The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/47-015.html
(A)
Overview
This policy establishes controls for
the production, serving, and sale of food on the Ohio university Athens campus,
and at events associated with Ohio university on public property in Athens
county. This policy will ensure the protection of the institution's image,
limit legal and financial liability and risk, and allow proper management of
catering and dining through high-quality products and services.
This policy does not apply to
situations covered by policy 41.121.
This policy applies without regard to
the source of the funds used to pay for the catering services, except as
explicitly noted.
This policy applies to all events in
dining halls, and to those events in Baker university center and in other
locations, for which the cost of catering services exceeds two hundred fifty
dollars. This limit applies to the complete food service needs of an event;
neither pyramiding (i.e., dividing one purchase into two or more from the same
vendor) nor subdividing between vendors may be used to stay within this limit.
(For example, to be exempt, a multi-day, multi-venue conference's total
catering budget must fall below the limit, not just the services provided at
each particular location and time; regularly scheduled, recurring events, such
as weekly colloquia, are each to be treated as a separate event.) Catering
services will be the initial contact point for those organizing events.
Although events in dining halls will be staffed by dining services, this policy
will refer uniformly to "catering services," for simplicity.
Specifically, this policy provides
for:
(1)
Food service safety at university events. Food and beverages
prepared and served by Ohio university catering services meet or exceed
industry standards in shipping, receiving, storage, preparation, and holding,
thus limiting the university's liability.
(2)
Internal
management that assures proper sanitation and controls through appropriate food
handler permits. It also offers internal collaboration of one-stop service to
the campus community.
(3)
Care and control of university property. Ohio
university catering services have the personnel, experience, knowledge, and
equipment to offer professional assistance in planning events so as to minimize
the cost of the event.
(4)
The monitoring of state requirements for temporary food
permits for resale of food items and appropriate liquor controls in compliance
with state laws.
(5)
The appropriate use of dining facilities in compliance
with the american federation of state, county, and municipal employees
("AFSCME" Local 1699) bargaining agreement.
(B)
General
guidelines
All food and beverages served on the
Ohio university campus or at university-sponsored events will be provided by
Ohio university catering services, unless an exemption has been granted as
described in this policy. Catering services has the management responsibility
to uphold the quality standards for events associated with Ohio university and
to limit the risk associated with all food services provided to the Ohio
university community and its guests.
The person responsible for any event
that will involve catering should contact the catering office in Baker
university center. Staff from that office will assist with the menu planning
and will make every attempt to adhere to budgetary constraints. If catering
staff are unable to accommodate the client's needs, he or she will be given a
list of approved outside caterers and informed of the procedure for requesting
a catering exemption. Permission to use an outside caterer will be granted only
under limited and specific circumstances; see part (D) ("Requesting a Catering
Exemption") of this policy.
(C)
Planning a
catered event
(1)
Schedule meeting location
Individuals and organizations must
request permission to use public areas on the Ohio university campus from the
appropriate department. Any fees for use of such space will be coordinated with
the responsible department. Fees may be assessed for audio or video, set up,
clean up, rental equipment, food service needs, facility use, and staffing; see
policy 01.025.
(2)
Plan food service, menu, and alcoholic beverages
After the space has been reserved, the
event planner should meet with the catering staff to discuss the specifics of
the event. All alcoholic beverages served, sold, or consumed on campus must be
approved by the director of Baker university center. All necessary licenses and
permits must be applied for and approved before alcoholic beverages will be
permitted. During or following the meeting, the catering staff will provide the
appropriate forms, based on the planned activities. Alcoholic beverages sold on
campus must be ordered through and served by Ohio university catering services,
except for contracted service agreements, in order to comply with all
applicable state laws. See also policy 24.001.
Dining hall kitchens are intended for
the exclusive use of Ohio university dining and catering services. Use by other
groups may be granted in extraordinary circumstances. Such requests should be
submitted as part of the Catering Exemption Request; see part (D) ("Requesting
a Catering Exemption") of this policy. The group using the dining hall kitchen
will be required to pay for one or more dining services staff members to be
available to supervise the food preparation, equipment use, and clean-up
process.
(3)
Finalize participant counts and billing
The event planner should provide a
preliminary estimate of the expected attendance during the first meeting with
the catering staff. A guarantee must be provided a minimum of three working
days in advance of the event. Clients will be billed for the guaranteed number
or the actual number of participants attending the event, whichever is greater.
