The American College of Greece
OP-11: Sustainable Procurement

The attached document is the ACG's purchasing policy including the ACG procurement Code of Conduct that focuses on sustainable procurement practices. ACG is committed to the highest standards of social and environmental responsibility and ethical conduct.
It is imperative that we provide clear guidance with respect to proper business conduct and ethical behavior to the people who represent us in carrying out their daily duties. Our multi-cultural business model allows us to rely on local management to best serve the needs of ACG with due recognition of local cultures. However, this freedom to manage and make decisions requires employees to operate at the highest levels of transparency, honesty, integrity and responsible behavior. It is with these principles in mind that we set forth in the following pages to establish common guidelines that are core to ethical business conduct throughout the institution. With this Code of Conduct, we provide a statement of operating principles to help each of us understand what is expected, as we do our individual jobs every day. Where there is any doubt or when we face unusual circumstances, we should always seek a qualified opinion. This Code should be viewed by all as a commitment by ACG Management and all employees to achieve excellence in the way we do business, by adhering to the highest standards of corporate and social responsibility. A prerequisite for our commitment to these principles and Values is that we take the time to read the Code of Conduct carefully, review our actions in light of its guidelines and ensure that it is fully understood and implemented by all ACG community. To the best of our abilities, we shall also use our influence to promote the above principles to our contractors, suppliers and business associates.
ACG’s suppliers are required to provide safe working conditions, treat workers with dignity and respect, act fairly and ethically, and use environmentally responsible practices wherever they make products or perform services for ACG. ACG requires its suppliers to operate in accordance with the principles in this Supplier Code of Conduct (“Code”) and in full compliance with all applicable laws and regulations. This Code goes beyond mere compliance with the law by drawing upon internationally recognized standards to advance social and environmental responsibility. This Code outlines ACG’s expectations for Supplier conduct regarding labor and human rights, health and safety, environmental protection, ethics, and management practices. ACG will assess its suppliers’ compliance with this Code, and any violations of this Code may jeopardize the supplier’s business relationship with ACG, up to and including termination. This Code applies to ACG suppliers and their subsidiaries, affiliates, and subcontractors (each a “Supplier”) providing goods or services to ACG. Your support is essential in making this Code a key tool in promoting the well-being of our institution and all employees.

During the evaluation of energy -and-water using products ACG takes into account pre and post consumption criteria. Environmentally Preferred Procurement: ACG will identify and promote environmentally responsible procurement by featuring sustainable products and services, practices, processes, and procedures
Environmental impact should be considered in purchasing decisions, when appropriate. ACG encourages departments to consider the use of products and services that impact the environment less than competing products, when it is a good best value decision to do so. A good best value decision based on a thorough total cost of ownership analysis considers the initial cost of the item as well as factors such as:
Energy Efficiency: Purchase equipment that is Energy Star-rated (or, if there is no Energy Star rating, equipment that is highly energy efficient). Energy Star is a program helping businesses and individuals protect the environment through superior energy efficiency.
Shipping Materials: Purchase products that are shipped in containers that are returnable or reusable and made from recycled content (i.e. cardboard boxes). Also request bulk packaging when multiple items are ordered for delivery at the same time.
Recycled Content: Purchase products made with recycled content suitable for the intended use. Look for a high percentage of post-consumer content. ‘Post-Consumer’ is material that has served its intended purpose and has been discarded for disposal or recovery by a business or consumer. Other recycled content includes post industrial wastes which are by-products of a manufacturing process that would normally not be reused in the process.
Waste: The institution strongly desires to minimize the amount of waste sent to landfills. Both the product purchased and the packaging materials associated with it should be minimized to prevent waste as much as possible. Environmental performance of the supplier and/or producer should also be considered, such as waste prevention, waste reduction, pollution prevention, clean air and water programs, re-use of materials, minimization of scrap material, and any other green factory initiatives, etc.

Based on the procurement policy and code of conduct document (see attached):
Environmental Practices: All suppliers to The American College of Greece shall comply with all environmental laws and regulations applicable to their operations worldwide. Such compliance shall include, among other things, the following items:
• Obtaining and maintaining environmental permits and timely filing of required reports
• Proper handling and disposition of hazardous materials
• Monitoring, controlling and treating discharges generated from operations
All materials and procure products must be certified to meet sustainability standards like:
Cross-sector:
- Environmental Choice www.ecologo.org
- Green Guard www.greenguard.org
- Green Seal www.greenseal.org
- Scientific Certification Systems www.scsglobalservices.com
Purchase products containing fewer toxic constituents:
Products with fewer or no toxic chemicals can reduce hazardous waste disposal, future liability concerns, and the risk of occupational exposure and spills.

