THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T182
Template Title: Volunteer Registration & Role Description Form
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (also link C for office systems; F if conflict/security roles; G if maintenance roles)
Linked Templates / Policies: T176 (Lay Donor Registration, if volunteer is also donor), T166 (Induction Checklist), HR/Volunteer Code of Conduct, Safeguarding & Relic Respect Rules, Data/Privacy Rules, 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 form)
This form registers a volunteer and clearly describes the volunteer role, tasks, time, training, and supervision.
2) Volunteer personal details (registration)
Full name (as preferred): __________________________________________
Title (Mr/Ms/Mrs/Other): __________________________________________
Nickname (optional): ______________________________________________
Date of birth (optional): ____ / ____ / ______
Phone: __________________________ Email: __________________________
Address (optional): _______________________________________________
City/Province: __________________________ Country: ________________
Emergency contact (required)
Name: __________________________ Relationship: ____________________
Phone: _________________________
Any health/safety note we should know? (optional, volunteer may skip)
Yes [ ] No [ ] If Yes (short): ______________________________________
3) Volunteer background and skills (skills)
Tick and add notes.
Skills / experience (tick all that apply):
Community work / village support [ ] Note: __________________________
Event support (fairs, dāna days) [ ] Note: __________________________
Visitor greeting / reception [ ] Note: ______________________________
Education / teaching / guiding [ ] Note: ____________________________
Languages (write): __________________________ [ ]
Office/admin work (forms, filing) [ ] Note: __________________________
Finance support (non-cash only; under supervision) [ ] Note: __________
Cleaning / maintenance support [ ] Note: ___________________________
IT / media (approved only) [ ] Note: _______________________________
First aid / safety [ ] Note: _______________________________________
Other skill: __________________________ [ ] Note: __________________
Availability (time)
Days available (tick): Mon [ ] Tue [ ] Wed [ ] Thu [ ] Fri [ ] Sat [ ] Sun [ ]
Time available: Morning [ ] Afternoon [ ] Evening [ ]
Frequency (tick): Weekly [ ] Bi-weekly [ ] Monthly [ ] Event-only [ ] Other: ____
Expected hours per week/month: _________________________________
Start date: ____ / ____ / ______ End date (if fixed): ____ / ____ / ______
4) Volunteer role description (tasks)
Role title: _________________________________________________
Unit / Department: __________________________________________
Work location/site: _________________________________________
Main task list (tick and add detail)
Reception / visitor support [ ] Details: _____________________________
Community outreach / village stupa support [ ] Details: ______________
Event support (setup, crowd help, cleaning) [ ] Details: _____________
Donation desk support (non-cash tasks only) [ ] Details: _____________
Education / workshop support [ ] Details: __________________________
Office admin (forms, filing, phone) [ ] Details: _____________________
Translation / interpretation [ ] Details: ____________________________
Maintenance / cleaning (non-sensitive areas) [ ] Details: ____________
Other tasks: __________________________ [ ] Details: _______________
Tasks NOT allowed (boundaries)
Tick any that apply to this volunteer:
Access to Sacred-Restricted relic storage [ ]
Handling relics / opening reliquaries [ ]
Holding keys alone / changing locks [ ]
Managing cash alone / taking donations home [ ]
Speaking to media as official voice [ ]
Posting photos/videos of restricted areas [ ]
Other restriction: __________________________ [ ]
Notes on boundaries (simple):
5) Training given (training given)
Use tick boxes. If not yet done, schedule it.
Training topic | Done | Not done | Date | Trainer/Officer | Notes
Safeguarding basics | [ ] | [ ] | //____ | __________ | ______
Relic respect and conduct | [ ] | [ ] | //____ | __________ | ______
Visitor rules / service | [ ] | [ ] | //____ | __________ | ______
Fire safety and evacuation | [ ] | [ ] | //____ | __________ | ______
Data/privacy and records | [ ] | [ ] | //____ | __________ | ______
Donation ethics (if relevant) | [ ] | [ ] | //____ | __________ | ______
Role-specific training | [ ] | [ ] | //____ | __________ | ______
Induction checklist completed (T166)? Yes [ ] No [ ] Date: //____
6) Supervision and support (supervisor)
Supervisor name/role: __________________________________________
Supervisor phone/email: ________________________________________
Backup supervisor (optional): ____________________________________
How the volunteer reports work (tick):
Daily log [ ] Weekly check-in [ ] Monthly check-in [ ] Event debrief [ ] Other: ____
Where to report concerns (safeguarding, conflict, safety):
Name/role: __________________________ Phone/email: __________________
7) Volunteer agreement (simple commitments)
Tick to confirm.
I will follow museum rules and show respect to Buddhist faith. Yes [ ]
I will follow safeguarding and safety rules. Yes [ ]
I will not share private information (donors, staff, security details). Yes [ ]
I will not accept money or gifts for special favour. Yes [ ]
I understand I may be asked to stop volunteering if rules are broken. Yes [ ]
Volunteer signature (or thumbprint): __________________ Date: //____
Supervisor signature: ________________________________ Date: //____
8) Internal notes and file control
Volunteer ID / badge issued? Yes [ ] No [ ] Number: ______________
Background check needed by law/policy? Yes [ ] No [ ] Done? Yes [ ] No [ ]
Access level (tick): Public areas only [ ] Staff areas [ ] Restricted (non-sacred) [ ] Sacred-Restricted (rare) [ ]
Classification recommendation (T173): Internal [ ] Restricted [ ]
File code / reference ID: ____________________
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____
