Program Registration – Microsoft Form Step-by-Step Guide

Purpose

This Microsoft Form is used to register a new program or event, update an existing program, or complete an annual review for compliance at CU Denver. Programs must be registered and approved before they can move forward.

Before You Start (5–10 minutes)

Have the following information and documents ready before opening the form:

  • Program name and format
  • Program dates, daily schedule, and locations
  • Sponsoring department and department leader contact information
  • Approximate number of children and age range
  • Supervisor Attestation Form (required upload)
  • Personnel roster (Excel or Word) listing all staff/volunteers (required upload)
  • Emergency Action Plan (EAP)(required upload)
  • Standard Operating Procedures (SOPs) (required upload)
  • Proof of insurance (if applicable) (required upload)

Missing required uploads is the most common reason submissions are delayed.

    Step-by-Step: Completing the Microsoft Form

      Step 1: Program Type Selection

      Select one program type:

      • New Program/Event
      • Existing Program / Annual Review

      Then select the program format:

      • Single-Day Program/Event
      • Multi-Day Program or Series
      • Summer Camp
      • Annual Program (multiple sessions over a year)

        Step 2: Program & Administrator Information

        Complete all required fields:

        • Program/Event Name
        • Sponsoring Department (Spell out acronyms and use the full official name)
        • Program Administrator Name
        • Administrator Email Address
        • Administrator Phone Number
        • Program Description
        • Enter participant details

          Step 3: Supervisor Approval

          Provide the following information:

          • Supervisor Name
          • Supervisor Email Address

          Then complete the supervisor approval section:

          • Download, complete, and upload the Supervisor Attestation Form
          • The supervisor listed should align with the department leader or designated approver

          Missing supervisor approval will result in an incomplete submission and delay review.

            Step 4: Program Administrator Information

            Provide contact information for the primary program administrator:

            • Name
            • Title
            • Email address
            • Phone number

            This person will be contacted if follow‑up is needed.

              Step 5: Program Description & Dates

              • Enter a clear, concise description of the program (maximum 250 words)
              • Include the program’s purpose, activities, and participant engagement
              • Enter start and end dates for the program or event

                Step 6: Personnel, Background Checks & Training Compliance

                This step confirms that all personnel working with minors meet CU Denver screening and training requirements before having any direct or indirect contact with children.

                Part A: Background Check & Policy Attestations

                You must certify that:

                • Criminal background checks and National Sex Offender Registry (NSOR) checks have been completed or initiated for all personnel
                • Background checks are renewed annually, as required
                • All personnel have reviewed:
                  • Appendix A: Dos and Don’ts When Working with Minors
                  • Appendix B: Persons Required to Report Abuse, Neglect, or Concerning Circumstances

                Part B: Training Verification

                You must attest that all required trainings are:

                • Completed, or In Progress (must be completed before program activities begin)

                Required trainings may include, based on role:

                • CU: Child Protection – u00165 (CU faculty, staff, and students)
                • Safeguarding Minors on Campus (volunteers and contractors)
                • CU Nondiscrimination, Sexual Misconduct & Reporting – u0028

                Part C: Personnel Roster Upload (Required)

                Upload one roster file that includes everyone with direct or indirect contact with minors.

                The roster must include:

                • Full name
                • Email address
                • Role (staff, student, volunteer, contractor, third‑party)
                • Employee ID (if applicable)

                Preferred formats: Excel or Word

                Missing or incomplete rosters will delay approval.

                Emergency Protocol & Risk Management Uploads

                Upload the following required documents:

                • Emergency Action Plan (EAP)
                • Standard Operating Procedures (SOPs)

                Hold space for:

                • Insurance documentation (if requested or applicable)

                  Final Review Before Submitting

                  • All required fields are completed
                  • Supervisor Attestation Form is uploaded
                  • Personnel roster is uploaded
                  • EAP and SOPs are attached
                  • All attestations are acknowledged

                  Incomplete submissions cannot move forward for approval.

                  After Submission

                  • You will receive a confirmation that your form has been submitted
                  • Student Affairs will review the submission and may follow up for clarification or additional documentation
                  • Programs may not proceed until compliance review is complete

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