PROCURE PRODUCTS CERTIFIED TO MEET SUSTAINABILITY STANDARDS:
Electronics and Appliances:
- Energy Star www.energystar.gov/purchasing
- Electronic Product Environmental Assessment Tool (EPEAT) - www.epeat.net
Cross-sector:
- Environmental Choice www.ecologo.org
- Green Guard www.greenguard.org
- Green Seal www.greenseal.org
- Scientific Certification Systems www.scsglobalservices.com
Purchase remanufactured products and refurbish existing products:
It is less expensive to buy remanufactured toner cartridges than OEM cartridges, less expensive to upgrade existing computers than replace, and it is less expensive to repair, rather than replace, carpet.
Guidelines and Recommendations: Purchasing & Supply Services will make every effort to secure contracts with suppliers that are socially and environmentally conscientious and certified green.
- ACG will promote the use of recycled and other environmentally preferable products.
- Purchase recycled and environmentally preferable products whenever practicable

Waste: The institution strongly desires to minimize the amount of waste sent to landfills. Both the product purchased and the packaging materials associated with it should be minimized to prevent waste as much as possible. Environmental performance of the supplier and/or producer should
PROCURE PRODUCTS CERTIFIED TO MEET SUSTAINABILITY STANDARDS, WHENEVER PRACTICABLE
Building Practices and Indoor Air Quality:
- Green Building Council (LEED) www.usgbc.org/leed
Guidelines and Recommendations: Purchasing & Supply Services will make every effort to secure contracts with suppliers that are socially and environmentally conscientious and certified green.
- ACG will promote the use of recycled and other environmentally preferable products.
- Purchase recycled and environmentally preferable products whenever practicable, like hybrid or alternative fuel vehicles.
Socially Responsible/Ethical Purchasing Standards: Commitment to sustainability, safe and healthy workplaces for the people who make the products. For additional information regarding the importance of ethical purchasing:
- Verite (www.verite.org)

Environmentally Preferred Procurement: ACG will identify and promote environmentally responsible procurement by featuring sustainable products and services, practices, processes, and procedures
Environmental impact should be considered in purchasing decisions, when appropriate. ACG encourages departments to consider the use of products and services that impact the environment less than competing products, when it is a good best value decision to do so. A good best value decision based on a thorough total cost of ownership analysis considers the initial cost of the item as well as factors such as:
Energy Efficiency: Purchase equipment that is Energy Star-rated (or, if there is no Energy Star rating, equipment that is highly energy efficient). Energy Star is a program helping businesses and individuals protect the environment through superior energy efficiency.
Electronics and Appliances:
- Energy Star www.energystar.gov/purchasing
- Electronic Product Environmental Assessment Tool (EPEAT) - www.epeat.net

Based on purchasing specifications and suppliers code of conduct (see attached):

Food service providers must comply with:
a. The ACG waste management, recycling and composting programs eg. ACGgoesplasticfree campaign
b. Minimizing food waste by donating surplus food items
c. Providing food service are signage that provides information on sustainable food items
d. Offering diverse options like all meals or at least in one dining facility on campus to meet special;
e. Using environmentally-friendly serving items
f. catering according to various social/ethnic/personal dietary restrictions
Additionally:
Employment Standards: Food providers will maintain fair and non-discriminatory work environments where all employees are treated with respect and dignity and in a manner that comports not only with workplace practices mandated by the laws, but also with ACG’s commitment to the highest ethical standards in all aspects of its educational mission and business practices, including employment.
Occupational Health and Safety Practices: Food providers are expected to provide their employees with a safe and healthy working environment in order to prevent accidents and injury to health arising out of, linked with, or occurring in the course of work or as a result of the operation of the supplier. Suppliers shall, among other things, provide:
• Occupational health and safety training
• A system for injury and illness reporting
• Medical treatment and/or compensation to injured/ill workers arising as a result of working for supplier
• Machine safeguarding and other protective measures to prevent injuries/illnesses to workers
• Clean and safe facilities
Labor Practices: Food providers are expected to adopt sound labor practices and treat their workers fairly in accordance with local laws and regulations. In addition, suppliers must comply with the following standards:
• Freely Chosen Employment - Suppliers shall not use any forced labor, whether in the form of prison labor, indentured labor, bonded labor or otherwise
• No Child Labor - Suppliers shall comply with local minimum working age laws and requirements and not employ child labor
• Minimum Wages and state contributions - Suppliers shall provide wages and pay state contributions for regular and overtime work and benefits that meet or exceed legal requirements.
• Working Hours - Suppliers shall not require workers to work more than the maximum hours of daily labor set by local laws.
• No Harsh, Inhumane Treatment or Abuse - Suppliers shall treat each employee with dignity and respect. In no event shall Supplier's workers be subject to threats of violence, physical punishment, confinement or other form of physical, sexual, psychological or verbal harassment or abuse.
• No Discrimination - Suppliers shall not discriminate in its employment practices on the basis of race, color, religion, sex, age, physical disability, national origin, creed or any other basis prohibited by law.
• Freedom of Association - Suppliers shall recognize and respect the rights of its workers to organize in labor unions in accordance with local labor laws and established practices.

