THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T157
Template Title: Partnership Proposal Evaluation Form
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add if relevant: D/E/F/G/H)
Linked Templates / Policies: T156 (MoU Concept Note), T24 (Full MoU Pack), T155 (Policy Drafting Cover Sheet), Conflict-of-Interest Policy, Risk Register, Relic Stewardship 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) Purpose (why we use this form)
This form helps HSWAGATA judge a new partner in a fair and safe way, before any MoU is drafted or signed.
2) Partner information (basic facts)
Partner legal name: __________________________________________
Partner common name (if different): ____________________________
Partner type (tick): Temple [ ] Museum [ ] University [ ] NGO [ ] Government [ ] Company [ ] Other: _______
Address (main office): _________________________________________
Country / City: _______________________________________________
Website / public page: _________________________________________
Main contact person (name/role): _______________________________
Email / phone: ________________________________________________
Proposal title / topic: _________________________________________
Short description of proposed partnership (2–4 lines):
Proposed start date: ____ / ____ / ______ Proposed length: ______________
3) Values fit (mission and ethics)
Tick and add short notes.
Respect for Buddhist faith and relic dignity
Fit: High [ ] Medium [ ] Low [ ] Notes: _______________________________Peace and non-violence (no harm, no hate speech)
Fit: High [ ] Medium [ ] Low [ ] Notes: _______________________________Truthful communication (no false claims, no exaggeration)
Fit: High [ ] Medium [ ] Low [ ] Notes: _______________________________Respect for local communities and donors
Fit: High [ ] Medium [ ] Low [ ] Notes: _______________________________Willingness to follow HSWAGATA safeguarding rules
Fit: High [ ] Medium [ ] Low [ ] Notes: _______________________________
Overall values fit: Good [ ] Acceptable [ ] Weak [ ]
If weak, explain why: ___________________________________________
4) Legal status and governance (basic checks)
Legal registration status (tick): Registered [ ] Not registered [ ] Unknown [ ]
Registration number (if known): _________________________________
Country of registration: ________________________________________
Authority to sign agreements (who can sign for them):
Name/role: __________________________________ Proof seen? Yes [ ] No [ ]
Governance quality (simple check):
Has a board / committee? Yes [ ] No [ ] Unknown [ ]
Has written rules (constitution/bylaws)? Yes [ ] No [ ] Unknown [ ]
Has clear finance system (budget, accounts)? Yes [ ] No [ ] Unknown [ ]
Any legal concerns noticed (brief):
5) Benefits (what HSWAGATA gains)
Tick and note.
Better relic protection / safeguarding support [ ] Note: ______________
Better education / public learning [ ] Note: ________________________
Better science / documentation / verification [ ] Note: ______________
Better conservation skills or facilities [ ] Note: ____________________
Better community relations / peace work [ ] Note: ___________________
Better funding / resources (ethical) [ ] Note: _______________________
Better networks / reputation [ ] Note: _____________________________
Other benefit: ____________________________ [ ] Note: ______________
Main expected outputs (3–5):
6) Risks (what could go wrong) and early controls
Mark risk level and list a simple control.
Risk A: Security / theft / hostile acts
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk B: Damage / conservation harm
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk C: Misinformation / false public claims
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk D: Conflict / dispute over guardianship or credit
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk E: Legal / permit / customs / compliance
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk F: Financial / donation handling risk
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk G: Reputation risk (scandal, political misuse, disrespect)
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Risk H: Data and records risk (privacy, sensitive info leak)
Level: Low [ ] Medium [ ] High [ ]
Control(s): ______________________________________________________
Overall risk level: Low [ ] Medium [ ] High [ ]
If high, can we still proceed with strict conditions? Yes [ ] No [ ]
Conditions needed (if any): _________________________________________
7) Due diligence (what we checked)
Tick what has been completed.
Background check (basic online/public sources) [ ]
References checked (at least 1–2) [ ]
Site visit done (in-person or video) [ ]
Sample documents reviewed (policies, reports) [ ]
Finance proof reviewed (if money is involved) [ ]
Safeguarding capacity checked (security, storage, access rules) [ ]
Conflict-of-interest declarations collected [ ]
Legal review requested (if needed) [ ]
Notes / findings (short):
8) Recommendation and decision
Recommendation by evaluator (tick one):
Approve [ ] Approve with conditions [ ] Request more information [ ] Do not approve [ ]
Reasons (short):
Conditions (only if “Approve with conditions”):
Next step (tick):
Move to T156 concept note [ ] Move to full T24 MoU draft [ ] Stop / close file [ ]
Decision authority (tick): Director [ ] Board [ ] Committee [ ] Other: ________
Final decision: Approved [ ] Approved with conditions [ ] More info needed [ ] Rejected [ ]
Decision date: ____ / ____ / ______
9) Signatures and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (name/role): _______________________ Signature: __________ Date: //____
Approved by (authority): ________________________ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Form version / code: ____________________ Confidentiality: __________
10) Attachments checklist
Partner proposal document [ ]
Registration proof (if any) [ ]
Reference notes [ ]
Risk notes / risk register page [ ]
Site visit notes (if any) [ ]
COI declarations (if any) [ ]
