Policy for Ethical Sourcing of Food and Supplies
September 19, 2026 2026-09-22 7:35Policy for Ethical Sourcing of Food and Supplies
| Approved | Board of Management on 29th March 2022 |
| Notification | Notified by Registrar vide notification No. SRHU/Reg/OO/2022-58 (i) dated 05th April 2022 |
| Next Review | 2025-26 |
- Short Title & Commencement
- This Policy shall be called the “Policy for Ethical Sourcing of Food and Supplies” of Swami Rama Himalayan University (SRHU).
- This Policy shall be deemed to have come into force from the date of approval of the Board of Management of the University.
- Purpose
The purpose of this Policy is to:
- Promote ethical, responsible and sustainable procurement practices at SRHU.
- Encourage responsible sourcing of food and other supplies.
- Promote procurement from reliable, compliant and transparent suppliers.
- Encourage local and, where feasible, environmentally responsible sourcing.
- Promote food safety, quality and hygiene in the procurement and supply of food.
- Encourage fair labour and ethical business practices throughout the supply chain.
- Minimize unnecessary packaging and environmentally harmful materials.
- Promote efficient use of natural resources and reduction of waste.
- Encourage consideration of environmental and social factors during supplier selection.
- Establish appropriate documentation and monitoring mechanisms for responsible procurement.
- Support institutional sustainability initiatives and reporting under relevant national and international sustainability frameworks.
- Scope
- This Policy shall apply to procurement and sourcing activities undertaken by or on behalf of:
- All Academic units of SRHU
- Himalayan Hospital
- Hostels and residential facilities;
- University canteens, cafeterias and food-service facilities;
- Clinical and research centres;
- Central stores and departmental stores;
- Administrative offices;
- Events, conferences and institutional programmes;
- Contractors, caterers and outsourced service providers, wherever applicable.
- The Policy shall cover, as applicable:
- Food and beverages;
- Fruits and vegetables;
- Grains, pulses and other food ingredients;
- Dairy and related products;
- Packaged food;
- Kitchen and catering supplies;
- Cleaning and housekeeping materials;
- Stationery and office supplies;
- Consumables;
- Packaging materials;
- Other goods and supplies procured by the University.
- This Policy shall apply to procurement and sourcing activities undertaken by or on behalf of:
- Policy Objectives
SRHU shall progressively integrate the following principles into its procurement practices:
- Ethical Procurement The University shall seek to procure goods and services from suppliers that operate in accordance with applicable laws, regulations and ethical business practices.
- Responsible Food Sourcing Where practicable, SRHU shall encourage sourcing of food products that are safe, good quality, appropriately certified and responsibly produced.
- Local Sourcing Where feasible and consistent with quality, safety, availability and institutional requirements, preference may be given to local or regional suppliers to support local economic activity and reduce transportation-related environmental impacts.
- Environmental Responsibility Procurement decisions should consider environmental impacts associated with production, transportation, packaging, use and disposal of products.
- Social Responsibility The University encourages suppliers to maintain fair and safe working conditions and comply with applicable labour laws and standards.
- Food Safety and Hygiene All food suppliers, caterers and food-service providers shall comply with applicable food safety, hygiene and quality requirements.
- Sustainable Packaging The University shall encourage reduced, reusable, recyclable or environmentally preferable packaging wherever feasible.
- Resource Efficiency Procurement practices shall encourage efficient use of water, energy, raw materials and other resources.
- Waste Reduction The University shall promote procurement practices that reduce food waste, material waste and unnecessary disposable products.
- Transparency and Accountability Procurement decisions shall be appropriately documented to facilitate monitoring, audit and institutional sustainability reporting.
- Principles for Ethical Sourcing of Food
SRHU shall encourage responsible sourcing of food through the following principles:
- Food Quality and Safety
Food products procured by the University shall meet applicable food safety and quality requirements. Food suppliers and caterers shall maintain appropriate licences, registrations, certifications and documentation as required by applicable law.
