This guide has been created to help you achieve the Catering Award (Bronze, Silver or Gold) in Green Impact for the project cycle 2015/2016.Make sure you also follow the guidance provided in the online workbook and look at the York Green Impact Webpage extra resources such as posters and stickers.Any further queries should be sent to greenimpact@york.ac.uk.

Waste

A001 - The outlet has formal systems in place to ensure that hazardous wastes and, if ap-plicable, used catering oils are segregated for suitable disposal, and relevant staff are aware of the correct procedure for disposal.

Under the Hazardous Waste (England and Wales) Regulations 2005 and the Waste Electrical and Electronic Equipment (Amendment) Regulations 2007, it is illegal to dispose of fluores-cent tubes, electrical equipment (such as PC monitors and TV's), and fridges within general refuse. Additionally, disposing of used catering oil down drains could lead to prosecution un-der the Environmental Protection Act 1990 and the Environmental Protection (Duty of Care) Regulations 1991. Containers of oil should be stored upright, away from drainage areas and have a lid. Ideally used oil waiting to be removed from the union should be bunded.

Auditors will look at procedures for waste disposal in a dated document. They'll also inter-view relevant staff to make sure they are aware of the procedures, and that they dispose of the wastes correctly. They'll also view the storage facilities for hazardous wastes and may check some general waste bins and drains as they tour the area.

A002 - The majority of the drinks served by the outlet, for on-site consumption are served in glass and/or reusable plastic drinking vessels rather than the one-use disposable drink-ing vessels.

The waste hierarchy states that you should always try to reduce the amount of waste mate-rial you generate in preference to reusing it or recycling it.

Auditors will discuss practices with staff and observe the drinking vessels being given to customers as they tour the area.

A003 - The outlet uses reusable knives, forks and spoons for the majority of food being eaten in or catered for at meetings or events.

The waste hierarchy states that you should always try to reduce the amount of waste mate-rial you generate in preference to reusing it or recycling it.

Auditors will view the cutlery on offer for customers to eat with as they tour the area.

A004 - In the last 12-months the outlet has engaged with one or more of its suppliers to reduce the amount of packaging supplied with their products.

As well as increasing recycling levels at the University we are also aiming to reduce the amount of waste we reduce. Many products are over packaged by suppliers. As customers,

we have a good opportunity to encourage suppliers to reduce packaging waste rather than just accepting it.

Auditors will speak to the member of staff responsible for procurement and establish which supplier has been approached, why this supplier was chosen, and any outcomes. They may also ask to see any relevant emails/correspondence if applicable.

A005 - There are adequate mixed recycling facilities for all bar and outlet waste including the paper, cardboard, cans and PET plastics and all staff are made aware of what can and cannot be recycled and are encouraged to use the facilities.

Much of the waste generated by bars and catering outlets can be recycled including paper, cardboard, cans, aluminium foil and PET plastic bottles. The University implements a co-mingled waste system. For more information visit http://www.york.ac.uk/admin/estates/operations/waste_management/recycling/ and to request more recycling bins contact Mark Clough. A006 - The majority of the waste glass generated is recycled and all staff are made aware of what can and cannot be recycled and are encouraged to use the facilities. Much of the waste generated by bars and catering outlets can be recycled including glass. The University implements a co-mingled waste system although glass needs to be disposed of separately to this. For more information visit http://www.york.ac.uk/admin/estates/oper-ations/waste_management/recycling/ and to request more recycling bins contact Mark Clough.

Auditors will view recycling facilities as they tour the area and will talk to staff to ensure they are aware of the different processes.

A007 - The outlet consistently uses the food waste bins available on campus to dispose of all waste organic matter from beverage and catering facilities and encourages its cus-tomers to do the same

The University provides Orange food waste bins in most bin stores near catering outlets and accommodation to take food waste out of the waste stream. This allows more waste to be recycled rather than going to land fill. Food waste caddies can be provided for customers but it is the responsibility of the outlet to see they are properly emptied into the orange bins.

Auditors will view food disposal facilities as they tour the area and will talk to staff to en-sure they are aware of the different processes.

A008 - Takeaway, disposable drinking vessels used to serve all hot drinks are not made of expanded polystyrene.

Expanded polystyrene cups cannot be viably recycled and take hundreds of years to de-grade. More sustainable options include cups made from paper, corn starch or other biodegradable or recyclable materials.

Auditors will discuss practices with staff and observe the drinking vessels being given to customers as they tour the area.

A009 - The outlet offers tap water as the first option when providing outside catering for meetings or events.

