Template No.: T150 Template Title: Annual Guardianship Review & Planning Sheet

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T150

Template Title: Annual Guardianship Review & Planning Sheet

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T126 (Vocation Application & Interview), T133 (Mentor–Mentee Assignment), T134 (Practice & Precepts Review), T135 (Ethics Pledge), T136 (Wellbeing Check-In), T143 (Skills Self-Assessment), Institutional Policies for Relic Stewardship

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 [ ]

---

SECTION 1 – PERSON & REVIEW PERIOD

1.1 Person under review

• Full name: _________________________________________

• Dharma / monastic name (if any): ____________________

Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: __________________

1.2 Current role in HSWAGATA

[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian (probation)
[ ] Security / guard near relics
[ ] Guide / educator in relic area
[ ] Museum / admin staff linked to relics
[ ] Other: ________________________________________

Main site / branch: _________________________________

1.3 Review period

This annual review covers:

From: ____ / ____ / ______
To: ____ / ____ / ______

Review type:
[ ] First year in guardianship role
[ ] Ongoing annual review
[ ] Special extended review period (explain):
________________________________________________

---

SECTION 2 – MAIN ACHIEVEMENTS THIS YEAR

Focus on what went well in your guardianship and service.

2.1 Key achievements (short list)

Please write 3–8 main achievements in this year.
They can be practical, spiritual, or about teamwork.

1. ---

2. ---

3. ---

4. ---

5. ---

2.2 Achievements linked to relic care

Tick and explain any that apply:

[ ] Better care of relic spaces (cleanliness, safety)
[ ] Better use of duty rosters (T130)
[ ] Helped during ceremonies / vigils (T131, T137)
[ ] Improved security or record-keeping
[ ] Helped explain relics to visitors in simple, wise way
[ ] Helped calm a difficult situation peacefully

Short note on one or two important examples:

Example 1:

---

---

Example 2 (optional):

---

---

SECTION 3 – MAIN PROBLEMS / DIFFICULTIES THIS YEAR

Be honest. This is to help you and protect relics and people.

3.1 Difficulties faced

Tick any main difficulties you had in this year:

Personal
[ ] Tiredness / heavy workload
[ ] Stress or near burnout (see T136)
[ ] Health problems
[ ] Family or personal pressure

Practice & ethics
[ ] Weak practice rhythm (meditation, chanting)
[ ] Precept difficulties (see T134)
[ ] Struggle with anger or harsh speech
[ ] Struggle with pride or desire for status

Work and team
[ ] Conflict with other staff or guardians
[ ] Trouble following procedures or forms
[ ] Not clear about my role or duties
[ ] Hard to handle visitors / crowds

Spiritual
[ ] Confusion about dreams / signs / guardians
[ ] Feeling “too special” or “not good enough” as guardian
[ ] Other: __________________________________________

3.2 Short description of main 2–3 problems

Problem 1:

---

---

Problem 2:

---

---

Problem 3 (optional):

---

3.3 Did you seek help?

For these problems, did you ask for help?

[ ] Yes – from mentor (T133)
[ ] Yes – from teacher / preceptor
[ ] Yes – from supervisor / duty officer
[ ] Yes – from family / friends
[ ] Yes – from counsellor / doctor
[ ] No – I mostly carried it alone

Short note on what helped or did not help:

---

---

SECTION 4 – VOCATION & ROLE REFLECTION

4.1 Feeling about vocation as guardian

This year, I feel about my guardianship vocation:

[ ] Stronger and more clear
[ ] Still committed, but tired
[ ] Unsure – I am questioning my path
[ ] I feel I should reduce duties
[ ] I feel I should step back from guardianship
[ ] Other: __________________________________________

Short explanation (3–6 lines in your own words):

---

---

---

4.2 Fit between role and abilities

I feel that my current role fits my skills and energy:

[ ] Very well
[ ] Mostly well
[ ] Some mismatch
[ ] Poorly

If “Some mismatch” or “Poorly”, what is the main issue?

[ ] Too much night duty / physical strain
[ ] Too much talking / guiding visitors
[ ] Too much admin / forms
[ ] Not enough chance to use my skills
[ ] Other: __________________________________________

Short note:

---

---

SECTION 5 – PLANNED CHANGES FOR NEXT YEAR

What changes are needed to support safe and happy guardianship?