Where applicable, suppliers shall be encouraged to provide:
- Valid FSSAI registration/licence;
- Product quality certificates;
- Appropriate laboratory/testing reports;
- Details of source/origin of food products;
- Relevant certification for specialized or certified products.
- Local and Regional Food Sources Where practicable, the University may source food products from local and regional producers, vendors, farmers, cooperatives or authorized distributors, subject to quality, safety, cost, availability and procurement requirements.
- Seasonal Food Food-service units may encourage the use of seasonal fruits, vegetables and other locally available products where feasible. This may help reduce storage, transportation and associated resource requirements.
- Responsible Animal-Based Food Procurement Where animal-based food products are procured, suppliers should comply with applicable food safety, animal welfare and legal requirements.
- Responsible Seafood Procurement Where seafood is procured, the University may encourage products sourced through legally compliant and responsible supply chains, where feasible and appropriate to institutional operations.
- Responsible Agricultural Products Where feasible, procurement may consider products produced using environmentally responsible agricultural practices, including products carrying recognized sustainability or organic certifications.
- Fair and Ethical Supply Chains
The University encourages suppliers to maintain ethical employment practices and comply with applicable requirements relating to:
- Minimum wages;
- Working hours;
- Occupational health and safety;
- Prevention of forced labour;
- Prevention of child labour;
- Non-discrimination;
- Applicable social security and labour legislation.
- Food Quality and Safety
Food products procured by the University shall meet applicable food safety and quality requirements. Food suppliers and caterers shall maintain appropriate licences, registrations, certifications and documentation as required by applicable law.
Where applicable, suppliers shall be encouraged to provide:
- Ethical Sourcing Of General Supplies
- For non-food supplies, procurement units should consider the following factors wherever practicable:
- Product durability and useful life;
- Recycled or recyclable content;
- Reduced packaging;
- Reusability;
- Repairability;
- Environmental certifications, where relevant;
- Energy and resource efficiency;
- Responsible disposal requirements;
- Supplier environmental practices;
- Compliance with applicable statutory requirements.
- Preference may be considered for environmentally preferable products where they meet required specifications, quality standards and procurement requirements.
- For non-food supplies, procurement units should consider the following factors wherever practicable:
- Supplier Selection and Due Diligence
SRHU shall seek to engage suppliers who demonstrate compliance with applicable legal, ethical, safety and environmental requirements.
Depending upon the nature and value of procurement, supplier evaluation may consider:
Such criteria shall be applied in accordance with the University's approved procurement procedures and applicable laws.Parameter Consideration Legal compliance Valid registration/licences and statutory compliance Food safety Applicable food safety licence/certification Product quality Quality specifications and testing Ethical practices Compliance with labour and ethical standards Environmental practices Waste, packaging and resource management Local sourcing Local/regional supply capability where feasible Packaging Reduction/recyclability/reusability Supply-chain transparency Availability of source/product information Occupational safety Appropriate workplace safety practices Reliability Delivery, quality and service performance - Procurement Process
Ethical sourcing considerations may be incorporated into the procurement process through:
- Procurement Specifications
Where appropriate, tender/RFQ/procurement specifications may include requirements relating to:
- Food safety;
- Product quality;
- Responsible sourcing;
- Sustainable packaging;
- Environmental compliance;
- Labour compliance;
- Waste minimization.
- Vendor Documentation
Suppliers may be required to submit relevant:
- Licences;
- Registrations;
- Certifications;
- Declarations;
- Product information;
- Quality documents;
- Compliance documents.
- Evaluation Where appropriate, sustainability and ethical considerations may form part of technical evaluation in addition to price, quality, delivery and other established procurement criteria.
- Contractual Requirements Relevant sustainability and ethical sourcing requirements may be incorporated into agreements with food suppliers, caterers and other vendors.
- Procurement Specifications
Where appropriate, tender/RFQ/procurement specifications may include requirements relating to:
- Responsible Food-Service Operations
- Food-service facilities operating within SRHU shall, wherever practicable:
- Procure food based on realistic demand.
- Avoid unnecessary over-purchasing.
- Promote appropriate portion planning.