Some outlets provide spring water for meetings and events. Bottled spring water has a sub-stantially greater carbon footprint than tap water. Just or branded bottles of tap water are far more sustainable.

Auditors will view order sheets, menus provided to those ordering food, and will view jugs/bottles as they tour the area.

L010 - The outlet monitors its waste production and has made a waste reduction policy for the coming year.

Waste disposal is a one of the University's main negative environmental impacts. Reducing waste decreases the amount sent to landfill, reducing the environmental impact and finan-cial cost to the university.

Auditors will view order sheets, menus provided to those ordering food, and will view jugs/bottles as they tour the area.

Energy

A011 - The outlet has an up-to-date written Lighting and Equipment Responsibility Plan covering all the main areas for the day to day management of key equipment within the area as well as a comprehensive Shut-Down Checklist for vacations. This should in-clude consolidating stock and turning off all fridges not in use. All relevant staff have been made aware of these plans.

Some of the most efficient departments are those that have formally assigned a clear re-sponsibility to specific individuals to ensure that lighting and equipment is not left on unnec-essarily. This is especially useful for communal areas and big energy users such as air condi-tioning units and fume cupboards. Agreeing a shut down checklist will help to clarify and as-sign responsibility for items such as photocopiers, hot-drink vending machines, ventilation equipment and heating etc. to ensure it is not left on / set too high over vacations. Wher-ever possible 'last person out' should be avoided.A template lighting and equipment responsibility plan and shut down checklist can be found on the Green Impact Resource Bank, and on our own Green Impact webpage.

Auditors will view a dated document outlining who is responsible for switching off lighting and equipment in specified areas. This should include cleaners and security where appli-cable and a comprehensive shut down procedure for holidays.

A012 - Either the outlet does not have any bottle or retail fridges or, if it does, it has sys-tems in place to ensure that the fridge lights are switched off overnight.

Many outlets leave the lights on in their bottle or retail fridges when the bar or shop is closed. It is good practice to switch off the lights overnight, where possible.

Auditors will discuss shut down processes with relevant outlet staff and may look at any relevant shut down procedure documentation.

A013 - Either the outlet doesn't have any dairy-deck fridges or, if the outlet does have any, it has procedures in place to ensure that the blinds on all dairy-deck fridges are closed as part of the daily shut-down process.

Pulling the shutter down on a dairy-deck fridge when the outlet is closed can reduce running costs by 30%.

Auditors will discuss shut down processes with relevant outlet staff and may look at any relevant shut down procedure documentation.

A014 - The outlet uses instant water boilers or environmentally-friendly kettles in prefer-ence to traditional kettles or water urns.

Instant water boilers are over three times more energy efficient than urns and use less en-ergy than regular kettles.

Auditors will view kitchen areas and therefore water boilers and kettles as part of the tour of the area.

A015 - The temperature set points of all fridges and freezers within the outlet are checked regularly to ensure that they are at energy-efficient temperatures within the parameters set to ensure compliance with the Food Safety Manual (2-3 degrees Celsius for chilled products, 5 degrees Celsius for ambient products chilled for taste and -18 degrees Celsius for freezers).

Fridges and freezers with temperatures that are set too low or too high, respectively, will use more energy.

Auditors will check fridge and freezer temperatures as they tour the area and may ask to see documentation showing that this is checked on a regular basis.

A016 - Chiller doors are kept shut, and seals on refrigerator doors and cold storage are be-ing maintained

Maintaining a constant temperature within fridges and freezers improves their efficiency and ensures minimal wastage of mis-kept food.

Auditors will discuss practices with staff and will observe chiller door, fridge and freezer seals as they tour the area.

A017 - Equipment such as hobs and ovens are only being used for preparation of food, not in any circumstance to warm the kitchen.

Hobs and ovens are not designed to efficiently warm kitchens or surrounding areas, and will therefore negatively impact energy usage and good practice amongst staff.

Auditors will discuss practices with staff and observe the use of hobs and ovens as they tour the area. They may also ask to see examples of how this has been communicated to staff.

A018 - The HVAC (heating, ventilation, and air conditioning) system is set to 'off' out of serving hours.

Cooling costs increase by 10-12% for every 1 degrees Celsius decrease in target tempera-ture. The Carbon Trust recommends that office thermostats are set to 24 degrees Celsius when cooling.

Auditors will discuss practices with staff and observe the use of hobs and ovens as they tour the area. They may also ask to see examples of how this has been communicated to staff which could include a reference in a policy or procedure, notices in place near to the control panels, or an email sent to all staff.

A019 - Either the outlet does not use any patio heaters and/or umbrella heaters or, if it does, the outlet has a documented plan for their removal within the next 12 months.