5.1 Changes in duties (your view)

In the coming year, I think my duties should:

[ ] Stay about the same
[ ] Change a little
[ ] Change a lot
[ ] I am not sure yet

Possible changes (tick all that you think are helpful):

[ ] Fewer night vigils / late shifts
[ ] More time in direct shrine duty
[ ] Less time in front-facing visitor roles
[ ] More admin / documentation work
[ ] More teaching / guiding visitors
[ ] More focus on training new guardians
[ ] Temporary reduction of duties (health / study)
[ ] Other: __________________________________________

Short explanation of the one or two most important changes you suggest:

Change 1:

---

Change 2:

---

5.2 Changes in practice and inner life

For next year, I plan to:

[ ] Strengthen daily meditation or chanting
[ ] Join at least one retreat or intensive practice
[ ] Review precepts and ethics more regularly (T134, T135)
[ ] Set clearer boundaries for rest and self-care (T136)
[ ] Seek more regular mentoring (T133)
[ ] Other: __________________________________________

Short plan (2–5 lines):

---

---

SECTION 6 – TRAINING & SUPPORT NEEDS

Use this to plan learning for next year (see also T143).

6.1 Training topics needed

Tick areas where you would like more training:

Relic and shrine work
[ ] Relic handling and security
[ ] Shrines, cleaning, and fire safety
[ ] Ceremony and paritta support (T145)

Communication & peace
[ ] Speaking about relics and guardians clearly
[ ] Handling difficult visitors and conflicts
[ ] Group guidance / tours

Spiritual & inner life
[ ] Meditation and Dhamma study
[ ] Handling dreams / signs wisely (T128, T138)
[ ] Ethics and power (T135, T148)

Care and wellbeing
[ ] Stress and burnout prevention (T136)
[ ] How to support people in spiritual distress (T132, T142)

Other
[ ] Use of forms and documentation (T130–T149)
[ ] Leadership / team skills
[ ] Other: __________________________________________

6.2 Top 3 training needs (most important)

1. ---

2. ---

3. ---

6.3 Preferred training style

[ ] Short workshops
[ ] Learning from senior guardian while on duty
[ ] Group role-play / practice sessions
[ ] Talks and reading material
[ ] Retreat or reflection days
[ ] Other: __________________________________________

---

SECTION 7 – SUMMARY & JOINT COMMENTS

7.1 Custodian’s own summary

In 3–8 lines, please summarise:

• How this year was for you.

• What you most need for next year.

---

---

---

7.2 Mentor / reviewer comments (if used in meeting)

(To be filled by mentor, teacher, or supervisor.)

Name: _______________________________________________
Role: _______________________________________________

Main strengths seen this year:

---

---

Main concerns or points for growth:

---

---

Agreed main steps for next year (1–4 simple points):

• ---

• ---

• ---

---

SECTION 8 – SIGNATURES & ARCHIVING

8.1 Custodian

I have spoken and written honestly to support my path and safe guardianship of the relics.

Name (print): ________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

8.2 Mentor / supervisor / Siridantamahāpālaka

[ ] Review done in meeting
[ ] Review done by written exchange

Name: _______________________________________________
Role: _______________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

8.3 Archiving

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records (tick):

[ ] T126 – Vocation Application & Interview
[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Individual Practice & Precepts Review Sheet
[ ] T135 – Guardianship Ethics Pledge Form
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] T143 – Guardianship Skills Self-Assessment
[ ] T138 – Spiritual Guardianship Case Reflection Sheet (if any)
[ ] Other: ___________________________________________

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END OF TEMPLATE T150 – ANNUAL GUARDIANSHIP REVIEW & PLANNING SHEET

Template No.: T149 Template Title: Spiritual Guardianship Training Session Log

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T149

Template Title: Spiritual Guardianship Training Session Log

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T126 (Vocation Application & Interview), T133 (Mentor–Mentee Assignment), T136 (Wellbeing & Burnout Check-In), T143 (Guardianship Skills Self-Assessment), T145 (Paritta / Chant Planner), HSWAGATA 15 Principles, Institutional Training Policy

