Dear students,
Please see below the sections of the Food Establishments and Service Policy that directly relate to your activities. If, after reading, you have any further queries, please email fess@uwimona.edu.jm

1.1. Student-run Operations under the Office of Student Services and Development

Student-run operations under the Office of Student Services and Development (OSSD) shall be in spaces solely under the auspices of the OSSD (e.g., halls of residence). The Principal will advise the Campus’ position on student-run operations at the beginning of each academic year.

The group wishing to operate Food Establishments in/on the University property should: 

• Be part of, or affiliated with, an approved student organization/hall of residence that accepts responsibility for the activities and
• Hold general liability insurance in an amount approved by the University from time to time;
• Submit a proposal to the FESS, accompanied by a letter of recommendation from the Director of the OSSD or a Faculty Dean, that includes a business plan which describes the products, services, and ability to comply with the Food Establishments and Service policy;
• Ensure all staff and/or volunteers have valid food handlers’ permits and that the outlet has requisite approval from the Ministry of Health;
• Provide copies of Public Health Inspection reports to the FESS;
• Cover operational costs, including equipment and facilities, as negotiated with the University;
• Arrange to have designated responsible persons within their organization who will act as liaison with the University and/or building representatives;
• Comply with the University policies and collective agreements;
• Respect the same operating principles as commercial operators;
• Sign an agreement with the University that outlines the above terms/conditions. 

Student-run operations shall be charged fees commensurate with the services provided such as utilities, sanitation, and facility maintenance. These fees shall be paid to the University and are independent of any other commercial arrangements with the OSSD.

1.1.1. Approval Process – Student Public Events Where Food is Provided/Sold

Student organizations must obtain written approval from the Director of the Office of Student Services and Development and/or Campus Registrar, for the holding of food fairs and other events at which food may be served or sold on campus, including at the Students Union. For events scheduled in a hall of residence, the written approval of the respective Student Services & Development Manager must first be obtained prior to the final approval from the Director of the Office of Student Services and Development and/or Campus Registrar. The Office of the Director of Security should be notified of the event.

Subsequent to the approval from the pertinent officers as noted above, a food permit application must be submitted to the Sanitation Unit no later than ten (10) working days prior to the event. The Sanitation Unit, after reviewing the application to conduct a special event involving food, may grant approval if there is no threat to the public’s health or safety. It may also limit the menu or make any other limitations as a condition for granting permission. In the event that an organization does not qualify for approval, it will be notified in writing. The notification will include an explanation of the deficiencies constituting the basis for denial, suggested remedial action, if any, and information on administrative review procedures.

Unannounced inspections may be carried out and all operators are expected to cooperate with the inspectors. Any violations found during the inspection must be corrected.

2. Guidelines for Special Events

2.1. Approved Food Establishments

All Departments/Units shall exclusively use food service providers on the list of approved Food Establishments posted on the FESP webpage.

2.2. Alcoholic Beverages

Where alcoholic beverages are offered for consumption there must be:

1. Compliance with The University of the West Indies, Mona, Health and Wellness Policy, in particular the section “Conditions related to the purchase, sale, service and consumption of alcohol on University premises”;
2. Option of non-alcoholic beverages; and
3. Bartenders who have completed a Server Intervention Programme.

2.3. Responsibilities for Special Events

2.3.1. Food Vendor/Caterer 

• Obtain a license in accordance with the Food Establishments and Service Policy to prepare/handle/serve food on the Mona Campus;
• Ensure all employees possess valid Food Handler’s Permits, and that the establishment has the requisite permits;
• Operate in accordance with regulations provided by the Sanitation Unit and in accordance with licence;
• Carry liability insurance (subject to the licence granted) in an amount approved by the University for the service of food, with the University of the West Indies as one of the named insured; and
• Execute a “Hold Harmless Agreement” (see sample in Appendix VI) with the University that releases the University from any liability that may arise from the services provided by the caterer. 

2.3.2. Mona Campus Sponsoring Department/Unit/Organization 

• Ensure the Caterer is on the Mona Campus list of approved Food Establishments;
• Register the event with the Office of the Campus Registrar, or the Office of Student Services and Development, and any other designated offices/officers that may be required by the University. A copy of the approval must be submitted to the Estate Management Department, Sanitation Unit, at least five (5) working days prior to the event;
• Ensure the insurance requirements of the University are in place;
• Ensure the Office of the Director of Security is notified of the event; and
• Arrange with the Estate Management Department, Sanitation Unit for garbage collection and disposal. 

2.3.3. Sanitation Unit

• Conduct random, unannounced inspections of special events with food services;
• Report findings to the sponsoring unit/department/organization, and copy to the FESS
• Provide consultation, on request, to Campus units/departments/organizations regarding the requirements or concerning food safety at the event;
• Garbage collection and disposal

2.4. Responsibilities for Private Events

Any event or function sponsored, organized, or hosted by an individual, or group of UWI students, faculty, staff, or auxiliary employees, and held on UWI property that is not open to or advertised to the general public and does not invite individuals outside the group to attend, such as spouses, alumni, community members, or potential recruits or donors; AND does not provide food to anyone outside the internal group.

The Sponsor and/or the participants assume liability in regards to the safety and wholesomeness of the food items provided and responsibility, including financial, for complying with policy and food service health and safety laws.

No approval to offer food is needed from the Estate Management Department, Sanitation Unit for private events such as where:

1. the food is limited to members of a club, fraternity or other such organisation and the food was prepared in a food establishment licensed by the local Public Health Department, transported in a safe manner, and held at proper temperatures, and no food preparation occurs at the serving location;
2. a group prepares food for its own members at its gathering where public participation is not intended;
3. complimentary food items are provided by campus employees for sharing with their co-workers in their department or office with the understanding that each employee is responsible for the holesomeness of the food items he or she provides; 
4. fraternal or other non-profit organizations offer baked goods for sale in connection with its meetings or as part of a fundraising event; 
5. a kitchen is located in a hall of residence, fraternity or sorority house, or other such facility where the facility is the primary residence for the occupants, and the food operation is limited to serving meals to he occupants as part of their living arrangement; and
6. food is prepared off-campus to be sold to individuals, and delivered to the Campus (e.g. pizza delivery services) for group consumption.

(NB. The above does not preclude obtaining the authorization to host an event from the pertinent Head.)

2.4.1. Limitation for Privately Prepared Food

Food prepared in fraternity, sorority, or halls of residence kitchens must not be transported (unless authorized by the Office of Student Services and Development) to another site to be served. Individual residents, however, are permitted to make arrangements to take their meals to the location of their choice.