Food Establishment Inspection Program

Policy

All foodservice establishments including retail locations at the University of Chicago are expected to comply with applicable health regulations promulgated by the Chicago Department of Public Health and Illinois Department of Agriculture.

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Authority and Responsibility

Environmental Health and Safety is responsible for:

  1. Developing a foodservice inspection program for locations not inspected by a third party;
  2. Performing inspections of foodservice establishments and support areas for locations not inspected by a third party;
  3. Issuing reports to foodservice facility managers for establishments inspected by Environmental Health and Safety;
  4. Immediately issuing a work request to address any building maintenance issues identified by Environmental Health and Safety;
  5. Conducting follow-up inspections to ensure compliance for locations inspected by Environmental Health and Safety;
  6. Initiating escalation of resolution for conditions of non-compliance for locations inspected by Environmental Health and Safety;
  7. Closing foodservice establishments for non-compliance for locations inspected by Environmental Health and Safety;
  8. Re-instating foodservice establishments upon correction of outstanding deficiencies for locations inspected by Environmental Health and Safety;
  9. Responding to complaints; and
  10. Escorting city and/or state health inspectors for locations without a licensed sanitarian.

The Foodservice Establishment Facility Manager is responsible for:

  1. Complying with applicable regulations;
  2. Maintaining a licensed ServSafe manager or supervisor on the location at all times during operating hours;
  3. Providing food handlers training annually for all employees;
  4. Providing access to all facilities under his/her responsibility;
  5. Contacting Environmental Health and Safety when a City Health Inspector presents himself/herself for inspection for facilities without a licensed sanitarian;
  6. Providing Environmental Health and Safety with copies of tickets and citations issued by the City’s Health Inspector within 24 hours;
  7. Processing payment for all fines;
  8. Correcting deficiencies discovered by the University or City of Chicago or a third party; and
  9. Notifying the appropriate University representative of any establishment related issues affecting their ability to comply with the City of Chicago Code and any closures of an establishment.

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Purpose

The purpose of the foodservice inspection program is to ensure the health and safety of faculty, staff, students, and visitors of the University by preventing foodborne illness caused by food stored, handled, or prepared at the University.

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Process

To ensure compliance with regulations, a representative from Environmental Health and Safety shall inspect all food establishments at the University, not inspected by a third party, annually. At a minimum, all food establishments inspected by a third party shall be inspected on a quarterly basis. All initial inspections shall be unannounced.

The foodservice facility manager shall answer all reasonable and proper questions and permit the representative from Environmental Health and Safety or the third party to examine records of the establishment to obtain pertinent information relating to food, water, beverages, and supplies received or used.

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Initial

For foodservice establishments not inspected by a third party, a representative from Environmental Health and Safety shall inspect the establishment using the Foodservice Key Performance Indicators (KPI’s) contained in the Food Establishment Inspection Program Key Performance Indicators.

The representative from Environmental Health and Safety shall conduct an exit interview with the foodservice facility manager before leaving. At this exit interview, all deficiencies discovered shall be discussed including the corrective action plan. The representative from Environmental Health and Safety shall issue a written report to the foodservice facility manager within ten business days.

The written report, like the exit interview shall note all deficiencies and corrective action plans. The foodservice facility manager shall be given five business days to correct the deficiencies.

For foodservice establishments inspected by a third party, corrective actions plans for all deficiencies identified from the third party inspection shall be verified by a University representative.
 

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Follow-up

For foodservice establishments not inspected by a third party, follow-up reviews shall be conducted ninety days after the previous inspection. At the conclusion of the re-inspection, the representative from Environmental Health and Safety shall conduct an exit interview during which the findings shall be reviewed with the foodservice facility manager.

For foodservice establishments inspected by a third party, corrective actions plans for all deficiencies identified from the third party inspection shall be discussed during quarterly meetings with a University representative(s), licensed sanitarian for locations requiring this role, and Environmental Health and Safety. 

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Progressive Resolution Process

Foodservice establishments not inspected by a third party, are subject to progressive resolution for failure to correct deficiencies. All deficiencies reported at the time of the exit interview shall be corrected prior to the establishment re-inspection. If after the re-inspection deficiencies are not corrected, the following action shall take place:

  • Stage one of non-compliance: A letter identifying the deficiencies not corrected shall be sent to the department head with a copy sent to the department head’s superior;
  • Stage two of non-compliance: The representative from Environmental Health and Safety shall request that the foodservice establishment facility manager arrange a meeting with the department,  Environmental Health and Safety, and the facility manager to discuss the outstanding deficiencies; and
  • Stage three of non-compliance: If after stage two corrective actions for outstanding deficiencies still are not corrected, the representative from Environmental Health and Safety shall notify the foodservice facility manger and department that the establishment shall be closed until the deficiencies are corrected.

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Outside Regulatory Agencies

Outside regulatory agencies and insurance representatives requesting to inspect University properties or review components of the safety program in order to determine compliance with regulations pertaining to fire, workers’ compensation, safety, health, and environmental issues shall be directed to Environmental Health and Safety.

A representative from Environmental Health and Safety shall accompany the representative from the outside agency on all inspections conducted and facilitate the necessary corrective action plan.

These inspecting agencies include, but are not limited to, the following:

  • Occupational Safety and Health Administration (OSHA);
  • City of Chicago Bureau of Fire Prevention;
  • City of Chicago Building Department;
  • City of Chicago Department of Public Health;
  • Centers for Disease Control and Prevention (CDC);
  • Environmental Protection Agency (EPA);
  • Illinois Environmental Protection Agency (IEPA);
  • Office of the Illinois State Fire Marshal (OSFM);
  • Fire insurance representatives; and
  • Workers’ compensation consultant

The appropriate administrative department and the Office of Legal Counsel shall be advised of the inspection and copied on all inspection related data. Agency requests for inspection related records or data shall be directed to Environmental Health and Safety who will then clear the request with the Office of Legal Counsel.

For facilities with a licensed sanitarian, a University representative from Dining Services shall also be present during inspections by the City of Chicago Department of Public Health. 

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Closure

Upon approval from the Director of Environmental Health and Safety or senior staff member in his/her absence to suspend the operation of a food service establishment, a representative from Environmental Health and Safety shall ensure that all establishments related to any such suspended activity shall cease immediately. The Director of Environmental Health and Safety or senior staff member in his/her absence shall notify the Office of Legal Counsel regarding the closure of a foodservice establishment. The representative from Environmental Health and Safety may post a “Notice of Closure” on the door of the food establishment. It shall be a violation of University policy for any person, other than a representative from Environmental Health and Safety to remove this “Notice of Closure”.

An establishment may be re-instated when a re-inspection conducted by a representative from Environmental Health and Safety indicates full compliance. To arrange a re-inspection, the foodservice facility manager shall contact Environmental Health and Safety at 773.702.9999 to request such a re-inspection. The findings shall be reported to the foodservice facility manager and contract manager. The Director of Environmental Health and Safety or senior staff member in his/her absence shall then decide if the establishment can be re-instated. If the establishment is re-instated, a representative from Environmental Health and Safety shall remove the “Notice of Closure”.

Environmental Health and Safety shall be notified immediately for any establishment closed by the City of Chicago Public Health Department. 

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Partial Closure

In any instance in which an establishment’s operation is closed, a representative from Environmental Health and Safety may recommend closure of that portion of the food establishment which created a public health hazard and allow the remaining portion of the establishment to remain open for business. If the Director of Environmental Health and Safety or senior staff member in his/her absence determines that a partial closure does not jeopardize public health or safety, food can be catered to the establishment and served, but not prepared on-site.

Reviewed: June 01, 2017

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