Module 2: Logging Activities

Recording Presentations

Entering School and Youth Presentations

Presentations are the core of most DAP programs. Accurately recording each presentation ensures your lodge gets credit for its work and contributes to statewide and national impact totals.

When to Log Presentations

Log presentations as soon as possible after they occur:

  • Same day: Best practice—details are fresh
  • Within a week: Acceptable—you can still recall specifics
  • End of month: Minimum—do not let activities go unreported longer

Waiting too long leads to forgotten details and missed entries.

Information to Capture

For each presentation, you will need:

  • Date: When the presentation occurred
  • Location/School: Name of school or venue
  • Grade level(s): Which grades participated
  • Number of students: How many students attended
  • Volunteers: Who presented (names or count)
  • Hours: Total volunteer hours contributed
  • Materials: What was distributed
  • Description: Brief notes about the presentation

Step-by-Step Entry

  1. Log into CLMS and navigate to DAP activities
  2. Select "Add Activity" or "New Entry"
  3. Choose the appropriate category (school presentation, youth group, etc.)
  4. Enter the date and location
  5. Fill in participant numbers and volunteer information
  6. Add materials distributed if applicable
  7. Include any notes or descriptions
  8. Review for accuracy
  9. Save the entry

Tips for Accurate Recording

  • Use consistent school names: "Lincoln Elementary" every time, not sometimes "Lincoln" or "Lincoln Elem"
  • Get actual counts: Ask the teacher for class size rather than guessing
  • Track during the event: Bring a simple form to capture data before you leave
  • Include all volunteers: Do not forget assistants and helpers

Common Entry Mistakes

  • Wrong date: Double-check the date—easy to mistype
  • Inflated numbers: Report actual attendance, not school enrollment
  • Missing entries: Every presentation should have a CLMS entry
  • Duplicate entries: Check before adding—did you already log this?

Creating a Logging Routine

Build CLMS entry into your regular process:

  • Keep a simple tracking sheet for each presentation
  • Set a weekly time to enter any outstanding activities
  • Review your entries monthly for completeness

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Understanding Activity Categories