Template No.: T063
Template Title: TK-063 Donor Offers “Personal Gift” to Staff (D/C) — Gift Record — No-Gift Enforcement SOP
Related Research Case IDs / Cluster:
Cluster D (Everyday Faith & Lay Donations) / Cluster C (Institution-Building & Integrity)
Linked Templates / Policies:
TK-061 Small Donations / TK-062 Conditional Donors / T27 Due Diligence / T43 Gift Ethics
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 [ ]
Fields (TK-063 Body)
1) Case Identification
1.1 Case title: _______________________________________________
1.2 Date of incident: ____ / ____ / ______
1.3 Location of incident: _____________________________________
1.4 Current status (tick):
Reported [ ] Recorded [ ] Resolved [ ] Under review [ ]
2) Staff Member Involved
2.1 Staff / monk / volunteer name: _____________________________
2.2 Role / position: __________________________________________
2.3 Department / unit: _______________________________________
3) Donor / Gift Giver Information
3.1 Donor name (if known): ___________________________________
3.2 Relationship to institution (tick):
Visitor [ ] Lay donor [ ] Partner [ ] Contractor [ ] Unknown [ ]
3.3 Was the gift offered as “personal”? Yes [ ] No [ ]
3.4 Was the gift offered privately? Yes [ ] No [ ]
4) Gift Description (Record Even If Refused)
4.1 Type of gift (tick):
Cash [ ] Jewelry [ ] Watch [ ] Electronics [ ] Religious object [ ]
Food [ ] Travel [ ] Vehicle [ ] Other: __________________________
4.2 Estimated value (if known): _______________________________
4.3 Was the gift accepted?
No (refused) [ ] Temporarily held [ ] Accepted by mistake [ ]
5) Immediate Action Taken
(Tick all that apply)
Gift refused politely at once [ ]
Gift returned to donor [ ]
Gift placed in temporary custody [ ]
Supervisor informed [ ]
Gift recorded in TK-063 register [ ]
Notes (short, factual):
6) NO-GIFT ENFORCEMENT SOP (MANDATORY)
6.1 Core Rule (Non-Negotiable)
Staff, monks, and volunteers must NOT accept personal gifts.
This applies even if:
The donor is kind
The gift is small
The donor insists
The donor says “just personal”
6.2 What Counts as a “Personal Gift”
Cash or valuables
Items with resale value
Travel, hotel, or transport
Expensive food or services
Gifts given secretly or privately
6.3 What Is Allowed
Institutional donations made openly
Gifts addressed to HSWAGATA, not a person
Items approved and recorded by Admin
6.4 Standard Refusal Script (Use These Words)
“Thank you very much for your kindness.
Our museum rules do not allow staff to accept personal gifts.
If you wish, you may support the institution through official donation channels.”
Staff must use calm, respectful language.
6.5 If a Gift Is Left or Forced
Do not use the gift
Inform supervisor within 24 hours
Record in Section 7 (Gift Register)
Admin decides return or institutional handling
6.6 Prohibited Actions (Strict)
Keeping gifts “temporarily” at home
Accepting gifts in exchange for help, access, speed, silence
Not recording an incident
Asking donors for gifts
Violation may lead to:
Warning
Role suspension
Removal from duty (depending on severity)
7) TK-063 — Personal Gift Incident Register
| Entry No. | Date | Staff Name | Donor (if known) | Gift Type | Value (est.) | Action Taken | Recorded By | Supervisor |
|---|---|---|---|---|---|---|---|---|
(All entries must be factual. Do not erase. Corrections must be noted.)
8) Review and Decision
8.1 Review officer / role: ______________________________
8.2 Review date: ____ / ____ / ______
Decision (tick):
No issue (proper refusal) [ ]
Minor concern (record only) [ ]
Policy breach (action required) [ ]
Actions taken (if any):
9) Sign-Off
Prepared by: ________________________ Signature: __________
Reviewed by: ________________________ Signature: __________
Date: ____ / ____ / ______
Internal Reference Note
This template follows HSWAGATA’s anti-corruption, gift ethics, and institutional integrity rules, developed from the 100-case study framework and internal policy manual.
