Event Open to the Public: For purposes of this policy, an “event open to the public” is any event or function that:

• Is sponsored, organized or hosted by any group of University students, faculty or staff;
• Is held on University property;
• Includes a Temporary Food Establishment as defined by the MCHD and in section VI A of this policy or includes approved fundraisers involving the sale of food as defined in section VI B of this policy;
• And either or both of the following:
1. Is intended to be open to anyone without reference to affiliation with the University; or
2. Is advertised as being open to the public in any media.

1. Members of the organization prepare the food to be sold.
2. The organization (IUPUI) conducts no more than 15 days of events in a calendar year.*
3. The name of each member who prepared the food item must be attached to the container in which the food item has been placed.

*(According to regulatory interpretation, a single event on any given day constitutes a day towards the maximum number of days available. Multiple events on any given day also constitute a single day).

Fundraiser Advisory Committee: The Fundraiser Advisory Committee (for the purpose of selling food) shall be comprised of the Director of Campus & Community Life, or his/her designee, and a representative of a recognized student organization as designated by the Undergraduate Student Government.

Internal Event: An event or function where the attendees are limited to the group’s internal members that occurs on university property.

Potentially Hazardous Foods: Foods that, in order to be safe, must be stored and displayed either refrigerated (41?F or below for cold foods such as custards, mayonnaise-based foods, and the like) or heated (135?F for cooked meats, casseroles, hot side dishes and the like).

Provider: The current on-campus contracted food service vendor or, as approved by the IUPUI Administrator of Food Contract Services, a caterer or other food service facility that is under the inspection authority of a federal, state, or local health department.

Temporary Food Establishment:“A food establishment that operates for a period of no more than fourteen (14) consecutive days in conjunction with a single event or celebration” as defined in Title 410 of the Indiana Administrative Code (IAC) 7-24-98 (October 13, 2004) (as enforced by the Indiana State Department of Health) and as referenced in Chapter 8 of The Code of The Health and Hospital Corporation or Marion County Indiana (as enforced by the Marion County Health Department).

University: Indiana University and properties thereof administered by IUPUI.

EXCEPTIONS:

This policy does not apply to Internal Events which include most intradepartmental functions such as holiday pitch-in meals, “treat tables,” complimentary meals for a department’s faculty, prospective students or graduates, recognized student organization meetings, campus service projects with donated food and the like.

REGULATORY REFERENCE :

Food service at events open to the public must be in substantial compliance with Chapters 8, Licensing Requirements and Standards for Retail Food Service and Food Sales Operations, including temporary events, of The Code of The Health and Hospital Corporation or Marion County, Indiana.

PROCEDURES :

A) REQUIREMENTS FOR TEMPORARY FOOD ESTABLISHMENTS

In order to plan an Event Open to the Public that is in compliance with this policy, food service arrangements must be made by the organizer in the following manner:

• Use the IUPUI-approved on-campus contracted food service vendor for the event at a food service location currently licensed by the MCHD.

or

• Obtain a Special Events Permit from the Marion County Health Department. Food service outside physical locations on campus currently licensed by the MCHD requires licensure as a Temporary Food Establishment by the MCHD (e.g. the sale of grill items in the courtyard in front of or adjacent to the Student Activity Center). Participants may use the IUPUI-approved on-campus contracted food service vendor or, with the expressed approval of the Administrator of Food Contract Services, another Provider capable of meeting the Temporary Food Establishment requirements of the MCHD.

  It is the responsibility of the Provider to meet the Temporary Food Establishment licensing requirements of the MCHD and to obtain such licensure prior to the event. Foodservice at such an event must be overseen by a Certified Food Handler as defined by the ISDH. No event may be held without prior licensure
  

• Submit a Special Events Application available at the following link: http://www.adfi.iupui.edu/specialevent at least 7 (seven) days prior to the event .

• The MCHD requires that application for a Temporary Food Establishment be submitted to the agency thirty (30) days prior to the scheduled event. Additional guidance can be found at the following link: http://www.mchd.com/fdevents.htm.

Following approval by the Special Events Advisory Committee, the event is required to purchase all foods from the Provider unless special exception has been obtained. In the event that the organizer plans to serve both catered foods and foods or beverages which are not Potentially Hazardous Foods and are offered in prepackaged individual servings, the latter category of food may be purchased from any licensed retail source.

B) REQUIREMENTS FOR FUNDRAISER ACTIVITIES INVOLVING THE SALE OF FOOD

The Director of Campus & Community Life or his/her designee in consultation with appropriate recognized student organizations shall designate 14 specific dates throughout the calendar year (7 per semester) at which time approved fundraising activities may be prescheduled. An additional date may be made available on a first-come, first-served basis as decided by the Fundraiser Advisory Committee. Fundraiser dates pre-established for the Spring semester on which no fundraiser event is held may, at the discretion of the Fundraiser Advisory Committee, be carried over to following academic session or semester provided that no more than 15 days of fundraising events are conducted during a calendar year.

• Submit a Special Events Application available at the following link: http://www.adfi.iupui.edu/specialevent at least 7 (seven) days prior to the event.
  
