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Office Of Siridantamahapalaka

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Office Of Siridantamahapalaka: Template No.: T200 Template Title: Sensitive Donation Refusal / Redirection Record

Chronological Archive

Template No.: T200 Template Title: Sensitive Donation Refusal / Redirection Record

on

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T200

Template Title: Sensitive Donation Refusal / Redirection Record

Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add E/F if misinformation or conflict risk; add C for governance)

Linked Templates / Policies: Donation Handling Policy, Code of Conduct, Conflict-of-Interest Policy, T176 (Donor Registration), T177 (Cash Acceptance), T178 (In-Kind Acceptance), T179 (Gift with Conditions Risk Review), T183 (Feedback/Complaint), T165 (Internal Memo), 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 record)

This record is used when HSWAGATA must refuse a gift, or redirect it to a safer option.
We record the reason, the decision, and a respectful alternative.

2) Donor details (donor)

  • Donor name (as preferred): _______________________________________

  • Donor ID / link to T176 (if any): _________________________________

  • Contact (phone/email) (optional): _________________________________

  • Donor type (tick): Individual [ ] Family/group [ ] Business [ ] Temple [ ] NGO [ ] Government [ ] Other: ______

  • Date gift was offered: ____ / ____ / ______

  • Where offered (place): __________________________________________

  • Staff who received the offer (name/role): ___________________________

Donor preference (tick):
Wants to be anonymous [ ] Wants public thanks [ ] No contact later [ ] Not stated [ ]

3) Proposed gift summary (proposed gift)

Gift type (tick):
Cash [ ] Bank transfer [ ] In-kind object [ ] Service/support [ ] Relic-related item [ ] Land/building [ ] Sponsorship [ ] Other: ______

Description (short, clear):

Estimated value / amount (if known): ______________________________
Any deadline set by donor? Yes [ ] No [ ] If Yes, date: //____

Any conditions (“strings attached”)? Yes [ ] No [ ] Not sure [ ]
If Yes/Not sure, link to T179 (if used): _______________________________

4) Reason for refusal or redirection (reasons)

Tick all that apply and explain in simple words.

A) Ethics and faith respect

  • Disrespectful use requested (wrong items/branding/placement) [ ]

  • Condition creates pressure or control over decisions [ ]

  • Condition asks for special relic access or restricted privileges [ ]

  • Condition may cause conflict or jealousy in the community [ ]
    Notes: ____________________________________________________________

B) Legal and governance

  • Not allowed by law or museum policy [ ]

  • Missing permits/documents (cross-border, ownership proof, etc.) [ ]

  • Conflict of interest risk [ ]
    Notes: ____________________________________________________________

C) Safety and security

  • Security risk (access, keys, routines, sensitive locations) [ ]

  • Item is unsafe (mold, insects, chemicals, sharp hazard) [ ]

  • Storage/handling capacity not available now [ ]
    Notes: ____________________________________________________________

D) Truth and misinformation risk

  • Gift requires public claims that are not proven [ ]

  • Gift would increase rumours or false information [ ]
    Notes: ____________________________________________________________

E) Reputation and peace

  • Gift could harm public trust or social harmony [ ]

  • Gift could look like buying influence [ ]
    Notes: ____________________________________________________________

Main reason (one sentence):

5) Decision (what we decided)

Decision (tick one):
Refuse the gift (do not accept) [ ]
Redirect: accept only with changes/limits [ ]
Hold temporarily (no decision yet) [ ]
Return (if already received) [ ]

Decision date: ____ / ____ / ______

Decision authority (tick):
Unit Head [ ] Director [ ] Board [ ] Abbot/Sangha authority [ ] Legal/Finance review [ ] Other: ______

Approved by (name/role): __________________________________________
Signature: __________________________ Date: //____

6) Alternative suggested (alternative offer)

Tick what was offered to the donor instead.

  • Accept a smaller/safer gift type (e.g., unrestricted donation) [ ]

  • Accept the gift without the condition (no control) [ ]

  • Redirect to a different approved program (education / maintenance / community welfare) [ ]

  • Suggest non-cash support (volunteer time, materials from approved list) [ ]

  • Suggest donation to a local/community partner (if appropriate and legal) [ ]

  • Invite donor to support through a public event (voluntary, no pressure) [ ]

  • Other alternative: __________________________ [ ]

Alternative wording offered (simple and respectful):

Donor response (tick): Accepted alternative [ ] Thinking [ ] Refused alternative [ ] Not reached [ ]

7) If item/money was already received (return / control steps)

Complete only if the gift was physically received.

  • Received date: ____ / ____ / ______

  • Stored temporarily where (safe place): ______________________________

  • Classification (T173): Internal [ ] Restricted [ ] Sacred-Restricted [ ]

Return action (tick):
Returned to donor [ ] Returned to sender [ ] Handed to authority (legal) [ ] Other: ______

  • Return date: ____ / ____ / ______

  • Return method (tick): In person [ ] Courier [ ] Bank reversal [ ] Other: ______

  • Witness 1 (name/role): ____________________ Signature: __________

  • Witness 2 (name/role): ____________________ Signature: __________

Return proof attached? Yes [ ] No [ ]
Proof file/path: _________________________________________________

8) Communication record (what we said)

How we informed the donor (tick): Phone [ ] Email [ ] Letter [ ] In-person [ ] Other: ______
Date informed: ____ / ____ / ______
Informed by (name/role): __________________________________________

Key message used (short, calm, no blame):

Thank-you given even if refused? Yes [ ] No [ ]
How (tick): Verbal thanks [ ] Letter [ ] Message [ ] Other: ______

9) Follow-up actions (if needed)

Action 1: _________________________________________________
Owner: __________________________ Deadline: //____

Action 2: _________________________________________________
Owner: __________________________ Deadline: //____

Complaint/feedback expected? Yes [ ] No [ ]
If Yes, prepare T183 [ ]

Risk register entry needed (T163)? Yes [ ] No [ ] Risk ID: __________

10) Filing (records control)

File code / reference ID: ____________________
Recommended classification (T173): Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Reason (if Restricted/Sacred-Restricted): _____________________________

File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] 10 years [ ] Other: ____

Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head/Director): ______________ Signature: __________ Date: //____