- Minimize food wastage.
- Segregate food waste appropriately.
- Encourage reusable serving materials where feasible.
- Reduce unnecessary single-use plastics.
- Encourage environmentally preferable packaging.
- Maintain appropriate food storage conditions.
- Follow applicable food hygiene and safety requirements.
- Food waste generated through institutional operations may be managed through appropriate methods such as authorized collection, composting, biogas generation or other approved waste-management practices, wherever feasible.
- Food-service facilities operating within SRHU shall, wherever practicable:
- Packaging and Single-Use Materials
SRHU shall encourage reduction of unnecessary packaging associated with procurement.
- Where practicable, procurement units may:
- Prefer products with minimal packaging;
- Encourage recyclable or reusable packaging;
- Avoid unnecessary layers of packaging;
- Encourage bulk procurement where operationally appropriate;
- Reduce dependence on single-use disposable materials;
- Promote reusable alternatives where hygienically and operationally suitable.
- Where practicable, procurement units may:
- Environmentally Responsible Procurement
Where feasible, the University shall encourage consideration of the environmental footprint of products and services.
- Relevant considerations may include:
- Resource consumption;
- Energy use;
- Water use;
- Transportation requirements;
- Packaging;
- Product durability;
- Recyclability;
- Waste generation;
- End-of-life disposal.
- Relevant considerations may include:
- Local Supplier Engagement
SRHU recognizes the potential social and environmental benefits of local procurement.
- Where consistent with:
- Procurement rules;
- Product quality;
- Food safety;
- Cost effectiveness;
- Availability;
- Required specifications; and
- Institutional needs,
- Where consistent with:
- Prohibited or Discouraged Practices
The University shall not knowingly engage suppliers involved in unlawful or unethical practices.
- The following practices shall be discouraged or addressed through appropriate contractual/procurement mechanisms:
- Supply of unsafe or adulterated food;
- Misrepresentation of product origin or certification;
- Violation of applicable labour laws;
- Forced labour;
- Child labour;
- Unlawful discrimination;
- Deliberate environmental non-compliance;
- False sustainability or certification claims;
- Unnecessary excessive packaging;
- Repeated supply of products failing established quality requirements.
- The following practices shall be discouraged or addressed through appropriate contractual/procurement mechanisms:
- Roles and Responsibilities
- Registrar / Competent Authority The Registrar/Competent Authority shall provide institutional oversight and facilitate implementation of this Policy.
- Procurement and Stores Department
The Procurement and Stores Department shall:
- Incorporate relevant ethical sourcing considerations into procurement processes;
- Maintain appropriate supplier documentation;
- Coordinate vendor compliance requirements;
- Maintain procurement records;
- Facilitate periodic review of responsible procurement practices.
- Finance Department The Finance Department shall support compliance with approved financial and procurement procedures.
- Food-Service/Catering Units
Canteens, cafeterias, hostels and catering units shall:
- Procure food from approved/authorized suppliers;
- Maintain food safety and quality documentation;
- Promote responsible food purchasing;
- Minimize food waste;
- Maintain relevant records.
- Heads of Schools/Departments/Centres Heads of units shall ensure that procurement undertaken by their respective units follows University procurement procedures and relevant sustainability requirements.
- Suppliers and Contractors
Suppliers and contractors shall comply with applicable:
- Laws and regulations;
- Food safety requirements;
- Contractual conditions;
- Quality standards;
- Ethical and environmental requirements specified by SRHU.
- Sustainability/Accreditation/Quality Unit The designated University unit responsible for sustainability, accreditation, rankings or quality assurance may coordinate collection and compilation of evidence related to implementation of this Policy for institutional reporting.
- Record Keeping and Documentation
- The University shall maintain appropriate records to demonstrate implementation of responsible sourcing practices.
Records may include:
- Purchase orders;
- Tender/RFQ documents;
- Supplier lists;
- Vendor agreements;
- Food safety licences;
- Quality certificates;
- Supplier declarations;
- Procurement specifications;
- Bills/invoices;
- Local sourcing records;
- Sustainability certifications;
- Packaging-related requirements;
- Food-waste records;
- Vendor performance assessments;
- Photographic/documentary evidence of implementation.
