THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T133
Template Title: Mentor–Mentee Assignment Form (Custodians)
Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)
Linked Templates / Policies: T126 (Custodian Vocation Application & Interview), T127 (Spiritual Biography & Motivation Sheet), T128 (Non-Human Guardian Dream / Sign Log), T129 (Guardianship Vow Ceremony Record), T130 (Daily Guardianship Duty Roster), T131 (Night Vigil Attendance Log), T132 (Spiritual Emergency / Disturbance Incident Log), Duty of Care & Wellbeing Guidelines, HSWAGATA 15 Principles
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 – PURPOSE OF MENTORING LINK
1.1 Short purpose statement
This form is used to match a new or junior custodian (mentee) with a senior custodian or teacher (mentor).
Main aims:
-
Support safe and peaceful work with relics.
-
Guide vocation and inner life of the custodian.
-
Protect wellbeing (body, speech, and mind).
-
Give a clear plan for training and review.
SECTION 2 – MENTEE DETAILS (NEW / JUNIOR CUSTODIAN)
2.1 Basic information
-
Full name: _________________________________________
-
Dharma / monastic name (if any): ____________________
-
Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: __________________ -
Current role in HSWAGATA (tick):
[ ] Primary Relic Custodian (junior)
[ ] Assistant Custodian
[ ] Trainee Custodian (probation)
[ ] Volunteer / support staff
[ ] Other: ________________________________________ -
Main site / branch: _________________________________
2.2 Linked records (mentee)
[ ] T126 – Vocation Application & Interview
[ ] T127 – Spiritual Biography & Motivation Sheet
[ ] T129 – Guardianship Vow Ceremony Record
[ ] Wellbeing / duty of care plan (code: __________)
[ ] Other: __________________________________________
SECTION 3 – MENTOR DETAILS (SENIOR CUSTODIAN / TEACHER)
3.1 Basic information
-
Full name: _________________________________________
-
Dharma / monastic name (if any): ____________________
-
Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Senior lay practitioner
[ ] Other: ____________________________ -
Role in HSWAGATA:
[ ] Senior relic custodian
[ ] Siridantamahāpālaka / Board member
[ ] Monastic teacher linked to custodians
[ ] Senior staff (heritage / museum)
[ ] Other: ________________________________________ -
Main site / branch: _________________________________
3.2 Experience
Years of experience with relic care / guardianship: ______
Key areas of strength (tick):
[ ] Vinaya / ethics
[ ] Meditation guidance
[ ] Practical relic handling and security
[ ] Conflict resolution and calm speech
[ ] Community teaching and visitor care
[ ] Wellbeing / care for persons in distress
[ ] Other: __________________________________________
SECTION 4 – MATCHING & RELATIONSHIP AGREEMENT
4.1 Reason for this pairing
Why was this mentor chosen for this mentee? (tick and explain)
[ ] Same site / language
[ ] Same tradition or lineage
[ ] Mentor has skills that mentee needs
[ ] Prior trust or knowledge between them
[ ] Other: __________________________________________
Short explanation (2–5 lines):
4.2 Voluntary agreement
-
Mentee agrees to this mentor?
[ ] Yes [ ] No [ ] Unsure – needs talk -
Mentor agrees to take this mentee?
[ ] Yes [ ] No
If “No” or “Unsure”, short note:
4.3 Boundaries and style
The mentor–mentee link should:
-
Support ethics, calm mind, and clear wisdom.
-
Not create fear, control, or dependence.
-
Respect monastic rules, local laws, and HSWAGATA policies.
Preferred style (tick all that apply):
[ ] Mainly spiritual / Dhamma guidance
[ ] Mainly relic work guidance (practical)
[ ] Mixed: spiritual and practical
[ ] Focused on wellbeing and stress care
[ ] Other: __________________________________________
SECTION 5 – MENTORING GOALS
Please write 3–6 simple goals for the next mentoring period (for example 6–12 months).
