Filmmaking Paperwork

Find the Form You Need

Use this page to find the forms, templates, and evaluation charts used for SCA film projects.

Each resource below explains what it is for, who needs it, when to complete it, and where to submit it.

Important: Complete required forms before reserving equipment, using SCA facilities, entering a filming location, or beginning production.

Some forms are completed directly in Smartsheet. Others are downloaded from D2L and uploaded to your project's Smartsheet Dynamic View.

If you are unsure which forms apply to your project, start with Start a Project or contact the SCA Production Office.

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Common Tasks

I need to...	Start Here
Participate in an SCA production	SCA Production Training & Student General Release Form
Submit a Greenlighting Project	Project Information Form (PIF)
Register an Anytime Project	Patron Portal
Change approved production dates	Additional Shoot Dates Form
Obtain access to Cinespace	Cinespace Security List Instructions
Plan a shoot day	Call Sheet & Production Report Templates
Include a stunt, intimacy, or prop weapon	Evaluation Charts & Authorization Forms

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Start Here: Required for Most Projects

SCA Production Training

Complete the annual SCA Production Training (D2L).

This is a one-time requirement each academic year for students participating in SCA productions.

Please allow up to 24 hours for your training completion to be processed before reserving equipment, accessing SCA facilities, or beginning production activities.

Where to complete it: Open SCA Production Training (D2L)

SCA Student General Release Form & Assumption of Risk

Everyone participating as cast or crew, including students, non-students, and minors, must complete the University-required SCA Student General Release Form before entering a filming location.

Complete the form for every person participating in your production.

Complete the form: Open the SCA Student General Release Form

Submit or Register Your Project

Project Information Form (PIF)

Submit the Project Information Form (PIF) if your project falls outside the Anytime Project criteria.

This may include projects that:

• Use advanced equipment

• Reserve stages or facilities

• Film on DePaul or other non-student-owned property

• Require permits or insurance

• Include special activities requiring additional review

Submit the PIF at least seven business days before production.

After submission, the Production Office will guide you through the next steps using Smartsheet.

Start the Greenlighting Process: Project Information Form (PIF)

Anytime Project Registration

If your production meets the Anytime Project criteria, begin through the Patron Portal.

Review Start a Project before registering to confirm that the Anytime Project process applies.

Register an Anytime Project: Patron Portal

Smartsheet Dynamic View

Use Smartsheet Dynamic View to:

• Review Production Office requests

• Upload required documents

• Submit additional paperwork

• Monitor outstanding project requirements

Access Smartsheet Dynamic View

Cast, Crew & Access Paperwork

Cast & Crew List Template

Use the Cast & Crew List Template to provide the Production Office with the names and roles of your cast and crew.

Read and follow the instructions at the top of the template before submitting it.

Where to get it: Cast & Crew List Template

Cinespace Security List & Gate Passes

Use these instructions only when your project requires cast or crew access to the Cinespace lot for equipment pickup, equipment return, or stage reservations.

This list is separate from the standard Cast & Crew List required by the Production Office.

Follow the instructions carefully and use the required template and exact column names.

Where to get it: Cinespace Security List Instructions

Changes to an Approved Project

Project Change Form

Use the Additional Shoot Dates Form when you need to:

• Change approved production dates

• Schedule a reshoot

• Add production days

After completing the form, upload it to your project's Smartsheet Dynamic View.

Do not assume that a previous approval automatically applies to a substantially changed production plan.

Additional Shoot Dates Form

Safety & Special-Activity Paperwork

Stunt Evaluation Chart

Use the Stunt Evaluation Chart to determine whether the action in your script may require a stunt coordinator or additional safety support.

For additional information, review the Stunts page.

Intimacy Evaluation Chart

Use the Intimacy Evaluation Chart to determine whether intimate action in your script may require an intimacy coordinator or additional support.

For additional information, review the Intimacy Coordination page.

Prop Weapon Authorization Form

If your production includes a prop weapon, review the applicable guidance before making plans.

When required, complete the Prop Weapon Authorization Form and submit it through your project's Smartsheet Dynamic View.

Do not bring a prop weapon to a production location until the required approvals have been received.

Production-Day Templates

Call Sheet Templates

A Call Sheet communicates:

• Shoot-day schedule

• Locations

• Call times

• Cast and crew contacts

• Transportation information

• Safety information

Templates:

• Call Sheet Template

• Call Sheet Template (Extended)

Production Report Templates

Complete one Production Report for each shoot day.

Production Reports document:

• Dates

• Locations

• Crew and talent hours

• Meals

• Costs

• Safety meetings

• Incidents

Resources:

• Production Report Template

• Production Report Template (Extended)

• Production Report Example

Budget Templates

Use a budget template to plan and document project expenses.

Resources:

• Budget Template

• Budget Template (Extended)

After production wraps

Review After Your Project is Complete for information about storing files, retaining paperwork, and sharing project updates.

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Which Paperwork Do I Need?

If you are...	Start with...
Participating in any SCA production	SCA Production Training and Student General Release Form
Making a project beyond the Anytime criteria	Project Information Form (PIF)
Using Cinespace	Cinespace Security List Instructions
Adding dates or scheduling a reshoot	Additional Shoot Dates Form
Including stunts	Stunt Evaluation Chart
Including intimate action	Intimacy Evaluation Chart
Including a prop weapon	Prop Weapon Authorization Form
Preparing for a shoot day	Call Sheet, Production Report and Budget

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Submission Reminders

Before submitting any form or document:

• Use your DePaul email address and Student ID when requested.

• Follow the instructions provided with each template.

• Use the required file type and naming format.

• Submit complete and accurate information.

• Upload documents to the correct project in Smartsheet when required.

• Keep copies of forms and confirmation messages for your records.

• Allow enough time for review, permits, insurance, and approvals.

• Do not begin filming or use restricted equipment or facilities until required approvals are complete.

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Questions?

If you do not know which form to use, cannot access D2L or Smartsheet, or need help completing a document, contact the SCA Production Office.

SCA Production Office Email: [e-mail] Phone: [phone] Loop: Daley LL103 Cinespace: 2514 W. 16th St., Office 204