THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T161
Template Title: Delegation of Authority Matrix Template (Signing & Approval Levels)
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: T153 (Board Minutes), T157 (Partnership Evaluation), T156 (MoU Concept Note), T159 (Legal & Docs Checklist), Finance Policy, Procurement SOP, Relic Access & Security Policy
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 matrix)
This matrix shows who can approve and sign what in HSWAGATA.
It helps control risk, protect relics, and avoid confusion.
2) How to use (simple rules)
“Approve” means permission to proceed.
“Sign” means legal signature on documents.
If unsure, go to the higher level.
Any Sacred-Restricted item must follow relic security rules.
3) Authority levels (fill to match your system)
Write the correct titles for your organisation.
Level 1: Board (full Board / Trustees)
Level 2: Abbot / Sangha Authority (if used): __________________________
Level 3: Director / Executive Director: _______________________________
Level 4: Department Head / Unit Head: _______________________________
Level 5: Finance Officer / Procurement Officer: ________________________
4) Delegation of Authority Matrix (main table)
Use one row per decision type. Add rows as needed.
Row #____
Decision type (what decision): _______________________________________
Category (tick): Governance [ ] Finance [ ] HR [ ] Partnership/MoU [ ] Legal/Compliance [ ] Relic/Sacred [ ] Security [ ] Procurement [ ] Other: ____
Level (who can approve) (tick one):
Board [ ] Abbot/Sangha [ ] Director [ ] Dept/Unit Head [ ] Finance/Procurement [ ]Who can sign (tick one):
Board Chair [ ] Abbot/Sangha head [ ] Director [ ] Other authorised signatory: __________Financial limit (if any):
Currency: ________
Up to amount: ____________________
Above this amount goes to: Board [ ] Abbot/Sangha [ ] Director [ ]
Required documents / evidence:
Quote(s) [ ] Budget line [ ] Board paper [ ] Risk note [ ] Legal review [ ] Other: ______Notes / conditions (important):
(Example: “No relic movement without Board + Abbot approval”, “Two signatures needed”, etc.)
5) Suggested decision types (starter list)
Fill each as a row in Section 4.
A) Governance and policy
Approve new policy / major policy change
Approve annual strategy plan
Approve annual budget
Create/close a department or unit (link to T160)
Appoint/remove Board members / committee chairs
B) Partnerships and MoUs
Approve new partner (link to T157)
Sign MoU (local)
Sign MoU (international)
Approve MoU addendum / renewal
Approve public joint statements / press releases
C) Finance and procurement
Approve spending within budget (small / medium / large)
Approve spending outside budget
Approve purchase of security equipment
Approve conservation materials/tools
Approve contractor / supplier selection
Approve donations acceptance (restricted or conditional)
D) HR and people
Hire staff (per level)
End staff contract
Approve volunteer roles in restricted areas
Approve staff travel (local/international)
E) Relic and Sacred-Restricted controls
Approve relic access permissions (routine)
Approve relic access (special)
Approve relic movement inside site
Approve relic movement across sites / countries
Approve relic testing / sampling (if ever allowed)
Approve new display method / case design
Approve use of relic images in media
F) Risk and incident response
Declare an emergency (security / disaster)
Approve emergency spending
Approve relic recall / early termination of a loan
Approve reporting to police / state offices (if required)
6) Extra controls (tick if required)
Two-signature rule for key items: Yes [ ] No [ ]
If Yes, which items: _______________________________________________Mandatory legal review for contracts over: ____________________________
Mandatory Board approval for spending over: __________________________
Mandatory Abbot/Sangha approval for: _______________________________
Sacred-Restricted handling required for: _____________________________
7) Version control and review
Matrix version / code: ____________________
Effective date: ____ / ____ / ______
Review cycle: Every year [ ] Every 2 years [ ] After an incident [ ] Other: ____
Next review date: ____ / ____ / ______
8) Approval (to make this matrix active)
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Finance/Governance): _______________ Signature: __________ Date: //____
Approved by (Board/Authority): __________________ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Confidentiality: Internal only [ ] Restricted [ ] Sacred-Restricted [ ]
