A disbursement advance request is used when productions seek access to approved funds in advance of anticipated production expenses, purchases, or operational needs.
Advance funding requests require careful oversight because productions must be able to document how institutional or production funds are being used and tracked throughout the production process. Establishing clear advance procedures helps maintain financial accountability, reduce confusion surrounding expenditures, and support more organized production budgeting workflows.
This form should be used in instances where a student is issued a disbursement advance for production-related expenses on a production. Advances will be issued to the student’s pre-paid Visa card.
Students are required to submit itemized receipts for all expenses and to return any unused monies.
A performers time report documents the hours, dates, and participation details associated with performers working on a production. These records help track performer involvement throughout production activities and maintain organized documentation related to scheduling and production participation.
Accurate time reporting is important because productions depend heavily on reliable scheduling, coordination, and record-keeping across cast and crew activity. Maintaining organized performer records also supports professional production management practices and helps ensure that participation details are documented consistently throughout the course of production.
The 2nd AD should complete the Performers Time Report for each production day, ensuring that each performer signs the report before they are dismissed for the day. If a show does not have an assigned 2nd AD, the Producer shall assume the responsibility.
Sample
Here’s a sample of what the completed form should look like:
A performance agreement establishes the terms under which an actor or performer participates in a production, including permissions related to recording, usage of the performance, and the production’s right to exhibit and distribute the completed project.
Clear performer agreements are essential because productions must secure documented permission to use recorded performances within films intended for exhibition, festivals, online distribution, or archival purposes. Proper agreements help protect both the production and the performer while reinforcing professional standards related to contracts, releases, and production legal workflows.
The Producer should use this contract agreement with a Performer, in order to have the right to record their voice and likeness for the film.
The Producer is responsible for working with Performer to determine the screen credit in the finished film.
All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.
A music release grants permission for a production to use a specific piece of copyrighted music within a film or media project, defining the conditions and restrictions of use and the credit to appear on screen.
Proper music documentation is important because productions must be able to verify that all music included in the film has been legally authorized for use and distribution. Maintaining clear release records helps reduce legal and distribution complications while reinforcing professional practices related to copyright, licensing, and music clearance within film production workflows.
The Producer should use this contract agreement with the Owner (or authorized agent) of a musical composition that will be used in the film.
The Producer is responsible for working with the Owner to determine the screen credit in the finished film. All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.
Note: F1 and M1 projects are not permitted license music in this manner. Those project must use the Universal Production Music library for any music needs.
Productions seeking to work with minors must use this request process when asking for an exemption from the standard minor labor policy. The request allows the production to explain why the exemption is needed, secure consent from a parent or legal guardian, and provide the information necessary for review before the minor participates in production activity.
This process exists to protect minors from unsafe, excessive, or inappropriate working conditions while ensuring that productions comply with school and university expectations. Because working with children carries additional safety, scheduling, supervision, and legal responsibilities, exemptions must be reviewed carefully rather than assumed.
The Minor Labor policy is intended to safeguard children from being employed under conditions that are injurious or detrimental to their health, safety or education.
The Producer of a show is required to work with the parent (or legal guardian) to complete a Minor Labor Policy Agreement, which outlines the conditions of employment. On occasion, however, there can be instances where an aspect of this agreement may be waived or modified, and the Producer may submit this exemption request to the Head of Production. All exemptions must have the consent of the parent or legal guardian, and final approval of requests lies solely with the Head of Production.
The Minor Labor Policy Agreement documents the expectations and conditions that apply when a production is approved to work with a minor. It establishes the responsibilities of the production, the student filmmakers, and the parent or guardian in relation to the minor’s participation.
This agreement is important because minors require additional safeguards around working hours, supervision, safety, transportation, and overall welfare. The form helps ensure that everyone involved understands the conditions of the minor’s participation before production begins.
The Minor Labor policy is intended to safeguard children from being employed under conditions that are injurious or detrimental to their health, safety or education. This paperwork serves to ensure that parents (or legal guardians) are informed about the conditions of employment.
The Producer of a show that involves minor labor should complete both pages of this document with the parent or legal guardian. The first page outlines the terms of the labor agreement. The second page documents any medical conditions or dietary needs, and provides authorization for the school to seek medical treatment for the minor in cases of emergency.
Should any exemptions or modifications to this policy be needed, the Producer should complete a Minor Labor Policy Exemption Request with the parent or legal guardian.
