THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T155
Template Title: Policy Drafting Cover Sheet (Attach to Any New Policy Draft)
Related Research Case IDs / Cluster: _______________________________
Linked Templates / Policies: _______________________________
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) Policy draft identification
Policy title (working title): __________________________________________
Policy code (if known): __________________________
Draft version: v_____
Draft date: ____ / ____ / ______
Status (tick one): Draft for internal review [ ] Draft for consultation [ ] Final draft for approval [ ]
Policy owner (unit/role): __________________________________________
Main drafter (name/role): __________________________________________
Contact (email/phone): __________________________________________
2) Purpose and scope
Purpose (why this policy is needed):
Scope (what it covers, and what it does NOT cover):
Covers: _________________________________________________________
Does not cover: __________________________________________________Who must follow this policy (tick):
Board [ ] Staff [ ] Monastics [ ] Volunteers [ ] Contractors [ ] Partners [ ] Visitors (rules only) [ ]
3) Cluster link (research and case learning)
Tick one or more clusters and write the case IDs if known.
Cluster A (Cosmology & origins) [ ] Case IDs: __________
Cluster B (Guardianship & vocation) [ ] Case IDs: __________
Cluster C (Governance, MoUs, systems) [ ] Case IDs: __________
Cluster D (Everyday faith & donations) [ ] Case IDs: __________
Cluster E (Science, testing, misinformation) [ ] Case IDs: __________
Cluster F (Conflicts, theft risk, disputes) [ ] Case IDs: __________
Cluster G (Neglect & loss prevention) [ ] Case IDs: __________
Cluster H (Normative models & ethics) [ ] Case IDs: __________
Short note: How this policy uses lessons from the cases:
4) Main risks and risk controls (summary)
List the key risks if the policy is missing or weak. Then list the main controls in the draft.
Risk 1: __________________________________________
Risk type (tick): Safety [ ] Security [ ] Legal [ ] Financial [ ] Reputational [ ] Faith/Social harmony [ ] Other: ____
Who may be harmed / affected: __________________________________
Main control in the draft: ______________________________________
Risk 2: __________________________________________
Risk type: Safety [ ] Security [ ] Legal [ ] Financial [ ] Reputational [ ] Faith/Social harmony [ ] Other: ____
Who may be harmed / affected: __________________________________
Main control in the draft: ______________________________________
Risk 3: __________________________________________
Risk type: Safety [ ] Security [ ] Legal [ ] Financial [ ] Reputational [ ] Faith/Social harmony [ ] Other: ____
Who may be harmed / affected: __________________________________
Main control in the draft: ______________________________________
Is this a Sacred-Restricted policy area (relic access, custody, security details)?
Yes [ ] No [ ] If Yes, handling rules: ____________________________________
5) Related documents (alignment check)
Related policies: ________________________________________________
Related procedures / SOPs / forms: _______________________________
Related MoUs / legal agreements (if any): _________________________
Terms used that need clear definitions: ____________________________
6) Consultation record (consulted persons)
Record people consulted before approval. Add rows as needed.
Consultation #1
Name: __________________________ Role/Unit: ________________________
Date: ____ / ____ / ______
Topic / part reviewed: ______________________________________________
Key feedback (short): ______________________________________________
Action taken (tick): Added [ ] Not added [ ] Partly added [ ] Reason: __________
Consultation #2
Name: __________________________ Role/Unit: ________________________
Date: ____ / ____ / ______
Key feedback: ______________________________________________________
Action taken: Added [ ] Not added [ ] Partly added [ ] Reason: __________
7) Approval pathway (who must sign)
Minimum reviewers (tick):
Director [ ] Board Secretary [ ] Legal/Compliance (if any) [ ] Head of Security (if relevant) [ ] Conservation Head (if relevant) [ ]
Approval needed from (tick):
Director [ ] Board [ ] Special Committee [ ] Sangha Advisory Group [ ]
8) Implementation plan (short)
Planned start date (effective date): ____ / ____ / ______
Training needed? Yes [ ] No [ ] If Yes, for whom: ___________________
Communication method: Email [ ] Meeting [ ] Notice board [ ] Handbook [ ] Other: ______
Tools/forms needed to apply the policy: _____________________________
9) Review and update
Review cycle (tick): Every year [ ] Every 2 years [ ] Every 3 years [ ] After an incident [ ] Other: ____
Next review date: ____ / ____ / ______
Owner responsible for review: _____________________________________
10) Signatures (draft control)
Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (name/role): ___________________ Signature: __________ Date: //____
Approved to circulate for consultation (if used): __________________ Signature: __________ Date: //____
Final approval (authority): __________________ Signature: __________ Date: //____
11) Attachments checklist
Attach and tick:
Policy draft document [ ]
Risk note / risk assessment (if any) [ ]
Consultation notes / emails summary [ ]
Related procedure draft (if any) [ ]
Board/committee paper (if any) [ ]
Filing location (cabinet/folder + digital path): __________________________
Cover sheet version / code: ____________________ Effective date: //____
