TK-059 (E/H) Template Title: “Expert Panel” Standard Criteria — Panel Minutes & Expert Panel Charter
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-059 (E/H)
Template Title: “Expert Panel” Standard Criteria — Panel Minutes & Expert Panel Charter
Related Research Case IDs / Cluster: Cluster E (Science/Testing/Misinformation) + Cluster H (Normative Models / Best Practice)
Linked Templates / Policies:
TK-049 External Expert COI Disclosure Form
TK-050 Testing Results Leaked Early — Confidentiality Control
TK-051 No-Fast-Claims Policy
TK-056 Right-Speech Communications Guide
TK-058 Sacred-Restricted Release Form
Institutional Policies for Relic Stewardship (HSWAGATA)
From Casebook to Compass (multi-stakeholder governance patterns)
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 [ ]
TK-059 — Purpose
Use this template when HSWAGATA forms an Expert Panel to review a case involving:
scientific testing or expert claims,
public misunderstanding or conflict,
requests for “proof,”
high-risk publication or media,
sacred-restricted information.
This template provides:
Standard criteria for expert panel decisions,
a clear Expert Panel Charter, and
a Panel Minutes structure for traceable records.
A. Expert Panel Charter (Core Document)
A1. Name of panel
HSWAGATA Expert Panel for Relic Integrity, Science, and Peace (EPSP)
A2. Panel purpose
The panel supports HSWAGATA to:
protect relics from harm and misuse,
reduce misinformation,
keep public communication calm and truthful,
advise on safe research and education,
support social harmony during disputes.
The panel does not “declare ownership” and does not make fast authenticity claims.
A3. Panel scope (what the panel can do)
Tick allowed work:
☐ Review documents and claims for clarity and risk
☐ Advise on methods (non-invasive-first)
☐ Advise on wording for public education
☐ Recommend safeguards, timelines, and next steps
☐ Recommend whether a request should be accepted or refused
☐ Review COI and ethics conditions
A4. Out of scope (what the panel cannot do)
☐ Cannot promise “proof” or “100% authentic”
☐ Cannot order testing without consent and Board approval
☐ Cannot demand sacred-restricted access beyond necessity
☐ Cannot release confidential results or raw files publicly
☐ Cannot take relics into private custody
☐ Cannot act as media spokesperson unless appointed
A5. Membership (standard roles)
Panel should include 3–7 members, balanced if possible:
Doctrinal advisor (Buddhist studies / ethics)
Conservation advisor (object safety)
Scientific advisor (method limits, lab literacy)
Governance / legal or compliance advisor
Optional: community liaison / peace and conflict advisor
Chair: __________________________
Secretary (minutes): __________________________
Term length: ☐ Case-only ☐ 1 year ☐ 2 years
A6. COI rule (mandatory)
All panel members must complete TK-049 COI Disclosure before joining.
If COI risk is high, member must recuse (step out).
A7. Confidentiality rule
All panel members must follow:
restricted access (need-to-know),
no forwarding,
no screenshots,
no public discussion.
Sacred-restricted information stays sacred-restricted.
A8. Decision rule
Panel advice is:
advisory (not final authority),
written,
reasoned using standard criteria (Section B),
focused on safety and peace.
Final decision stays with the Board / authorised leadership.
B. Standard Criteria (Use Every Time)
Use these criteria to avoid personal bias and to keep decisions consistent.
B1. Relic safety (highest priority)
Will the action harm the relic (touch, sample, transport, exposure)?
Can we do a safer non-invasive method first?
B2. Consent and authority
Is there valid consent from the recognised custodian?
Are legal and institutional permissions clear?
B3. Chain-of-custody integrity
Are custody records complete and signed?
Any gaps or missing witness signatures?
B4. Scientific method limits
Is the method suitable for the question?
Is “inconclusive” likely, and is this understood?
B5. Misinformation and misuse risk
Can outputs be used as “proof” wrongly?
Can images/reports be edited or taken out of context?
B6. Conflict and social harmony risk
Will the action increase conflict between groups?
Will it create anger, blame, or public division?
B7. Data governance and confidentiality
Who owns data? Who can publish?
Are access logs and confidentiality controls in place?
B8. Reputation and long-term trust
Does the action protect trust for years, not days?
Does it follow “no-fast-claims” policy?
B9. Sacred respect
Does it respect Buddhist values and community sensitivity?
Does it avoid treating relics like ordinary objects?
Panel rating (tick):
For each criterion mark: ☐ Safe ☐ Needs control ☐ High risk
C. Panel Meeting Minutes (Standard Form)
C1. Meeting details
Meeting date/time: ____ / ____ / ______ ________
Location: ☐ On-site ☐ Online ☐ Hybrid
Case ID / subject: __________________________________________
Chair: _______________________ Secretary: ____________________
C2. Attendance
List members present:
__________________ Role: __________________
__________________ Role: __________________
__________________ Role: __________________
Absent: ______________________________________
COI declared at start? ☐ Yes ☐ No
Any recusals? ☐ No ☐ Yes → Name: __________________ Reason: _________
C3. Materials reviewed (list)
C4. Key facts agreed (short bullets)
C5. Main risks discussed (short bullets)
C6. Criteria scoring summary (Section B)
(Write 1–2 lines per high-risk criterion)
C7. Panel advice (clear and simple)
Recommendation (tick):
☐ Approve (with controls)
☐ Pause (need more info / safer steps)
☐ Reject (risk too high)
☐ Escalate to Board (high conflict/safety)
Conditions (if any):
☐ Non-invasive only
☐ Consent-first forms required
☐ Two-person witness rule
☐ Data sharing limits
☐ Public wording restrictions
☐ COI mitigation (second expert / replacement)
Other: _____________________________________________
C8. Communication guidance (what staff can say)
Approved short lines (2–4):
C9. Follow-up actions
Action 1: ____________________ Assigned to: __________ Due: //____
Action 2: ____________________ Assigned to: __________ Due: //____
C10. Close
Meeting ended: ________
Next meeting (if needed): ____ / ____ / ______
Signatures:
Chair: _____________________ Date: //____
Secretary: __________________ Date: //____
D. Annex — Quick Panel Code of Conduct (Short)
Panel members must:
speak truthfully and respectfully,
avoid personal attacks,
avoid “proof claims,”
protect sacred limits,
keep confidentiality.
E. Archive
Archive code / file location: ______________________________________
Status: ☐ Active ☐ Case-only closed ☐ Updated
End of Template TK-059