Creation of the new YOS/COS outcomes report that is scheduled to be released later this quarter uncovered some issues associated with how Matchforce has historically designated and identified baseline surveys. Simply put, in situations in which multiple baseline surveys have been completed for a Little, Matchforce has historically struggled to determine exactly which survey should be used as the baseline for reporting purposes.

In order to address this issue and increase the accuracy of the data reported in the soon to be released new YOS/COS outcomes report, the definition of a “baseline survey” has been clarified and the manner in which Matchforce handles specific aspects of baseline survey administration has been modified.

Moving forward (for matches made after December 31,2020), a baseline survey is defined as the first YOS or COS completed by a Little – regardless of when the survey was completed. What this means in practice is that the Matchforce 60-day rule is no longer in place. Matchforce recognizes and keeps the first completed baseline, even if that survey was administered more than 60 days prior to the Little’s first match activation date. A survey completed any time before a Little’s first match activation will now be considered by Matchforce to be the Little’s baseline survey, so long as it is the first survey ever completed by the Little. Be aware, however, that best practice is still to administer the baseline survey to within 60 days of first match activation.

For matches made prior to December 31, 2020, Matchforce will now define a Little’s baseline survey as the most recent survey completed prior to match activation. In hopes of clarifying this definition, please consider the following example. A Little has been on the waitlist for a Big for 100 days and has completed a YOS every 30 days while waiting. The last YOS that was completed before this Little’s match was activated will be considered by Matchforce to be the Little’s baseline survey (even though this survey may not show the designation of a baseline survey in Matchforce). The other YOS surveys that were completed by the Little while waiting for a Big will remain in Matchforce but will not be used to calculate the outcomes reported on the new YOS/COS outcomes report.  

In support of the modified definition of a baseline survey presented above, the following changes have been made in Matchforce. These changes went live in the system on December 31, 2020.

Removal of Baseline Survey Due and Expiration Dates

Matchforce will no longer assign a due date to baseline YOS and COS surveys, nor will baseline surveys expire in the system. Relatedly, while Matchforce will continue to require a baseline survey to be completed prior to allowing a match to move from pending to active status, there will no longer be a system-based requirement that baseline surveys be completed within a specified time of match activation. So long as a baseline survey has been completed – and regardless of when it was completed – Matchforce will now allow matches to be moved from pending to active status.

Only One Baseline Survey per Little Can be Created

Matchforce will no longer allow multiple baseline surveys to be completed for the same Little. Once one baseline YOS or COS survey has been completed for a Little, Matchforce will prohibit additional baseline surveys from being created by pressing the Baseline YOS/COS button on either the Match or Enrollment records.

Best Practice Reminder

It is important to note that while Matchforce will no longer require baseline surveys to be completed within 60 days of match activation or allow secondary baseline surveys to be administered, it is still considered best practice for baseline surveys to be administered as closely to match activation as possible. The BBBSA Research and Program Support teams strongly recommend agencies continue to strive to get all baseline surveys completed no more than 60 days before match activation. Doing so will ensure the most accurate measurement of baseline conditions, which in turn ensures the continued accurate measurement of BBBS outcomes.

If you have any questions about the revised definition of a baseline survey, the associated Matchforce changes, or anything else related to the YOS/COS Infographic Replacement Project, please email the project team by clicking here. We will get back to you as soon as possible.