Common Framework Provisions

1. Introduction

The Cyprus University of Technology (CUT), committed to the promotion of sustainability, public health and the wellbeing of its academic community, recognises the important role that food plays in university life. Food is purchased, prepared, served and consumed across University premises and activities every day; its management affects the health and wellbeing of students and staff, the environmental footprint of the institution, the resilience of the local economy and wider food systems, and the knowledge, awareness and professional practices developed within the University community.

Through this Sustainable Food Policies Framework, CUT establishes an integrated institutional approach to the procurement, provision, consumption and management of food across its campuses. The Framework addresses sustainable and responsible food procurement, access to sustainable and inclusive food choices, healthy, balanced and affordable food provision, and the prevention and management of food waste.

Considering the transition of Europe towards more sustainable, resilient, circular and health-oriented food systems, the University expresses its support for the principles and objectives reflected in the United Nations Sustainable Development Goals[1] and in the European Commission’s Farm to Fork Strategy[2]. In particular, the Framework contributes to SDG 2 – Zero Hunger, SDG 3 – Good Health and Well-being, SDG 12 – Responsible Consumption and Production, and SDG 13 – Climate Action.

The directions, principles and policy objectives reflected in these frameworks have informed the development of the constituent policies, together with applicable European Union and national requirements relating to public procurement, food safety, waste management and environmental sustainability.

The University encourages the use of, and reference to, this Framework in the development or revision of related institutional policies and procedures, in the preparation of tender and contractual documents relating to food and catering services, in relevant educational and awareness activities, and where appropriate for external funding, accreditation, institutional assessment and sustainability reporting purposes.

2. Purpose

The purpose of this Framework is to:

establish a coherent institutional approach to sustainable food across the University;
promote environmentally and socially responsible food procurement and provision;
ensure access to healthy, balanced, inclusive and affordable food choices;
encourage responsible consumption and sustainable dietary choices;
prevent and reduce food waste and promote safe reuse, redistribution and circular-economy practices;
support compliance with applicable food-safety, public-procurement, waste-management and environmental requirements;
define responsibilities for implementation, monitoring and continuous improvement; and
provide an institutional basis for documenting and communicating the University’s contribution to relevant UN Sustainable Development Goals.

3. Scope

This Framework applies to food-related activities undertaken by or on behalf of the University, including University-managed and externally operated food outlets, cafeterias, catering services, vending services, concession arrangements, University events and hospitality, and food purchases made by Schools, Departments, Services and other University units.

It applies, as relevant, to students, staff, food-service operators, suppliers, contractors and University units involved in the procurement, provision, consumption or management of food.

The specific scope, requirements and responsibilities applicable to each area are defined separately within Policies I-IV.

4. Structure and Status of the Framework

The Framework consists of four complementary, but independently applicable policies:

Policy I. – Sustainable Food Procurement Policy: governs the procurement and sourcing of food and catering services.
Policy II. – Sustainable Food Choices on Campus Policy: governs sustainable, inclusive and lower-impact food choices available through University food services.
Policy III. – Healthy, Balanced and Affordable Food Policy: governs nutritional quality, affordability and equitable access to food.
Policy IV. – Food Waste Prevention and Management Policy: governs food-waste prevention, measurement, redistribution, recovery and management.

The policies should be read together where their subject matter overlaps. However, each policy retains its own scope, requirements, responsibilities, implementation provisions and monitoring arrangements and may be approved, reviewed, amended or published independently. A revision to one policy does not automatically amend the remaining policies. Cross-references between policies are included to support coherence and coordinated implementation and do not alter their separate status.

5. Definitions

For the purposes of this Framework, the following common definitions apply unless a constituent policy provides a more specific meaning:

Food-service operator: Any internal University unit or external contractor, concessionaire or other entity responsible for providing food or beverages on behalf of or within the University.
Food outlet: Any cafeteria, restaurant, canteen, kiosk, vending facility or other point through which food or beverages are provided on University premises.
Sustainable food: Food produced, procured, provided and consumed in a manner that seeks to minimise adverse environmental and social impacts while supporting food safety, nutritional quality, responsible resource use and economically sustainable food systems.
Plant-based food: Food derived from plant sources. For the purposes of the constituent policies, a vegetarian option contains no meat, poultry, fish or seafood, and a vegan option contains no animal-derived ingredient of any kind, including dairy, eggs and honey.
Food waste: Food and associated inedible parts removed from the food supply chain at the retail, food-service or consumption stages and managed as waste, consistent with applicable European waste definitions.
Edible surplus food: Food that remains safe and suitable for human consumption but is no longer required for its originally intended service or use.
Food-waste prevention: Measures taken before food becomes waste, including improved forecasting, procurement, storage, preparation, portioning, menu planning and redistribution.
Food waste hierarchy: The order of priority under which prevention is preferred, followed by safe reuse or redistribution of edible food, recovery or treatment of unavoidable residues, and disposal as a last resort.
Affordable balanced meal: A nutritionally adequate meal offered within an affordability framework established or supported by the University, as further defined in Policy III.
University community: Students and members of academic, administrative, technical and other University staff.
Cover: One meal served to one person. It is used as the unit of measurement for recording food waste and menu uptake, so that operations of different size can be compared.
Community discount: The percentage reduction on the prices otherwise charged that is granted to students and staff of the University at food outlets on University premises, as further described in Policy III.
Meal support card: A card issued by the competent student welfare service to students in financial difficulty, carrying funds for the purchase of food at designated outlets, as further described in Policy III.

