THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T-TK008
Template Title: Authority-Name Use Policy (Name Used Without Consent)
Related Research Case IDs / Cluster: TK-008 / Cluster E (Science, Testing, Misinformation) + Cluster F (Conflicts, Security, Reputation Risk)
Linked Templates / Policies: T-TK004 External-Claim Verification SOP; T-TK005 Public Correction Procedure; T-TK006 Publication Approval Workflow; Data Protection & Confidentiality Policy; Media & Public Statement SOP; Incident Reporting Form; Conflict Resolution & Security SOP; Access Control Policy
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 [ ]
1) Purpose
This policy protects the museum and the public from false claims like:
“Venerable ___ approved this”, “Professor ___ confirmed this”, “Government ___ said yes”, or “HSWAGATA supports this”, when there is no clear consent.
Goal:
Stop misinformation.
Reduce conflict.
Protect respected names from being misused.
Main rule: No one may use an authority name to support a claim unless there is written consent or verified proof.
2) Scope (who and what it covers)
This policy applies to:
Staff, volunteers, partners, visitors, donors, and “experts”.
All communication: letters, email, social media, posters, interviews, websites, magazines.
Authority names include:
Senior monks, abbots, nuns, sangha councils
Government officers/agencies
Universities, labs, hospitals, professional bodies
HSWAGATA Board members, directors, staff titles
Any “Royal/State/Official” institution name
3) Definitions (simple)
Authority name: A person or institution name that makes people trust a claim.
Consent: Clear permission to use the name for a specific purpose.
Verification: Checking the claim with a real official contact channel.
Endorsement: Words that suggest approval (example: “confirmed”, “certified”, “supports”, “authorized”).
4) Allowed use (only with proof)
Authority names may be used only when ALL conditions below are met:
The use is true and limited (no exaggeration). [ ]
The purpose is clear (why the name is mentioned). [ ]
Consent is recorded (written email/letter OR signed statement). [ ]
If it is an “official claim”, it is verified using T-TK004. [ ]
Any publication follows T-TK006 approval workflow. [ ]
5) Not allowed (strictly prohibited)
It is NOT allowed to:
Say “confirmed/approved” when the authority did not say so.
Use a name to gain access to relic rooms, relic handling, or testing.
Use a name in fundraising or donation pressure without permission.
Use fake titles (example: “advisor of HSWAGATA”) without appointment letter.
Use logos, stamps, letterheads, or signatures without proof.
Use partial truth to mislead (example: “I met him once, so he supports me”).
If any of these happen, treat as high-risk and apply T-TK002 if the person is onsite.
6) Required consent standard
Tick what consent exists:
Written email from official address [ ]
Signed letter with contact details [ ]
Recorded meeting minutes approved by authority [ ]
MoU / agreement clause allowing use [ ]
Public statement already published by the authority [ ]
Not enough by itself:
Verbal claim only [ ]
Screenshot without source [ ]
Forwarded message without confirmation [ ]
Social media post from an unverified account [ ]
7) Verification steps (when a name is used)
If anyone uses an authority name to support a claim, staff must do at least 2 checks:
Call official number from public website/directory [ ]
Email official contact email and request confirmation [ ]
Ask for written confirmation (reply email/letter) [ ]
Check official statement on official channels [ ]
Verification record (log it):
Authority name used: _______________________________________
Claim made (one line): _____________________________________
Date/time noticed: ____________________ Platform: __________
Staff handler: ____________________ Second checker: ________
Verification outcome: Verified [ ] Not verified [ ] False [ ]
8) Logging requirement (mandatory)
Every incident of authority-name use must be recorded here or attached:
Screenshot / photo saved [ ]
URL / link saved [ ]
Call log notes saved [ ]
Email confirmation saved [ ]
File name stored (standard): TK008_YYYYMMDD_Name_Platform
Storage location: __________________________________________
Access level: Internal [ ] Restricted [ ] Sacred-Restricted [ ]
9) Response actions (choose based on outcome)
A) If verified and consent is clear
Allow only limited factual mention (no endorsement words). [ ]
Continue with normal approval steps (T-TK006). [ ]
B) If not verified (silent / unclear)
Mark claim as UNVERIFIED. [ ]
Do not publish or repeat it. [ ]
Send a polite request for proof/consent. [ ]
C) If false or used without consent
Request correction/removal (written). [ ]
Publish a calm correction if needed (T-TK005). [ ]
File Incident Report. [ ]
Restrict access / apply high-risk visitor protocol if onsite. [ ]
Consider legal/security escalation if harm is serious. [ ]
10) Correction message template (short)
“HSWAGATA respects all respected teachers and institutions.
A claim is circulating that uses the name of ____________________.
HSWAGATA has no verified consent for this name to be used for this claim.
We ask the public to rely only on verified information from official channels.”
(If confirmed false: “Our verification indicates this claim is not correct.”)
Approved by (name/role): __________________ Date: ____ / ____ / ______
11) Staff and volunteer rule
Staff/volunteers must never say:
“The government approved”
“The abbot confirmed”
“The lab proved it”
unless the proof is recorded and approved.
Training completed (tick):
New staff training [ ] Annual refresher [ ] Incident-based training [ ]
12) Review and sanctions (internal)
If staff or partners break this policy:
First: warning + retraining [ ]
Second: restricted duties [ ]
Third: removal from role / partner review [ ]
(Use HR/partner rules and Board oversight.)
13) Sign-off
Prepared by: _______________________ Date: ____ / ____ / ______
Reviewed by (Head/Board delegate): ______________ Date: ____ / ____ / ______
Signature: _________________________
