1. Purpose
The purpose of this policy is to ensure that all goods, services, and materials procured by Kalinga University are sourced in a manner that upholds fairness, transparency, human rights, and environmental responsibility. The policy aims to prevent exploitation across the supply chain, encourage responsible business conduct among vendors and suppliers, and embed ethical decision-making into every stage of the procurement process. Through consistent and principled sourcing practices, the University seeks to build a supply chain that reflects its values of integrity, sustainability, and social responsibility.
2. Scope
This policy applies to all procurement activities undertaken by the University, including the purchase of goods, equipment, services, construction works, and consumables. It covers all departments, administrative units, hostels, laboratories, and affiliated centres, and extends to every vendor, supplier, contractor, and third-party service provider engaged with the University.
3. Policy Objectives
- Ensure procurement decisions are free from exploitation, forced labour, and child labour.
- Promote fair trade practices and equitable treatment of suppliers and vendors.
- Encourage environmentally responsible sourcing and reduction of ecological impact.
- Maintain transparency, accountability, and integrity throughout the procurement cycle.
- Build long-term relationships with suppliers who share the University's ethical values.
4. Guidelines
- Human Rights and Labour Standards: Suppliers must not engage in forced labour, child labour, or any form of exploitation, and must provide safe working conditions and fair wages to their employees.
- Fair and Transparent Procurement: All purchases shall follow a transparent tendering or quotation process, free from conflicts of interest, favouritism, or corrupt practices.
- Environmental Responsibility: Preference shall be given to suppliers who minimise environmental harm, use sustainable materials, and follow responsible waste management practices.
- Vendor Due Diligence: Suppliers and contractors shall be assessed for compliance with ethical, legal, and regulatory standards before onboarding and periodically thereafter.
- Anti-Corruption and Anti-Bribery: Any form of bribery, kickbacks, or undue influence in supplier selection or contract award is strictly prohibited.
5. Responsibilities
- University Administration: Establish procurement guidelines, approve supplier codes of conduct, and ensure overall compliance with this policy.
- Procurement and Purchase Department: Conduct vendor due diligence, evaluate supplier practices, and maintain records of ethical compliance for all contracts.
- Departments and Staff Involved in Procurement: Follow approved procurement procedures, report unethical supplier practices, and support responsible sourcing decisions.
6. Awareness and Engagement
- Regular training sessions, supplier orientation programmes, and awareness campaigns will be conducted to inform staff and vendors about ethical sourcing expectations, responsible procurement practices, and the University's commitment to fair and sustainable supply chains.
7. Compliance
- Non-compliance with this policy, including engagement with suppliers found violating labour, environmental, or anti-corruption standards, may result in contract termination, blacklisting of the vendor, or administrative action as per University regulations.
8. Policy Review
- This policy shall be reviewed every three years to incorporate evolving regulatory requirements, industry best practices, and emerging standards in ethical and sustainable procurement.