Normally food will be prepared to serve last minute arrivals, but no more than
five per cent above the guarantee. If the guaranteed number is increased within
the seventy-two-hour period, there will be a twenty-five per cent surcharge
added to the cost of the additional meals.
(D)
Requesting a
catering exemption
Exemptions from using Ohio university
catering services for campus events will be granted only if catering services
is unable to fulfill the event planner's needs. The process for requesting an
exemption follows:
(1)
Meet with Ohio university catering services
At least thirty days prior to the
planned function, the event planner should meet with a staff member from Ohio
university catering services. If the catering staff person determines that
catering services is unable to accommodate the catering request, she or he will
provide the event planner with the "Catering Exemption Request" form and will
provide further assistance as possible.
(2)
Submit the
completed catering exemption request
The event planner must submit the
completed "Catering Exemption Request" form to catering services by fax
(593-0135) or through campus mail, to "Facilities Management 136," or online,
linked through
http://www.ohio.edu/catering/
, at least twenty-one days before the planned event.
Exemptions typically will be approved or denied within three business
days.
(3)
Catering services informs the organizer
Catering services will inform the
organizer of the decision as promptly as possible. If the decision is not to
grant the exemption as requested, catering services may inform the organizer of
alternatives that would be approved, and shall inform the organizer of the
opportunity to appeal the decision as described in part (D)(8) of this
policy.
(4)
Select an approved and eligible caterer
If an exemption is granted, the caterer
must file a food license and provide proof of a one million dollar liability
insurance policy at least fourteen days prior to the event. If food is to be
prepared by an individual or group of individuals, it must be prepared in a
licensed kitchen that has been inspected by the Ohio department of health, has
been issued a food license, and that is managed by an individual with
certification in food safety (e.g., "ServSafe").
(5)
Complete a permit
to sell and serve food on campus
The event planner must also complete
the "Permit to Sell/Serve Food on Campus" and receive approval from
environmental health and safety, "142 University Service Center, 49 Factory
Street," at least seven days before the event. Permits must be displayed during
the entire event.
(6)
Routine exemptions
Situations that are routinely granted
an exemption to the policy as a result of the first three stages of this
process, as described in parts (D)(1) to (D)(3) of this policy, include the
following:
(a)
Events for which catering services is unable to provide
a service due to the unique needs of the group (i.e. cultural, ethnic, or
religious programming).
(b)
Food that is donated by a caterer with a current food
license. The caterer must submit, with the "Catering Exemption Request" and the
"Permit to Sell/Serve Food on Campus," documentation (e.g., on company
letterhead) specifying the food to be donated and identifying the applicable
food license.
(7)
Automatic exemptions
Situations that are eligible for an
automatic exemption to the policy without going through the first three stages
of this process, as described in parts (D)(1) to (D)(3) of this policy, include
the following:
(a)
Events excluded from this policy under the cost limit
specification (two hundred fifty dollars) in part (A) of this
policy.
(b)
Educational or instructional activities that are part
of a course curriculum in a classroom setting.
(c)
Food and
beverages purchased or prepared by individuals for personal consumption not
open to the public and not for re-sale. Such activities should not be paid for
with university funds.
A completed "Permit to Sell/Serve Food
on Campus" must be submitted for all university sponsored events that have
automatic exemptions under either of the first two grounds listed
above.
(8)
Appeals
If the organizer of the proposed event
cannot reach an agreement with catering services, then he or she may appeal to
the vice president for finance and administration, whose decision will be
final. The appeal request must be forwarded in writing. All original
documentation will be provided by catering services to the vice president for
finance and administration for final consideration.
(E)
Guidelines for outside caterers
(1)
Food prepared by
an outside approved caterer must be consumed within two or fewer hours of being
prepared or delivered. The caterer must provide all necessary equipment and
supplies. The approved caterer must also practice safety measures with all
preparation, handling, and service of food items, including proper cleaning of
the facility at the conclusion of the event.
(2)
All food must be
prepared in the licensed kitchen specified by the caterer's license (sometimes
called a "Level 4 Food Handler's Permit") from the state, meeting all food
handler permit requirements.
(3)
Food must not be
prepared without the supervision of a trained food service professional. A
trained food service professional is one who has obtained a "ServSafe"
certificate within the last five years or an individual who has completed a
food safety training program.
(4)
Outside caterers
and event sponsors will be held responsible for facility set-up and clean-up
charges under policy 01.025.
The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/47-015.html