THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T113
Template Title: MONASTIC TEACHER INVITATION REQUEST FORM
Related Research Case IDs / Cluster: ___________________________
Linked Templates / Policies: _________________________________
Date of form: ____ / ____ / ______
Prepared by / Role: _________________________________________
Office / Unit: ______________________________________________
Country / Location: _________________________________________
Confidentiality Level (tick one):
[ ] Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive
Use of this form (tick):
[ ] New case / action [ ] Follow-up [ ] Annual review [ ] Archive only
SECTION 1 – BASIC REQUEST INFORMATION
1.1 Title of Programme / Event
(Example: “Weekend Retreat on Mindfulness and Relic Respect”)
1.2 Type of Teaching Event (tick main one)
[ ] One-time Dhamma talk
[ ] Short course / series of talks
[ ] Retreat (day / weekend / longer)
[ ] Staff training session
[ ] Public talk for visitors / community
[ ] Special instruction for custodians / guardians
[ ] Other: _________________________________________________
1.3 Main Target Group
[ ] HSWAGATA staff
[ ] Custodians / guardians
[ ] Volunteers / guides
[ ] Monastics (internal)
[ ] General visitors / public
[ ] Youth / students
[ ] Mixed group
[ ] Other: _________________________________________________
1.4 Proposed Dates
Start date: ____ / ____ / ______
End date: ____ / ____ / ______
Alternative dates (if first choice not possible):
1.5 Planned Venue
[ ] HSWAGATA hall / training room __________________________
[ ] Temple / vihāra _______________________________________
[ ] Online (Zoom / other): ________________________________
[ ] Other: _________________________________________________
SECTION 2 – MONASTIC TEACHER DETAILS
2.1 Name of Teacher
Pāli / Dharma name: ________________________________________
Common / local name (if any): ______________________________
2.2 Status
[ ] Bhikkhu (monk)
[ ] Bhikkhunī (nun)
[ ] Sāmaṇera / novice
[ ] Other monastic: ________________________________________
2.3 Monastery / Institution
Name of monastery / organisation: __________________________
Country / city: ____________________________________________
2.4 Contact Details (for internal use only)
Phone / mobile: ____________________________________________
Email: _____________________________________________________
2.5 Background Summary
(Short description: training, main teachers, areas of expertise.)
SECTION 3 – TEACHING TOPIC & CONTENT
3.1 Main Topic or Theme
(Example: “Buddhist Ethics for Relic Custodians”; “Understanding Dhātu-parinibbāna”)
3.2 Short Description of Teaching Content
(3–5 lines, simple English.)
3.3 Link to HSWAGATA Work (tick all that apply)
[ ] Relic custodianship and respect
[ ] Cosmology / dhātu-parinibbāna
[ ] Sīla and ethics for staff / volunteers
[ ] Peace and conflict handling
[ ] Faith and daily practice for lay supporters
[ ] Doctrinal clarity (Sutta, Vinaya, Abhidhamma)
[ ] Other: _________________________________________________
Short note on this link:
3.4 Language(s) for Teaching
Teaching language: _________________________________________
Translation needed?
[ ] No
[ ] Yes – from __________ to __________
Details of translator (if known):
SECTION 4 – PROGRAMME SCHEDULE (BASIC PLAN)
4.1 Proposed Session Times
(Example: “2-hour evening talk”, “3 morning sessions”, etc.)
Day / Date: ___________________________
Time: _________________________________
Content / focus: _______________________
Day / Date: ___________________________
Time: _________________________________
Content / focus: _______________________
(Attach detailed programme if needed.)
4.2 Estimated Number of Participants
[ ] Under 20
[ ] 20–50
[ ] 50–100
[ ] Over 100
Special notes (if any):
SECTION 5 – TRAVEL, HOUSING & SUPPORT
5.1 Travel Arrangements
Teacher’s starting city / country: __________________________
Proposed type of travel:
[ ] Local car / van
[ ] Bus
[ ] Train
[ ] Flight
[ ] Other: _________________________________________________
Who arranges travel?