6. Review and Update

Each constituent policy will be reviewed at least every three years, and earlier where there is a material change in legislation, in the University’s food-service arrangements or in recognised sustainability standards. Reviews draw on the monitoring data collected under each policy and on feedback from students, staff, operators and suppliers, which may be submitted at any time.

The policies are reviewed and amended separately; revising one does not require the others to be re-approved. Supporting procedures, contractual terms and templates may be updated without amendment of this Framework, provided they remain consistent with it.

I. Sustainable Food Procurement Policy

1. Principle

The University purchases food that is safely, responsibly and sustainably produced, and mandates, the same standards for its food-service operators through the terms of the instruments governing their operations. It recognises the environmental, social and economic importance of sustainable food procurement and uses procurement as a strategic instrument to promote responsible consumption and production, sustainable agriculture, resilient food systems and lower-carbon supply chains. In doing so, the University seeks to support the Cypriot food system.

Food-service arrangements currently in force were concluded before the adoption of this Policy and do not yet incorporate its sustainability criteria. The Policy establishes those criteria as the University’s standard requirements and provides for their introduction into each arrangement at the next award, renewal or retendering.

The Policy contributes to the United Nations Sustainable Development Goals, in particular SDG 2 (Zero Hunger), SDG 12 (Responsible Consumption and Production) and SDG 13 (Climate Action).

2. Scope

This Policy applies to the procurement and provision of food, catering services and related food-service operations undertaken by or on behalf of the University, including catering contracts, concession agreements, vending services, University events and food purchases made by Schools, Departments and other University units, subject to applicable public procurement requirements.

3. Legal framework for procurement

Food and catering are obtained by the University under two distinct legal arrangements. Where the University purchases food or catering services directly, the applicable public procurement legislation governs. Where the operation of a food outlet is granted to a third party under a concession, the operator purchases its own supplies at its own commercial risk and the University is not the purchaser; in that case the requirements of this Policy take effect through the technical specifications, award criteria and performance clauses of the concession.

Both arrangements are carried out in accordance with the national legislation of the Republic of Cyprus transposing Directive 2014/24/EU on public procurement[3] and Directive 2014/23/EU on the award of concession contracts[4]. Accordingly, the University does not apply criteria based on the geographic origin of a product or on the place of establishment of an economic operator, as such criteria are incompatible with the principles of equal treatment and non-discrimination.

The objectives of the present Policy are pursued instead through lawful and objectively verifiable requirements set out in technical specifications, selection criteria, award criteria and contract performance clauses, in line with the EU green public procurement criteria for food, catering services and vending machines.

The University uses these criteria[5] as its default reference framework and seeks to apply the core-level criteria, where relevant and proportionate to the subject matter of the contract, and the comprehensive-level criteria wherever market conditions allow.

4. Sustainability requirements

Technical specifications require that fresh fruit and vegetables be supplied in season, and menus are planned around the Cypriot growing calendar. Procurement specifications and award criteria seek to minimise the use of air-freighted produce and favour lower-carbon supply chains where objectively verifiable and proportionate.
Short supply chains. Award criteria may reward short delivery distances, high delivery frequency, a short interval between harvest and delivery, freshness, efficient logistics and low transport emissions. These criteria are open to any economic operator capable of meeting them, irrespective of origin, and are applied in accordance with the principles of equal treatment and non-discrimination.
Certified sustainable production. Specifications require or reward organic or integrated production certification, responsible water use, recognised animal-welfare standards, certified sustainable fisheries or aquaculture in the case of seafood, and other objectively verifiable sustainable production practices, including reduced use of harmful substances where relevant and legally permissible.
Access for small producers. Contracts are divided into lots wherever practicable, and administrative requirements are kept proportionate, so that small and medium-sized producers and cooperatives are able to tender.
Contract performance clauses require delivery in reusable transport packaging wherever practicable, minimisation of secondary packaging, preference for recyclable or biodegradable materials, and take-back of packaging by the supplier where feasible.
Traceability, transparency and food safety. All suppliers must satisfy applicable food-safety, hygiene and traceability requirements and provide, where required by the contract, documentation concerning product origin, sustainability certification and traceability. Documentation is retained and verified upon receipt or during compliance checks.

5. Supplier, social and circular economy requirements

Environmental, social and ethical standards. Suppliers and contractors must comply with applicable environmental, social and labour legislation. Where relevant to the subject matter of the contract and objectively verifiable, procurement documents may include requirements or award criteria relating to sustainable farming methods, fair labour practices, responsible sourcing and reduced use of harmful chemicals.
Environmentally responsible logistics. Suppliers are encouraged, and may be required where proportionate, to optimise delivery routes, consolidate deliveries and use lower-impact transport and distribution practices in order to reduce emissions associated with food supply.
Food waste prevention and circularity. Catering operators and suppliers are expected to support waste prevention, responsible use of food resources, recycling and other circular-economy practices within University catering operations, in accordance with applicable requirements and available infrastructure.
Compliance and continuous improvement. Contracted food service providers and suppliers must cooperate with proportionate monitoring, audits or evaluations, provide requested sustainability evidence, and address identified areas for improvement within agreed timeframes.

