6-14: SFCC Catering on Campus Policy

Policy Overview

This policy states that all internal and external parties hosting events on Santa Fe Community College’s (SFCC or College) main campus are required to use SFCC’s Food Services or Culinary Arts Program for all food and beverage needs, except when approved by the President or designee.

Scope and Applicability

This policy covers all food, beverage, catering, and catered events on SFCC’s main campus; this policy applies to all students, all employees, and all external parties whose events include food and beverage. This policy does not apply to the Campus Cupboard, the College’s food pantry, in compliance with the Bill Emerson Good Samaritan Act of 1996.

Policy Statement

SFCC is committed to supporting the community and to establishing and developing collaborative relationships with its neighbors and partners. SFCC makes available College facilities and grounds to external individuals, neighbors, and organizations to hold meetings, activities, and special events. SFCC also is obligated to promote its auxiliaries, enterprises, cost-centers, and other entrepreneurial services of the College. As SFCC’s Food Services and Culinary Arts are the primary food and beverage providers for the College, they shall have the right to provide catering services for events that take place on the main campus unless determined otherwise by the President or designee.

Definitions

1. Auxiliaries Auxiliaries are entities that exist to furnish a service to students, faculty and/or staff, and that charge a fee that is directly related to, but not necessarily equal to, the cost of the service. Auxiliary enterprises are managed as self-supporting operations. Operations designed to serve the institution and its organizational units internally should be classified as internal service departments. Operations designed to serve individuals or groups external to the institution should be classified as public service or community education (New Mexico Higher Education Department Exhibit 20 definition).
2. Bake Sale for the purposes of this policy, is a fund-raising event at which prepared and pre-packaged foods from a licensed facility are sold.
3. Catered Food is food that is provided, set up, served, attended to and replenished by Food Services or the Culinary Arts Program.
4. Catering refers to providing food and beverage services at a cost. For purposes of this policy, it does not refer to food provided by Food Services or Culinary Arts that a group or organization picks up and consumes at another location (take-out).
5. Certified Food Service Facility means a kitchen in which food or drink is prepared for sale or for service on the premises that has a current license issued by the New Mexico Environment Department.
6. Cost for the purpose of this policy is the price of catering packages as published by Food Services or Culinary Arts, which is determined by factors including the cost of goods sold and the cost of labor.
7. Employee is any member of the college workforce: all staff (regular full-time, regular part-time, term, temporary, probationary, sensitive position); all student employees; all faculty (full-time, part-time, adjunct, probationary); all administrators, including interim; all contract employees.
8. Events or Special Events for purposes of this policy, refers to events held on campus that include food and beverage.
9. External Party is an individual or a group who is not a student or an employee and who seeks to use campus facilities for meetings, conferences or events.
10. Food Services manages the College’s cafeteria and Campus Center Café and provides catering (food and non-alcoholic beverages) at a cost to College community members and external parties who host events on campus.
11. Leftovers refer to food that remains unused or that is not consumed by the designated group during the time of the event being catered by Food Services or Culinary Arts.
12. Main Campus is located at 6401 Richards Avenue, Santa Fe, New Mexico 87508.
13. Non-Certified Food Service Facility means a home kitchen or shared premises that has not been licensed by the New Mexico Environment Department in which food or drink is prepared for sale, for sharing or for service.
14. Pre-packaged Foods are those prepared at a licensed facility.
15. Potluck is a communal meal to which people bring food to share; it is a closed event where no money is exchanged and where homemade and/or prepared foods are provided by group members to be consumed exclusively by group members.
16. Registered Student Club or Organization is a College-sponsored group that provides students the opportunity to share interests in academic or extracurricular activities. Involvement in clubs and organizations supports student retention and encourages engagement on and off campus. Students interact with peers and campus community members to pursue these interests and develop lifelong skills. Requirements for becoming a Registered Club or Organization: 1. Must be comprised of seven or more students who are registered in at least one credit hour (audit or credit), 2. Must have a sponsor who is a part- or full-time SFCC faculty or staff member. 3. Officers and advisers must attend orientation, and 4. Must comply with SFCC policies and procedures. In addition, a Registered Club: 1. Must submit an application with the Office of Student Development, and 2. Is eligible for funding from the Student Government Association. A Registered Student Organization is not eligible for funding through the Student Government Association unless they choose to become a Registered Student Club.
17. Take-out Food is food prepared by Food Services or Culinary Arts and picked up by clients to be consumed away from its place of sale and served to their guests.

