THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T140
Template Title: Vocation Discernment Retreat Registration
Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)
Linked Templates / Policies: T126 (Custodian Vocation Application & Interview), T127 (Spiritual Biography & Motivation Sheet), T133 (Mentor–Mentee Assignment Form), T134 (Practice & Precepts Review), Duty of Care & Wellbeing Guidelines
Date of form: ____ / ____ / ______
Prepared by / Role: _________________________________
Office / Unit: _______________________________________
Country / Location: _________________________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
SECTION 1 – BASIC PERSONAL DATA
1.1 Personal details
-
Full name (as in ID / passport):
-
Dharma / monastic name (if any):
-
Status (tick):
[ ] Bhikkhu / Monk
[ ] Bhikkhunī / Nun
[ ] Novice
[ ] Lay male
[ ] Lay female
[ ] Other: _____________________________ -
Date of birth: ____ / ____ / ______ Age: ______
-
Nationality: __________________________
1.2 Contact information
-
Postal address:
-
Phone: ________________________________
-
Email: ________________________________
Preferred way to contact you about this retreat:
[ ] Phone [ ] Email [ ] Messaging app: __________
SECTION 2 – RETREAT DETAILS
2.1 Retreat information
-
Name / title of retreat:
-
Location (temple / centre / country):
-
Retreat dates:
From: ____ / ____ / ______ To: ____ / ____ / ______ -
Length: ______ days
2.2 Type of retreat (tick all that apply)
[ ] Vocation discernment for relic custodians
[ ] General vocation retreat (monastic / lay service)
[ ] Internal HSWAGATA training
[ ] Open retreat for wider community
[ ] Other: _________________________________________
2.3 Have you joined a HSWAGATA vocation retreat before?
[ ] No
[ ] Yes – year(s): _______________________
SECTION 3 – VOCATION & CURRENT ROLE
3.1 Current link with HSWAGATA
Are you now:
[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian (probation)
[ ] Security / support staff
[ ] Volunteer / helper
[ ] Visitor / interested applicant
[ ] Other: _________________________________________
Main site / branch (if any): __________________________
3.2 Vocation area you are discerning (tick)
[ ] Relic custodianship at HSWAGATA
[ ] Monastic life
[ ] Lay Dhamma service / teaching
[ ] Community or peace work
[ ] I am not sure yet
[ ] Other: _________________________________________
Short note on what kind of vocation you are thinking about (2–5 lines):
SECTION 4 – PRACTICE BACKGROUND (SHORT)
4.1 Buddhist practice
How long have you been practising as a Buddhist (approx.)?
______ years
Main tradition(s) you follow (tick):
[ ] Theravāda [ ] Mahāyāna [ ] Vajrayāna
[ ] Other: __________________________
4.2 Practice rhythm (last 6–12 months)
Meditation (formal):
[ ] Almost every day
[ ] A few times per week
[ ] A few times per month
[ ] Rare / almost never
Chanting / pūjā:
[ ] Almost every day
[ ] A few times per week
[ ] Only on special days
[ ] Rare / almost never
Retreats in the last 2 years:
[ ] None
[ ] 1–2 retreats
[ ] 3 or more retreats
Short note on any important retreat:
4.3 Link to relics or guardianship (if any)
Have you already had any duties with relics, shrines, or temples?
[ ] No
[ ] Yes – short description (place, duty, length):
SECTION 5 – EXPECTATIONS & HOPES FOR THIS RETREAT
5.1 Why do you want to join this retreat?
(Write 5–10 lines in simple words.)
5.2 What do you hope to clarify or decide?
Tick all that apply:
[ ] If I am truly called to be a relic custodian
[ ] If I am ready for more responsibility
[ ] If I should reduce or change my current duties
[ ] If I should enter or continue monastic life
[ ] How to serve as lay supporter in a good way
[ ] How to handle dreams / signs with wisdom
[ ] How to protect my wellbeing while serving
[ ] Other: _________________________________________
5.3 Specific questions you bring
Please write 1–3 main questions you hope to explore:
Question 1:
Question 2:
Question 3 (optional):
SECTION 6 – HEALTH, SPECIAL NEEDS & SAFETY
This helps organisers to care for you. It is private.
6.1 Physical health
Do you have any health conditions we should know about?
[ ] No
[ ] Yes – short description (e.g. diabetes, heart, mobility, hearing, etc.):
Do you take regular medicine?