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 [ ]

---

SECTION 1 – TRAINING SESSION OVERVIEW

1.1 Basic session details

• Training title / topic (short, clear):

  ---

• Main focus area (tick all that apply):
  [ ] Relic guardianship basics
  [ ] Non-human guardians & visions (safe handling)
  [ ] Ethics and power (T135)
  [ ] Practice & sīla of custodians (T134)
  [ ] Communication and peace skills
  [ ] Crisis and spiritual emergency (T132)
  [ ] Wellbeing and burnout (T136)
  [ ] Other: ________________________________________

• Training date: ____ / ____ / ______

• Time: From __________ To __________

1.2 Place and setting

• Site (temple / museum complex): _____________________

• Room / hall / online platform: ______________________

Type of training:
[ ] In-person only
[ ] Online only
[ ] Mixed (in-person + online)

1.3 Session code (if used)

Internal training code: ______________________________

---

SECTION 2 – TEACHER / TRAINER DETAILS

2.1 Main teacher / trainer

• Name: _____________________________________________

• Dharma / monastic name (if any): ____________________

Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Senior lay practitioner
[ ] External expert (e.g. psychologist, curator)
[ ] Other: ____________________________

Role:
[ ] Senior relic custodian
[ ] Teacher / preceptor
[ ] Peace / conflict trainer
[ ] Wellbeing / mental health professional
[ ] Other: ________________________________________

2.2 Co-trainers or helpers

Names and roles (short):

1. ---

2. ---

3. ---

---

SECTION 3 – PARTICIPANTS

3.1 Participant list (for small groups)

(Use initials if needed for privacy. Attach attendance sheet if large group.)

No.	Name / Code	Role (Core / Assistant / Trainee / Staff / Volunteer / Other)	Main site / branch	Signature (optional)
1
2
3
4
5

3.2 Numbers and roles

Estimated numbers:

• Core Relic Custodians: ______

• Assistant / Trainee Custodians: ______

• Other staff / volunteers: ______

• Monks / nuns: ______

• External guests (if any): ______

3.3 Target group

This training was mainly for:
[ ] New / junior custodians
[ ] Mixed (junior and senior)
[ ] Senior guardians / leaders
[ ] All staff
[ ] Other: __________________________________________

---

SECTION 4 – SESSION TOPIC & CONTENT SUMMARY

4.1 Session topic (one line)

Main topic in simple words:

---

4.2 Goals of the training

What were the main goals? (3–6 short points)

• ---

• ---

• ---

4.3 Key content covered

Tick and briefly describe what was taught:

[ ] Role and duties of a relic guardian
Note: _____________________________________________

[ ] Safe way to speak about guardians, dreams, and signs
Note: _____________________________________________

[ ] Ethics: non-greed, non-abuse, honest speech (T135)
Note: _____________________________________________

[ ] Handling spiritual emergencies (T132)
Note: _____________________________________________

[ ] Practice and sīla of custodians (T134)
Note: _____________________________________________

[ ] Peace and conflict skills near relics
Note: _____________________________________________

[ ] Self-care and burnout prevention (T136)
Note: _____________________________________________

[ ] Other topic(s):

---

---

SECTION 5 – METHODS & LEARNING EXPERIENCE

5.1 Teaching methods used

[ ] Talk / lecture
[ ] Group discussion
[ ] Small group work
[ ] Role-play / practice (e.g. handling a conflict)
[ ] Case studies (real or sample stories)
[ ] Guided meditation / reflection
[ ] Reading of suttas / Vinaya
[ ] Other: __________________________________________

5.2 Participant engagement

Overall level of engagement:
[ ] Very active
[ ] Mostly engaged
[ ] Mixed
[ ] Low

Short comment (2–3 lines):

---

---

---

SECTION 6 – KEY LEARNING POINTS

What should participants remember from this session?

6.1 Main learning for participants

List 3–8 key learning points in simple words:

1. ---

2. ---

3. ---

4. ---

5. ---

6.2 Links to Dhamma and ethics

Did the teacher connect learning to:

[ ] Noble Eightfold Path (right view, speech, action, etc.)
[ ] Five precepts / Vinaya rules
[ ] Qualities of a good guardian (faith, wisdom, compassion)
[ ] Peace and non-violence
[ ] Other: __________________________________________

Short note on one strong Dhamma point:

---

---

SECTION 7 – FOLLOW-UP TASKS & ACTION PLAN

Use this to turn learning into action.

