Forms

***Effective November 1, 2024***

The infomation on this webpage is currenlty being updated. For any questions or concerns regarding food, please see the UHCL Temporary Food Permit Guidelines. Please disregard the information below. 

A Temporary Food Permit (TFP) must be obtained, and public food safety rules apply whenever food is distributed on campus by employees, students, and community visitors. Restrictions may apply based on state requirements and UH System food policies.

Procedures

All distributions of food on campus require a food permit, except for private events for members only, that is not advertised on campus.  See below and SOP for details.

Most food distributions (permits) require Food Handler's Training.

No medium or high risk foods may be cooked at home and distributed on campus. 

Food must be obtained from licensed food establishments, in sound condition and meeting time, temperature and control requirements.

If the restaurant is not delivering or serving the food, then training and a food permit is required for handling and distribution.

Applicants must read the UHCL Temporary Food Permit Policies and Procedures before applying, sign a Declaration of Acknowledgement (DOA) page stating they've read the procedures, and upload that DOA signature page into the online permit system. After the DOA is uploaded, the permit application button will appear for you to click open the application. Review the policy and procedures and upload a new signed DOA every year. 

Training

Most food distributions and permits require Food Handler's Training for all participants through an accredited training provider, such as ServSafe or Learn2Serve at a nominal cost ($7-15) to the applicant, which is valid for 2-5 years.  Every person participating in preparing, handling, serving or selling food must have taken this training and uploaded their Food Handler's certificate into the online permit system.

Open Flames (if applicable)

Fire Extinguisher training and an Open Flame Permit are required when sternos, barbecue grills (outside), candles, etc. are requested to be used for hot holding, cooking, or decorative fire use. Training is needed for the person(s) who will be present at the event as the designated fire watch.  In the online permit system, select Open Flame Permit (OFP) on the application, and upload the Fire Training Certificate, which is good for one year. The OFP is generated and emailed along with the food permit when approved by EHS. Print the OFP and keep it with you at the event.  You may borrow a fire extinguisher from the Fire Marshal's office (x.2110) if there is not one nearby at the event. Please communicate in advance, and stop by at least the business day before the event to pick up and return the following business day after your event.

Applications

Requests for Food Permits must be submitted online at least two weeks in advance in the Environmental, Health and Safety - Permit Request system.  Online application credentials are the same as your campus computer login.

You may be contacted by phone or campus email for application items needing clarification or adjustments required to meet food safety rules.  Check and reply to your campus email, as application requests are not automatically approved.

Your Event

Only UHCL sponsored special events planned well in advance are considered for Medium and High-Risk food items made / cooked on campus. Food risk levels and example items are described in the procedure.

Prevent Contamination: Have plenty of serving utensils, tongs, gloves, hand sanitizer, napkins, and food covers.  Store-bought goods should be kept closed with the lid except when distributing.

Temperature Control:  Non-shelf-stable food and beverage must be kept hot or cold during transportation and the event.

Time: The maximum amount of time for each permit is four hours. 

Table Printouts: Food items must list potential allergen ingredients. This statement flyer is generated within the online permit system and submitted via email along with the food permit when approved.  Print both the permit and allergens statement, and post at your table.  

Private events (not advertised around campus, only for your group, not for fundraising or profit) do not need a food permit, but if held in a public space, groups must post signs that it is for their members only, not the general public.

Catering: When an event will be catered, remember that UHCL Dining Services has the first right to cater on campus, so they must be asked for catering services, or a waiver request form submitted for specific foods/vendors. See the Food Service Waiver Request form on the Procurement and Payables page for amounts over $100 using University funds.  UHCL Dining Services does not require a food permit if they are serving.   

If the restaurant is not delivering or serving the food, then training and a food permit is required for handling and distribution.

Online Issues: Should the online permit system be down, you may submit a paper food permit application to FoodPermits@uhcl.edu at least two weeks in advance.  If you are not a UHCL student or employee, and are renting out UHCL facilities for a private event, coordinate with the Scheduling Department or location to submit the online application for your event. 

Individuals or businesses wishing to rent UHCL facilities for a profit with food / beverages should apply to the City of Houston or Pasadena for their Temporary Food Permit.

Space Request: can be done for your event location within Ad Astra.

If you have questions or concerns that are not addressed above or in the Procedures, please email FoodPermits@uhcl.edu. 

Food Safety Regulations and Reference:

• US Food and Drug Administration (FDA) Food Code 2017
• Texas Department of State Health Services (TDSHS) Food Establishments Guidance webpage
• Texas Food Establishment Rules (TFER) pdf of 25 TAC 228
• 25 TAC 228.222 Temporary Food Establishments Rules & Regulations
• UHS System Administrative Memorandum (SAM) 01.F.03 Food Safety Standard

A Hot Work Permit is required when performing any work that involves burning, welding, or cutting using fire or spark producing tools, or tools that produces a source of ignition. Contact the University Fire Marshal at 281-283-2110 for questions concerning any work being performed on campus that may require a Hot Work Permit.

• If you witness an incident, a statement must be submitted. 
• Below, please locate the proper form(s) for employees, and students and visitors.
• Employee worker's compensation information can be found on the HR Workers Comp Benefits web page.

Employees (faculty, staff, and paid student workers)

• First Report of Injury or Illness
• Witness Statement Form

Students and Visitors

• Student-Visitor Incident Report
• Student-Visitor Witness Statement Form

Safety Concerns, Near Misses & Equipment/Property Incidents

In the same way accidents/incidents are investigated for actions to prevent recurrence, it is important to learn from near misses and eliminate unsafe conditions to prevent an accident from actually occurring. 

UHCL asks that all employees report and correct potential hazards concerns and near misses immediately to help prevent incidents and maintain a safe work environment. 

Safety concerns can be brought up by any method - phone (x.2106), email, or form: Near misses, or Incidents that result in property damage must be reported within 24 hours.

The Inter Departmental Transfer (IDT) form is used for billing costs back to departments for projects, fees, or items purchased that EHS assists with. For example, items needed with renovations such as asbestos or mold testing and remediation, fire sprinkler updates; or first aid training materials cost, safety items needing purchased, and state license fees. 

• IDT Form (XLS)
• IDT Form (PDF)

Save IDT form to computer, then right click to open and choose "edit with Adobe Acrobat." Type in the fields and sign where needed.

This form is created by the UH System Office of General Counsel, and is used for an activity or trip on or off campus. Any updates to the form can be searched for on the UHS OGC Miscellaneous Contracts and Forms page.

• Release and Indemnification Agreement Form