5.1 Main goals (SMART if possible – simple, clear, measurable)
Goal 1:
Goal 2:
Goal 3:
Optional extra goals:
Goal 4:
Goal 5:
5.2 Special content areas (tick any that apply)
[ ] Understanding vocation and calling as custodian
[ ] Handling dreams / signs with calm and wisdom (use T128)
[ ] Speech about guardians (humble, not self-promoting)
[ ] Learning relic handling and security procedures
[ ] Managing conflict and strong emotions near relics
[ ] Self-care, rest, and long-term wellbeing
[ ] Steps towards deeper training (study or retreat)
[ ] Other: __________________________________________
SECTION 6 – MEETING PLAN & CONTACT METHODS
6.1 Normal pattern of contact
Agreed minimum meeting pattern (tick):
[ ] Once per month (in person or online)
[ ] Every 2 weeks
[ ] Every 3 months
[ ] Other: _______________________________
Preferred meeting mode (tick all that apply):
[ ] In-person at site
[ ] Online call (video / audio)
[ ] Phone call
[ ] Written messages / email (for small updates only)
6.2 Length of each meeting
Expected normal length:
[ ] 30 minutes
[ ] 45–60 minutes
[ ] 1–2 hours (for special review)
6.3 Emergency or special contact
If the mentee feels strong stress, confusion, or spiritual disturbance (as in T132), they may:
[ ] Contact mentor directly (phone / message)
[ ] Contact wellbeing officer or duty officer
[ ] Contact teacher / preceptor
Short note: agreed safe pathway in case of emergency:
SECTION 7 – ETHICAL GUIDELINES FOR MENTORING
7.1 Confidentiality
The mentor and mentee agree that:
-
Personal matters shared in mentoring are kept private.
-
Some matters must be shared for safety (e.g. risk of harm).
-
Relic security details are handled according to policy.
Limits of confidentiality are explained and understood?
[ ] Yes [ ] No
7.2 Behaviour and respect
Both mentor and mentee agree to:
-
Speak truthfully and kindly.
-
Avoid abuse, pressure, or manipulation.
-
Respect monastic and lay boundaries (gender rules, private space).
-
Follow local law and HSWAGATA ethics code.
7.3 Power balance
-
Mentor understands they have more power and must act with care.
-
Mentee can request a change of mentor if there is a serious problem.
If there are any known risks (e.g. past conflict, family ties), note here:
SECTION 8 – REVIEW DATES & EVALUATION
8.1 Mentoring period
Start date of this mentoring link: ____ / ____ / ______
Planned initial review date: ____ / ____ / ______
(Usually after 6–12 months.)
Optional mid-point check date: ____ / ____ / ______
8.2 Review questions (to be answered later on separate sheet or below)
At review, please consider:
-
Have the agreed goals been met?
-
Has the mentee grown in ethics, calm, and skill as custodian?
-
Was the meeting pattern followed?
-
Any concerns about vocation, wellbeing, or safety?
8.3 Space for brief review notes (can be filled later)
Review no. 1 – Date: ____ / ____ / ______
Summary of progress:
Decision:
[ ] Continue same mentor–mentee link
[ ] Adjust goals and continue
[ ] Change mentor (explain below)
[ ] End formal mentoring (as agreed)
Reason / comments:
Review no. 2 – Date: ____ / ____ / ______
Summary:
(Attach extra review sheets if needed.)
SECTION 9 – SIGNATURES & AGREEMENT
9.1 Mentee
I understand the purpose of this mentoring relationship.
I agree to take part with honesty, effort, and respect.
Name (print): ________________________________________
Signature: ___________________________ Date: ____ / ____ / ______
9.2 Mentor
I agree to mentor this custodian with care, humility, and in line with HSWAGATA policies and Buddhist ethics.
Name (print): ________________________________________
Signature: ___________________________ Date: ____ / ____ / ______
9.3 Approving officer (if required)
(e.g. Siridantamahāpālaka, head of custodians, or authorised manager)
Name: _______________________________________________
Role: _______________________________________________
Signature: ___________________________ Date: ____ / ____ / ______
SECTION 10 – ARCHIVING & LINKS
10.1 File storage
-
Physical file code / folder: _________________________
-
Digital archive path / ID: __________________________
10.2 Linked records
[ ] T126 – Custodian Vocation Application & Interview
[ ] T127 – Spiritual Biography & Motivation Sheet
[ ] T129 – Guardianship Vow Ceremony Record
[ ] Wellbeing / duty of care plan (code: __________)
[ ] T132 – Spiritual Emergency / Disturbance Incident Log (if any)
[ ] Training records (courses, retreats): ______________
[ ] Other: ___________________________________________