7.1 Tasks for participants

List agreed tasks (e.g. “Fill T143”, “Review T135”, “Change how we handle visitors”).

Task 1:

---

Who will do it? __________________ By when? __________

Task 2:

---

Who will do it? __________________ By when? __________

Task 3 (optional):

---

7.2 Tasks for organisers / HSWAGATA

[ ] Update or create written guidance (policy, SOP)
[ ] Add content to new staff induction
[ ] Plan next training step (advanced level)
[ ] Follow-up meetings with certain custodians
[ ] Add training notes to case study / archive
[ ] Other: __________________________________________

Short note on organiser tasks:

---

7.3 Future training needs noticed

During this session, we saw a need for more training in:

[ ] Relic handling and security
[ ] Speaking about guardians without fear or pride
[ ] Conflict resolution and peace skills
[ ] Caring for people in distress (T132, T142)
[ ] Self-care and boundaries for guardians
[ ] Other: __________________________________________

---

SECTION 8 – FEEDBACK & REFLECTION

8.1 Simple feedback from participants (if collected)

How did participants rate the training overall?

[ ] Very helpful
[ ] Helpful
[ ] Mixed
[ ] Not helpful

Short sample comments (no names):

• ---

• ---

8.2 Trainer’s reflection

Teacher / trainer:

• What went well?

  ---

• What could be improved?

  ---

• Should this session be repeated?
  [ ] Yes, same form
  [ ] Yes, with changes
  [ ] No

Short note:

---

---

SECTION 9 – SIGN-OFF & ARCHIVING

9.1 Completed by

Name: _______________________________________________
Role: _______________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

9.2 Supervisor / Siridantamahāpālaka review (if needed)

Name: _______________________________________________
Role: _______________________________________________

Comments (optional):

---

---

Signature: ___________________________

Date: ____ / ____ / ______

9.3 Archiving

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records (tick):

[ ] T143 – Guardianship Skills Self-Assessment (before/after)
[ ] T135 – Ethics Pledge (linked session)
[ ] T136 – Wellbeing & Burnout Check-In (if used)
[ ] T137 – Blessing & Consecration Planner (if training linked)
[ ] Attendance list / sign-in sheet
[ ] Training materials (slides, handouts)
[ ] Other: ___________________________________________

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END OF TEMPLATE T149 – SPIRITUAL GUARDIANSHIP TRAINING SESSION LOG

Template No.: T148 Template Title: Ethical Boundary Breach Report (Visions / Messages)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T148

Template Title: Ethical Boundary Breach Report (Visions / Messages)

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T128 (Non-Human Guardian Dream / Sign Log), T132 (Spiritual Emergency / Disturbance Log), T135 (Guardianship Ethics Pledge), T136 (Wellbeing & Burnout Check-In), Institutional Ethics & Safeguarding Policy

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 [ ]

---

SECTION 1 – PURPOSE OF THIS REPORT

This form is used to record any ethical boundary breach where:

• “Visions”, “messages”, “dreams”, “signs”, or “guardians”
  are used to gain power, money, control, or special status, or

• People feel pressured, afraid, or misused because of such claims.

Examples include (but are not limited to):

• Saying “Guardians told me you must give money / gifts / favours.”

• Claiming “Only I have messages from guardians, so you must obey me.”

• Using visions to shame, threaten, or isolate a person.

• Using “messages” to break HSWAGATA policies or law.

Please write in calm, neutral words. This form is for protection, not for revenge.