6. Educational and community dimension

Sustainable sourcing, responsible consumption and sustainable procurement may be incorporated into relevant programmes of study and related educational activities, where appropriate. Students may participate in supplier evaluation or related practical exercises as part of their training.
The curriculum of relevant programmes may include structured visits to farms, fisheries, dairies, mills, food businesses and other actors in sustainable food systems.
Recipes and menus developed within the University seek, where appropriate and consistent with procurement rules, to make use of seasonal Cypriot products and to highlight the gastronomic heritage of Cyprus.
Fair dealing is observed in all relationships with producers, with transparent terms and prompt payment.
The University supports information campaigns, training and other awareness initiatives for staff, students, suppliers and partners to promote sustainable consumption, responsible dietary choices and greater understanding of sustainable food systems.

7. Responsibilities

Procurement service: incorporates the standard terms of the present Policy into tender documents, contracts and concession agreements; integrates appropriate sustainability criteria into catering tenders and vendor-selection procedures; verifies compliance at award; and maintains supplier sustainability records. It also coordinates proportionate compliance reviews or supplier evaluations and uses the findings to support continuous improvement.
Operators: purchase in accordance with the present Policy, implement applicable food-waste prevention and circular-economy requirements, maintain relevant records and report annually on the composition and sustainability performance of their supply base.
Schools, Departments and units: apply the present Policy when purchasing food from their own budgets or from project funds.
Suppliers: meet the environmental, social, ethical, food-safety and traceability requirements set out in their contracts; provide requested documentation on origin, certification and traceability; and cooperate with monitoring, verification and continuous-improvement actions.

8. Implementation

The criteria of the present Policy are applied to every new invitation to tender from the entry into force of the present Policy.
Existing agreements are brought into line at their next renewal, extension or retendering.
The University seeks to apply the core-level criteria of the reference framework where relevant and proportionate to the subject matter of the contract, and the comprehensive-level criteria wherever market conditions allow.
Sustainability requirements are integrated into catering tenders, concession agreements and vendor-selection procedures to the extent permitted by applicable public procurement law and proportionate to the contract.
Awareness and training measures are implemented progressively and reviewed alongside procurement performance.
Where a food outlet operates under a concession, the requirements of this Policy are introduced through the technical specifications and award criteria at the next award, and through performance clauses in the intervening period to the extent the existing instrument allows.

9. Monitoring and Review

The implementation of this Policy shall be monitored periodically by the relevant University services. Appropriate data may be collected on sustainable procurement practices, supplier compliance, seasonal sourcing, food waste and other relevant sustainability aspects.

II. Sustainable Food Choices on Campus Policy

1. Principle

The University is committed to promoting sustainable, healthy and inclusive food practices across its campuses. It provides students and staff with access to sustainable, balanced and diverse food choices, including vegetarian and vegan options. Food provision supports responsible consumption, health and wellbeing, and lower-impact food systems.

The University gives effect to this commitment through provision that is already in place. The training restaurant of the Academy of Tourism and Hospitality in Paphos offers vegetarian and vegan menu items on each of its operating days, using seasonal and locally sourced ingredients. The operator of the main campus cafeteria in Limassol maintains its own certified environmental management arrangements. The present Policy sets the standards that this provision must meet and extends them across all University food services.

The Policy contributes in particular to SDG 2 (Zero Hunger), SDG 3 (Good Health and Well-being), SDG 12 (Responsible Consumption and Production) and SDG 13 (Climate Action).

2. Scope

This Policy applies to all University-managed and externally contracted food outlets, cafeterias, vending services and other food-service operations on University premises, as well as catering provided for University events, conferences and hospitality. Requirements are applied proportionately according to the type of service and the terms of the relevant contract, concession or other governing instrument.

3. Menu provision

Plant-based options as standard. Food outlets offering prepared meals include at least one full vegetarian and one full vegan option at every service, across the categories they normally offer. Outlets offering only snacks and beverages provide plant-based options within their range. The training restaurant of the Academy of Tourism and Hospitality offers vegetarian and vegan menu items on each of its operating days.
Equal standing. Plant-based dishes are afforded the same prominence, presentation and culinary quality as dishes containing meat or fish, and are priced comparably.
Low-impact proteins. Pulses, legumes and other lower-impact proteins are used prominently, and menu design favours vegetables, fruit and whole grains. Menu cycles seek to reduce reliance on highly processed and high-carbon foods in favour of balanced, lower-impact alternatives where practicable.
Dietary and cultural inclusion. Menus accommodate common dietary requirements, including gluten-free and lactose-free needs, and religious dietary observance where reasonable notice is given.
Allergen information. The fourteen regulated allergens are declared clearly and accessibly for every item offered, in accordance with Regulation (EU) No 1169/2011[6].
Menu transparency and informed choice. Menus and relevant information on vegetarian, vegan and other available dietary options are made clearly accessible to users at food outlets and, where practicable, through University digital channels.
Food safety and quality. Food preparation, storage, transport and serving comply with all applicable food-safety and hygiene requirements, including HACCP-based procedures where required. Operators maintain relevant evidence of compliance and cooperate with inspections and quality-control processes.