• Food service at Fundraiser events must be in strict compliance with Appendix A of this policy. Event organizers must acknowledge their commitment to abide by the provisions of Appendix A by submitting a signed copy of the Appendix to EHS at least 24-hours prior to the scheduled event. An electronic version of Appendix A available for electronic signature is available at the following website: http://ehs.iupui.edu/ehs/. It is the responsibility of the event organizer to ensure that copies of Appendix A are distributed to event participants prior to the event and to solicit their commitment to abide by the provisions thereof.
  
• Upon review of the event and receipt of a signed copy of Appendix A, EHS will issue a notice of approval for the event. A copy of the notice is to be maintained on-site at the event location for the duration of the Fundraiser event.
  
• Service of home-prepared food provided at events must be in strict compliance with Appendix A of this policy

C) OTHER EVENT CONSIDERATIONS

Expenses To Be Paid Through IUPUI Department of Purchasing Services (Purchasing):

Other than purchases of items that are prepackaged in individual servings which are not considered as potentially hazardous foods, Purchasing will not approve a purchase or requisition order for expenditures associated with an Event Open to the Public unless the organizer has used a Provider that has also been approved by Purchasing as being qualified to do business with the University. This includes the provision of required tax and insurance documentation, proven capability to provide the desired product or service, and other appropriate factors. Purchasing develops and maintains a current inventory of responsible and reliable vendors.

Location Requirements:

Event organizers, including recognized student organizations, are required to schedule an appropriate location to hold the Fundraiser with the appropriate Building Coordinator for where the event is to be held. All other events must be approved by the Special Events Advisory Committee.

D) ENFORCEMENT 

Enforcement of this policy is delegated to the IUPUI Department of Environmental Health and Safety. EHS will utilize an educational approach in addressing issues or concerns arising from the application of this policy, will work in conjunction with affected parties and may utilize the appropriate regulatory authorities as a resource as necessary. The IUPUI Department of Environmental Health and Safety is empowered to halt any unauthorized event or any event found not to be in substantial compliance with the provisions of this policy..

REFERENCES

Title 410 of the Indiana Administrative Code (IAC) 7-24, Retail Food Establishment Sanitation Requirements as enforced by the Indiana State Department of Health.
( http://www.in.gov/isdh/regsvcs/foodprot/food_laws.htm)

APPENDIX A

RECOGNIZED STUDENT ORGANIZATION FUNDRAISER EVENTS INVOLVING THE SALE OF FOOD 

GUIDELINES FOR THE SERVICE OF FOOD ITEMS  

FOOD SOURCES :

• Only fresh food items from an approved commercial source such as a grocery store may be used in the preparation of food items to be served at the event. The use of home-canned food products (including peppers, salsa and tomatoes) is strictly prohibited. The resale of food items prepared at a licensed food service establishment (e.g. pizza) is acceptable.

FOOD HANDLING : 

• Wash hands thoroughly with soap and water before food preparation begins.  
• Ensure that no children or animals are in the kitchen area while preparing or handling food items.
• Ensure that all utensils and equipment used in the preparation or serving of food items have been adequately washed and sanitized prior to use. 
• Baked goods are to be thoroughly cooked. The presence of raw dough in the finished product will be considered an unacceptable food item.
• Foods must be protected with a covering to prevent contamination during transportation.
• Food products must be shielded or covered to protect from consumer contamination. All baked items must be either covered in plastic wrap or enclosed in zip-lock baggie, and must be labeled with the name of the individual donating the item.
• Potentially hazardous food items as referenced herein intended for immediate consumption, including pizza, must be managed by a concept known as “time in lieu of temperature control”. Such items may be held for a period of up to four (4) hours outside of mechanical temperature control provided that the package containing the food item is marked with the time that it is removed from temperature control (e.g. the time that pizza is removed from a pizza oven). Event organizers must be able to demonstrate that a procedure is in place to monitor this time period. The food item must be discarded once the four (4) hour period has elapsed.

FOOD SERVICE : 

• Food is to be served by means of tongs, spoons, spatulas or gloves. Bare-hand contact with ready-to-eat foods is prohibited.
• Eating, drinking and smoking by event volunteers during food service is prohibited.
• Volunteers must wash hands at frequent intervals while serving food and immediately following activities such as eating, drinking, smoking or the use of restroom facilities. Handwashing stations will be provided on-site by the event organizers and are also available in nearby campus building restrooms. The use of hand sanitizer is not an acceptable substitute for handwashing.
• Volunteers serving food items must wear a hat, hairnet, visor or scarf.

WATER/BEVERAGE HANDLING : 

• Potable (drinkable) water must be provided from an approved source.
• Ice used to chill food and packaged drinks can not be used for consumption.

Please refrain from participating in the fundraiser event if you or any of your family members have experienced gastrointestinal flu-like symptoms including nausea, vomiting or diarrhea within 48 hours prior to the event or if diagnosed with any of the following illnesses: Salmonellosis, Shigellosis, Shigella toxin-producing Escherichia coli, Hepatitis A, or Norovirus.

APPENDIX B 

MEMORANDUM  

TO: All Interested Parties