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Policy
Purpose: 

To describe the conditions under which food may be served/consumed at university events on campus.

Applies to: 

All faculty, staff, students and campus visitors of the University of Kansas, Lawrence, (KUL).

Campus: 
Lawrence
Policy Statement: 

Any food/snacks sold or given away on campus must be obtained through and/or prepared by KU Dining Services, the University’s licensed, health-inspected facilities or by the licensed caterers and concessionaires contracted by Kansas Athletics, Inc. for food service in conjunction with athletic events. Organizations sponsoring “closed” potluck events may obtain special permission from the University Events Committee to provide their own food if all of the following criteria are met:

  1. Potluck is defined as members providing their own individually prepared food.
  2. The activity is only for organization members.
  3. The activity is held outside the facilities of the KU Memorial Unions and the university residence halls.
  4. No admission is charged.

Exceptions to the University Food Policy require the approval of the Provost and Executive Vice Chancellor in accordance with the following regulations.

Regulations for Exceptions to the University Food Policy

Normally, food and/or beverages for groups using the facilities of the KU Memorial Unions or the university residence halls must be provided by KU Dining Services. Any exception to this requirement must have the explicit, written endorsement of the KU Memorial Unions. The KU Memorial Unions may adopt guidelines that regulate the conditions under which such exceptions are granted.

  1. Receptions

    Exceptions to the university policy may be granted in the case of receptions following student recitals, and gallery openings, when open to the general public if the following guidelines are followed:

    1. The food must be from a licensed caterer.
    2. The food must be prepackaged.
    3. The food must be able to be stored at room temperature without spoilage, examples being cookies, punch, and pretzels.
    4. The activity is held outside the facilities of the KU Memorial Unions and the university residence halls.
    5. No admission is charged for the reception.
    6. The sponsoring organization accepts liability.
    7. Alcohol is not served.
  2. Donated Food

    Exceptions to the university policy may be granted in the case of donated food if the following guidelines are followed:

    1. The food must be from a licensed purveyor.
    2. The food must be prepackaged.
    3. The food must be able to be stored at room temperature without spoilage.
    4. No admission is charged.
    5. The sponsoring organization accepts liability.
  3. Licensed Purveyors and Caterers

    Exceptions to the university policy may be granted in the case of the engagement of private, licensed purveyors or caterers if the following guidelines are followed:

    1. Private, licensed caterers may be engaged only with the prior acknowledgment of KU Dining Services or by Kansas Athletics, Inc. in the Scholarship Suites within Memorial Stadium and only under such circumstances as are deemed prohibitive by KU Dining Services or KAI.
    2. Private, licensed purveyors may donate food only with the approval of the university concessionaires (KU Dining Services and/or the KU Athletic Corporation, each where applicable and appropriate).
    3. Private, licensed caterers who serve soft drinks or waters must serve products from the line of beverages produced by the approved University beverage provider.
Contact: 

Michael Wade Smith
Executive Director of Marketing & Advancement
Office of the Provost and Executive Vice Chancellor
University of Kansas
1450 Jayhawk Blvd., 250 Strong Hall
Lawrence, KS 66045
785-864-4904
mws@ku.edu

KU Dining Services
Catering Coordinator
catering@ku.edu
785-864-2444

For questions related to food safety:
Cheryl Wiley, Registered Dietitian
KU Dining Services
chwiley@ku.edu
785-864-3607

Approved by: 
Provost and Executive Vice Chancellor
Approved on: 
Sunday, March 1, 1992
Effective on: 
Sunday, March 1, 1992
Review Cycle: 
Annual (As Needed)
Background: 

All concession rights and privileges shall be retained and fulfilled by the University concessionaire, as stated in a 1978 agreement between the Memorial Union Corporation and the University.

This policy, which has been the University food policy for many years, has historically appeared only on page 2 of the food exception request form. As this was determined to be an ineffective way to communicate the policy, this freestanding version has been created and added to the Policy Library.

Keywords: 
Food exception, food exemption, food policy, food exception request, receptions, donated food, licensed purveyors and caterers, KU Dining Services, university concessionaires, KU Athletic Corporation, Kansas Athletics Inc., KAI, Memorial Stadium, Scholarship Suites within Memorial Stadium, KU Memorial Unions, University Events Committee, closed potluck events, potlucks
Review, Approval & Change History: 

09/13/2016: Updated contact information.

11/2014:  Moved from page 2 of the Request for Exception to the University Food Policy form into the policy template. Added to Policy Library as a freestanding policy. Added KU Dining contact information for questions related to food safety. Added Related Other link to Food Safety Tips website.

02/2006:  Updates approved by the Provost and Executive Vice Chancellor

03/1992:  Approved by the Executive Vice Chancellor

Operational Categories: 
Health & Safety
Student Life Categories: 
Events, Protests & Organizations
Facilities Use & Scheduling

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