THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T197
Template Title: Youth Engagement Activity Plan
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add C for office systems; add H for ethics planning)
Linked Templates / Policies: Safeguarding Policy, Visitor Service Policy, T185 (School Visit Planning), T184 (Tour Script Planning), T183 (Feedback/Complaint), T182 (Volunteer Registration), T166 (Induction Checklist), T190 (Media Approval), 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 plan)
This plan designs a safe and meaningful activity for young people.
It records aims, methods, safeguarding notes, and how we collect feedback.
2) Activity summary (basic details)
Activity title: ______________________________________________
Activity type (tick): Workshop [ ] Tour + activity [ ] Art/craft [ ] Story learning [ ] Heritage game [ ] Community service [ ] Other: ______
Date: ____ / ____ / ______
Time: __________ to __________
Place / room / site: _________________________________________
Language(s): _______________________________________________
Target age group (tick):
6–8 [ ] 9–11 [ ] 12–14 [ ] 15–17 [ ] Mixed [ ]
Expected number of youth: ________
Expected number of adults (teachers/parents): ________
3) Aim (aim)
Write 2–5 simple aims (what youth should learn/feel/do).
Key message (one sentence, simple):
4) Learning goals (clear outcomes)
Write 3–6 outcomes. Use simple words.
By the end, youth can:
5) Methods and activities (methods)
Tick and fill the planned methods.
Short welcome + rules (5 minutes) [ ]
Guided tour (public areas only) [ ] Link to T184 ID: ______________
Storytelling (Buddhist values: kindness, respect) [ ]
Group discussion (small groups) [ ]
Art/craft (drawing, poster, simple model) [ ]
Hands-on learning (safe objects/tools only) [ ]
Role-play (non-violent, respectful) [ ]
Quiz/game (learning check) [ ]
Quiet reflection (2–3 minutes) [ ]
Community service (clean-up, planting, simple help) [ ]
Other method: __________________________ [ ]
Detailed session plan (timeline):
0–5 min: ________________________________________________
5–15 min: _______________________________________________
15–30 min: ______________________________________________
30–45 min: ______________________________________________
45–__ min: ______________________________________________
Last 5 min: Closing + feedback: ___________________________
Materials needed:
Worksheets [ ] Pens/pencils [ ] Art materials [ ] Name tags [ ] Water [ ] First aid kit [ ] Other: ______
Prepared by (name/role): __________________________________________
6) Roles and supervision (who is responsible)
Activity lead (name/role): _______________________________________
Safeguarding lead (name/role): ___________________________________
Tour guide (if used) (name/role): _________________________________
First aid / safety contact (name/role): _____________________________
Security contact (if needed) (name/role): __________________________
Adults present (teachers/parents) required? Yes [ ] No [ ]
Required ratio (write): ______ youth : ______ adult
Volunteers used? Yes [ ] No [ ]
If Yes, volunteer list / link (T182 ID): _______________________________
Induction completed (T166)? Yes [ ] No [ ] Date: //____
7) Safeguarding notes (required) (safeguarding notes)
Tick and confirm. Add notes if needed.
A) Consent and supervision
Youth are supervised at all times. Yes [ ] No [ ]
Teachers/parents know the schedule and rules. Yes [ ] No [ ]
Headcount will be done at start, during move, and at end. Yes [ ] No [ ]
B) Safe space and behaviour
Clear behaviour rules (no bullying, no shouting, no pushing). Yes [ ] No [ ]
Staff use calm and respectful language. Yes [ ] No [ ]
If a youth feels unwell or upset, we have a safe support plan. Yes [ ] No [ ]
Support plan (short): _______________________________________________
C) Privacy and photos
Photos/video planned? Yes [ ] No [ ]
If Yes: approval with T190 [ ] and consent handled by school/guardian [ ]No photos in restricted/sacred-restricted areas. Yes [ ] No [ ]
D) Safety and access
Fire exits known to staff and teachers. Yes [ ] No [ ]
Toilets and water plan explained. Yes [ ] No [ ]
Restricted areas blocked/controlled. Yes [ ] No [ ]
E) Sensitive topics
We will not share relic security/access details. Yes [ ]
We will use simple, respectful teaching and avoid rumours. Yes [ ]
Any special safeguarding risk today? Yes [ ] No [ ]
If Yes, note briefly and create T163 if needed: _________________________
8) Budget and resources (if needed)
Currency: ________
Estimated cost: ____________________
Budget source (tick): Museum budget [ ] Donor support (approved) [ ] Partner support [ ] Other: ____
If donations may happen today: use T177/T178 and no pressure. Yes [ ] No [ ]
9) Feedback plan (feedback plan)
How we will check if the activity worked.
A) Feedback method (tick):
Quick paper form [ ] Verbal circle (5 minutes) [ ] Teacher feedback [ ] Online link [ ] Other: ____
B) What we will ask (tick):
What did you learn? [ ] What did you enjoy? [ ] What was difficult? [ ] Was it safe and welcoming? [ ] Suggestions [ ]
C) Who collects feedback (name/role): ____________________________
D) Where feedback is stored (file path): ___________________________
E) Link complaints/concerns to T183 if needed: Yes [ ] No [ ]
10) After-activity review (for staff)
Complete within 1–3 days.
Actual number of youth: ________ Adults: ________
What went well: ________________________________________________
What to improve: _______________________________________________
Any incidents/safety issues? Yes [ ] No [ ]
If Yes, brief note (no sensitive details): _____________________________
Risk entry needed (T163)? Yes [ ] No [ ] Risk ID: __________
11) Approvals and sign-off
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Safeguarding/Safety): _____________ Signature: __________ Date: //____
Approved by (Director/Authority, if needed): ____ Signature: __________ Date: //____
12) Filing
File code / reference ID: ____________________
Classification recommended (T173): Public [ ] Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____
