THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T169
Template Title: Institutional Learning Workshop Note (Learning Event Record)
Related Research Case IDs / Cluster: _______________________________
Linked Templates / Policies: T163 (Risk Register Entry), T153 (Board Minutes), T162 (SOP Cover Sheet), T155 (Policy Drafting Cover Sheet), Incident Report Form (if used)
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 note)
This note records a learning workshop after an event. It helps us keep good lessons and fix problems.
2) Workshop details
Workshop title: ______________________________________________
Date: ____ / ____ / ______
Time: __________ to __________
Place / platform: ____________________________________________
Facilitator (name/role): _____________________________________
Note taker (name/role): ______________________________________
3) Trigger (why the learning workshop happened)
Trigger type (tick one):
Case study learning [ ] Failure / incident [ ] Success / good practice [ ] Near-miss (almost happened) [ ] Other: ______
Trigger summary (2–6 lines):
Related case ID(s) / file reference (if any): _______________________
Related risk ID (if any, link to T163): _____________________________
Is this related to relic safeguarding or sensitive security details?
Yes [ ] No [ ]
If Yes, keep details limited and mark Sacred-Restricted if needed.
4) Participants
Total participants: _______
Units / roles present:
External partners present (if any):
5) What happened (facts only)
Write short facts. Do not blame people.
What happened: __________________________________________________
Where: _________________________________________________________
When: _________________________________________________________
What was affected (people, objects, trust, work): ___________________
What was done immediately: ______________________________________
6) Key lessons (what we learned)
List the lessons clearly. Add more lines as needed.
Lesson 1: ________________________________________________________
Why this matters: _______________________________________________
Lesson 2: ________________________________________________________
Why this matters: _______________________________________________
Lesson 3: ________________________________________________________
Why this matters: _______________________________________________
Lesson 4 (optional): ______________________________________________
Why this matters: _______________________________________________
Root causes (tick all that apply):
Training gap [ ] Unclear SOP [ ] Lack of staff/time [ ] Poor communication [ ] Weak supervision [ ] Equipment issue [ ] Documentation gap [ ] Partner gap [ ] Other: ______
Notes: ___________________________________________________________
7) Agreed reforms (what we will change)
Write practical reforms. Each reform should have an owner and a deadline.
Reform / Action 1
Change agreed: ______________________________________________
Type (tick): New SOP [ ] Update SOP [ ] New policy [ ] Training [ ] Equipment [ ] Staffing [ ] Reporting line [ ] Partner/MoU [ ] Other: ____
Owner (name/role): __________________________________________
Support unit/team: ___________________________________________
Deadline: ____ / ____ / ______
Evidence to file (minutes, SOP, photo, report): __________________
Risk link (if needed, T163 ID): ________________________________
Reform / Action 2
Change agreed: ______________________________________________
Type: New SOP [ ] Update SOP [ ] New policy [ ] Training [ ] Equipment [ ] Staffing [ ] Reporting line [ ] Partner/MoU [ ] Other: ____
Owner: __________________________________________
Deadline: ____ / ____ / ______
Evidence to file: _____________________________________________
Reform / Action 3
Change agreed: ______________________________________________
Owner: __________________________________________
Deadline: ____ / ____ / ______
Evidence to file: _____________________________________________
(Add more reforms as needed.)
8) What we will stop / start / continue (quick summary)
Stop (what we should not do anymore):
Start (new good practice):
Continue (what works well):
9) Follow-up plan (check the reforms)
Follow-up check date 1: ____ / ____ / ______ Owner: __________________
Follow-up check date 2: ____ / ____ / ______ Owner: __________________
Report results to (tick): Director [ ] Board [ ] Committee [ ] Unit Head [ ]
10) Approvals and sign-off
Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (Unit Head): __________________ Signature: __________ Date: //____
Reviewed by (Director/Governance): ________ Signature: __________ Date: //____
11) Attachments (tick)
Attendance list [ ]
Photos (if allowed) [ ]
Incident report (if any) [ ]
Updated SOP cover sheet (T162) [ ]
Policy drafting cover sheet (T155) [ ]
Risk register entry (T163) [ ]
Other: __________________________ [ ]
12) Filing
File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____