---

SECTION 2 – BASIC INCIDENT INFORMATION

2.1 Date, time, and place

• Date of main incident: ____ / ____ / ______

• Time (if known): __________________________

• Site (temple / museum complex): ______________________

• Building / room / online space: ______________________

2.2 Type of setting

[ ] Shrine / relic area
[ ] Meeting room / office
[ ] Teaching / talk / class
[ ] Private talk (one-to-one)
[ ] Group setting (small group)
[ ] Public event
[ ] Online (message, call, social media)
[ ] Other: __________________________________________

---

SECTION 3 – PEOPLE INVOLVED

3.1 Person alleged to have misused “visions / messages”

• Full name (if known): _______________________________

• Dharma / monastic name (if any): ____________________

Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: ______________________

Role in HSWAGATA or linked institution (tick all that apply):
[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian
[ ] Teacher / preacher / guide
[ ] Staff / volunteer
[ ] Visitor / outsider (not staff)
[ ] Other: __________________________________________

3.2 Person(s) affected / impacted

You may use initials instead of full names if needed.

• Name / code: _______________________ Role: ______________

• Name / code: _______________________ Role: ______________

• Name / code: _______________________ Role: ______________

3.3 Person making this report

• Name: _______________________________________________

• Role: _______________________________________________

I am (tick):
[ ] Directly affected
[ ] Witness
[ ] Supervisor / leader
[ ] Other: __________________________________________

---

SECTION 4 – DESCRIPTION OF ETHICAL BOUNDARY BREACH

Use simple, neutral words. Do not add extra drama.

4.1 Short summary (3–8 lines)

What happened?

---

---

---

4.2 Type of misuse (tick all that apply)

Use of visions / messages for:

Money / gifts / material gain
[ ] Asking for money or gifts “because guardians said so”
[ ] Special fees for blessing / miracles promised by visions
[ ] Promising wealth or success if people pay or donate

Power and control
[ ] Saying “Guardians chose only me, so you must obey.”
[ ] Using visions to give orders outside normal policy
[ ] Using messages to control people’s life choices
(marriage, work, moving, etc.)

Status and fame
[ ] Claiming very high spiritual status from visions
[ ] Using miracles stories to gain admiration or followers

Fear and harm
[ ] Threatening that guardians / spirits will punish someone
[ ] Saying misfortune is a curse for not obeying them
[ ] Shaming someone using claimed messages

Other misuse
[ ] Breaking law / policy while saying “guardians told me”
[ ] Other: __________________________________________

4.3 What words were used?

If possible, write exact words or short phrases reported (in local language if needed):

---

---

---

SECTION 5 – IMPACT & HARM

5.1 Impact on individuals

What effect did this have on the person(s) affected? (tick all that apply)

Emotional
[ ] Fear / anxiety
[ ] Shame / guilt
[ ] Confusion about Dhamma and faith
[ ] Feeling small, weak, or controlled
[ ] Loss of trust in monks / staff / HSWAGATA

Practical
[ ] Gave money or gifts they did not want to give
[ ] Changed life decisions due to pressure
[ ] Avoided shrine / practice due to fear
[ ] Left group / community

Other
[ ] Health impact (stress, sleep problems, etc.)
[ ] Other: __________________________________________

Short description of impact (2–6 lines, no blame words):

---

---

5.2 Impact on HSWAGATA or wider community

Did this harm:

[ ] Trust in relic guardianship
[ ] Harmony in the team / community
[ ] Respect for HSWAGATA policies
[ ] Public reputation
[ ] Other: __________________________________________

Short note:

---

---

SECTION 6 – EARLY RESPONSE & ACTION TAKEN SO FAR

6.1 Immediate response

What has already been done (tick all that apply):

[ ] Calm listening to person affected
[ ] Asked alleged person to stop certain behaviour
[ ] Informed mentor / teacher
[ ] Informed supervisor / Siridantamahāpālaka
[ ] Suggested counselling (T142)
[ ] Suggested wellbeing check (T136)
[ ] Suggested spiritual emergency support (T132)
[ ] No action yet
[ ] Other: __________________________________________

Short description of actions so far (2–5 lines):

---

---

6.2 Has the behaviour stopped?

[ ] Yes, seems to have stopped
[ ] No, it continues
[ ] Not sure

Short note:

---

---

SECTION 7 – ETHICAL AND POLICY QUESTIONS

7.1 Possible policy breaches (tick)

[ ] T135 – Guardianship Ethics Pledge (non-greed, non-abuse)
[ ] Use of guardians / visions to gain money or power
[ ] Breaking rules on donations and financial transparency
[ ] Misuse of role (teacher, custodian, staff) for control
[ ] Harmful spiritual teaching (fear-based, against Dhamma)
[ ] Breach of safeguarding / duty of care policy
[ ] Other: __________________________________________

7.2 Level of concern (reporter’s view)

[ ] Mild – needs correction and teaching
[ ] Moderate – repeating pattern, needs formal response
[ ] Serious – clear harm or high risk of harm
[ ] Very serious – may need removal from duty / legal advice

Short explanation:

---

---

SECTION 8 – REQUESTED / RECOMMENDED NEXT STEPS

What do you think should happen now? (This is a suggestion; final decision is by the proper body.)

