Template No.: T295 Template Title: Policy Communication & Translation Tracking Sheet
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T295
Template Title: Policy Communication & Translation Tracking Sheet
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
T295 – Policy Communication & Translation Tracking Sheet
Purpose:
This sheet makes sure all staff and volunteers know the policy. It tracks translations, communication channels, and dates. It also helps prove that the policy was shared (not just written).
When to use:
New policy issued
Policy updated (new version)
Annual policy refresh
A) Policy details
Policy title: _______________________________________________
Policy code / number: _______________________________________
Version number: ________ Effective date: ____ / ____ / ______
Policy owner (unit/person): __________________________________
Who must follow this policy (tick): All staff [ ] All volunteers [ ] Specific units [ ] Visitors (public summary) [ ] Partners [ ]
Level of sensitivity: Internal [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
B) Translation needs (languages)
Main language of policy: ___________________________
Languages required (tick and fill):
Thai [ ] English [ ] Sinhala [ ] Khmer [ ] Lao [ ] Burmese [ ] Chinese [ ] Other: __________ [ ]
Translation plan table
| Language | Needed? (Y/N) | Translator / unit | Quality check by (name/role) | Date requested | Date completed | Version matched? (Y/N) | Notes |
|---|---|---|---|---|---|---|---|
Simple-language summary needed? Yes [ ] No [ ]
If yes, summary title/file code: ______________________________________
C) Communication plan (channels)
Target groups (tick):
Board [ ] Department heads [ ] Staff [ ] Volunteers [ ] Security team [ ] Conservation team [ ] Contractors [ ] Other: ______
Key message (2–3 simple sentences):
Training needed to explain the policy? Yes [ ] No [ ]
If yes, training topic/date: ___________________________________________
D) Communication delivery log (channels + dates)
Fill one row for each channel used.
| Channel used | Target group | Date sent / delivered | Responsible person | Evidence kept (link/file code/photo/minutes) | Result (Done/Partial/Failed) | Notes |
|---|---|---|---|---|---|---|
| Email notice | ||||||
| Staff meeting briefing | ||||||
| Volunteer briefing | ||||||
| Printed notice board | ||||||
| Intranet / shared drive upload | ||||||
| Messaging app (official group) | ||||||
| Induction pack update | ||||||
| Other: __________ |
(Add rows as needed.)
E) Coverage check (who received and understood)
How we confirm understanding (tick):
Signed acknowledgement form [ ] Short quiz [ ] Supervisor check [ ] Attendance list [ ] Other: ______
Coverage summary
Total people who must receive this policy: ________
Total confirmed received/understood: ________
Completion rate (%): ________
Groups not yet covered (list):
If acknowledgement signatures are required, link/attach:
Acknowledgement method/file (e.g., Code of Conduct form): __________________________
F) Gaps and follow-up actions
List actions to reach missing groups or fix problems (translation delay, wrong version, unclear message).
| Gap / problem found | Action to fix | Owner | Deadline | Proof (evidence) | Status (Open/Done) |
|---|---|---|---|---|---|
G) Final check and sign-off
Final status (tick one):
Complete (all translations + all groups reached) [ ]
Partial (some groups pending) [ ]
Not complete (major gap) [ ]
Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Policy owner / Admin): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board if needed): ____________________ Signature: ______________ Date: ____ / ____ / ______
Archive
File code (T295): _______________________
Digital folder path: __________________________________________
Next refresh / re-communication date: ____ / ____ / ______