THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T179
Template Title: Gift with Conditions Risk Review Sheet (Strings Attached Gifts)
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if conflict risk; E if misinformation risk)
Linked Templates / Policies: T176 (Lay Donor Registration), T177 (Donation Acceptance – Cash), T178 (Donation Acceptance – In-Kind/Objects), Donation Handling Policy, Conflict-of-Interest Policy, T163 (Risk Register Entry), T173 (Records Classification)
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 sheet)
This sheet reviews gifts that come with conditions.
It checks risks to faith, peace, trust, and safe management before we accept.
2) Gift overview (basic details)
Donor name / group: __________________________________________
Donor ID (link to T176 if any): _______________________________
Date offered: ____ / ____ / ______
Gift type (tick): Cash [ ] In-kind object [ ] Service/support [ ] Other: ______
Amount / item summary (short): ____________________________________
Related form (tick): T177 [ ] T178 [ ] Other: _____________
Who received the offer (name/role): _______________________________
Where offered (place): ___________________________________________
3) Conditions stated (what the donor wants)
Condition(s) (write clearly and exactly):
Condition 1: _______________________________________________________
Condition 2: _______________________________________________________
Condition 3: _______________________________________________________
Condition type (tick all that apply):
Naming/recognition (name on plaque/report) [ ]
Specific use only (restricted purpose) [ ]
Control/influence (donor wants decisions) [ ]
Relic access/request for special viewing [ ]
Media/public message request [ ]
Staffing/appointment request [ ]
Exclusive partnership request [ ]
Religious/ceremony request [ ]
Other: __________________________ [ ]
Time limit for the condition: One-time [ ] For 1 year [ ] Ongoing [ ] Until project ends [ ] Other: ______
4) Doctrinal and ethics check (faith and peace)
Tick Yes/No and add a short note.
Does the condition support respect and dignity for Buddhist faith?
Yes [ ] No [ ] Note: _______________________________________________Could the condition cause conflict in the community (jealousy, dispute, division)?
Yes [ ] No [ ] Note: _______________________________________________Could it harm peace and social harmony (pressure, coercion, political use, hate)?
Yes [ ] No [ ] Note: _______________________________________________Could it lead to false claims or exaggeration (misinformation risk)?
Yes [ ] No [ ] Note: _______________________________________________Does it create attachment to reputation or “showing off” in a way that may reduce trust?
Yes [ ] No [ ] Note: _______________________________________________
Doctrinal lens notes (simple):
Truthful speech: _________________________________________________
Non-harm / calm relations: ________________________________________
Right intention (why we accept): _________________________________
Doctrinal/ethics advisor consulted? Yes [ ] No [ ]
If Yes, name/role/date: _____________________________________________
5) Legal, finance, and governance check
Is the condition legal and allowed by our policies?
Yes [ ] No [ ] Not sure [ ] Note: _________________________________Does it affect signing authority / approvals (Board/Director/Abbot)?
Yes [ ] No [ ] Note: _______________________________________________Does it create conflict of interest (COI) for any staff/board member?
Yes [ ] No [ ] Note: _______________________________________________
COI form needed? Yes [ ] No [ ]Any restricted/sensitive issue (relic access, security details)?
Yes [ ] No [ ]
If Yes: mark Restricted/Sacred-Restricted and limit details.
6) Risk rating (quick score)
Likelihood (chance it may cause harm):
1 Rare [ ] 2 Unlikely [ ] 3 Possible [ ] 4 Likely [ ] 5 Almost certain [ ]
Impact (how serious):
1 Minor [ ] 2 Low [ ] 3 Medium [ ] 4 High [ ] 5 Severe [ ]
Main risk area (tick):
Faith/trust [ ] Community conflict [ ] Security [ ] Legal [ ] Finance [ ] Reputation/media [ ] Other: ______
Risk summary (1–3 lines):
7) Mitigation options (how to reduce risk)
Tick any option we can apply.
Accept only if condition is changed (rewrite) [ ]
Limit recognition (small, standard format) [ ]
Use a standard disclaimer (“Donation does not give decision power”) [ ]
Set a clear end date for the condition [ ]
Remove any relic-access request from the condition [ ]
Use “restricted purpose” only if it fits the annual budget/workplan [ ]
Require Board/authority approval [ ]
Use escrow/hold until checks complete [ ]
Other control: _____________________________________________ [ ]
Mitigation plan (short):
8) Decision (what we will do)
Decision (tick one):
Accept as stated [ ]
Accept with changes/limits [ ]
Hold for review (not accepted yet) [ ]
Decline politely [ ]
Return (if already received) [ ]
Reasons (short, factual):
Approval level needed (tick):
Unit Head [ ] Director [ ] Board [ ] Abbot/Sangha authority [ ] Legal/Finance review [ ]
Decision date: ____ / ____ / ______
9) Alternative offer (if we cannot accept the condition)
Use this section if the condition is risky, but we want to keep good relations.
Alternative offer option(s) (tick):
Offer to accept the gift as unrestricted (museum decides use) [ ]
Offer a standard restricted purpose that fits our plan [ ]
Offer a non-monetary recognition (thank-you letter only) [ ]
Offer recognition without control (standard donor list) [ ]
Offer to delay decision until next Board meeting [ ]
Offer to support donor’s goal through a different program [ ]
Other: _____________________________________________ [ ]
Proposed alternative wording (simple):
If donor refuses the alternative, final action: _______________________
10) Communication plan (how we respond to the donor)
Who will contact the donor (name/role): _____________________________
Method (tick): Phone [ ] Email [ ] Letter [ ] In-person [ ]
Date to contact donor: ____ / ____ / ______
Key message (short and respectful):
Thanks to be given (tick):
Thank-you message [ ] Receipt (if accepted) [ ] Return note (if declined/returned) [ ]
11) Signatures and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Finance/Compliance if needed): _____ Signature: __________ Date: //____
Reviewed by (Doctrinal/Ethics if needed): ______ Signature: __________ Date: //____
Approved by (Authority): _______________________ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ] Sacred-Restricted [ ]
File location (cabinet/folder + digital path): __________________________