4. Operations, packaging and water

Single-use packaging and tableware. Single-use packaging, disposable tableware and single-use plastics are eliminated wherever a reusable alternative exists, and otherwise lower-impact recyclable or compostable alternatives are used where technically and operationally feasible.
Reusable containers. Users bringing their own reusable cups or containers are accommodated where hygiene and food-safety requirements allow, and may be offered a price incentive for doing so.
Drinking water. The University seeks to ensure that free drinking water is available across its campuses through appropriate drinking-water or refill facilities, and bottled water is not promoted in preference to safe tap or refill water.
Resource-efficient operations. Energy- and water-efficient kitchen practices, including batch cooking, correct loading of equipment and avoidance of unnecessary idle equipment, form part of sustainable food provision. Energy performance is also considered, where relevant, in the procurement of vending and catering equipment.
Sustainable sourcing. Food-service operations are implemented consistently with the University’s Sustainable Food Procurement Policy, including applicable requirements on seasonality, sustainable production, packaging, traceability and lower-impact supply chains.

5. Events and hospitality

Catering for University events. Catering for University events, conferences and hospitality follows the same requirements as permanent outlets, proportionately applied.
Plant-based event choices. Plant-based options are offered at every catered event, and organisers are encouraged to make plant-based choices the default where appropriate.
Food waste prevention. Attendance numbers and dietary requirements are confirmed in advance wherever practicable to avoid over-ordering, and appropriate arrangements are considered for the safe management or redistribution of surplus food.

6. Awareness, education and engagement

Awareness initiatives. The University supports information campaigns and other awareness activities promoting responsible food consumption, balanced diets, plant-based choices and food-waste prevention.
Education and research. Relevant academic and professional units may organise teaching activities, workshops, research projects and practical initiatives on sustainable nutrition, circular economy in catering and food-waste reduction.
External engagement. The University may engage with food producers, suppliers, public bodies and community organisations through educational and outreach activities that promote sustainable food systems, without prejudice to applicable public procurement rules.

7. Responsibilities

Service for Academic Affairs and Student Welfare: oversees compliance with the menu, allergen-information and pricing requirements of the present Policy at outlets operating under instruments it administers, and coordinates relevant inspections or checks.
Technical Services: provide and maintain drinking-water and refill facilities and other physical infrastructure required for the implementation of the present Policy.
Operators: compose menus in accordance with the present Policy; maintain and update allergen information; apply relevant food-safety and HACCP-based procedures; make menu information accessible; and cooperate with monitoring, inspections and continuous-improvement actions.
Schools, Departments and units: apply the present Policy when organising catered events and hospitality and ensure that relevant requirements are communicated to catering providers.
Academic and technical staff: where relevant, may incorporate sustainable menu design, nutrition and responsible food consumption into teaching, research and practical activities, and support compliance in teaching facilities.
Students and staff: are informed of the present Policy and encouraged to make responsible food choices, reduce food waste and use reusable containers where appropriate.

8. Implementation

Allergen and food-safety requirements apply at every outlet in accordance with applicable law and contractual obligations.
Plant-based menu requirements apply at outlets already capable of providing them and are incorporated into the governing instrument of each remaining outlet at its next renewal, extension or retendering, so that the requirement becomes contractually binding across all food provision.
Relevant sustainability, food-safety, menu-information and operational requirements are integrated into catering contracts, concession agreements and vendor-selection procedures to the extent permitted by applicable law and proportionate to the service.
Awareness, education and engagement measures are implemented progressively in collaboration with relevant University units and food-service operators.

9. Monitoring and Review

The implementation of this Policy shall be monitored periodically by the relevant University services. Appropriate data may be collected on the availability and uptake of vegetarian and vegan choices, menu transparency, allergen and food-safety compliance, packaging and resource-use practices, food-waste prevention and feedback from students and staff.

III. Healthy, Balanced and Affordable Food Policy

1. Principle

The Cyprus University of Technology treats access to healthy, safe, balanced and affordable food as a condition of successful study and of the well-being of its academic community, and not as a discretionary amenity. Nutritional quality is not treated as a premium feature, and the University does not accept that economic circumstances should determine whether a member of its community eats well.

The University gives effect to that principle through provision that is already in place. Reduced prices apply at every food outlet on University premises for students and staff. Students in financial difficulty are issued, by the Service for Academic Affairs and Student Welfare, a card carrying funds for the purchase of food. A daily lunch is provided free of charge, in cooperation with the Holy Metropolis of Limassol, to a large number of undergraduate and postgraduate students. The training restaurant of the Academy of Tourism and Hospitality in Paphos offers balanced menus, including vegetarian and vegan options, on each of its operating days. The present Policy consolidates these arrangements, states the standards they must meet, and commits the University to extending and strengthening them.

