviews = 45How many potential volunteers did you interview in 2023?
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Yield Rate: Inquiry to InterviewThe percent of volunteers who make it to the interview stage. This is # interviewed divided by the # of inquiries.This yield rate can often tell you if your recruitment or sales tactics are matching what you actually expect of volunteers. For example, casting a wide net with 50 potential mentors when only 2 follow through to an interview or application can be a waste of staff resources. If your sales pitch really doesn't match is can be sour for potential volunteers who think they were duped.45 interviews divided by 125 inquires = 36% Inquiry to Interview Yield RateCalculated ->#DIV/0!
Inquiry to Interview Yield Rate
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Yield Rate: Interview to MatchThe percent of volunteers who are matched after completing an interview. This is the # matched divided by the # interviewed.This yield rate can speak to how efficient or cumbersome your process is.We made 27 new matches in 2023 divided by 45 interviews. Interview to Match Yield Rate = 60%Calculated ->#DIV/0!
Interview to Match Yield Rate
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Yield Rate: Overall (Inquiry to Match)The percent of volunteers who make it to a match. This is # new matched mentors divided by the # of inquiries.Yield rate matters because it informs needs for volunteer recruitment. If the yield is low that means finding more potential volunteers than if the yield is higher.We made 27 new matches in 2023 divided by 125 inquiries. Overall Yield Rate = 22%Calculated ->#DIV/0!Overall Yield Rate
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Processing TimeThe number of days it takes a volunteer to get through the enrollment process and matched.
• Inquiry to Interview
• Interview to Match
• Overall - meaning number of total days from Inquiry to Match		This is typically an indication of efficiency and also whether you're providing a smooth process for volunteers. This can be impacted by waitlist, if applicable.Of the 27 new matches made in 2023 it took an average of 47 days from inquiry to match.
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Match Support DoneThe percentage of match support conversations completed that were due in a time period. Match Support is a two-way dialogue, conversation and not an outgoing communication.Ongoing Match Support is critical to the health, engagement and safety of matches. The results of this metric can tell you whethere there are staff capacity issues, and whether there's adherence to protocol.Of our 82 active matches, we try to contact each party monthly. That means 82 mentors + 82 youth + 82 parents = 246 conversations this month should have happened. Only 177 took place or 72%.How many total calls should have been made last month? Consider mentor, mentee and parents.#DIV/0!Match Support Done Rate
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----How many of those conversations actually took place?
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Net Promoter Scores or Satisfaction SurveysThis can be a simple questionaire that asks about their experience with your program. An example would be "Would you recommend this program to your friend?" with 1 being highly unlikely and 5 being highly likely.While satisfaction surveys are not outcomes they can provide valueable feedback from participants about their experience. Use it as a learning opportunity to improve, if needed.Of the 100 mentors who answered the question "Would you recommend this program to a friend?" the average score was a 4.27 on a 5 scale.
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