[ ] HSWAGATA
[ ] Teacher’s monastery
[ ] Shared responsibility
[ ] Other: _________________________________________________
Travel notes (dates, times, needs):
5.2 Housing / Accommodation
Where will the teacher stay?
[ ] Monastic housing at temple _____________________________
[ ] Guest room at HSWAGATA ________________________________
[ ] Nearby monastery _______________________________________
[ ] Other: _________________________________________________
Is housing separate and quiet?
[ ] Yes [ ] No (explain): _______________________________
5.3 Food & Daily Needs
[ ] Dana and meals arranged by local supporters
[ ] HSWAGATA provides meals
[ ] Mixed / shared arrangement
Special dietary or health needs (if known):
5.4 Other Support
[ ] Local guide / assistant
[ ] Transport during stay
[ ] Support for printing handouts / texts
[ ] Audio / visual support (microphone, projector)
[ ] Other: _________________________________________________
Notes:
SECTION 6 – EXPECTED OUTCOMES & EVALUATION
6.1 Expected Outcomes (What do we hope will happen?)
(Write 3–5 clear, simple points.)
After this teaching:
-
Participants will ________________________________________
-
Participants will ________________________________________
-
HSWAGATA will benefit by ________________________________
-
(optional) ______________________________________________
-
(optional) ______________________________________________
6.2 How Will We Evaluate the Teaching? (tick all that apply)
[ ] Simple feedback form from participants
[ ] Short group sharing after session
[ ] Observation by staff / coordinators
[ ] Follow-up meeting with monastic teacher
[ ] Check if planned learning outcomes were reached
[ ] Other: _________________________________________________
6.3 Planned Follow-Up Actions
[ ] No follow-up – one-time event
[ ] Repeat similar teaching in future (how often?): ________
[ ] Add key points to staff training materials
[ ] Share recording / notes with other staff
[ ] Plan deeper course on same topic
[ ] Other: _________________________________________________
Short details:
SECTION 7 – RISK & SENSITIVITY CHECK
7.1 Possible Sensitivities
[ ] Topic may be difficult or easily misunderstood
[ ] Possible conflict with local customs
[ ] Possible tension with other groups / traditions
[ ] Media interest expected
[ ] None known
If any sensitivity is ticked, explain briefly:
7.2 Steps to Protect Peace and Harmony
(What will we do to keep the event calm, respectful, and safe?)
SECTION 8 – APPROVALS
8.1 Initial Request Approval (Department Level)
Requested by (name): _______________________________________
Role / Position: ___________________________________________
Signature: ___________________________ Date: ____ / ____ / ______
Line manager / department head: ____________________________
Decision:
[ ] Support request – send to doctrinal approval
[ ] Do not support (reason below)
Reason (if not supported):
8.2 Doctrinal / Monastic Approval
Reviewer name: _____________________________________________
Role / Position: ___________________________________________
Checklist (tick):
[ ] Teacher is suitable and has good reputation
[ ] Topic is in line with Dhamma and Vinaya
[ ] Content supports HSWAGATA mission and relic respect
[ ] No clear doctrinal or ethical problems seen
Decision:
[ ] Approved
[ ] Approved with conditions (state below)
[ ] Not approved
Conditions / comments:
Signature: ___________________________ Date: ____ / ____ / ______
8.3 Final Administrative Approval (if needed)
Name: _______________________________________________________
Role / Position: ___________________________________________
Decision:
[ ] Approved and budget / logistics confirmed
[ ] Returned for more information
[ ] Not approved
Comments:
Signature: ___________________________ Date: ____ / ____ / ______
SECTION 9 – ARCHIVE & CONTACT
9.1 Main Contact Person for This Teacher
Name: _______________________________________________________
Role / Position: ___________________________________________
Phone: ______________________________________________________
Email: ______________________________________________________
9.2 Archive Code / Digital Folder Path
9.3 Linked Documents
[ ] Email / letter of invitation
[ ] Teacher’s reply / confirmation
[ ] Programme leaflet / poster draft
[ ] Budget / cost estimate (if any)
[ ] Feedback or report after event
[ ] Other: _________________________________________________
Notes for future invitations:
END OF FORM – T113 MONASTIC TEACHER INVITATION REQUEST FORM
