TK-059 (E/H) Template Title: “Expert Panel” Standard Criteria — Panel Minutes & Expert Panel Charter

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM

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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 [ ]

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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:

1. Standard criteria for expert panel decisions,

2. a clear Expert Panel Charter, and

3. a Panel Minutes structure for traceable records.

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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:

• 1. Doctrinal advisor (Buddhist studies / ethics)

• 2. Conservation advisor (object safety)

• 3. Scientific advisor (method limits, lab literacy)

• 4. 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.

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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

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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:

1. __________________ Role: __________________

2. __________________ Role: __________________

3. __________________ Role: __________________

Absent: ______________________________________

COI declared at start? ☐ Yes ☐ No
Any recusals? ☐ No ☐ Yes → Name: __________________ Reason: _________

C3. Materials reviewed (list)

• 1. ---

• 2. ---

• 3. ---

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)

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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: //____

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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.

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E. Archive

Archive code / file location: ______________________________________
Status: ☐ Active ☐ Case-only closed ☐ Updated

End of Template TK-059