The University seeks to provide food in a socially responsible, equitable and inclusive manner, contributing in particular to SDG 2 (Zero Hunger), SDG 3 (Good Health and Well-being) and SDG 12 (Responsible Consumption and Production).

2. Scope

This Policy applies to University-managed and externally contracted food outlets, cafeterias, vending services and other food-service operations on University premises, to catering provided for University events and hospitality, and to the meal-support arrangements administered by the University for the benefit of its students and staff. Its requirements are applied proportionately according to the type of service and the terms of the relevant contract, concession or other governing instrument.

3. Affordability

The University pursues affordability through several complementary mechanisms. The community discount reduces the price of what an outlet offers. The affordable balanced meal seeks to ensure that a nutritionally adequate meal is available within a defined price band. The meal support card and the free meals programme described in paragraph 8 provide targeted support to students in financial difficulty. No mechanism substitutes for another.

4. The community discount

Existing arrangement. Outlets operating on University premises grant students and staff of the University a discount, expressed as a percentage reduction on the prices otherwise charged. The University maintains this arrangement and seeks to strengthen it.
Variation between outlets. The discount rate is currently offered by each operator at tender stage and is therefore capable of differing between outlets.
The applicable discount rate, the categories of persons entitled to it and the method of claiming it are communicated clearly and displayed at the point of service where applicable.
Limits of the discount. A percentage discount reduces prices in proportion to the level at which they are set and does not by itself guarantee that an affordable or nutritionally adequate meal is available. It is therefore treated as a general community benefit and operates alongside the affordable balanced meal and welfare-support measures.
Discount vouchers for staff. Members of staff receive vouchers offering reduced prices at participating restaurants outside the University, extending the benefit of reduced food costs beyond University premises.

5. The affordable balanced meal

Every outlet at which prepared food is provided seeks to offer at least one nutritionally balanced meal option within the affordable price band on each day on which it operates, in accordance with the academic calendar approved annually by the Senate, subject to the terms and capabilities of the relevant food-service arrangement.
Absolute price. The affordable price band is expressed as an absolute amount, inclusive of any applicable discount, so that affordability can be assessed independently of changes in an operator’s wider pricing.
Application to outlets. For outlets operated by a third party, the affordable price band, the expected composition of the meal and the mechanism for their review are incorporated into the governing instrument where feasible, so that affordability is supported through clear contractual arrangements.
Minimum floor. Where the terms applying to individual outlets differ, the University seeks to ensure a consistent minimum level of access to affordable, nutritionally balanced food.
Training restaurant provision. On its operating days the training restaurant of the Academy of Tourism and Hospitality in Paphos offers meals to students, academics and other staff at reduced prices. Academic and other staff are eligible for one free meal each week.

6. Nutritional quality and menu design

Balanced menu design. Menus include nutritious and well-balanced options combining an adequate protein source, whole grains or other complex carbohydrates, vegetables and other essential nutrients. Menu cycles should provide variety and support balanced dietary patterns.
Plant-based and inclusive choices. Food outlets offering prepared meals provide vegetarian choices and provide vegan choices as part of regular menu cycles, while also accommodating common dietary requirements where practicable. Pulses, legumes and other plant-based proteins are incorporated into menu planning.
Fresh and minimally processed foods. Fresh and seasonal ingredients are used where practicable, with emphasis on fruit, vegetables, legumes, whole grains and other minimally processed foods.
Salt, sugar and saturated fat. Added salt, added sugar and saturated fat are moderated in recipe development, in accordance with dietary guidance issued by the competent health authorities of the Republic of Cyprus.
Healthy staple choices. Fruit, salad or comparable vegetable choices and drinking water are made available at outlets offering prepared food, subject to the nature of the outlet and service.
Vending provision. Procurement and operating arrangements for vending machines include a meaningful share of healthier food and beverage options and to give these options appropriate visibility.
Portion sizes are appropriate and, where the style of service allows, users may select or indicate the portion they require in order to support healthy intake and reduce avoidable food waste.

7. Food safety, quality and sustainable provision

Food safety and hygiene. Food preparation, storage, transport and serving comply with all applicable food-safety and hygiene requirements, including Regulation (EC) No 852/2004[7] on the hygiene of foodstuffs and the national hygiene and official food control regulations. Operators apply HACCP-based procedures where required, register their premises in the Food Register maintained by the Medical and Public Health Services, and hold for their staff the health certificates and food-hygiene training records required by law.
Quality assurance. The University inspects food outlets at any time, without prior notice, and may take samples of any item offered for examination. It may require the submission of the full list of items offered, with their specifications and prices, and the removal or replacement of any item. These are contractual rights of the University and are exercised as routine assurance rather than only in response to a complaint. Operators cooperate with these controls and with any further compliance checks.
Sustainable food provision. Food-service operations are implemented consistently with the University’s Sustainable Food Procurement Policy, including its provisions on procurement and concession arrangements.

8. Hardship support for students and staff

The University recognises that members of its community may at times be unable to meet the cost of adequate daily food and treats access to nutritious food as a welfare and inclusion matter. Support extends to students and to members of academic, administrative and technical staff. The community discount and the affordable balanced meal, described in paragraphs 4 and 5, are available to both groups; the measures below address financial hardship specifically.

