THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T296
Template Title: External Evaluation / Peer Review Terms-of-Reference (ToR) Template
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
T296 – External Evaluation / Peer Review Terms-of-Reference (ToR) Template
1) Purpose (why we do this)
Evaluation / peer review title: __________________________________________
Main purpose (tick):
Improve quality [ ] Accountability [ ] Learning [ ] Donor/partner requirement [ ] Certification/audit support [ ] Other: ______Purpose statement (2–4 simple lines):
2) Background (short context)
What is being reviewed? (project / policy / department / whole museum)
Time period covered: ____ / ____ / ______ to ____ / ____ / ______
Why now? (mid-term, endline, after incident, new strategy, etc.)
3) Scope (what is included / not included)
Included (tick + note):
Governance & decision-making [ ] Note: __________________________
Finance & donations [ ] Note: _________________________________
Relic care / conservation [ ] Note: ____________________________
Security & access control [ ] Note: ____________________________
Education & public engagement [ ] Note: ________________________
HR, safeguarding, wellbeing [ ] Note: __________________________
Partnerships & MoUs [ ] Note: _________________________________
Facilities & maintenance [ ] Note: _____________________________
Other: __________________ [ ] Note: ___________________________
Not included (clear boundaries):
Sites/locations included: ____________________________________________
4) Key evaluation / peer review questions (questions)
(Write 5–10 questions. Keep them clear and answerable.)
5) Methods (methods)
Tick all methods that will be used:
Document review (policies, minutes, reports, logs) [ ]
Interviews (roles only; no names in public report) [ ]
Focus groups / group discussion [ ]
Observation (site visit, procedures, visitor flow) [ ]
Data review (indicators, budgets, attendance) [ ]
Case sampling (anonymised) [ ]
Peer panel review [ ]
Other: __________________________ [ ]
Sampling plan (short):
Units/people to consult (roles/groups): ______________________________
Number of interviews (estimate): ________
Number of sites/rooms to visit: ________
Data access needs:
List key documents/data needed from HSWAGATA: _______________________
6) Ethics, confidentiality, and safeguarding
Confidentiality level of the work: Internal [ ] Restricted [ ] Sacred-Restricted/Sensitive [ ]
Personal data handling rules (tick):
Minimal data only [ ] Anonymise all notes [ ] Secure storage [ ] Delete after report accepted [ ]Safeguarding rule: If the reviewer finds a serious risk to people or relics, they must report it immediately to: __________________________
Conflict of interest declared by reviewer(s): Yes [ ] No [ ]
If yes, explain and mitigation: __________________________________________
7) Roles and responsibilities
HSWAGATA:
Evaluation focal person (name/role): ______________________________
Documents provider (role/unit): __________________________________
Site access coordinator (role/unit): ______________________________
Contact for sensitive matters (ethics/safeguarding): ________________
External evaluator / peer reviewer:
Lead reviewer name/organisation: ________________________________
Team members (if any): ________________________________________
Required skills (tick): Governance [ ] Finance [ ] Conservation [ ] Security [ ] Education [ ] Peace/conflict sensitivity [ ] Other: ______
8) Timeline (timeline)
ToR approved by: ____ / ____ / ______
Start date: ____ / ____ / ______
Document handover deadline: ____ / ____ / ______
Fieldwork / site visit dates: ____ / ____ / ______ to ____ / ____ / ______
Draft report due: ____ / ____ / ______
Feedback meeting date: ____ / ____ / ______
Final report due: ____ / ____ / ______
Milestones (optional):
| Milestone | Date | Responsible |
|---|---|---|
| Kick-off meeting | ||
| Draft findings shared | ||
| Final presentation |
9) Outputs and deliverables (outputs)
Tick required outputs:
Inception note (short plan + method) [ ]
Draft report [ ]
Final report (with recommendations) [ ]
Slide deck / presentation to Board [ ]
Summary for staff (simple language) [ ]
Action plan workshop (optional) [ ]
Other: __________________________ [ ]
Required report structure (tick):
Findings [ ] Evidence used [ ] Strengths [ ] Gaps/risks [ ] Practical recommendations [ ] Priority levels [ ]
Format & length (specify):
Language(s): __________________________
Format: PDF [ ] Word [ ] Other: ______
Expected length: ______ pages (approx.)
10) Review process and acceptance
Who reviews the draft report (roles): ______________________________
Feedback window: ______ days
Acceptance criteria (tick):
Clear answers to questions [ ] Evidence-based [ ] Practical actions [ ] Respectful language [ ] Protects sensitive info [ ]Final approval by (role): ______________________________
11) Budget and payment (if used)
Total budget ceiling: __________________ Currency: ______
Payment schedule (tick):
40/60 [ ] 30/40/30 [ ] Other: __________Expenses covered (travel, accommodation, printing): Yes [ ] No [ ] Details: __________
12) Sign-off
Prepared by / Role: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Admin/Legal/Policy): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ___________________________ Signature: ______________ Date: ____ / ____ / ______
Archive
File code (T296): _______________________
Digital folder path: __________________________________________