Based on purchasing specifications and suppliers code of conduct (see attached):
ACG when evaluating clothing suppliers considers the following:
Products Certified to meet Sustainability standards:
- Environmental Choice www.ecologo.org
- Green Guard www.greenguard.org
- Green Seal www.greenseal.org
- Scientific Certification Systems www.scsglobalservices.com

Clothing suppliers using organic, bio-based, or recycled content textiles

Employment Standards: Clothing suppliers will maintain fair and non-discriminatory work environments where all employees are treated with respect and dignity and in a manner that comports not only with workplace practices mandated by the laws, but also with ACG’s commitment to the highest ethical standards in all aspects of its educational mission and business practices, including employment.
Occupational Health and Safety Practices: Clothing suppliers are expected to provide their employees with a safe and healthy working environment in order to prevent accidents and injury to health arising out of, linked with, or occurring in the course of work or as a result of the operation of the supplier. Suppliers shall, among other things, provide:
• Occupational health and safety training
• A system for injury and illness reporting
• Medical treatment and/or compensation to injured/ill workers arising as a result of working for supplier
• Machine safeguarding and other protective measures to prevent injuries/illnesses to workers
• Clean and safe facilities
Labor Practices: Clothing suppliers are expected to adopt sound labor practices and treat their workers fairly in accordance with local laws and regulations. In addition, suppliers must comply with the following standards:
• Freely Chosen Employment - Suppliers shall not use any forced labor, whether in the form of prison labor, indentured labor, bonded labor or otherwise
• No Child Labor - Suppliers shall comply with local minimum working age laws and requirements and not employ child labor
• Minimum Wages and state contributions - Suppliers shall provide wages and pay state contributions for regular and overtime work and benefits that meet or exceed legal requirements.
• Working Hours - Suppliers shall not require workers to work more than the maximum hours of daily labor set by local laws.
• No Harsh, Inhumane Treatment or Abuse - Suppliers shall treat each employee with dignity and respect. In no event shall Supplier's workers be subject to threats of violence, physical punishment, confinement or other form of physical, sexual, psychological or verbal harassment or abuse.
• No Discrimination - Suppliers shall not discriminate in its employment practices on the basis of race, color, religion, sex, age, physical disability, national origin, creed or any other basis prohibited by law.
• Freedom of Association - Suppliers shall recognize and respect the rights of its workers to organize in labor unions in accordance with local labor laws and established practices.

The American College of Greece is committed to conducting its procurement business in an ethical, legal and socially responsible manner and expects its suppliers to share this commitment and, therefore, has established this Supplier Code of Ethical Conduct. All ACG suppliers must meet the following minimum requirements in order to do business with the University.

As an institution dedicated to the search for truth through teaching, scholarship, and research, The American College of Greece is committed to excellence and integrity in all its endeavors. In this way, ACG will maintain the trust and confidence of both the ACG community and the public. The ACG’s reputation is one of its most valuable assets. Persons or entities that do business with ACG (hereinafter “a Supplier” or “Suppliers”) are expected to carry out their business with the ACG with diligence and professionalism and to comply with the highest standards of honesty, integrity, and fairness. This includes, but is not limited to, being respectful of the rights of others and forthright in all dealings with members of the ACG community as well as third parties; protecting the privacy of confidential information; and compliance with all applicable laws, rules, and regulations.

Conflicts of Interest: Trustees, officers, and employees of The American College of Greece serve the public trust and are required to fulfill their responsibilities with care and loyalty and for the sole purpose of advancing the institution’s best interests. The integrity of ACG must be protected at all times, and the fiduciary relationship of trustees, officers, employees to ACG must be honored in both actuality and appearance. A conflict of interest exists when a representative’s direct or indirect personal interests are inconsistent with or interfere with the best interests of the institution. To avoid such conflicts, Suppliers shall disclose to the institution

Guidelines and Recommendations: Purchasing & Supply Services will make every effort to secure contracts with suppliers that are socially and environmentally conscientious and certified green.
- ACG will promote the use of recycled and other environmentally preferable products.
- Purchase recycled and environmentally preferable products whenever practicable, like hybrid or alternative fuel vehicles.

Our Purchasing specs and practices and suppliers' code of conduct above attached are uploaded on the institution's intranet with access by all ACG members.
Additional resources:
https://www.acg.edu/wp-content/uploads/2019/02/Sustainable-Events-Guidelines.pdf
https://www.acg.edu/wp-content/uploads/2019/02/Sustainable-Event-Certification-Checklist.pdf