Measures for students

Meal support card. Students in financial difficulty are issued a card carrying funds that may be used to obtain food at designated outlets both within and outside the University.
Free meals programme. Through a standing collaboration with the Holy Metropolis of Limassol, the University administers an annual application process by which students receive a daily meal free of charge, on the basis of their socioeconomic circumstances. The Holy Metropolis prepares and provides the meals; applications open at the start of each academic year following an announcement by the Service for Academic Affairs and Student Welfare.
Training restaurant. Students obtain meals at reduced prices at the training restaurant of the Academy of Tourism and Hospitality on its operating days.
Further measures. Support may also take the form of subsidised or free meals, emergency meal vouchers for temporary difficulty, priority access to edible surplus food, and referral to social groceries, food banks and comparable partners.

Measures for staff

Reduced-price and free meals. The training restaurant of the Academy of Tourism and Hospitality offers meals to staff at reduced prices on its operating days, and one free meal each week.
Discount vouchers. Staff receive vouchers offering reduced prices at participating restaurants outside the University.
Edible surplus food. Staff experiencing financial hardship have priority access to edible surplus food, in accordance with Policy IV.

Provisions applicable to both groups

Priority. Priority is given, within the applicable support framework, to persons in documented financial hardship and members of vulnerable groups so that economic constraints do not prevent access to adequate food.
Dignity and confidentiality. Support is designed and delivered so that a beneficiary is not identifiable at the point of service, and no record identifying a beneficiary is disclosed beyond the service administering the support. Disclosure of need activates the support measures and never any adverse consequence for the person concerned.
Administration. Measures for students are administered by the Service for Academic Affairs and Student Welfare; measures for staff are administered by the competent administrative service, in cooperation with that welfare service.
Measurement of need. The University seeks to establish the prevalence of food insecurity within its community using validated instruments, on an anonymised basis, so that the scale of provision corresponds to actual need.
Communication. Information on the available support is communicated to students at registration and to staff upon appointment, and is repeated throughout the academic year.

9. Information, transparency and education

Nutritional transparency. Nutritional information for standing menu items is made available to users where practicable and may be displayed alongside menus at dining locations and through relevant University digital channels to support informed food choices.
Health and wellbeing education. Nutrition and wellbeing initiatives are coordinated, where appropriate, with the University’s student wellbeing, health-promotion and sustainability activities.
The University may collaborate with students, nutrition and health professionals, food-service operators and relevant suppliers to improve the nutritional quality, affordability, inclusiveness and sustainability of campus food provision.

10. Responsibilities

Competent body of the University: approves or endorses, as applicable, the affordable price framework and community discount arrangements on the proposal of the responsible University services.
Service for Academic Affairs and Student Welfare: administers applicable hardship measures for students, coordinates relevant support and referral mechanisms. It monitors the performance of each food-service instrument, verifies that the applicable discount and affordable-price arrangements are correctly applied, exercises the University’s rights of inspection and of product review, and coordinates compliance checks with the relevant University services.
Competent administrative service: administers applicable hardship-support measures for staff, in cooperation with the relevant welfare or human-resources services.
Operators: apply the applicable discount and affordable-price arrangements; accept the meal support card at designated outlets; display relevant price and menu information; compose menus in accordance with the nutritional criteria; comply with food-safety and HACCP-based requirements; and cooperate with monitoring and quality-control activities.

11. Implementation

The affordable balanced meal is implemented at University-operated outlets as soon as practicable and is incorporated into externally operated outlets at the next appropriate renewal, extension or retendering of the governing instrument.
The University specifies a minimum community discount rate in the technical specifications at the next renewal, extension or retendering of each food-service agreement.
The obligation of operators to accept the meal support card is incorporated into each governing instrument at its next renewal, extension or retendering.
Existing hardship-support measures continue to apply and may be strengthened progressively in response to identified need and available resources.
Nutritional, food-safety, menu-transparency and sustainability requirements are integrated progressively into catering contracts, concession agreements, procurement documents and operating arrangements, proportionately and in accordance with applicable law.

12. Monitoring and Review

The implementation of this Policy shall be monitored periodically by the relevant University services. Appropriate data may be collected on affordability, availability and uptake of balanced meal options, nutritional quality, food-safety compliance, participation in support measures, user satisfaction and other relevant aspects of campus food provision. Findings may be used to inform service improvement and future procurement or contract review.

IV. Food Waste Prevention and Management Policy

1. Principle

The University is committed to preventing and reducing food waste across all food-service operations, systematically measuring the waste that is nevertheless generated and using the results to improve procurement, preparation, service and consumption practices. Food-waste prevention is treated as an environmental responsibility, a resource-efficiency and cost-control measure, and a matter of professional practice.

The University builds on practice already in place. The operator of the main campus cafeteria records the quantities of food waste it generates, redistributes unsold food through an established donation scheme, and directs organic residues to authorised treatment for animal feed and anaerobic digestion. Recyclable packaging is separated into the University’s collection points across its premises. The present Policy establishes a common methodology so that this practice can be measured, compared and improved across all food-service operations.

The Policy contributes in particular to SDG 2 (Zero Hunger) and SDG 12 (Responsible Consumption and Production).

