Module 2: Logging Activities
Materials and Resources Tracking
Recording Materials Distribution
DAP materials—brochures, activity books, promotional items—represent a significant investment. Tracking what you distribute helps manage inventory, justify material orders, and demonstrate program reach.
Types of Materials to Track
Educational Materials
- Brochures and pamphlets
- Activity and coloring books
- Posters for classroom display
- Fact sheets and information cards
Promotional Items
- Red ribbons
- Wristbands and bracelets
- Stickers
- Pencils, pens, and other giveaways
Recognition Items
- Certificates
- Pledge cards
- Award ribbons for contests
Tracking Methods
At the Activity
- Count materials before you leave for the event
- Count what you return with
- The difference is what you distributed
For Bulk Distribution
- If leaving materials with a school, note the quantity
- Ask teachers to report back on usage if possible
When Exact Counts Are Not Possible
- Estimate based on participants (one brochure per student)
- Round to reasonable numbers
- Be conservative rather than inflated
Entering Materials in CLMS
When logging an activity that included material distribution:
- Navigate to the materials section of the activity entry
- Select the type of material from the list
- Enter the quantity distributed
- Repeat for each material type
Inventory Management
While CLMS tracks distribution, you should also maintain inventory:
- Know what materials you have on hand
- Track when supplies run low
- Order replacements before you run out
- Coordinate with your State Chair on material orders
Why Materials Tracking Matters
- Justifies material budget and orders
- Shows tangible output of DAP activities
- Helps plan for future needs
- Contributes to state and national impact totals