CLMS Reporting Guide
CLMS Reporting for Lodge Chairs
Section titled “CLMS Reporting for Lodge Chairs”CLMS (Community Investments Online Reporting System) is the system the Elks use to track all charitable activities, including Drug Awareness Program efforts. As a Lodge Chair, you are responsible for ensuring your lodge’s DAP activities are logged.
Why This Matters
Every logged activity counts toward your lodge’s and state’s totals. These numbers demonstrate the Elks’ impact nationally and help secure continued funding for the program. If it’s not logged, it didn’t happen (at least on paper).
Accessing CLMS
Section titled “Accessing CLMS”Getting Access
Section titled “Getting Access”- Visit elks.org and log in to your member account
- Navigate to CLMS (Community Investments) in the menu
- If you don’t have access, contact your Lodge Secretary or Exalted Ruler to be granted reporting permissions
Need Access?
If you cannot access CLMS, contact your Lodge Secretary first. They can grant you the necessary permissions or direct you to someone who can.
What to Log
Section titled “What to Log”DAP Activities to Report
Section titled “DAP Activities to Report”| Activity Type | What to Include | Example |
|---|---|---|
| School Presentations | Date, school name, grade levels, students reached, volunteer hours | ”Presented to 3rd graders at Lincoln Elementary - 75 students, 2 volunteer hours” |
| Community Events | Event name, date, attendees reached, materials distributed, volunteer hours | ”Health Fair booth at City Park - 200 contacts, 150 brochures, 6 volunteer hours” |
| Red Ribbon Week | All activities, materials distributed, students/community reached | ”Distributed 500 red ribbons at 3 schools” |
| Material Distribution | Number and type of materials, location | ”Delivered 100 brochures to public library” |
| Meetings | Meeting type, purpose, outcomes | ”Met with school principal to plan fall presentations” |
| Contest Promotion | Schools contacted, entries received | ”Promoted contests at 5 schools, received 12 poster entries” |
What Counts as Volunteer Hours
Section titled “What Counts as Volunteer Hours”Include time spent on:
- Preparing for presentations
- Travel to/from events
- Setting up and tearing down booths
- Delivering materials
- Attending DAP-related meetings
- Administrative work (planning, coordinating)
Step-by-Step: Logging an Activity
Section titled “Step-by-Step: Logging an Activity”Step 1: Navigate to CLMS
Section titled “Step 1: Navigate to CLMS”- Log in to elks.org
- Click on CLMS or Community Investments
- Select your lodge if prompted
Step 2: Select the Reporting Category
Section titled “Step 2: Select the Reporting Category”- Look for Drug Awareness or DAP category
- Select the appropriate activity type
Step 3: Enter Activity Details
Section titled “Step 3: Enter Activity Details”Fill in the required fields:
| Field | What to Enter |
|---|---|
| Date | When the activity occurred |
| Activity Type | Select from dropdown (presentation, event, distribution, etc.) |
| Description | Brief description of what happened |
| People Served/Reached | Number of students or community members |
| Volunteer Hours | Total hours from all volunteers |
| Number of Volunteers | How many people participated |
| Materials Distributed | Number and type if applicable |
Step 4: Save and Verify
Section titled “Step 4: Save and Verify”- Click Save or Submit
- Verify the entry appears in your activity log
- Note any confirmation number for your records
Reporting Best Practices
Section titled “Reporting Best Practices”Log Promptly
Section titled “Log Promptly”Enter activities within a few days while details are fresh. Keep a simple log (notebook or phone notes) during events to capture:
- Head count of attendees
- Materials distributed
- Volunteer names and hours
Be Specific
Section titled “Be Specific”Instead of: “Did a presentation” Write: “Drug awareness presentation to 4th grade at Jefferson Elementary, 65 students, discussed peer pressure and making good choices”
Count Everything
Section titled “Count Everything”- Even small efforts count - dropping off brochures at a library is worth logging
- Every hour matters for state and national totals
- Don’t forget preparation and travel time
Track All Volunteers
Section titled “Track All Volunteers”Ask all volunteers to report their hours to you, including:
- Setup/teardown help
- Other lodge members who assisted
- Family members who volunteered
Monthly Reporting Checklist
Section titled “Monthly Reporting Checklist”Use this checklist at the end of each month:
- Review your calendar/notes for all DAP activities
- Log any activities not yet entered
- Verify hours from all volunteers are included
- Check that material distribution is recorded
- Confirm all entries saved correctly
Common Questions
Section titled “Common Questions””I forgot to log something from last month.”
Section titled “”I forgot to log something from last month.””Log it now. Late entries are better than no entries. Make a note in the description if the date is approximate.
”I’m not sure what category to use.”
Section titled “”I’m not sure what category to use.””Use your best judgment or ask your District Chair. The important thing is that the activity gets logged somewhere.
”Our event had volunteers from multiple lodges.”
Section titled “”Our event had volunteers from multiple lodges.””Each lodge should log their own volunteers’ hours. Coordinate to avoid double-counting the same event’s attendee numbers.
”I don’t have exact numbers.”
Section titled “”I don’t have exact numbers.””Estimate reasonably. “Approximately 50 students” is fine. Don’t let uncertainty stop you from logging.
”Someone else at my lodge has been doing the logging.”
Section titled “”Someone else at my lodge has been doing the logging.””Great! Make sure they have access to all the information they need. Consider being added as a backup in case they’re unavailable.
Sample Activity Entries
Section titled “Sample Activity Entries”School Presentation
Section titled “School Presentation”Date: October 15, 2025Type: Drug Awareness PresentationDescription: Presented "Making Good Choices" program to 3rd grade classes at Washington Elementary SchoolPeople Reached: 85 studentsVolunteers: 2Volunteer Hours: 4 (includes prep and travel)Materials: 85 "What Heroes Do" activity booksRed Ribbon Week Event
Section titled “Red Ribbon Week Event”Date: October 23-27, 2025Type: Red Ribbon WeekDescription: Distributed red ribbons and prevention materials at Riverside Middle School during lunch periods all weekPeople Reached: 450 studentsVolunteers: 5Volunteer Hours: 15Materials: 500 red ribbons, 450 prevention brochuresCommunity Health Fair
Section titled “Community Health Fair”Date: September 14, 2025Type: Community EventDescription: DAP information booth at Annual City Health Fair, distributed materials and talked with familiesPeople Reached: 150 families (approx. 400 individuals)Volunteers: 4Volunteer Hours: 16Materials: 200 brochures, 150 coloring books, 100 pencilsGetting Help
Section titled “Getting Help”| Issue | Contact |
|---|---|
| Can’t access CLMS | Lodge Secretary or Exalted Ruler |
| Unsure how to categorize | District Chair or State Chair |
| Technical problems | Grand Lodge CLMS support |
| General questions | District Chair |
Your Reporting Matters
Every activity you log helps tell the story of DAP’s impact. Your diligent reporting ensures your lodge, your state, and the national program receive recognition for the important work you do.