[ ] No
[ ] Yes – please bring enough with you and note the type here (no need for dose):
Physical needs (tick any):
[ ] Ground floor / few stairs
[ ] Close to bathroom
[ ] Special diet for health (see 6.3)
[ ] Need to sit on chair (not floor)
[ ] Other: _________________________________________
6.2 Mental and emotional health
In the last 12 months, have you had:
[ ] Strong stress or burnout
[ ] Depression or very low mood
[ ] Anxiety or panic attacks
[ ] Treatment with counsellor / therapist
[ ] Stay in hospital for mental health
[ ] None of the above
If you wish, short note (simple words only):
Are there things that might be difficult during retreat? (tick)
[ ] Long silence
[ ] Night-time practice
[ ] Strong group energy
[ ] Being away from phone / work
[ ] Other: _________________________________________
6.3 Diet and allergies
Diet (tick):
[ ] No special diet
[ ] Vegetarian
[ ] Vegan
[ ] No dairy
[ ] No gluten
[ ] Other: _________________________________________
Allergies (food, medicine, insects, etc.):
[ ] None known
[ ] Yes – please list clearly:
SECTION 7 – SPECIAL PAST EXPERIENCES (OPTIONAL)
Only fill this if you feel it is relevant. You may also record details in T128 / T132 if needed.
7.1 Spiritual experiences
Have you had strong dreams, visions, or “signs” that relate to relics, guardians, or vocation and that might affect this retreat?
[ ] No
[ ] Yes – short, simple note (no big detail):
7.2 Past spiritual distress
Have you ever had a spiritual emergency or strong disturbance (e.g. hearing voices, feeling “possessed”, very strong fear around practice)?
[ ] No
[ ] Yes – this is recorded in T132 / health files
[ ] Yes – but not recorded; I wish to talk privately
Short note if you wish:
SECTION 8 – EMERGENCY CONTACT
8.1 Contact person
Name: ________________________________________________
Relationship to you:
[ ] Family
[ ] Friend
[ ] Teacher
[ ] Other: __________________________
Phone: _______________________________________________
Email: _______________________________________________
Country / city: _______________________________________
SECTION 9 – CONSENT & AGREEMENTS
9.1 Retreat guidelines
By signing, I agree that during the retreat I will:
[ ] Follow the retreat schedule as well as I can.
[ ] Keep basic precepts as set by the retreat leaders.
[ ] Follow instructions for silence (if any).
[ ] Respect other retreatants’ privacy and space.
[ ] Follow safety rules for relic areas and buildings.
[ ] Tell a teacher or organiser if I feel very unwell or in strong distress.
9.2 Use of personal data
I understand that:
-
The information on this form is used for retreat organisation, safety, and vocation support.
-
It will be kept with care, in line with HSWAGATA policies.
-
Parts may be shared with teachers and duty of care staff if needed for my safety.
I agree that organisers may keep and use this data for retreat planning and follow-up.
[ ] Yes, I agree
[ ] No (note: we may not be able to accept your registration if we cannot hold basic data)
9.3 Photos / media (if relevant for this retreat)
During some retreats, general photos may be taken (for internal history or public report). No one is forced to appear in close photos.
Please tick your consent:
[ ] I agree to appear in group photos used for internal or public reports.
[ ] I agree only to wide crowd photos where I cannot be easily seen.
[ ] I do not agree to appear in any photos.
9.4 Vocation support and follow-up
I agree that:
-
Teachers or mentors may contact me after the retreat to support my vocation discernment.
-
If there is strong concern for my wellbeing, duty of care staff may contact me and/or my emergency contact.
[ ] Yes, I agree
[ ] No, I prefer no follow-up (except in emergency)
9.5 Declaration
I confirm that:
-
The information I give here is true, as far as I know.
-
I understand that this retreat is to help me see my path more clearly, not to guarantee any special status or role.
Name (print): ________________________________________
Signature: ___________________________
Date: ____ / ____ / ______
SECTION 10 – INTERNAL USE: DECISION & NOTES
(To be filled by organisers / vocation team.)
10.1 Registration decision
[ ] Accepted
[ ] Waiting list
[ ] Not accepted this time
Reason / note (short, simple – internal only):
10.2 Special arrangements needed
[ ] Room / seating adjustment
[ ] Diet / allergy care
[ ] Extra mentoring / support on retreat
[ ] Watch for burnout / stress signs
[ ] Other: __________________________________________
10.3 Linked files
[ ] T126 – Vocation Application & Interview
[ ] T127 – Spiritual Biography & Motivation Sheet
[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Practice & Precepts Review Sheet
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] T132 / health records (if relevant)
[ ] Other: __________________________________________
Reviewed by (name / role): ____________________________
Signature: ___________________________ Date: ____ / ____ / ______
