CLMS Oversight Guide
CLMS Oversight for State Chairs
Section titled “CLMS Oversight for State Chairs”As State Chair, you’re responsible for ensuring that DAP activities across your entire state are properly logged in CLMS. This guide covers both your direct reporting responsibilities and your oversight role.
Your State's Numbers Matter
CLMS data is used to measure DAP’s national impact. Strong reporting from your state demonstrates the program’s value and supports continued funding. States with low reporting may appear to have inactive programs, even if they’re doing great work.
Your Dual Role
Section titled “Your Dual Role”1. Direct Reporting
Section titled “1. Direct Reporting”Log your own state-level activities:
- State DAP meetings and trainings
- State convention DAP sessions
- Meetings with state education officials
- Major material distributions
- Your personal volunteer hours
2. Oversight Responsibility
Section titled “2. Oversight Responsibility”Ensure District and Lodge Chairs are reporting:
- Monitor state-wide reporting trends
- Follow up with low-reporting lodges
- Provide training and support
- Set expectations and deadlines
Monitoring Your State’s Reporting
Section titled “Monitoring Your State’s Reporting”What to Look For
Section titled “What to Look For”| Indicator | What It Means | Action |
|---|---|---|
| Lodge with zero entries | No activities logged (not necessarily inactive) | Contact to verify and encourage reporting |
| Low volunteer hours | Activities may be logged without full volunteer count | Remind about counting all participants |
| Sporadic entries | Logging only some activities | Provide checklist of what to log |
| No Red Ribbon entries | Missed October activities | Follow up immediately in November |
Quarterly Review Checklist
Section titled “Quarterly Review Checklist”At the end of each quarter, review:
- Which lodges have logged activities?
- Which lodges have been silent?
- Are volunteer hour totals reasonable for the activities described?
- Are there obvious gaps (e.g., school year activities missing)?
Setting Expectations
Section titled “Setting Expectations”At the Start of the Year
Section titled “At the Start of the Year”Communicate these expectations to all District and Lodge Chairs:
- What to log: Every DAP activity - presentations, events, material distribution, meetings
- When to log: Within one week of each activity
- What to include: Date, description, people reached, volunteer hours, materials distributed
- Minimum reporting: At least quarterly, even if to report “no activities this quarter”
Sample Communication
Section titled “Sample Communication”Dear District and Lodge Chairs,
As we begin the new Elk Year, I want to remind everyone about the importance of logging all DAP activities in CLMS.
What to log:
- School presentations (include student count)
- Community events and health fairs
- Red Ribbon Week activities
- Material distribution
- All volunteer hours (including prep and travel time)
When to log: Please enter activities within one week of completing them.
Why it matters: Our state’s CLMS data demonstrates our impact to the National organization and helps secure continued support for DAP.
If you need help accessing CLMS or have questions about what to log, please contact me or your District Chair.
Thank you for your service, [State Chair Name]
Working with District Chairs
Section titled “Working with District Chairs”Delegate Monitoring
Section titled “Delegate Monitoring”Ask District Chairs to:
- Check in monthly with Lodge Chairs about activities
- Review CLMS entries from their lodges quarterly
- Report any lodges that need additional support
- Help troubleshoot access or training issues
Monthly Check-in Questions for District Chairs
Section titled “Monthly Check-in Questions for District Chairs”- “Have your Lodge Chairs reported any activities this month?”
- “Are there any lodges that need help with CLMS access?”
- “Are there any upcoming activities I should know about?”
Troubleshooting Low Reporting
Section titled “Troubleshooting Low Reporting”Common Reasons for Under-Reporting
Section titled “Common Reasons for Under-Reporting”| Reason | Solution |
|---|---|
| ”I don’t have access” | Help them contact their Lodge Secretary |
| ”I don’t know how” | Provide step-by-step guidance or pair with experienced Chair |
| ”I forgot” | Set up quarterly reminders |
| ”I didn’t think it counted” | Provide clear list of what to log |
| ”Someone else handles it” | Verify who and confirm they have complete information |
| ”We haven’t done any activities” | Discuss opportunities and offer support |
Reaching Out to Silent Lodges
Section titled “Reaching Out to Silent Lodges”When a lodge hasn’t logged anything:
- First, assume positive intent - They may be active but not reporting
- Ask, don’t accuse - “How are DAP activities going at your lodge?”
- Offer help - “Would you like me to walk you through CLMS?”
- Listen for barriers - There may be legitimate challenges to address
Tracking State Performance
Section titled “Tracking State Performance”Simple Tracking Spreadsheet
Section titled “Simple Tracking Spreadsheet”Create a quarterly tracking sheet:
| Lodge | Q1 Activities | Q1 Hours | Q2 Activities | Q2 Hours | Q3 Activities | Q3 Hours | Q4 Activities | Q4 Hours | Notes |
|---|---|---|---|---|---|---|---|---|---|
| #123 | 3 | 25 | 5 | 40 | 2 | 15 | Active, consistent | ||
| #456 | 0 | 0 | 1 | 5 | 0 | 0 | Needs follow-up | ||
| #789 | 2 | 20 | 3 | 30 | 4 | 35 | Growing program |
Key Metrics to Report
Section titled “Key Metrics to Report”Share these with National Directors:
- Total activities logged
- Total volunteer hours
- Total youth/community members reached
- Number of lodges actively reporting
- Year-over-year comparison
State-Level Activities to Log
Section titled “State-Level Activities to Log”Don’t forget to log your own activities:
| Activity | Details to Include |
|---|---|
| State DAP meetings | Date, attendance, topics covered |
| State convention | DAP training sessions, attendees, hours |
| Material distribution | Quantities sent to lodges |
| State-level school partnerships | Meetings with state education officials |
| Training sessions | New Chair orientations, CLMS training |
| Your coordination time | Planning, phone calls, emails (reasonable estimate) |
Quarterly Reporting Rhythm
Section titled “Quarterly Reporting Rhythm”| Month | Activity |
|---|---|
| First month of quarter | Review previous quarter’s data |
| Second month | Follow up with low-reporting lodges |
| Third month | Send reminder for end-of-quarter logging |
| Quarter end | Compile state summary for National |
Getting Help
Section titled “Getting Help”| Issue | Contact |
|---|---|
| State-level CLMS questions | National Directors |
| Technical system issues | Grand Lodge CLMS support |
| Best practices | Other State Chairs, National Directors |
Good Oversight = Good Data
Your attention to CLMS reporting ensures that your state’s DAP work is visible and recognized. Regular communication and gentle follow-up will dramatically improve your state’s reporting completeness.