Guidance on Selling Food for Fundraising Policy


Following the introduction of new legislation in December 2014 covering Allergens the Catering Department recommends that departments, students and staff seriously consider non food options for projects and fundraising activities on University premises.


Similar to Health & Safety there is legislation covering food safety and hygiene to ensure foods do not pose a risk to those consuming it.

Unsafe food can cause serious illness. Far more serious though is the potential for an anaphylactic reaction to uncontrolled food sold on campus which might result in death.

All food produced and sold on campus must be evidenced as complying with the requisite legislation. This is the responsibility of the food provider and whilst templates for documentation can used, it requires specialist knowledge to complete.

The University is responsible, and therefore liable in both criminal and civil law, for ensuring its compliance as it is being offered for sale on a University Campus.  A civil damages claim may also be made against individuals.

Case Study:

A group of 4 students take part in an enterprise project sets out with £10 start up and needs to make and sell a product and show a profit. They decide to set up a cake stall as one of the girls has her mother’s award winning custard slice recipe.  The stall is a great success and the students pass with flying colours.

A number of students are absent from class one day and miss a practical assignment. On their return they report symptoms of stomach pain, vomiting and diarrhoea and make the connection that they had all eaten from the cake stall. They are considering making a claim against the University.

The cause was staphylococcus aureus, a bacteria transferred by one of the students making the foods, which thrived on the unrefrigerated custard slices.


Evidence required by persons producing the food e.g:

1.       Record all stages of the production process :- Purchasing / Storage / Preparation/ Cooking / Cooling / Transport & Service

2.       Hazards -  identify the hazards for each stage of the process as above e.g. physical contamination , type of bacteria and conditions for growth.

3.       List the control measures used at each stage e.g. temperatures required


Evidence required by departments authorising the activities:

1.       This is primarily one of monitoring each stage of the process and taking corrective action.

2.       Does the food handler have sufficient knowledge of the causes and prevention of food poisoning and foodborne diseases in relation to the food they are serving? Does the person doing the monitoring have sufficient knowledge to monitor these activities?

3.       Inspection of the premises where food is produced, documented.

4.       How critical temperature limits are monitored.

This is a brief overview, refer to legislation requirements below.


Existing legislative requirements:

Food safety and hygiene is principally governed by the Food Safety Act 1990 and Food Hygiene (Wales) Regulations 2006.

The Food Information Regulations 2014 list 14 ‘major allergens’ (as determined by the European Union)

Consequences of breaches of legislative requirements:

Breaches of the various legislation can incur fines of up to £20,000 and two years imprisonment. Additionally, this would have implications on the food safety rating with the local authority and damage the University’s reputation.



1.       If departments feel food sales are essential, use the services of a food safety consultant to ensure compliance. There are charges associated with this.


January 2016