Outdoor heaters are expensive to run and exceptionally wasteful of energy.

Auditors will check for patio heaters/umbrella heaters as they tour the area. If any are present, they will ask to see documented evidence that these plan to be removed.

A020 - When dishwashing, only full loads are washed at any time. Where flight dishwash-ers they are switched off when nothing is being washed.

It is more energy and water efficient to wash a full load, than several half or less filled loads.

Auditors will discuss practices with staff and observe the use of dishwashers as they tour the area. They may also ask to see examples of how this has been communicated to staff which could include a reference in a policy or procedure, notices in place near to the con-trol panels, or an email sent to all staff.

A021 - All fridges / freezers / ice-making machines within the outlet are positioned at least 75 cm away from direct heat sources.

A common area of bad practice within unions is the placing of ice machines on or next to glass washers, ovens or radiators. Ideally ice machines will be kept in a relatively cool and well vented location.

Auditors will look at the locations of fridges, freezers and ice-making machines as they tour the area.

A022 - Either the outlet hasn't invested in any electrical appliances within the EU energy label scheme within the last 12-months or, if the outlet has, the equipment had an EU en-ergy label grade of 'A' or higher (up to A+++ for fridges).

Investing in the cheapest refrigerators can be a false economy as they are very often the least efficient, wasting hundreds of pounds of energy over the lifetime of the product. All

new refrigerators, freezers or fridge-freezers are ranked for energy efficiency through the EU energy label scheme.

Auditors will look at any labels on fridge or take model details to look up on the internet.

A023 - Hot storage of cooked food is kept to a minimum.

Keeping food hot for prolonged periods of time uses significant energy use and reduces food quality.

Auditors will talk to staff about practices and may wish to view signage, procedures, in-duction talks or evidence of staff communications.

A024 - All cooking and storage equipment is labelled to show both minimum preheat times, and that they should only be switched on and off when needed (rather than at the start and end of each shift).

Equipment should only be turned on when it is in use. Preheat times vary for different appli-ances and these should be identified and labelled to ensure all equipment isn't turned on at the beginning of a shift when it may not be needed all day.

Auditors will look for signage and labelling as they tour the area and will discuss prac-tices with staff.

A025 - Procedures are in place to ensure filters, grills and fan blades are cleaned regularly to prevent build-up of grease.

Dirty or faulty fans, blocked filters, air ducts and components directly affect system effi-ciency and will increase running costs and risk of breakdown.

Auditors will talk to staff about practices and may wish to view reports, service manuals, contracts or other documentary evidence of this taking place within the last 12 months.

A026 - Hot plates and gas burners are kept clean to ensure their efficiency.

Regular maintenance and cleanliness checks can greatly increase the efficiency of energy in-tensive appliances, enabling changes to be made sooner rather than later.

Auditors will talk to staff about practices and may wish to view reports, service manuals, contracts or other documentary evidence of this taking place within the last 12 months.

A027 - The outlet has made significant efforts to coherently tackle energy consumption within all aspects of the outlet (food preparation, cleaning and customer behaviour).

By ensuring something simple always gets done you could be saving energy e.g. Covering a saucepan with a lid makes cooking 30% faster and uses 90% less energy.

Auditors will talk to staff about practices and may wish to see further evidence such as action plans, signage, labelling and staff communications regarding energy use.

A028 - Fridges and freezers are defrosted and have maintenance checks regularly. For ap-pliances used for food and drink, none have more than 15mm of ice build-up at any one point.

It is good practice to defrost freezers periodically to ensure that ice does not build-up. Ice build-up makes freezers inefficient and wastes energy. If freezers get iced up quickly it is likely that a door seal needs replacing. This is a good criteria to include within shut down procedures and/or a lighting and equipment responsibility plan as suggested in B011.

Auditors will talk to staff about practices and may wish to view reports, service manuals, contracts or other documentary evidence of this taking place within the last 12 months.

A029 - Cooking appliances including thermostats and automatic timers are be serviced regularly to ensure their efficiency.

Faulty timers or thermostats can negatively impact their efficiency, as well as cause frustra-tion with users.

interview catering manager and inspection of appliances or maintenance documents

Procurement

A030 - Procedures are in place to ensure evaporator coils in refrigeration units are kept clean, ice-free and unobstructed.

Regular maintenance and cleanliness checks can greatly increase the efficiency of energy in-tensive appliances, enabling changes to be made sooner rather than later.

Auditors will talk to staff about practices and may wish to view reports, service manuals, contracts or other documentary evidence of this taking place within the last 12 months.

