CLMS Support Guide
CLMS Support for District Chairs
Section titled “CLMS Support for District Chairs”As a District Chair, you’re the direct link between Lodge Chairs and state leadership. Your role is to help Lodge Chairs understand and use CLMS effectively, and to monitor reporting across your district.
Your Impact
When Lodge Chairs struggle with CLMS, you’re their first resource. Your support can be the difference between activities being logged or lost.
Your CLMS Responsibilities
Section titled “Your CLMS Responsibilities”1. Support Lodge Chairs
Section titled “1. Support Lodge Chairs”- Help new Lodge Chairs get CLMS access
- Answer questions about what and how to log
- Troubleshoot common issues
2. Monitor District Reporting
Section titled “2. Monitor District Reporting”- Track which lodges are reporting
- Follow up with lodges that have gaps
- Report trends to your State Chair
3. Log District Activities
Section titled “3. Log District Activities”- Log any district-level DAP events you organize
- Track your own coordination hours
Monthly Check-In Process
Section titled “Monthly Check-In Process”What to Ask Each Lodge Chair
Section titled “What to Ask Each Lodge Chair”During your regular check-ins (aim for monthly), ask:
- “What DAP activities have you done this month?”
- “Have you logged them in CLMS?”
- “Do you need help with anything?”
Quick Health Check
Section titled “Quick Health Check”| Lodge is… | Action |
|---|---|
| Active and reporting | Acknowledge good work |
| Active but not reporting | Help with CLMS, remind to log |
| Inactive | Discuss barriers, offer support/ideas |
| Unresponsive | Escalate to State Chair |
Common Lodge Chair Issues
Section titled “Common Lodge Chair Issues””I can’t access CLMS”
Section titled “”I can’t access CLMS””Solution: Walk them through getting access:
- Log in to elks.org with member credentials
- Navigate to CLMS/Community Investments
- If no access, contact Lodge Secretary for permissions
”I don’t know what to log”
Section titled “”I don’t know what to log””Solution: Provide this quick list:
- School presentations (students reached)
- Community events (attendees)
- Red Ribbon Week activities
- Material distribution
- Meetings with schools/officials
- ALL volunteer hours (including prep/travel)
“I’m not sure how to enter activities”
Section titled ““I’m not sure how to enter activities””Solution: Offer to:
- Walk through it over the phone
- Meet in person to show them
- Connect them with an experienced Lodge Chair
”I forgot to log past activities”
Section titled “”I forgot to log past activities””Solution: Encourage them to log now. Late entries are better than none. Help them reconstruct activities from:
- Lodge newsletters
- Calendar records
- Photos with dates
- Their own memory
Tracking Your District
Section titled “Tracking Your District”Simple Tracking Method
Section titled “Simple Tracking Method”Keep a simple log of your district’s activity:
| Lodge | Last Contact | Recent Activities | CLMS Status | Notes |
|---|---|---|---|---|
| #100 | 10/15 | School presentation, Red Ribbon | Up to date | Strong program |
| #200 | 10/10 | Health fair | Behind | Needs CLMS help |
| #300 | 9/20 | None reported | Unknown | No response - escalate |
Red Flags to Watch For
Section titled “Red Flags to Watch For”- Lodge hasn’t logged anything all quarter
- Lodge reports activities verbally but CLMS shows nothing
- Lodge Chair says “someone else does it” but doesn’t know who
- Lodge stopped reporting after Chair transition
Supporting New Lodge Chairs
Section titled “Supporting New Lodge Chairs”When a new Lodge Chair takes over:
First Contact Checklist
Section titled “First Contact Checklist”- Introduce yourself and offer support
- Verify they have CLMS access
- Share the Lodge Chair Getting Started guide
- Explain what to log and why
- Schedule a follow-up in 2-4 weeks
Transition Period
Section titled “Transition Period”- Check in more frequently during first few months
- Help recover any unreported activities from transition period
- Introduce them to other experienced Lodge Chairs
District-Level Activities to Log
Section titled “District-Level Activities to Log”Log your own DAP activities:
| Activity | What to Include |
|---|---|
| District DAP meetings | Date, lodges represented, topics |
| Lodge visits | Purpose, outcomes, time spent |
| Training sessions | Attendees, topics covered |
| Multi-lodge events | Total reach, your hours |
| Coordination time | Planning, communications (reasonable estimate) |
Reporting to Your State Chair
Section titled “Reporting to Your State Chair”Monthly Summary
Section titled “Monthly Summary”Share with your State Chair:
- Which lodges are active and reporting
- Which lodges need follow-up
- Any lodges needing additional support
- Upcoming activities in your district
- Any challenges or successes worth noting
Sample Update
Section titled “Sample Update”Hi [State Chair],
Quick update on District [#]:
Active lodges: 123, 456, 789 - all logging regularly Needs follow-up: Lodge 111 - active but behind on CLMS Concern: Lodge 222 - no response to outreach, may need your help
Upcoming: Lodge 456 hosting Red Ribbon event on 10/25
Let me know if you need anything else.
When to Escalate to State Chair
Section titled “When to Escalate to State Chair”Reach out to your State Chair when:
- A Lodge Chair is unresponsive after multiple attempts
- A lodge needs resources you can’t provide
- You notice concerning patterns across multiple lodges
- You need guidance on a complex situation
- There’s a success story worth sharing
Quick Reference: CLMS Basics
Section titled “Quick Reference: CLMS Basics”What Lodge Chairs Should Log
Section titled “What Lodge Chairs Should Log”| Activity | Key Details |
|---|---|
| Presentations | Date, location, grade level, students reached, hours |
| Events | Date, event name, people reached, materials, hours |
| Red Ribbon Week | All activities, ribbons/materials distributed, reach |
| Material drops | Location, quantities, time spent |
| Meetings | Purpose, attendees, outcomes, time |
Volunteer Hours Include
Section titled “Volunteer Hours Include”- Presentation time
- Preparation time
- Travel time
- Setup/teardown
- Planning meetings
- Administrative work
You're the Key Link
Your regular contact with Lodge Chairs and gentle reminders about CLMS reporting make a real difference. Many lodges would fall through the cracks without District Chair support.