Policy
Dining Services policies are statements of principle that guide Dining Services' affairs. All official unit policies must be developed according to the standards and procedures stated in this policy. Only policies that are properly documented, approved by the Dining Executive Team, and posted on Dining Services’ policy website (https://dining.byu.edu/policy) are official unit policies.
The managing director designates a member of the Dining Executive Team as Dining Services’ compliance coordinator. The compliance coordinator’s responsibilities include:
- Ensuring Dining Services and department policies and procedures are in compliance with laws, regulations, and other policy affecting Dining Services.
- Representing Dining Services in the BYU compliance community and attending BYU compliance coordinator meetings.
- Advising the Dining Executive Team and department managers on matters of policy enforcement.
- Coordinating Dining Services’ policy processes as outlined in this policy.
Brent Craig has assigned Coleman Madsen (General Manager, Technology) to be Dining Services’ compliance coordinator, effective 4/11/2024.
Dining Services Standard Operating Procedures (“SOPs”) outline how Dining Services business processes should be carried out and operate within the bounds set by unit policies and procedures. Members of the Dining Executive Team, support group managers, and other full-time employees in administrative support groups are authorized to create SOPs for business processes they are responsible for which affect two or more Dining Services departments/support groups. These employees (the “SOP Owner”) are expected to operate within their jurisdiction and collaborate with stakeholders across Dining Services when creating and updating SOPs. A member of the Dining Executive Team approves the final version before changes to SOPs are finalized. Concerns with SOPs should be directed to the SOP Owner or through the concerned employee’s upline to the Dining Executive Team.
Department managers may establish department policies and procedures that are consistent with university and unit policies. They are encouraged to keep a handbook for employees in their area that includes information on relevant university and unit policies, department-specific policies and procedures, and other helpful information for their employees.
When conflicts between policy arise, the policy enacted by the highest university body or employee, up to and including the Board of Trustees, controls.
Procedures
1. Policy Approval Process
All official unit policies must be submitted to the Dining Executive Team and approved in the following manner:
- New policies, substantive changes to any policy, or termination of an existing policy must be sponsored by a member of the Dining Executive Team.
- Proposed drafts of, substantive changes to, or requests to terminate policies, together with an accompanying explanation, are delivered by the sponsor to the compliance coordinator.
- The compliance coordinator reviews the proposed revisions to ensure compliance with university policy and to ensure consistency and harmony among unit policies. The compliance coordinator then places the policy item on the Dining Executive Team’s agenda and ensures the policy is submitted for review and comment to all team members at least two business days prior to formal consideration. The proposed policy, policy change, or termination is submitted with an accompanying explanatory memo by the compliance coordinator for consideration by the Dining Executive Team.
- The Dining Executive Team may approve the policy as submitted, approve the policy with changes adopted during the meeting, reject the policy, request changes to the draft, or request further review, comment, or research before resubmission of the policy to the group for approval.
- If changes are requested, the compliance coordinator drafts language implementing the suggested changes and circulates any material changes to the Dining Executive Team for further review and approval.
- Once the policy is approved by the Dining Executive Team, the compliance coordinator posts the policy to the unit’s policy website (https://dining.byu.edu/policy).
- Notable policy changes will be sent out to Dining Services employees in the next Food for Thought. All policy changes will be sent out to department managers via email.
- The compliance coordinator is responsible for creating a schedule to review each unit policy annually and proposing/sponsoring changes in policy when the review warrants such is appropriate.
2. Standard Operating Procedures Approval Process
All official unit standard operating procedures must be approved in the following manner:
- SOP Owner submits new SOP (or updated SOP) to dininghelpdesk@byu.edu for review.
- Compliance coordinator (or his/her designee) reviews the SOP for grammar, format, and consistency.
- The reviewer sends the proposed document to the SOP Owner and Approver for their approval. The three parties collaborate as needed until a final version is approved.
- Once the document is approved, the compliance coordinator updates the SOP document on the Dining Services SOP website (https://dining.byu.edu/sop).
3. Department Handbooks and Documentation
Department managers should submit updates to department handbooks and other procedures to the compliance coordinator (dininghelpdesk@byu.edu) so those documents can be added to the Dining Services policy website (https://dining.byu.edu/policy).
Additional Information
Revision History
- 8/1/2024 - New policy approved by Dining Executive Team.