2. Scope

This Policy applies to all University-operated and externally contracted dining halls, cafeterias, food outlets, vending and catering services, as well as food provision for University events and hospitality. It covers the full food-service cycle, including procurement and receipt, storage, preparation and production, serving and consumption, management of surplus food, and treatment or disposal of unavoidable food waste.

3. Principles and application of the food waste hierarchy

The University applies the food waste hierarchy in order of priority, with prevention as the preferred option, followed by safe reuse or redistribution of edible surplus, recovery or treatment of unavoidable organic residues, and disposal only as a last resort. Implementation is guided by the following principles:

Measurement for improvement. Systematic measurement and consistent records provide the evidence needed to identify causes of waste and target reduction actions.
Transparency and accountability. Food-waste data are recorded, consolidated and reviewed so that performance can be demonstrated and responsibilities can be followed up.
Continuous improvement. Measurement results are used to improve forecasting, procurement, menu design, portioning, storage and operational practice.
Education and awareness. Students, staff and food-service providers are engaged in understanding, preventing and reducing food waste.
Sustainability integration. Food-waste information supports wider University initiatives on sustainable procurement, resource efficiency and circular-economy practice.

4. Prevention

Menus and production volumes are planned against forecast demand, using attendance, reservation and historic sales data where available.
Stock is ordered against appropriate PAR levels, stored correctly and rotated on a first-in, first-out basis; expiry and use-by dates are checked at receipt and during routine stock control.
Preparation methods are seeking to maximise the usable yield of ingredients and reduce avoidable trimming and spoilage.
Portion sizes are managed appropriately and users are able to indicate the portion they require wherever the style of service allows.
For University events and hospitality, organisers confirm attendance numbers and dietary requirements within a reasonable deadline so that over-ordering is minimised.
Food-service providers review recurring sources of waste and adjust purchasing, production and service practices accordingly.

5. Reuse and redistribution of edible surplus

Edible surplus food is treated as a resource rather than a waste stream. Surplus and suitable trimmings may be reused safely within the operation – for example in stocks, sauces, soups, preserves or staff meals – where this is compatible with food-safety requirements. Edible surplus that cannot be reused within the operation is managed in the following order of priority:

first, where appropriate, to students or members of staff experiencing financial hardship, through the support measures of Policy III. Healthy, Balanced and Affordable Food Policy and in coordination with the competent welfare service;
second, to members of the University community through safe end-of-service arrangements at reduced price or free of charge, where such arrangements are operationally feasible;
third, to cooperating charitable, social or community partners under a documented redistribution arrangement;
fourth, where safe redistribution is not practicable, through the remaining appropriate stages of the food waste hierarchy.

Dignity and confidentiality. Where surplus food is allocated as a welfare measure, arrangements are designed to protect the dignity and confidentiality of beneficiaries and avoid unnecessary identification at the point of collection.

Food safety. No surplus food is redistributed unless applicable requirements on safety, temperature control, handling, shelf life and traceability can be met. Redistribution arrangements identify the categories of food that may be offered, collection arrangements and the responsibilities of the parties involved.

Operator cooperation. Food-service operators cooperate with approved redistribution arrangements and maintain proportionate records of quantities redistributed, without recording information that identifies individual beneficiaries.

6. Separation and treatment of unavoidable food waste

Organic and non-organic waste are separated at source, with clearly labelled collection points in preparation, service, dining and dishwashing areas where applicable.
Packaging streams such as paper, glass, plastic and metal are separated for recycling in accordance with the University’s waste-management arrangements.
Used cooking oil is collected separately and transferred to an appropriately authorised recovery contractor.
Unavoidable organic residues are directed to composting, anaerobic digestion, animal feed or other lawful recovery options where suitable infrastructure and approved arrangements are available. Such arrangements are already in place for the main campus cafeteria, and the University works with the competent municipal authority and licensed contractors to extend equivalent treatment to its remaining food-service operations.
Only residual waste that cannot reasonably be prevented, reused, redistributed, recycled or recovered is sent for disposal.

7. Measurement, data collection and reporting

Food waste is measured so that performance can be demonstrated rather than asserted. The University adopts a common recording methodology for all food-service operations, following the principles of Directive 2008/98/EC on waste[8] and the guidance of the EU Platform on Food Losses and Food Waste[9].

What is recorded

Food waste is recorded by weight (kilograms) and, where practicable, separated into preparation waste, unserved or service waste, and plate waste.
Food-service operations record waste at a frequency appropriate to the scale of service, with regular daily or weekly measurements used to support operational management.

Estimation where full-period weighing is not available

Where continuous weighing is not yet practicable, annual food waste is estimated by extrapolating from directly measured waste-per-meal values, calculated separately for each outlet, service type or operating pattern and then aggregated.

Waste per operating day (kg) = average waste per meal (g) × meals served per operating day ÷ 1,000

Annual waste (tonnes) = waste per operating day (kg) × operating days per week × operating weeks per year ÷ 1,000

The average waste per meal is derived from direct weighing over a sampling period that reflects normal operations. Atypical days are excluded unless analysed separately.
Where the number of meals varies materially between days or periods, actual counts or a representative average are used, and materially different outlets, menus or periods are calculated separately before totals are combined.
The supporting record states the source of the waste-per-meal value, the sampling dates and duration, the weight measured, the number of meals served, the operating days and weeks used, and any assumptions made.
Estimates are refined progressively as more frequent direct weighing becomes available.