Policy Process

1. All food and beverages served on campus including through Culinary Arts, at Kids Campus, potluck events, food donations, bake sales, and food provided by outside caterers is served under the Food Services license the New Mexico Environment Department issues to the College.
2. Catering services may be purchased from Food Services or Culinary Arts for meetings, functions, luncheons, receptions, and similar events.
3. All internal and external parties must use Food Services or Culinary Arts catering for events on the main campus. If Food Services or Culinary Arts are unable to provide catering due to events such as staff development meetings or campus closures, the College may allow the use of an approved outside caterer. Permission must be obtained from the President or designee.
4. Organizers of events serving food provided by outsiders must submit a waiver of liability to the Vice President of Finance/Chief Financial Officer.
5. Neither Food Services nor Culinary Arts are licensed to provide off-campus catering services. Orders from off-campus entities placed with either Food Services or Culinary Arts must be picked up.
6. All main campus events must be booked through the Marketing and Public Relations Department’s Conference Services Office.
7. Supervisors and budget managers are responsible for the prudent use of catering services.
8. Registered Student Organizations may hold events on campus that are sponsored by the Office of Student Engagement and paid for with College funds, including student activities fees.
9. Food Services does not deliver, set up, serve, attend to, replenish, or clear up take-out foods. It is the responsibility of the client to return all serving equipment to Food Services.
10. Food prepared by Food Services or Culinary Arts that is left over after a catered event are the property of Food Services or Culinary Arts and will be handled in accordance with New Mexico Environment Department guidelines, with the exception of take-out food.
11. Take-out food that is ordered by a group or organization on campus and is picked up and brought to another location for consumption is not subject to the leftovers restriction stated.
12. Leftovers from events catered by Food Services or Culinary Arts that have been on a buffet line and exposed to possible contamination will be disposed of in the trash.
13. The New Mexico Environment Department requires that all food served by the College be acquired from “approved sources” that are licensed to produce or sell food. Therefore, food cooked at home or at other facilities may not be served or sold in licensed Food Services or Culinary Arts locations. In addition, leftovers cannot be removed from the event site by anyone.
14. Alcohol is prohibited on campus without prior approval from the President or designee.
15. Due to the risk of cross-contamination, any food not prepared by the College’s licensed facilities may not be stored, heated, or handled in any way by Food Services licensed facilities.
16. Potluck events are not allowed for events that are open to the public.
17. The College recommends appropriate practices but does not regulate potluck events.
18. Bake sales are only allowed if the food can be held at room temperature and individually packaged. Bake sale organizers are encouraged to work closely with Food Services to know which foods are allowed.
19. All food donated to student clubs and organizations and other College entities must meet New Mexico Environment Department guidelines and must be approved by the Vice President of Finance/Chief Financial Officer.
20. Outside caterers that deliver food and beverages to campus must provide proof of license for off-site catering to the Vice President of Finance/Chief Financial Officer.

Statement of Accountability and Responsibility

The President, through the Vice President of Finance/Chief Financial Officer, the Financial Services Department and Food Services, shall be responsible for enforcing catering policies and procedures. Financial Services and Food Services shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

Bill Emerson Good Samaritan Act of 1996
New Mexico Environment Department Food Services Regulations
New Mexico Constitution Anti-Donation Clause, Article IX, section 14
SFCC Policy 2-1 Student Code of Conduct
SFCC Policy 4-2 Employee Corrective Action and Disciplinary Action
SFCC Policy 4-17 Drug-Free Workplace and Campus
SFCC Policy 8-2 Space Rental, Political Activity, Solicitation and Vending on Campus

APPROVAL

SFCC Governing Board approved: 5/22/19

Associated Procedures

• SFCC Catering on Campus Policy – Procedure