A031 - Procedures are in place to ensure compressor and condenser fans are free from dust and grime.

Regular maintenance and cleanliness checks can greatly increase the efficiency of energy in-tensive appliances, enabling changes to be made sooner rather than later.

Auditors will talk to staff about practices and may wish to view reports, service manuals, contracts or other documentary evidence of this taking place within the last 12 months.

A032 - Over the last 6 months, the outlet has analysed the source of its produce and iden-tified 5 major products or ingredients that could be bought in the Yorkshire & Humberside region.

Food miles (or food kilometres) describe the distance that food is transported as it travels from producer to consumer. For more information see: http://www.climatechoices.org.uk/pages/food3.htm. Food transport is responsible for the UK adding nearly 19 million tonnes of carbon dioxide to the atmosphere each year. Over 2 million tonnes of this is produced

simply by cars travelling to and from shops.Choosing food that is local and in season means it does not have to travel so far. Reducing food miles can have a dramatic effect on reducing carbon dioxide emissions.

Auditors will review the list of products and discuss with outlet staff how this was devel-oped. Evidence could include meeting minutes, an analysis report and any changes being made to policy and procedure.

A033 - If the outlet serves tea or coffee, all tea and coffee and sugar currently served is Fairtrade or coffee/tea where an equivalent robust commitment to ethical trading is dis-played is purchased.

Fairtrade products guarantee a fixed price for some of the lowest paid farmers in the devel-oping world. There is also a fixed community premium that goes towards community devel-opment projects. The Fairtrade mark guarantees that three key development areas are sup-ported: social, economic and environmental. Independent audits are carried out to ensure these standards are adhered to. For information and guidance on alternative brands where an equivalent robust commitment to ethical trading is displayed please contact Sophie Sharp for more details (sophie.sharp@nus.org.uk)

Auditors will view products on offer in the outlet.

A034 - Either the outlet doesn't use printed menus or notices, or if they do, they are printed on recycled paper or card

From an environmental perspective it is much better to buy recycled paper or paper from certified sustainable sources.

Auditors will discuss practices with staff and view the paper used in stationery stores.

A035 - When providing food for the majority of meetings, events or conferences, the out-let ensures that it includes at least five of the following in the options for departments to choose from: • All eggs are free-range or Freedom Food certified; • Food is delivered using minimum packaging;• Produce is certified Organic;• Fish is certified as MSC accredited;• Packaging is recyclable;• Seasonal produce;• Food and packaging sourced from the Yorkshire and Humberside region;• The majority of the meat is free-range or Freedom Food certified;• The majority of food provided is vegetarian.

In the European Union, food production and distribution contribute up to 18% of green-house gas emissions.To find out what is in season visit http://eatseasonably.co.uk/.

Auditors will discuss practices with staff and view the paper used in stationery stores.

A036 - All the fresh eggs bought are free-range.

Free-range eggs have considerable welfare benefits over intensively produced barn eggs.

Auditors will look for free-range codes on eggs in storage and/or communications will suppliers (e.g. emails, invoices etc.)

A037 - The majority of fish sourced is MSC certified.

Marine Stewardship Council certification is an environmental standard and the fish can be traced back to a sustainable fishery. For more information visit http://www.msc.org/cook-eat-enjoy/fish-to-eat.

Auditors will look at invoices/order forms and cross reference fish regularly bought with the MSC website following the audit.

A038 - The outlet does not sell any fish on the MCS red list.

The Marine Conservation Society grade fish depending on their suitability for fishing and hu-man consumption. Fish graded at level 5, have low stocks, are overfished and therefore highly vulnerable. Eating them is therefore unsustainable. For more information visit http://www.fishonline.org/fishfinder?min=5&max=5&fish=&avoid=1.

Auditors will look at invoices/order forms and cross reference fish bought with the MCS website following the audit.

A039 - The majority of meat used by the outlet is Red Tractor certified.

The Red Tractor mark ensures meat production reflects legal UK minimum standards of en-vironmental protection and animal welfare. For more information visit http://www.redtrac-tor.org.uk/home.

Auditors will look at meat packaging and/or communications will suppliers (e.g. emails, invoices etc.)

A040 - All tinned tuna used in the outlet is pole and line caught or has been MSC certified.

MSC (Marine Stewardship Council) is an environmental standard and the fish can be traced back to a sustainable fishery. Tuna caught by other methods puts other species of marine life at risk.

Auditors will look at tuna packaging and/or communications will suppliers (e.g. emails, in-voices etc.)