8.1 For the person affected

[ ] Offer spiritual counselling (T142)
[ ] Offer wellbeing / burnout check (T136)
[ ] Offer mentoring or support group
[ ] Offer apology / restoration if they wish
[ ] No further step requested
[ ] Other: __________________________________________

8.2 For the person alleged to have misused visions

[ ] Speak privately to correct behaviour
[ ] Formal warning
[ ] Extra ethics / Dhamma training
[ ] Temporary removal from relic or teaching duties
[ ] Review by ethics committee / Board
[ ] Other: __________________________________________

8.3 For policy and training

[ ] Clarify teaching on visions and guardians in training
[ ] Repeat ethics pledge (T135) teaching
[ ] Add or change written policy
[ ] Group reflection on safe guardianship
[ ] Other: __________________________________________

Short note on your main recommendation (2–4 lines):

---

---

---

SECTION 9 – ATTACHMENTS & LINKED FORMS

Tick any linked records:

[ ] T128 – Non-Human Guardian Dream / Sign Log (related case)
[ ] T132 – Spiritual Emergency / Disturbance Log
[ ] T135 – Guardianship Ethics Pledge (for person involved)
[ ] T136 – Wellbeing & Burnout Check-In
[ ] T138 – Spiritual Guardianship Case Reflection Sheet
[ ] T139 – Guardian Story & Miracle Archive Form
[ ] Other incident or HR file (code: ___________________)

---

SECTION 10 – SIGN-OFF & REVIEW

10.1 Person making this report

I confirm that I have written this report honestly, in simple and neutral language, to support ethical guardianship and safety.

Name (print): ________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

10.2 Initial reviewer (supervisor / ethics officer)

Name: _______________________________________________
Role: _______________________________________________

Date received: ____ / ____ / ______

Initial response (tick):

[ ] Information only – note in file
[ ] Further information needed
[ ] Start informal resolution / correction
[ ] Refer to ethics committee / Board
[ ] Refer to HR / legal advisor
[ ] Other: __________________________________________

Short comment:

---

---

Signature: ___________________________

10.3 Final outcome (to be filled later)

Summary of decision and actions taken (2–8 lines):

---

---

---

Date case closed / reviewed: ____ / ____ / ______

---

SECTION 11 – ARCHIVING

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Access level:
[ ] Strictly limited (ethics / safeguarding only)
[ ] Restricted (senior leadership)
[ ] Internal reference (anonymised for training)

Notes on anonymisation for training use (if any):

---

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END OF TEMPLATE T148 – ETHICAL BOUNDARY BREACH REPORT (VISIONS / MESSAGES)

Template No.: T147 Template Title: Pilgrim Feedback on Spiritual Atmosphere

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T147

Template Title: Pilgrim Feedback on Spiritual Atmosphere

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: Visitor & Pilgrimage Guidelines, T130 (Daily Guardianship Duty Roster), T131 (Night Vigil Attendance Log), T136 (Wellbeing & Burnout Check-In), HSWAGATA 15 Principles

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 [ ]

---

SECTION 1 – BASIC VISIT INFORMATION

(Pilgrim or group leader may fill this. Simple answers are fine.)

1.1 Visitor / pilgrim details

• Name (optional – you may leave blank):

  ---

• Country / region: _________________________________

• I am visiting as (tick all that apply):
  [ ] Individual pilgrim
  [ ] With family
  [ ] With tour / pilgrimage group
  [ ] As monk / nun
  [ ] As student / school group
  [ ] Other: ________________________________________

1.2 Visit details

• Date of visit: ____ / ____ / ______

• Time of visit (approx.):
  [ ] Morning [ ] Afternoon [ ] Evening [ ] Night

• How long did you stay near the relic shrine(s)?
  [ ] Less than 30 minutes
  [ ] 30–60 minutes
  [ ] 1–3 hours
  [ ] More than 3 hours

---

SECTION 2 – FEELING WORDS (SPIRITUAL ATMOSPHERE)

Please tick the words that best describe how you felt near the relics and in the shrine areas.

