Policy 30

Food Services and Vending Machines

  1. PURPOSE
    1. The purpose of this policy is to set out the principles and conditions governing Food Services, Food Establishments, and Vending Machines on University of Ottawa property.  
  2. APPLICATION 
    1. This policy applies to all Food Services, Food Establishments and Vending Machines on University property.
  3. DEFINITIONS 

    1. For the purposes of this policy and procedures related to it, the following capitalized words and expressions shall have the following meanings:

      “Food Establishment” means a location on University property at, or from, which Food Services are offered to the University community, including but not limited to:  a dining hall a restaurant, a café, a mobile food truck/stand, a kiosk, or other establishment used for the preparation or sale of food and/or beverages.

      “Food Services” means the professional provision of food services to the University community on University property, whether ongoing, temporary or event-specific (catering).

      “Unit” means a University faculty, school or other academic unit, administrative service or other office of the University.

      “Vending Machines” means an automated device on University property that dispenses various products (such as  food, beverages, personal hygiene and health products, electronics) in exchange for money or uOttawa card dollars.

      “Vendor” means a business entity or individual providing Food Services or services for Vending Machines.  

  4. GENERAL PRINCIPLES
    1. The provision of Food Services is an important part of the University experience and should reflect the diversity of the University community and the University’s commitment to environmental sustainability.
    2. The University is committed to making available a variety of quality, cost-effective and nutritious Food Services and Food Establishments, which are sensitive to the needs and preferences of the entire University community.  
  5. ROLES AND RESPONSIBILITIES
    1. The Student Affairs Unit within the Office of the Provost and Vice-President, Academic Affairs is responsible for:
      1. approving all Food Services and Vending Machines operating on University property; 
      2.  managing all contracts between the University and Vendors associated with Food Services, Food Establishments and Vending Machines operations, including without limitation, managing Vendor performance, Vendor service levels and financial sustainability, and the quality of Food Services provided by Vendors; 
      3. coordinating the licences and permit requirements for the distribution and sale of alcohol on University property; 
      4. reviewing and approving requests or proposals from Units, student groups or any other party related to the opening, closing, expansion or relocation of any Food Establishment on University property; 
      5. monitoring the needs of the University community related to Food Services and to Vending machines; 
      6. researching, planning, developing, coordinating, marketing and implementing  Food Services and Vending Machine operations; 
      7. ensuring the availability of nutritious food and promoting  healthy eating practices;  
      8. obtaining and responding to feedback on Food Services from the University community; 
      9. operating meal plans to ensure the availability of nutritious food while providing added value; 
      10. establishing operating rules and regulations or guidance on best practices for Vendors, Food Services, Food Establishment and Vending Machine operations, including but not limited to food safety, environmental responsibility and food procurement. 
  6. FOOD ESTABLISHMENTS AND VENDING MACHINES 
    1. The opening, closing, expansion or relocation of any Food Establishment on University property and the installation and operation of a Vending Machine on University property require the prior review and approval of Student Affairs.  The Unit requesting approval for the opening, closing, expansion or relocation of a Food Establishment or for the operation of a Vending Machine must cover the costs associated with such Food Establishment or Vending Machine from the Unit’s budget, including without limitation costs associated with the use, renovation and maintenance of the University space, the purchase of products, and the purchase and maintenance of equipment. 
    2. All Food Services and Food Establishment operations must follow sound business and food health and safety practices. The University is committed to engaging with Vendors who have sound business practices and environmentally friendly and sustainable practices in Food Services in areas such as food procurement, waste management, energy consumption, water consumption, packaging and food preparation. All Vendors must comply with federal, provincial and municipal laws and standards related to safe Food Services operations and must demonstrate compliance, as required by the University. 
    3. The serving of alcoholic beverages services on University property must be in accordance with all licences and permits for the distribution and sale of alcohol held by the University and with any alcoholic beverages services arrangement between the University and its Food Services provider. 
  7. STUDENT-RUN OPERATIONS 
    1. The University supports the initiative of students who wish to operate a Food Establishment on University property provided that this is done in a safe, responsible and professional manner, and in compliance with University policies and procedures.  
    2. Students must submit a request for approval to Student Affairs to open, expand or relocate any Food Establishment on University property and to install and operate a Vending Machine on University property.  Student operators must demonstrate to the University that they have the financial and organizational capacity to successfully operate a professional Food Establishment that complies with University policies and procedures or other requirements established by Student Affairs. 
    3. Any Food Establishment or Vending Machine operated, managed or made available by students is under their sole responsibility. The University is not responsible for, and does not monitor or oversee, student-run operations. Students or student groups cannot, and do not have authority to, bind the University to any contract or other commitment made by them to third parties in relation to their student-run operations. 
  8. APPROVAL AND AMENDMENTS 
    1. Student Affairs is responsible for periodically reviewing this Policy, for interpreting this Policy and for recommending to the Administration Committee any amendments to it.  
    2. Amendments to this policy require the approval of the Administration Committee.
    3. The Provost and Vice-President, Academic Affairs may establish, amend or abrogate procedures in order to effectively implement this policy, provided that such procedures are consistent with the provisions of this policy.  
    4. Notwithstanding 8.2 of this policy, the Secretary-General may amend this policy without the need to submit such amendment to the Administration Committee for approval if such amendment is required to:  
      1. update or correct the name or title of a position, unit, law, bylaw, policy, procedure or authority; or   
      2. correct punctuation, grammar, typographical errors, revisions to format and other technical revisions, where appropriate, if the correction does not change the meaning of a provision, or make such other correction if it is clear both that an error has been made and what the correction should be; or 
      3. correct the form of expression of a provision in French or in English to be more compatible with its form of expression in the other language; or   
      4. make consequential amendments to comply with, or arising from, another University bylaw, resolution, policy or procedure.