A041 - The outlet procures seasonal produce, especially fruit and vegetables in preference to importing a standard set of goods all year round.

Eating seasonably is more cost efficient, reduces food mileage and saves CO2 as well. For more information visit http://eatseasonably.co.uk/what-to-eat-now/calendar/.

Auditors will speak to staff about practices and view any seasonality plans, dialogue with suppliers, and cross reference historic menus or invoices with seasonality calendars.

A042 - The outlet has a plan to increase the percentage of vegetarian and vegan food of-fered across all of its sales.

Part Time Carnivore has some great information and resources on this issue. Vegetarian and vegan food has a much lower carbon intensity than meat and fish and is often healthier.

Auditors will view the plan and cross reference this with the availability of vegetarian and vegan options as they tour the area.

A043 - The outlet ensures that the cleaners that clean its buildings, or their own cleaning products:• do not use bleach;• have not been tested on animals; and,• use ecological or plant-based detergents in preference to chemical-based synthetic prod-ucts.

Bleach contains chlorine. In its various artificial forms, chlorine plays a major role in some of the most pressing current environmental problems, including the depletion of the ozone layer, global warming & acid rain. The vast majority of cleaning products have been tested on animals. Products that have not been tested on animals usually have the BUAV rabbit logo on them. Many cleaning products either contain synthetic compounds that degrade slowly in the nat-ural environment or that are petroleum based, using up finite oil reserves in their produc-tion.

Auditors will speak to cleaners or the building manager and look in cleaning store. If nec-essary they will research ingredient, [CoSHH] or [BUAV] data where necessary following the audit.

A044 - If the outlet gives out disposable cutlery, the majority of the cutlery given out is made of wood or biodegradable materials rather than plastic.

It is now possible to buy disposable cutlery made from wood, which biodegrades around 10,000 times quicker than plastic versions.

Auditors will view the cutlery on offer for customers to eat with as they tour the area.

Water

A045 - The outlet has made significant efforts to coherently tackle water consumption within all aspects of the outlet (food preparation, cleaning and customer behaviour).

One fifth of the world's population already live in water scarce areas. In the UK our water footprint is 1,245 m3 (2001) and rising. It is important that we address the amount of water we use and the sustainability of sources we get it from.

Auditors will talk to staff about practices and may wish to see further evidence such as action plans, signage, labelling and staff communications regarding energy use.

Awareness

A046 - Either the outlet actively supported the last Fairtrade Fortnight or has plans to sup-port the next Fairtrade Fortnight.

Fairtrade products guarantee a fixed price for some of the lowest paid farmers in the devel-oping world. There is also a fixed community premium that goes towards community devel-opment projects. Fairtrade Fortnight is the official Fairtrade event of the Fairtrade Founda-tion and happens in February or March each year. The University of York is an accred-ited Fairtrade University.

Auditors will look for evidence of supporting the event within the last 12 months. Evi-dence could include photographs, planning or follow-up communications or simply by talking to staff who attended.

A047 - The catering outlet provides awareness signage of their commitment to reduce food waste and to encourage customers to reduce their food waste

Making posters and stickers bespoke and relevant to the department and its staff can signifi-cantly improve their effectiveness as people can relate more easily to them.

Auditors will view the signage as they tour the area.

A048 - The outlet has undertaken or developed significant initiatives or steps to promote local sustainable food.

By eating locally and seasonably we are reducing the number of miles our food has to travel to our plates. It also gives us a better link to our food which gives us greater opportunities to engage with producers to reduce packaging and therefore waste. Find out more at http://eatseasonably.co.uk/what-to-eat-now/calendar/. Reducing the amount of meat consumed can reduce carbon emission. For example, by not eating meat one day a week a person can reduce their CO2 footprint by 8kg a week, find out more at: http://parttimecarnivore.org/.

Auditors will discuss initiatives with team members and look for evidence of this being promoted, through signage and communications with staff and customers.

A049 - The outlet has undertaken significant training/promotions etc. to raise staff aware-ness about environmental behaviour change opportunities and impacts within the cater-ing sector. We shouldn’t rely only on technology, policy and regulations to help us reduce our green-house gas emissions; research has shown that changing lifestyles could reduce as much as 30% of Carbon emissions.

Auditors will discuss initiatives with team members and ask to see evidence which could include training materials, briefing notes, evidence of discussions within team meetings and staff reviews, or all staff emails.

A050 - The outlet promotes unusual, more sustainable fish species.

By promoting different species, outlets can engage customers in more sustainable food choices.

Auditors will discuss initiatives with team members and look for evidence of this being promoted, through signage and communications with staff and customers.

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