Baseline, consolidation and reporting

The first complete reporting period after implementation establishes the baseline. Where direct weighing over a full period is not yet available, a documented annual estimate serves as an interim baseline.
Data are consolidated in a central University record and reported as total food waste generated, food waste as a proportion of food served, and food waste per meal served.
Data are reviewed at least annually to compare trends across outlets and campuses, identify priorities and set proportionate reduction targets.
The competent quality assurance or sustainability function verifies the completeness and consistency of the data before institutional publication.

8. Reduction and continuous improvement

Measurement results are used to develop targeted reduction actions. Depending on the source and type of waste, these may include improved demand forecasting, changes to purchasing and stock control, revised menu cycles, portion-size adjustments, modified service arrangements, surplus redistribution, and improved organic-waste treatment. Food-service providers are expected to address recurring causes of avoidable waste and cooperate with reasonable continuous-improvement actions.

9. Education, awareness, research and innovation

Food-waste prevention is incorporated, where relevant, into staff training for food-service operators and into suitable teaching or practical activities.
Students and staff are informed about food-waste prevention through appropriate signage, campaigns or other awareness activities and are encouraged to adopt responsible consumption practices.
Summary food-waste information and progress may be communicated through the University’s sustainability reporting or sustainability webpages to support transparency and engagement.
The University encourages research and innovation on food-waste prevention, measurement, circular-economy solutions and waste valorisation technologies through relevant Departments, laboratories and interdisciplinary projects.
Where appropriate and consistent with data-governance requirements, anonymised operational food-waste data may be used as a resource for research, teaching and improvement projects.

10. Responsibilities

Procurement service: ensures that relevant catering and concession documents include proportionate food-waste prevention, measurement and reporting requirements and supports their incorporation at renewal or retendering.
Food-service operators and managers: plan production against forecast demand, apply prevention and separation practices, measure and report food waste, cooperate with redistribution arrangements and implement agreed improvement actions.
Technical Services: provide or coordinate appropriate waste-separation infrastructure and the collection, transfer and treatment arrangements required by the present Policy, in cooperation with the competent municipal authority and licensed contractors.
Environmental Policy Office: ensures that food-waste measurement, reporting and surplus-redistribution obligations are applied at outlets operating under instruments it administers, and coordinates approved arrangements for allocating edible surplus as a welfare-support measure.
Quality assurance / sustainability function: supports consolidation and review of data, verifies data quality where required and contributes to institutional sustainability reporting.
Academic and technical staff: where relevant, support food-waste prevention in teaching, research and practical activities and contribute to responsible recording in teaching facilities.
Students and staff: use the separation points provided, make responsible portion choices and contribute feedback or improvement suggestions.

11. Implementation

Food-waste measurement and recording are introduced progressively across relevant food-service operations, with the first complete reporting period used as the baseline.
Existing University-operated outlets implement the prevention and recording requirements as soon as practicable following entry into force of the Policy.
For third-party food-service providers, new or revised measurement, reporting and continuous-improvement obligations are incorporated into the governing instrument at the next appropriate contractual opportunity.
Separation and organic-waste treatment arrangements are implemented progressively according to available infrastructure, authorised contractors and local treatment capacity.
Existing safe surplus-food redistribution arrangements continue and are documented consistently with the present Policy.

12. Monitoring and Review

The implementation of this Policy shall be monitored periodically by the relevant University services. Appropriate data may be collected on total food waste, waste by category and outlet, reduction trends, food waste per meal or cover, redistribution of edible surplus, diversion of organic waste from disposal, participation in awareness or training activities, and compliance with reporting requirements. Where annual values are derived by estimation, the calculation method and assumptions shall be documented and the results clearly distinguished from direct measurements. Results shall be used to improve procurement and operational practices and may be included in the University’s sustainability reporting.

References:

[1] United Nations Sustainable Development Goals: https://sdgs.un.org/goals

[2] European Commission, Farm to Fork Strategy: https://food.ec.europa.eu/horizontal-topics/farm-fork-strategy_en

[3]Directive 2014/24/EU on public procurement https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32014L0024

[4] Directive 2014/23/EU on the award of concession contracts https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32014L0023

[5] Commission Staff Working Document SWD(2019) 366 final, EU green public procurement criteria for food, catering services and vending machines https://data.consilium.europa.eu/doc/document/ST-12672-2019-INIT/en/pdf

[6] Regulation (EU) No 1169/2011 on the provision of food information to consumers https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32011R1169

[7] Regulation (EC) No 852/2004 on the hygiene of foodstuffs https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32004R0852

[8] Directive 2008/98/EC on waste https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32008L0098

[9] EU Platform on Food Losses and Food Waste https://food.ec.europa.eu/food-safety/food-waste/eu-actions-against-food-waste/eu-platform-food-losses-and-food-waste_en

This Framework was approved at the 289^th meeting of the Senate on 6 October 2026.