THE UNIVERSITY OF MEMPHIS POLICY MANUAL
SUBJECT: Food Service - Self-Catered or Off-Campus Vendor
POLICY NO.: 1:2A:17:01 DATE: September 1, 1994
SUPERSEDES POLICY NO.: 1:2A:17:01 DATED: November 15,1988
The University of Memphis has an exclusive contract with its food
service contractor to provide all food service on campus. Pursuant
to that contract, the contractor has the right to provide food
service on campus to any and all functions having food served
unless it declines to do so or an exception is granted pursuant to
this policy. One important purpose of this requirement is to ensure
that all health requirements are met and that the food is properly
handled.
Guidelines for Exceptions
1. No off-campus caterer may deliver and/or serve food on campus to
any organized activity, unless an exception is approved in
accordance with these guidelines.
2. If an exception is granted to allow an organization/activity to
bring/serve food on campus, no food service equipment belonging to
either the University and/or the food service contractor may be
utilized. It should be understood that the University food service
contractor is responsible for the care and protection of the
University-owned food service equipment.
3. Unless otherwise approved by the Office of Administrative and
Business Services, assigned food service space may not be utilized.
It should be understood that the University food service contractor
is responsible for the cleanliness and care of assigned food
service space.
4. Only on-campus University departments, activities, registered
student organizations, and other recognized University affiliated
groups or organizations may request an exception to bring/serve
food on campus. Unless otherwise noted in this policy, exceptions
will only be granted for single, non-regular events (functions).
5. Unless otherwise approved by the Office of Administrative and
Business Services, activities being held on campus by outside,
non-University affiliated groups or organizations must use
University Food Services. This includes groups securing
space or services from University departments which regularly
provide services to outside groups.
6. This policy does not apply to: a) individuals bringing food on
campus for personal, individual consumption or having same
delivered to their office or residence hall room for personal,
individual consumption; b) office/departments parties, i.e.
retirement, Christmas, birthdays, etc., as long as the food is
being brought from home or purchased off-campus and the party
is not being catered by an outside vendor; or c) prepackaged
snacks that include cookies, nuts, chips, mints, candy and soft
drinks (punch, orange juice, cola, etc.) for on-campus University
departments, activities, registered student organizations for
members and invited guests only at closed meetings and activities
that are not open to the general public.
7. Sale of food for fund-raising activities must meet all
fund-raising approval requirements prior to an exception being
considered and is limited to bake sales, candy sales, and group
dinners not open to the public. The fund-raising sale of candy,
etc., may not be solicited door-to-door in office facilities or
solicited in classroom buildings.
8. As appropriate, authorization to utilize space, i.e. Alumni
Center, University Center, residence hall space, building
lobbies, etc., must be appropriately secured in addition to
permission granted hereunder.
9. Foods prepared off-campus are not permitted. An exception,
however, will be granted once per semester for "potluck" type
dinners for registered student organizations. Exceptions may
also be granted for unique foods inherent to the specific
organization or purpose of the function.
10. The Office of Administrative and Business Services may permit
other exceptions as felt appropriate in cases including, but
not limited to, when University Food Services declines to pro-
vide food service, on holidays, and on weekends when food
service facilities are closed.
11. The Director of the University Center or designee may permit
registered student organizations and other recognized University
affiliated groups or organizations to conduct a fund raising
bake sale or candy sale once per semester in the University
Center or on the Alumni Mall. Such activities in other locations
require the approval of the Office of Administrative and Business
Services.
II. Procedure
All requests requiring approvals shall be processed in accordance with
the following:
1. Departments/organizations desiring an exception shall submit requests
on Exhibit A, Application to Bring Food on Campus.
2. The applicant should complete and submit an original only of the
form to the first appropriate official for review, approval, and
further routing for approvals. The form should be processed in
sufficient time to permit the request to reach the Office of
Administrative and Business Services no later than five (5) days
prior to the event.
3. Vice Presidents or division heads or designees may approve exceptions
consistent with these guidelines and with the concurrence of the
Office of Administrative and Business Services.
4. After Vice President or division head approval, the form shall be
sent to the Office of Administrative and Business Services for
concurrence.
5. After review, approval, and concurrence, the Office of
Administrative and Business Services will distribute appropriate
photocopies to the requesting organization/department, the Vice
president/division head, food services, University Center
Scheduling Office (UC208) and other offices as appropriate.
6. If the Office of Administrative and Business Services does not
concur with a request, the Office of Administrative and Business
Services will contact the Vice president/division head or
designee to discuss and resolve same. If it cannot be resolved, the
Office of Administrative and Business Services shall submit the
request to the Vice President for Business and Finance for
consideration along with a memorandum of explanation of any concern
or why the request should not be approved. The decision of the Vice
President for Business and Finance shall be final.
EXHIBIT A
THE UNIVERSITY OF MEMPHIS
APPLICATION TO BRING FOOD ON CAMPUS
(Please Print)
Date __________________
1. Organization/Group name _________________________________________________
2. Purpose of Activity _____________________________________________________
3. Date of the Activity ________ Time _______ Number of participants _____
4. Location: Building ______________________________ Room ________________
5. Is the food to be sold? Yes ___ No ___ If yes, attach a list of
prices. Also, if a U of M Student Organization, secure "Solicitation
for Funds" form in UC 425.
6. Is the activity open to the general public? Yes ___ No ___
7. Specify the exact types of food and/or soft drink desired to
bring on campus _________________________________________________________
8. Why do you not want to use The U of M Food Services? (Note: Cost alone
may not justify an exception.) __________________________________________
9. Applicant (Responsible Person): (Print) ________________________________
Local/Office Address ____________________________________________________
Office/Work Phone _________________ Home/Dorm Phone ____________________
Applicant's Signature: _______________________ If a U of M Student
Organization, Faculty/Staff, Advisor/Sponsor Signature: _________________
______________________DO NOT WRITE BELOW THIS LINE___________________________
GENERAL EXCEPTION APPROVAL: ___________________________ Date: ___________
(For soft drinks and dry, Facility Director or Designee
prepackaged snacks)
RECOMMEND APPROVAL: ___________________________ Date: ___________
(For food other than Student Organizations Office
or soft drinks and dry, or Department/Activity Head
prepackaged snacks)
APPROVED: Yes___ No___ ___________________________ Date: ___________
Vice President/Division Head
CONCUR: Yes___ No___ ___________________________ Date: ___________
Administrative and Business Services
Original copy only of this form just be routed and approved in sufficient
time to allow final approval five (5) days prior to the event.
(11/15/88)