2.1 Main feelings during your time near the relics

I mostly felt (tick as many as you like):

[ ] Peaceful
[ ] Calm inside
[ ] Full of faith / devotion
[ ] Protected / safe
[ ] Grateful
[ ] Touched / emotional (tears, moved heart)
[ ] Inspired to practise more
[ ] Curious / interested

[ ] A little confused
[ ] A little uncomfortable
[ ] Afraid / nervous
[ ] Distracted / hard to focus
[ ] Crowded / pushed
[ ] Tired / heavy
[ ] Other: ________________________________

2.2 If you wish, please choose one or two key words that best describe your overall feeling:

[ ] Deep peace
[ ] Good but busy
[ ] Mixed – some good, some not
[ ] More difficult than I hoped

Short comment (2–3 lines, in your own words):

---

---

---

SECTION 3 – WHAT HELPED YOUR SPIRITUAL EXPERIENCE

What things here supported your peace, faith, or focus?

3.1 Helpful things (tick all that apply)

Place and atmosphere
[ ] Quiet space
[ ] Clean shrine and surroundings
[ ] Good lighting (not too bright, not too dark)
[ ] Flowers, lamps, incense well arranged
[ ] Clear signs / guidance about how to behave

People and guidance
[ ] Kind staff / volunteers
[ ] Respectful behaviour of other visitors
[ ] Simple explanation about relics
[ ] Guided meditation or silence time
[ ] Chanting / pūjā (prayer) helped me
[ ] Seeing monks / nuns practise

Practical things
[ ] Easy entry and movement
[ ] Sitting space for prayer / meditation
[ ] Good temperature / air / sound level
[ ] Place to leave shoes safely
[ ] Other: __________________________________________

3.2 The one or two things that helped me most were:

1. ---

2. ---

---

SECTION 4 – WHAT HARMED OR DISTURBED YOUR EXPERIENCE

Please be honest but kind. This helps us improve.

4.1 Difficult things (tick all that apply)

Noise / crowd
[ ] Too much talking near the shrine
[ ] Loud phones, photos, or videos
[ ] Very crowded / pushed by people
[ ] People walking in front of praying pilgrims

Staff / organisation
[ ] Hard to understand instructions
[ ] Did not know where to go
[ ] Felt rushed by staff or group leaders
[ ] Felt staff were not friendly

Atmosphere
[ ] Too hot / too cold / bad air
[ ] Strong smell (incense, perfume)
[ ] Too dark or too bright
[ ] Hard to find a quiet corner

Speech and teaching
[ ] Explanations felt like pressure to believe
[ ] Strong talk about “curses” or “punishment”
[ ] Too much focus on miracles / magic
[ ] Requests for money felt too strong

Personal
[ ] I was too tired / distracted myself
[ ] Difficult feelings or memories came up
[ ] Other: __________________________________________

4.2 In your own words, one main thing that harmed or disturbed your experience:

---

---

---

SECTION 5 – YOUR SUGGESTIONS FOR IMPROVEMENT

5.1 Simple suggestions (tick any you support)

[ ] More quiet signs / reminders
[ ] More clear teaching in simple language
[ ] Short explanation leaflet in my language
[ ] More places to sit in silence
[ ] Better line / queue management
[ ] Less phone and photo use near relics
[ ] Short guided meditation for visitors
[ ] More visible staff to ask questions
[ ] Better temperature / air flow
[ ] Other: __________________________________________

5.2 If you could change one thing to improve the spiritual atmosphere for future pilgrims, what would it be?

---

---

5.3 Is there anything you would like to thank the team for?

---

---

---

SECTION 6 – OPTIONAL: MORE ABOUT YOU (FOR RESEARCH ONLY)

You may skip this section if you wish. It helps us understand different visitors.

