Sample Language: Roles and Responsibilities

For Organizational Policies and Food Vendor Contracts

At a glance

Public and private worksites, hospitals, parks, community institutions, and other settings can include roles and responsibilities in their food vendor contracts and organizational policies. Consider using this sample language for roles and responsibilities.

Server dishing up a meal in a food service line.

Introduction

In any policy, it is important to identify the parties responsible for carrying out the specific activities and for meeting objectives of the policy. This includes naming the parties responsible for significant roles in implementing the policy or evaluating the policy's impact.

This page provides sample language for describing potential roles and responsibilities in the development, implementation, and evaluation of food service guidelines. This sample language is not intended to suggest specific elements of food service guidelines.

Three adults talking by a food service counter. One has a clipboard, and one is wearing a badge.
You, or a dietitian, are responsible for providing technical assistance.

Sample Language

To successfully carry out the terms and conditions of this agreement, the following parties are responsible for the implementation and monitoring of the requirements defined by this policy:

Food vendor

The food vendor is primarily responsible for carrying out the provisions included in this food service contract/agreement. The vendor is also responsible for updating and communicating with the contract monitor about barriers, challenges, and/or issues that arise and may prevent the vendor from meeting the healthier food service objectives and stipulations included in this contract/agreement.

Procurement officer

The procurement officer will be responsible for initiating and processing the procurement request package for specified vendor services, and drafting a Statement of Work (SOW) that reflects minimum food service guidelines requirements as determined by the organization.

Contract monitor

The contract monitor will be responsible for monitoring the vendor’s compliance on an ongoing basis to ensure the healthier food service terms and conditions in the selected vendor’s contract are followed and adhered to. This may be monitored by use of periodic reviews and onsite audits or inspections. The contracting monitor can also assist the vendor with the resolution of any issues that arise regarding performance or implementation of healthier food service guidelines.

Healthier food service expert/dietitian/or director of food service operations

The healthier food service expert, dietitian, or director of food service operations will be responsible for providing technical assistance and guidance to the selected vendor related to healthy food preparation, staff training, needed equipment, marketing and promotional campaigns, or any other issues that may arise and pose challenges to the successful implementation of healthier food service guidelines.

Sample language for other components

Healthy grilled chicken and vegetables meal.
Sample Language: Nutrition
Sample language for policies and contracts about prepared foods, packaged snacks, and beverages.
Beautiful and appealing vegetables arranged at a salad bar.
Sample Language: Behavioral Design
Draft contract and policy language for food placement, product innovations, pricing, and more.
Man cleaning worktable in commercial kitchen.
Sample Language: Facility Efficiency
Sample language for adding facility efficiency to food service guidelines contracts and policies.
Man in commercial kitchen washing vegetables.
Sample Language: Food Safety
Adding food safety considerations to policies and contracts for food service guidelines.
University-aged students going through cafeteria serving line.
Sample Language: Compliance
See sample compliance language for putting food service guidelines in policies and contracts.
Chef with papers in commercial kitchen
Sample Language: Vendor Reporting
Communicate reporting requirements up front so vendor knows how changes will be assessed.

Go back to

Food service guidelines policy framework.
Put Guidelines in Organizational Policies and Food Vendor Contracts
Elements of a comprehensive food service guidelines policy and links to sample contract language.
Icons for the four Building Blocks of Food Service Guidelines. The four icons are 1) trowel and brick wall 2) shaking hands 3) a checklist and 4) a street sign going in three directions.
Food Service Guidelines Implementation Toolkit
Describes how to use the four Building Blocks of the Food Service Guidelines Implementation Toolkit.
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Content Source:
National Center for Chronic Disease Prevention and Health Promotion (NCCDPHP)