THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T130
Template Title: Daily Guardianship Duty Roster
Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)
Linked Templates / Policies: T126, T127, T128, T129, Security & Access Policy, 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 – ROSTER DAY & LOCATION
1.1 Roster date (one sheet per day)
Date: ____ / ____ / ______ (Day of week: _______________)
1.2 Site / building
-
Main site (temple / museum complex): ________________________
-
Specific building / floor: ___________________________________
1.3 Relic area(s) covered by this roster
[ ] Main Buddha Tooth Relic Shrine
[ ] Secondary shrine / side hall _______________________________
[ ] Vault / secure storage room _______________________________
[ ] Exhibition gallery ________________________________________
[ ] Procession / temporary display (describe): _________________
__________________________________________________________
Internal relic ID(s) / code(s) (if used):
SECTION 2 – DAILY OVERVIEW & KEY NOTES
2.1 Expected visitor / activity level
[ ] Low [ ] Medium [ ] High [ ] Special event day
Main activities (tick all that apply):
[ ] Normal visiting hours
[ ] Guided tours
[ ] Puja / ceremony
[ ] School or group visit
[ ] Maintenance or cleaning near relics
[ ] Security inspection / audit
[ ] Other: _____________________________________________
2.2 Special conditions / instructions for this day
(e.g. relic movement, construction noise, VIP visit, weather risk)
SECTION 3 – DUTY ROSTER BY TIME SLOTS
Purpose: plan who is near the relics, when, and what they do.
Include enough rest time; do not over-work any custodian.
Suggested minimum time slot: 1–3 hours. Adjust as needed.
| Slot No. | Time (From–To) | Shrine / Area | Assigned Person (Guardian 1) | Optional Second Person (Guardian 2 / Support) | Main Tasks (see codes below) | Hand-over Notes (brief) |
|---|---|---|---|---|---|---|
| 1 | ||||||
| 2 | ||||||
| 3 | ||||||
| 4 | ||||||
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 |
If more slots are needed, attach extra pages.
3.1 Task codes (for “Main Tasks” column)
Write one or more letters in the table; explain here:
-
A – Quiet shrine presence / watch (mindful guardian in hall)
-
B – Visitor care (greeting, basic guidance, crowd flow)
-
C – Security focus (door, cameras, access control, keys)
-
D – Cleaning / light maintenance (no direct relic handling)
-
E – Ceremony support (offerings, candles, chanting support)
-
F – Guided teaching / explanation to visitors
-
G – Documentation (notes, photos, log updates)
-
H – Training / shadowing (trainee with senior guardian)
-
I – Rest or backup on call (nearby, can come if needed)
3.2 Short wellbeing check in schedule
Please confirm for each core guardian today:
-
No more than ______ hours of continuous duty (max: 3–4 hours)
-
At least ______ minutes rest between long shifts (min: 30 min)
Note any potential overload or concern:
SECTION 4 – SHIFT HAND-OVER NOTES
Use this section when one person gives duty to the next.
You may also write short notes in the table in Section 3 and give full details here.
4.1 Hand-over from Slot ___ to Slot ___
Outgoing guardian: __________________________
Incoming guardian: __________________________
Time of hand-over: ________
Key points to tell the next guardian (tick and/or explain):
[ ] Visitor mood (calm / crowded / difficult cases)
[ ] Any person of concern (e.g. suspicious behaviour)
[ ] Any minor incident (spill, candle, loud noise)
[ ] Any maintenance issue (light, fan, door, smell)
[ ] Any ritual item to watch (low oil, near-burnt candles)
[ ] Special instruction from senior / teacher
[ ] Other: _____________________________________________
Brief note:
Signature – outgoing guardian: ___________________
Signature – incoming guardian: ___________________
4.2 Extra hand-over notes (for night to morning, or big event days)
-
From (name / role): ___________________________________
-
To (name / role): _____________________________________
-
Time / date: _________________________________________
Summary of important issues carried into next day:
SECTION 5 – ATTENDANCE & WELLBEING CHECK
5.1 Actual attendance (tick and fill at end of day)
For each assigned guardian, mark:
P = present as planned
L = late
A = absent (reason)
X = left early (reason)
| Name of Guardian | Planned Slots (Nos.) | Actual mark (P/L/A/X) | Reason / comment (if not “P”) |
|---|---|---|---|
5.2 Wellbeing notes
-
Did any guardian report strong stress, tiredness, or trouble?
[ ] No [ ] Yes – notes: _________________________________ -
Did any guardian ask for change of duty for health or family reasons?
[ ] No [ ] Yes – notes: _________________________________
Actions taken (e.g. changed shift, added second guardian, suggested rest/retreat):
SECTION 6 – INCIDENTS OR SPECIAL EVENTS
Do not write detailed incident reports here. This is a short pointer to other forms.
6.1 Any incident during this day?
[ ] No known incident
[ ] Yes – minor (handled locally)
[ ] Yes – moderate / serious (see incident form)
Short description (1–3 lines, neutral language):
Linked form(s) / file(s):
[ ] Security Incident Report (code: __________)
[ ] Health / first aid report (code: __________)
[ ] Non-Human Guardian Dream / Sign Log (T128)
[ ] Other: _______________________________________
SECTION 7 – END-OF-DAY REVIEW & SIGN-OFF
7.1 End-of-day guardian reflection (optional, short)
Duty officer or senior guardian may write:
-
Overall mood in relic area(s) today was:
[ ] Very peaceful [ ] Mostly calm
[ ] Mixed [ ] Tense / difficult
Short comment:
-
Any suggestion to improve future rosters (breaks, number of guardians, better timing)?
7.2 Sign-off
Duty officer / shift coordinator:
Name: _________________________________________________
Role: _________________________________________________
Signature: _________________________ Date: ____ / ____ / ______
7.3 Supervisor / Siridantamahāpālaka (if reviewing)
Name: _________________________________________________
Comments (if any):
Signature: _________________________ Date: ____ / ____ / ______
SECTION 8 – ARCHIVING
8.1 File and storage
-
Daily roster file code: _______________________________
-
Stored at (physical / digital location): _______________
8.2 Linked to:
[ ] Monthly roster summary
[ ] Annual guardianship review
[ ] Specific event / festival file (name): _______________
[ ] Other: _____________________________________________
