Submitting Projects

Submit Your Project Through the Correct Process

Before you submit a project, confirm whether it is an Anytime Project or a Greenlighting Project. Your approval path determines where you submit, what information you must provide, and whether the Production Office needs to review your project before production begins.

If you have not yet determined your approval path, start with Start a Project.

Important: Submitting a project, receiving a Project Number, or making a reservation does not automatically approve your production. Complete all required forms, reviews, certifications, permits, insurance requirements, and approvals before filming.

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Step 1: Confirm Your Approval Path

If your project...	Submit through...
Is an approved Anytime Project	Patron Portal
Requires Greenlighting review and approval	Project Information Form (PIF)

If you are unsure which path applies, review Start a Project or contact the SCA Production Office before submitting.

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Step 2: Complete the Prerequisites

Complete these requirements before submitting or participating in production:

☐ Complete annual SCA Production Training (D2L)

☐ Submit the annual Student General Release Form

☐ Confirm that you are enrolled in an SCA program during the quarter in which the project takes place

☐ Review applicable Production Policies & Safety Standards

☐ Gather the project information and supporting documents described below

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Step 3: Gather Your Project Information

Prepare accurate information before opening the submission system.

Information	Examples
Project Details	Project title, category, course or program, description, and production dates
Key Crew Information	Director, Producer, Director of Photography, Key Grip, Gaffer, Sound Mixer, and other key crew members, including DePaul email addresses and Student IDs.
Script or Project Materials	Script, treatment, storyboard, shot list, or other materials
Cast and Crew	Cast members, production crew, background performers and other participants
Locations	Student-owned property, DePaul property, Cinespace, public locations, private locations
Equipment & Facilities	Cameras, lighting, sound, stages, rooms, labs, or outside rentals
Special Activities	Stunts, intimacy, prop weapons, vehicles, fire, smoke, animals, water, or similar activities
Documents & Approvals	Permits, location agreements, insurance requests, safety plans, faculty approvals, or vendor information

Provide the most complete and accurate information available. If your plans change after submission, notify the Production Office and update the project information when requested.

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Step 4: Submit Your Project

Anytime Projects

Submit eligible Anytime Projects through the Patron Portal.

Use the Patron Portal to register your project and request eligible equipment or resources.

If your project changes and begins requiring advanced equipment, special activities, permits, facilities, or additional support, contact the Production Office. Your project may need to move to the Greenlighting process.

Start an Anytime Project → Patron Portal

Greenlighting Projects

Submit Greenlighting Projects through the Project Information Form (PIF).

The PIF is used to register your project and begin Production Office review.

After submission, the Production Office may request additional information, paperwork, safety planning, permits, insurance documentation, location information, equipment details, or other approvals.

Start a Greenlighting Project → Project Information Form (PIF)

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What Happens After You Submit?

🔴 Phase 1: REDLIGHT — Project Submitted

Phase 1 begins when you submit the Project Information Form (PIF).

The PIF provides the Production Office with the initial information needed to evaluate your project, including:

• Project Owner and Additional Point of Contact information

• Project title, category, associated course, and academic quarter

• Project type and anticipated production dates

• Script, treatment, documentary description, or project summary

• Faculty advisor

• Initial equipment, facility, location, and production needs.

At this stage:

• Your submission enters the Production Office review process.

• Staff review the initial project information and supporting materials.

• Your project records begin being established in Smartsheet and, when applicable, Patron Portal.

You may be contacted if clarification or additional information is needed.

Red Light confirms that your project has been submitted. It does not authorize reservations, equipment pickup, stage or facility use, rehearsal of restricted activities, or filming.

🟡 Phase 2: YELLOW LIGHT — Project Review and Preparation

After the initial submission has been reviewed and your project has been established, the Project Owner and any listed Additional Points of Contact will be notified that the project has entered Yellow Light status.

During this phase, you may:

• Receive a Project Number

• Receive access to your project’s Smartsheet Dynamic View

• Review and update project information

• Submit required documents and respond to Production Office questions

• Create equipment, stage, or facility reservations when permitted

• Request or coordinate permits, insurance, locations, and other production support

• Complete required safety reviews and special-activity approvals

The detailed questions you receive will be based on the script, treatment, summary, and shooting plans submitted during Phase 1.

Common review areas include:

• Script, treatment, shooting plans, and production dates

• Safety plans and identified production hazards

• Cast and crew lists

• General Release Forms

• Filming locations and permits

• Insurance and Certificates of Insurance

• Equipment, stages, facilities, and specialized production spaces

• Stunts

• Intimacy coordination

• Prop weapons

• Prop firearms

• Outside equipment rentals

• Other required forms, faculty confirmations, and administrative approvals

Phase 2 is a continued conversation with the Production Office. Monitor your DePaul email and Smartsheet regularly, respond promptly to questions, and upload requested documentation through your Dynamic View.

Yellow Light permits only the preparation activities specifically allowed by the Production Office. It does not authorize filming, equipment pickup, stage or facility use, or rehearsal of an unapproved stunt, intimate scene, prop weapon, prop firearm, or other restricted activity.

🟢 Phase 3: GREEN LIGHT — Approved to Film

Once the Production Office confirms that all required information has been provided, all questions have been resolved, all required documents have been uploaded, and all necessary administrative approvals have been received, the project may receive Green Light status.

The Project Owner and Additional Points of Contact will receive confirmation of the project’s final approval. When applicable, approved Patron Portal reservations will also reflect the project’s Green Light status.

A Greenlit project may:

• Begin filming on its approved production dates

• Use its approved filming locations

• Pick up equipment associated with approved reservations

• Use approved stages, facilities, and specialized spaces

• Proceed with approved stunts, intimacy, prop weapons, or other reviewed activities

• Use approved permits, insurance documentation, and Production Office support

Do not begin filming, pick up equipment, use a stage or facility, or proceed with a restricted activity until you have received written Green Light confirmation.

Green Light applies only to the information and production plan reviewed by the Production Office. Changes to production dates, locations, cast or crew, equipment, special activities, or other material details must be reported and may require an Additional Shoot Date Form and additional review.

Students must continue following all applicable production policies throughout production and must submit required Call Sheets and Daily Production Reports for each shoot day.

Accuracy and Academic Integrity

All information provided through the PIF, Smartsheet, Patron Portal, reservations, forms, agreements, and production records must be complete and accurate. False or misleading information can create serious safety and insurance problems and may result in production penalties or action under the University’s Academic Integrity policies.

Important: Submission Does Not Equal Approval

Submitting a project, completing the PIF, receiving a Project Number, or making equipment or facility reservations does not automatically authorize filming.

Before production begins, confirm that you have completed all required:

• Project approvals

• Forms and releases

• Equipment certifications

• Location agreements and permits

• Insurance requirements

• Safety reviews

• Faculty or administrative approvals, when applicable

If a requirement remains incomplete, contact the Production Office before filming.

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If Your Plans Change

Notify the Production Office if you change your script, dates, locations, cast, crew, equipment, vendors, special activities, or production plan after submission.

For Greenlighting Projects, update information through Smartsheet and respond to any related requests from the Production Office.

Do not assume that a previous approval automatically applies to a significantly revised project.