THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T299
Template Title: Leadership Transition & Succession Planning Note
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
T299 – Leadership Transition & Succession Planning Note
Purpose:
This note helps HSWAGATA plan smooth leadership transitions. It reduces risk, protects relic stewardship, and keeps staff calm and clear.
Simple rule:
A transition is not a crisis. It is a planned handover with clear roles, training, and written records.
A) Transition overview
Transition type (tick): Planned end of term [ ] Resignation [ ] Retirement [ ] Emergency replacement [ ] Role expansion [ ] Other: ______
Role(s) affected (list): ______________________________________________
Expected transition date: ____ / ____ / ______
Interim period needed? Yes [ ] No [ ] If yes, from //______ to //______
Transition lead / coordinator (name/role): ______________________________
Approving authority (tick): ED [ ] Board [ ] Committee [ ] Other: ______
B) Key roles map (key roles)
List the key roles that must always have coverage.
| Key role | Current holder (name/role) | Main duties (3–6 words) | Critical access held? (keys/codes/files) Y/N | Deputy exists? (Y/N) | Notes |
|---|---|---|---|---|---|
| Executive Director / Director | |||||
| Relic Custody Lead / Chief Custodian | |||||
| Conservation & Maintenance Head | |||||
| Security & Conflict Resolution Head | |||||
| Finance / Accounts Lead | |||||
| Admin & Partnerships Lead | |||||
| Education / Public Engagement Lead | |||||
| Ethics & Safeguarding Focal Person | |||||
| IT / Records / Archive Lead | |||||
| Other: __________ |
Critical knowledge areas to protect (tick):
Relic care routines [ ] Security procedures [ ] Donor/donation records [ ] MoUs/partners [ ] Staff contracts [ ] Archive system [ ] Risk register [ ] Other: ______
C) Possible successors (possible successors)
Rule: List options fairly. Use evidence (skills, conduct, training). Avoid favouritism.
C1) Successor shortlist
| Role | Candidate A (name/role) | Candidate B (name/role) | Candidate C (name/role) | Ready now? (Y/N) | Notes (strengths/gaps) |
|---|---|---|---|---|---|
C2) Selection method
How will we choose? (tick)
Skills-based review [ ] Interview panel [ ] Board vote [ ] Community consultation (if relevant) [ ] Other: ______Conflict of interest check done: Yes [ ] No [ ]
Decision date planned: ____ / ____ / ______
D) Handover plan (what must be transferred)
D1) Handover package checklist
Tick what must be prepared and handed over in writing:
Role description and limits of authority [ ]
Current workplan / calendar (next 3–6 months) [ ]
Open actions list (owners + deadlines) [ ]
Key contacts list (partners, authorities, donors) [ ]
Budget status and pending payments [ ]
Active contracts / MoUs and key dates [ ]
Incident/complaint cases status (anonymised summary) [ ]
Access list (keys, codes, system accounts) [ ]
Archive index (where files are stored) [ ]
Risks and controls (top 10) [ ]
D2) Access transfer rules (safety)
Access transfer date: ____ / ____ / ______
Dual-control needed for critical access? Yes [ ] No [ ]
Access log updated: Yes [ ] No [ ]
Old access removed after handover: Yes [ ] No [ ] Date: //______
E) Training and preparation (training)
Goal: Make the successor ready without rushing.
E1) Training plan
| Role / person | Training topic | Provider (unit/person) | Date planned | Completion (Y/N) | Evidence (log/certificate) |
|---|---|---|---|---|---|
Common training topics (tick):
Governance & decision-making [ ] Ethics & safeguarding [ ] Financial controls [ ] Relic care basics (role-appropriate) [ ] Security & incident response [ ] Communication & media rules [ ] Partnership management [ ] Archive/records [ ]
F) Risks and mitigation (risks)
List risks that can happen during transition and how we reduce them.
| Risk (what could go wrong) | Area (people/relics/finance/security/reputation) | Likelihood (L/M/H) | Impact (L/M/H) | Mitigation (what we will do) | Owner | Deadline |
|---|---|---|---|---|---|---|
| Loss of key knowledge | ||||||
| Gap in relic custody coverage | ||||||
| Confusion about authority | ||||||
| Staff stress / rumours | ||||||
| Partner confidence drops | ||||||
| Financial control weakness | ||||||
| Access not removed properly | ||||||
| Other: __________ |
Top 3 priority risks: 1) __________ 2) __________ 3) __________
G) Communication plan (keep trust and calm)
Who must be informed (tick): Board [ ] Department heads [ ] All staff [ ] Volunteers [ ] Key partners [ ] Donors (if needed) [ ] Public (if needed) [ ]
Message owner/spokesperson: ______________________________
Key message (2–4 simple sentences):
Rumour control step (tick): Staff briefing [ ] Written FAQ [ ] Single spokesperson rule [ ] Other: ______
H) Timeline (simple)
| Step | Date | Owner | Status (Open/Done) | Notes |
|---|---|---|---|---|
| Identify role(s) and trigger transition note | ||||
| Approve interim coverage (if needed) | ||||
| Shortlist successors | ||||
| Selection decision recorded | ||||
| Training period | ||||
| Handover package completed | ||||
| Access transfer + access removal | ||||
| First 30-day check-in with new holder | ||||
| 90-day review and lessons |
I) Sign-off and archive
Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (HR/Admin or Governance lead): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ________________________________ Signature: ______________ Date: ____ / ____ / ______
Archive
File code (T299): _______________________
Digital folder path: __________________________________________
Confidential annex attached (if needed): Yes [ ] No [ ]