- The University shall maintain appropriate records to demonstrate implementation of responsible sourcing practices.
Records may include:
- Monitoring and Review
- Implementation of this Policy may be reviewed periodically by the designated University authority.
Monitoring may include:
- Review of supplier compliance;
- Assessment of food safety documentation;
- Review of local/regional sourcing;
- Review of packaging practices;
- Assessment of waste-reduction initiatives;
- Review of sustainability clauses in procurement documents;
- Identification of opportunities for improvement.
- Implementation of this Policy may be reviewed periodically by the designated University authority.
Monitoring may include:
- Training and Awareness
- SRHU may conduct awareness and training programmes for:
- Procurement personnel;
- Store personnel;
- Food-service staff;
- Hostel staff;
- Administrative personnel;
- Relevant faculty and staff;
- Vendors and contractors, where appropriate.
- Awareness activities may cover:
- Ethical procurement;
- Food safety;
- Sustainable consumption;
- Food waste reduction;
- Packaging reduction;
- Responsible sourcing;
- Applicable sustainability objectives.
- SRHU may conduct awareness and training programmes for:
- This policy shall be reviewed every three years or earlier if required to accommodate new educational practices, regulatory requirements, or emerging student needs.
- The University reserves the right to interpret, alter, amend, modify, cancel or withdraw any or all provision mentioned herein above in this policy without any notice.
- In case of any dispute, the decision of the Vice Chancellor of the University shall be final and binding.
ANNEXURE I
Indicative Ethical and Sustainable Procurement Criteria
The following criteria may be considered during procurement, depending upon the nature of the product:
| S. No. | Criterion | Examples of Evidence |
|---|---|---|
| 1 | Legal compliance | Registration/licence |
| 2 | Food safety | FSSAI licence/certificate |
| 3 | Product quality | Quality certificate/test report |
| 4 | Local sourcing | Supplier location/source declaration |
| 5 | Sustainable production | Recognized certification/declaration |
| 6 | Ethical labour practices | Supplier declaration |
| 7 | Packaging reduction | Product specifications |
| 8 | Recyclability | Packaging information |
| 9 | Waste reduction | Supplier/department records |
| 10 | Environmental practices | Environmental declaration/certification |
| 11 | Supply-chain transparency | Source/origin documentation |
| 12 | Vendor performance | Periodic assessment |
ANNEXURE II
Supplier Ethical Sourcing Declaration
I/We, ________________________________, representing M/s ________________________________, hereby declare that the goods/services supplied to Swami Rama Himalayan University shall comply with applicable legal, safety, quality and ethical requirements.
We further declare that, to the best of our knowledge and applicable to our operations:
- The products supplied shall meet the agreed quality specifications.
- Food products shall comply with applicable food safety requirements.
- Required licences/registrations/certifications shall be valid and available for verification.
- We shall comply with applicable labour and employment laws.
- We shall not knowingly employ forced labour or child labour in violation of applicable law.
- We shall comply with applicable environmental requirements.
- Product information and certification claims shall be accurate.
- We shall inform SRHU of any material change affecting product safety, quality or compliance.
- We shall support reasonable requirements of SRHU relating to responsible and sustainable procurement.
Name of Supplier: __________________________
Authorized Representative: ___________________
Designation: ________________________________
Signature: __________________________________
Date: ______________________________________
Seal: _______________________________________
ANNEXURE III
Indicative Evidence for Institutional Sustainability Reporting
For demonstrating implementation of the Policy, the University may maintain:
- Approved policy document;
- Procurement/tender documents;
- Supplier agreements;
- Food supplier list;
- FSSAI and other relevant certificates;
- Purchase records;
- Local supplier records;
- Sustainable procurement records;
- Vendor declarations;
- Food-waste management records;
- Packaging-reduction initiatives;
- Photographs of implementation;
- Annual procurement/sustainability reports;
- Vendor monitoring and review records.