The Meal Sign In form is used to document meals provided during production. The Producer should prepare the form in advance with as much information as possible, and the 2nd AD typically manages sign-in during lunch on set.
Maintaining accurate meal records helps the production document that meals were provided and that cast and crew were accounted for during the workday. This supports both production organization and school oversight, while reinforcing the expectation that productions handle meal periods responsibly and consistently.
The Producer should prepare the Meal Sign In sheets prior to production by typing in as much info as possible. Then on set during lunch, the 2nd AD will have each Cast and Crew member sign the sheet. Count the number of signatures, and enter that number at the bottom by Individuals Served.
The Producer will also need to turn in the Meal Sign In sheets along with the Reimbursement Voucher to verify those who had eaten the food that was provided on set.
Sample
Here’s a sample of what the completed form should look like:
A Master Use License Request is used when a production wants permission to use a specific existing sound recording in a film. This permission is cleared with the record label or other owner of the recording, and is separate from the synchronization license needed for the underlying musical composition.
This process is important because a recorded song usually involves multiple rights. Even if a production has permission to use the composition, it still needs permission to use a particular recording of that composition. Proper clearance helps ensure that the film can be exhibited and distributed without unresolved music rights issues.
A master use license is the right to synchronize a sound recording with your visual image. You clear this right with the record label who owns the sound recording you would like to use.
Check the liner notes of the recording to find out which company this is. Alternatively, you can get contact information for record labels by contacting either ASCAP or BMI. You will be provided with a contact at the record label’s Business Affairs Department.
Getting the rights could be as simple as sending letters to the publisher and record label, having them sign and return them. However, you may be required to complete their licensing agreements instead. If this is the case, make sure you have the Head of Production review the agreement before you sign it, to ensure we have the proper releases.
You must get each license for at least:
Two-years
Film festival
Non-commercial
World rights
Note that if you do not plan to use the original sound recording, but rather plan to reproduce a specific musical composition in your film, you need to acquire a Synchronization License instead.
SAMPLE LETTER
Here’s a sample of what the letter should look like:
The Location Shooting Plan Agreement documents the specific guidelines, restrictions, and conditions governing how a production may use an approved location. It’s completed with input from the location owner and addresses the finer details of the shoot, including what activities may take place and what limitations the production must follow while on site.
This agreement helps protect the location owner, the production, and the school by making expectations clear before filming begins. Clear location rules reduce misunderstandings, support safer production planning, and help maintain positive relationships with property owners and community partners.
In addition to completing a Location Agreement with the Location Owner (or authorized agent), the Producer must also complete a Location Shooting Plan Agreement. This agreement gets into the finer details of how the location may be used and all guidelines and restrictions related to the use of the location.
This includes information about: the quantity of crew members; arrival and departure times; parking; craft service; trash; which rooms can be used or not-used; which items can be moved or not-moved; any safety protocols the location may require; and the names/info of the students that location owners should contact during the shooting day.
Sample
Here’s a sample of what the completed form should look like:
The Location Hazard Assessment checklist is used to identify potential risks at a filming location before production takes place. These may include physical hazards, chemical hazards, biohazards, animal or plant hazards, electrical hazards, fall risks, environmental concerns, or other conditions that could affect cast, crew, equipment, or the public.
This assessment is important because location risks are easiest to manage when they are identified early. Documenting hazards in advance allows the production and school to determine whether additional safety measures, approvals, adjustments, or alternate plans are needed before filming begins.
The Producer is responsible for conducting a thorough inspection of every shooting location and completing a separate Location Hazard Assessment form for each site. This form should be completed before the project’s tech scout or director’s prep so that any identified risks can be reviewed with faculty in advance.
When completing the form, be specific and practical. The goal is not simply to identify hazards, but to document how the production might mitigate or manage them. If a hazard is present, clearly describe the precautions the production could take to reduce risk.
Hazards may include:
Physical hazards
Chemical hazards
Biohazards
Animal hazards
Plant hazards
Electrical hazards
Falling hazards
Vehicular hazards
Fire hazards
Airborne hazards
Water hazards
Facility hazards
Societal hazards
The assessment should reflect the actual conditions of the location at the time of scouting. Productions should revisit and update assessments if conditions significantly change prior to filming.
Sample
Here’s a sample version of what the completed form should look like:
