THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T283
Template Title: Internal Ethics & Safeguarding Committee Minutes
Related Research Case IDs / Cluster: _______
Linked Templates / Policies: _______________
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 [ ]
T283 – Internal Ethics & Safeguarding Committee Minutes
1) Meeting details
Meeting title: Internal Ethics & Safeguarding Committee
Meeting type: Regular [ ] Emergency [ ] Follow-up [ ] Annual review [ ]
Date: ____ / ____ / ______
Time: ______ to ______
Venue / online link: __________________________________________
Minute taker (name/role): _____________________________________
Chair (name/role): ___________________________________________
2) Attendance
Present (name / role / unit):
____________________________ 2) ____________________________
____________________________ 4) ____________________________
____________________________ 6) ____________________________
Apologies (name / role):
____________________________ 2) ____________________________
Quorum met? Yes [ ] No [ ] (If no, what decisions were delayed?): _______________________
3) Confidentiality and respectful conduct
Tick to confirm:
All members agree to keep this meeting confidential. [ ]
We use respectful speech and avoid blame. [ ]
We protect the dignity of monks/nuns, staff, visitors, donors, and partners. [ ]
4) Conflicts of interest
Any member has a conflict in any case today? Yes [ ] No [ ]
If yes, record:Member name: ____________________ Case code: ____________
Action: Left room [ ] Did not vote [ ] Other: _______________
5) Agenda
Review of previous minutes and action list [ ]
New cases for review [ ]
Follow-up cases [ ]
Policy / training items [ ]
Learning summary and next steps [ ]
Agenda notes:
6) Review of previous actions
| Action ID | From meeting date | Action summary | Owner | Due date | Status (Open/Done/Delayed) | Evidence / note |
|---|---|---|---|---|---|---|
| A-01 | ||||||
| A-02 | ||||||
| A-03 |
7) Cases reviewed (anonymised)
Rule: Use anonymised case codes only (example: ESC-2025-___). Do not write full names here. Keep any identity list in a separate sealed file.
7A) Case register (summary table)
| Case code (anonymised) | Case type (tick) | Brief issue (no names) | Risk level (L/M/H) | Decision | Key actions | Owner | Due date |
|---|---|---|---|---|---|---|---|
| ESC-- | Ethics [ ] Safeguarding [ ] Workplace [ ] Relic-care [ ] Finance [ ] Other: ___ | ||||||
| ESC-- | Ethics [ ] Safeguarding [ ] Workplace [ ] Relic-care [ ] Finance [ ] Other: ___ | ||||||
| ESC-- | Ethics [ ] Safeguarding [ ] Workplace [ ] Relic-care [ ] Finance [ ] Other: ___ |
7B) Case-by-case notes (repeat this block for each case)
Case code: ESC--
Case type: Ethics [ ] Safeguarding [ ] Workplace [ ] Relic-care [ ] Finance [ ] Other: ______
Source of report: Staff [ ] Visitor [ ] Monastic [ ] Donor [ ] Partner [ ] Audit [ ] Other: ______
Date received: ____ / ____ / ______
Summary (2–5 lines, no names):
Immediate safety check (tick):
Any urgent risk to a person? Yes [ ] No [ ]
Any urgent risk to relics / sacred objects? Yes [ ] No [ ]
If yes, what immediate protective step was taken (short):
Committee decision (tick one):
No breach found / close case [ ]
Minor concern / correct and monitor [ ]
Serious concern / formal investigation [ ]
Refer to safeguarding lead [ ]
Refer to HR / disciplinary process [ ]
Refer to security / facilities [ ]
Refer to Board / Director for final decision [ ]
Other: ______________________________
Reason for decision (short, calm, factual):
Actions agreed (must be clear):
| Action | Owner (role/unit) | Due date | Proof needed (note/report/training/log) |
|---|---|---|---|
Communication plan (who needs to know, without spreading rumours):
Inform reporter (safe summary): Yes [ ] No [ ] By date: //______
Inform relevant manager/unit: Yes [ ] No [ ]
Inform partner/external body (if required): Yes [ ] No [ ]
Follow-up date set: ____ / ____ / ______
8) Decisions log (quick list)
(Record all decisions in one place.)
| Decision No. | Case code / topic | Decision made | Decision-maker (committee / chair / escalated) | Date |
|---|---|---|---|---|
| D-01 | ||||
| D-02 | ||||
| D-03 |
9) Learning and improvements
9A) What we learned (3–5 points)
9B) Preventive improvements (tick and note)
Policy update needed [ ] Policy name: ___________________________
Training needed [ ] Topic: ____________________________________
Process change needed [ ] What change: _________________________
Facilities / safety upgrade needed [ ] What: _____________________
Records / documentation improvement [ ] What: ___________________
9C) Good practice noted (what worked well)
10) Next meeting
Date: ____ / ____ / ______
Time: ______
Main focus (optional): _________________________________________
11) Sign-off
Prepared by (minute taker): _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Chair): ______________________________ Signature: ______________ Date: ____ / ____ / ______
Approved for internal archive: _____________________ Signature: ______________ Date: ____ / ____ / ______
Archive details
File code: _______________________
Storage: Digital [ ] Physical [ ] Both [ ]
Access level: Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
