THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T150
Template Title: Annual Guardianship Review & Planning Sheet
Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)
Linked Templates / Policies: T126 (Vocation Application & Interview), T133 (Mentor–Mentee Assignment), T134 (Practice & Precepts Review), T135 (Ethics Pledge), T136 (Wellbeing Check-In), T143 (Skills Self-Assessment), Institutional Policies for Relic Stewardship
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 – PERSON & REVIEW PERIOD
1.1 Person under review
-
Full name: _________________________________________
-
Dharma / monastic name (if any): ____________________
Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: __________________
1.2 Current role in HSWAGATA
[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian (probation)
[ ] Security / guard near relics
[ ] Guide / educator in relic area
[ ] Museum / admin staff linked to relics
[ ] Other: ________________________________________
Main site / branch: _________________________________
1.3 Review period
This annual review covers:
From: ____ / ____ / ______
To: ____ / ____ / ______
Review type:
[ ] First year in guardianship role
[ ] Ongoing annual review
[ ] Special extended review period (explain):
________________________________________________
SECTION 2 – MAIN ACHIEVEMENTS THIS YEAR
Focus on what went well in your guardianship and service.
2.1 Key achievements (short list)
Please write 3–8 main achievements in this year.
They can be practical, spiritual, or about teamwork.
2.2 Achievements linked to relic care
Tick and explain any that apply:
[ ] Better care of relic spaces (cleanliness, safety)
[ ] Better use of duty rosters (T130)
[ ] Helped during ceremonies / vigils (T131, T137)
[ ] Improved security or record-keeping
[ ] Helped explain relics to visitors in simple, wise way
[ ] Helped calm a difficult situation peacefully
Short note on one or two important examples:
Example 1:
Example 2 (optional):
SECTION 3 – MAIN PROBLEMS / DIFFICULTIES THIS YEAR
Be honest. This is to help you and protect relics and people.
3.1 Difficulties faced
Tick any main difficulties you had in this year:
Personal
[ ] Tiredness / heavy workload
[ ] Stress or near burnout (see T136)
[ ] Health problems
[ ] Family or personal pressure
Practice & ethics
[ ] Weak practice rhythm (meditation, chanting)
[ ] Precept difficulties (see T134)
[ ] Struggle with anger or harsh speech
[ ] Struggle with pride or desire for status
Work and team
[ ] Conflict with other staff or guardians
[ ] Trouble following procedures or forms
[ ] Not clear about my role or duties
[ ] Hard to handle visitors / crowds
Spiritual
[ ] Confusion about dreams / signs / guardians
[ ] Feeling “too special” or “not good enough” as guardian
[ ] Other: __________________________________________
3.2 Short description of main 2–3 problems
Problem 1:
Problem 2:
Problem 3 (optional):
3.3 Did you seek help?
For these problems, did you ask for help?
[ ] Yes – from mentor (T133)
[ ] Yes – from teacher / preceptor
[ ] Yes – from supervisor / duty officer
[ ] Yes – from family / friends
[ ] Yes – from counsellor / doctor
[ ] No – I mostly carried it alone
Short note on what helped or did not help:
SECTION 4 – VOCATION & ROLE REFLECTION
4.1 Feeling about vocation as guardian
This year, I feel about my guardianship vocation:
[ ] Stronger and more clear
[ ] Still committed, but tired
[ ] Unsure – I am questioning my path
[ ] I feel I should reduce duties
[ ] I feel I should step back from guardianship
[ ] Other: __________________________________________
Short explanation (3–6 lines in your own words):
4.2 Fit between role and abilities
I feel that my current role fits my skills and energy:
[ ] Very well
[ ] Mostly well
[ ] Some mismatch
[ ] Poorly
If “Some mismatch” or “Poorly”, what is the main issue?
[ ] Too much night duty / physical strain
[ ] Too much talking / guiding visitors
[ ] Too much admin / forms
[ ] Not enough chance to use my skills
[ ] Other: __________________________________________
Short note:
SECTION 5 – PLANNED CHANGES FOR NEXT YEAR
What changes are needed to support safe and happy guardianship?
5.1 Changes in duties (your view)
In the coming year, I think my duties should:
[ ] Stay about the same
[ ] Change a little
[ ] Change a lot
[ ] I am not sure yet
Possible changes (tick all that you think are helpful):
[ ] Fewer night vigils / late shifts
[ ] More time in direct shrine duty
[ ] Less time in front-facing visitor roles
[ ] More admin / documentation work
[ ] More teaching / guiding visitors
[ ] More focus on training new guardians
[ ] Temporary reduction of duties (health / study)
[ ] Other: __________________________________________
Short explanation of the one or two most important changes you suggest:
Change 1:
Change 2:
5.2 Changes in practice and inner life
For next year, I plan to:
[ ] Strengthen daily meditation or chanting
[ ] Join at least one retreat or intensive practice
[ ] Review precepts and ethics more regularly (T134, T135)
[ ] Set clearer boundaries for rest and self-care (T136)
[ ] Seek more regular mentoring (T133)
[ ] Other: __________________________________________
Short plan (2–5 lines):
SECTION 6 – TRAINING & SUPPORT NEEDS
Use this to plan learning for next year (see also T143).
6.1 Training topics needed
Tick areas where you would like more training:
Relic and shrine work
[ ] Relic handling and security
[ ] Shrines, cleaning, and fire safety
[ ] Ceremony and paritta support (T145)
Communication & peace
[ ] Speaking about relics and guardians clearly
[ ] Handling difficult visitors and conflicts
[ ] Group guidance / tours
Spiritual & inner life
[ ] Meditation and Dhamma study
[ ] Handling dreams / signs wisely (T128, T138)
[ ] Ethics and power (T135, T148)
Care and wellbeing
[ ] Stress and burnout prevention (T136)
[ ] How to support people in spiritual distress (T132, T142)
Other
[ ] Use of forms and documentation (T130–T149)
[ ] Leadership / team skills
[ ] Other: __________________________________________
6.2 Top 3 training needs (most important)
6.3 Preferred training style
[ ] Short workshops
[ ] Learning from senior guardian while on duty
[ ] Group role-play / practice sessions
[ ] Talks and reading material
[ ] Retreat or reflection days
[ ] Other: __________________________________________
SECTION 7 – SUMMARY & JOINT COMMENTS
7.1 Custodian’s own summary
In 3–8 lines, please summarise:
-
How this year was for you.
-
What you most need for next year.
7.2 Mentor / reviewer comments (if used in meeting)
(To be filled by mentor, teacher, or supervisor.)
Name: _______________________________________________
Role: _______________________________________________
Main strengths seen this year:
Main concerns or points for growth:
Agreed main steps for next year (1–4 simple points):
SECTION 8 – SIGNATURES & ARCHIVING
8.1 Custodian
I have spoken and written honestly to support my path and safe guardianship of the relics.
Name (print): ________________________________________
Signature: ___________________________
Date: ____ / ____ / ______
8.2 Mentor / supervisor / Siridantamahāpālaka
[ ] Review done in meeting
[ ] Review done by written exchange
Name: _______________________________________________
Role: _______________________________________________
Signature: ___________________________
Date: ____ / ____ / ______
8.3 Archiving
-
Physical file code / folder: _________________________
-
Digital archive path / ID: __________________________
Linked records (tick):
[ ] T126 – Vocation Application & Interview
[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Individual Practice & Precepts Review Sheet
[ ] T135 – Guardianship Ethics Pledge Form
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] T143 – Guardianship Skills Self-Assessment
[ ] T138 – Spiritual Guardianship Case Reflection Sheet (if any)
[ ] Other: ___________________________________________
