Application Tools and Templates

On this page:

• Getting started
• Application technical guidance
• Application forms
• Maintaining compliance
• Information for Publicly Owned Treatment Works (POTW)
• Information for EPA Headquarters and Regional Programs

The tools and templates on this page are designed to help determine CROMERR applicability and assist application preparation for state, tribal and local governments authorized to administer EPA programs. POTWs follow a special process jointly implemented by EPA Office Environmental Information (OEI), Office of Water (OW), and the states. EPA headquarters and regional programs also follow a special process. Please use the links above to skip to special sections describing these processes.

Getting started

If you think CROMERR applies to your electronic reporting system contact us!  There have been significant changes in CROMERR program processes as well as an increase in off-the-shelf and shared services system options over the past several years. The CROMERR Program can help you navigate the approval process and provide you with helpful resources and expertise. Get started with these resources.

• Does CROMERR Apply to your e-Reporting System? (pdf) (5/20/22)
• CROMERR Step-by-Step Guide to Create and Submit a Successful Application (pdf) (5/20/22)
• CROMERR Frequently Asked Questions

Application technical guidance

The following resources will help you prepare your CROMERR application.

• CROMERR Legal Certification Guide for State Attorney General or Local Government or Tribe Certifying Official Statement (pdf) (08/15/2017)
  This document provides guidance, templates and examples that will help when preparing official statements from an attorney general or a certifying official from a local government or tribe.

Plan to implement an off-the-shelf solution or the Central Data Exchange (CDX) Shared CROMERR Services? You will still need CROMERR approval, but you may not need to provide CROMERR technical documentation.

See: Application Forms

The following documents are useful for applicants preparing a CROMERR "system checklist". Only substantially or entirely custom-developed systems require comprehensive CROMERR technical documentation. The system checklist is the recommended format for this technical documentation. A blank system checklist can be found under the Application Forms section below; several pre-populated system checklist templates are available for off-the-shelf solutions requiring limited CROMERR technical documentation.

• CROMERR 101: Fundamentals for States, Tribes, and Local Governments
  Start with this online course for introductory information on CROMERR.
• CROMERR Application Challenges and Solutions (pdf)
  Common application challenges, examples of effective approaches to resolving them, and example EPA-approved systems that have used these approaches.
• CROMERR Application Reviewer Guide (docx) (May 2017)
  This guide evolved from EPA's own internal procedures for reviewing CROMERR applications. It provides detailed technical specifications around each of the CROMERR requirements.
• Sample Applications and Checklists
  Learn how previous applicants have met CROMERR requirements for their electronic reporting.
• User Identification, Verification, and Authentication: Challenge Question Second-Factor Approach (pdf)
  The use of challenge questions is one approach to ensure that an individual’s credentials have not been compromised.
• Crosswalk between CROMERR rule requirements and system checklist (xls)
  This crosswalk identifies how the CROMERR system checklist relates to requirements outlined in the CROMERR rule. It is intended as a quick reference for understanding where the system checklist sections stem from in the rule.
• CROMERR Electronic Signature Agreement Guide (pdf) (July 2017)
  Example electronic signature agreement language that may be used, in part, to satisfy the electronic signature agreement or subscriber agreement requirement of CROMERR.

Additional technical assistance materials may be available to applicants. Contact the CROMERR program for more information.

Application forms

To apply for CROMERR approval, start by completing the Application Cover Sheet.

• CROMERR Application Cover Sheet (pdf) (2/8/22)

NOTE: Customized application cover sheets exists for several off-the-shelf solutions. Applicants pursuing these solutions can complete the cover sheet above but will likely find it easier to complete the cover sheet specifically tailored for the system they are implementing.

Next, locate your system/approach in the following list and, if applicable, complete any additional form(s) and/or template(s) specific to that system/approach. Applicants pursuing off-the-shelf approaches not yet evaluated by the CROMERR program or custom-developed solutions will find relevant forms under the link for custom-built systems.

Shared CROMERR Services Applications

EPA-developed off-the-shelf solutions

Commercially-developed off-the-shelf solutions

Custom-built systems

Applicants not using an off-the-shelf solution or component-based solutions such as Shared CROMERR Services usually have custom-built systems.

To minimize rework, such applicants are encouraged to work with the CROMERR program during the design phase and to submit system documentation for draft review.

Blank CROMERR System Checklist (doc) (2/24/21)

* Typically, applicants with custom-built systems are required to provide additional documentation beyond the CROMERR checklist that describes their system’s conformance with the CROMERR standards

For more information about documenting signature approaches on CROMERR applications, review the diagram for additional detail, or review the text only version of the Completing the CROMERR Checklist diagram.

Questions? Contact the CROMERR Help Desk.

Maintaining compliance

Applicants are responsible for informing the CROMERR program about changes that may affect their CROMERR compliance.

Examples of significant changes could include changes to the types of file formats that affect how the copy of record (COR) is maintained, as well as changes to the technologies that may be used for file transfer or for creating electronic signatures on transmitted reports.

For information, see:  Notification and Approval of Changes to Approved CROMERR Applications: For States, Tribes, and Local Governments (pdf) (May 2020)  and FAQs: Modifications to Approved Applications

Information for Publicly Owned Treatment Works

EPA’s Office of Water (OW) and Office of Environmental Information developed a hybrid approach for processing requests to modify approved POTW NPDES pretreatment programs to allow for electronic reporting.

For more information, see:  CROMERR Compliance for POTW Pretreatment Program (pdf) (5/20/22)

Local governments interested in reporting NPDES pretreatment data electronically should contact the CROMERR program (cromerr@epa.gov) or EPA’s OW Pretreatment Team (CromerrPOTWrequest@epa.gov).

Information for EPA Programs

EPA has designated the Central Data Exchange (CDX) as the Agency's mechanism for providing CROMERR-compliant electronic reporting services for all EPA data collections. All systems that are subject to CROMERR must use CDX's CROMERR services to ensure that their data collections or exchanges have met Agency enforceability requirements.

For more information, reference the Enterprise Architecture Policy’s Data Exchange Procedure (CIO 2122-P-04.0) on EPA's intranet.

Only those EPA programs requesting special customizations to CDX's CROMERR services engage with the CROMERR program in technical documentation and review.  Almost all other EPA programs implementing CDX's CROMERR services are CROMERR-compliant by definition and approved automatically. 

See: CROMERR Overview for EPA Programs and Regions