6.1 Age group

[ ] Under 18
[ ] 18–30
[ ] 31–45
[ ] 46–60
[ ] Over 60

6.2 Religious background (choose the one that feels closest)

[ ] Buddhist – Theravāda
[ ] Buddhist – Mahāyāna / Vajrayāna
[ ] Other Buddhist
[ ] Other religion
[ ] No religion
[ ] Prefer not to say

6.3 Have you visited other relic sites before?

[ ] No, this is my first time
[ ] Yes, a few
[ ] Yes, many

---

SECTION 7 – PERMISSION & CONTACT (OPTIONAL)

7.1 Use of your feedback

HSWAGATA may use your answers to:

• Improve the shrine and visitor care

• Train staff and guardians

• Study how pilgrims feel in sacred spaces

We will keep your personal data with care and will not share your name without consent.

I agree that my feedback may be used in this way:
[ ] Yes [ ] No

7.2 Would you like someone from HSWAGATA to contact you about your feedback?

[ ] No, I do not need contact
[ ] Yes, email is ok
[ ] Yes, phone is ok

If yes, please write:

Name (optional): _____________________________________

Phone / Email: _______________________________________

---

SECTION 8 – FOR INTERNAL USE (STAFF REVIEW)

8.1 Staff summary (to be filled by staff, not pilgrim)

Main positive points mentioned:

---

---

Main problems / harms mentioned:

---

---

8.2 Possible actions

[ ] Share with shrine guardians
[ ] Share with visitor services team
[ ] Change signs or instructions
[ ] Adjust crowd / line management
[ ] Adjust chanting / sound / lighting
[ ] Use in training for peace and hospitality
[ ] Other: __________________________________________

Short note on next steps:

---

Reviewed by (name / role): ____________________________

Signature: ___________________________ Date: ____ / ____ / ______

---

END OF TEMPLATE T147 – PILGRIM FEEDBACK ON SPIRITUAL ATMOSPHERE

Template No.: T146 Template Title: Inter-Monastery Guardianship Visit Report

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T146

Template Title: Inter-Monastery Guardianship Visit Report

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T130 (Duty Roster), T137 (Blessing & Consecration Planner), T143 (Guardianship Skills Self-Assessment), Institutional Policies for Relic Stewardship

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 [ ]

---

SECTION 1 – VISIT OVERVIEW

1.1 Visitor team (from HSWAGATA)

Main representative:

• Name: _____________________________________________

• Dharma / monastic name (if any): ____________________

• Status:
  [ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
  [ ] Novice [ ] Lay male
  [ ] Lay female [ ] Other: __________________

Role at HSWAGATA:
[ ] Core Relic Custodian
[ ] Senior custodian / Siridantamahāpālaka
[ ] Research / documentation
[ ] Management / board
[ ] Other: __________________________________________

Other team members (names / roles):

---

---

1.2 Host monastery / institution

• Name of monastery / institution: ____________________

• Country / city: ____________________________________

• Main tradition:
  [ ] Theravāda [ ] Mahāyāna [ ] Vajrayāna [ ] Other: ______

• Host contact person (name / role):

  ---

1.3 Visit dates and purpose

• Date(s) of visit: From ____ / ____ / ______ To ____ / ____ / ______

Main purpose of visit (tick all that apply):
[ ] Learn about relic guardianship practices
[ ] Observe shrine management and rituals
[ ] Study security and conservation methods
[ ] Build good relationship between monasteries
[ ] Explore possible cooperation / MoU
[ ] Other: _________________________________________

Short purpose statement (2–4 lines):

---

---

---

SECTION 2 – HOST SITE & RELIC PRACTICES OBSERVED

2.1 Relic types and spaces

What kind of sacred objects did you see? (tick all that apply)

[ ] Bodily relics (sarīrika dhātu)
[ ] Relic-like objects (e.g. śarīrika-type crystals)
[ ] Contact relics (paribhogika – robes, bowl, etc.)
[ ] Representational relics (uddissaka – images, stupas)
[ ] Other sacred items: ______________________________

Main relic spaces visited:
[ ] Main relic shrine / hall
[ ] Side shrine / stupa
[ ] Relic room / vault
[ ] Museum or exhibition area
[ ] Outdoor stupa / chedi
[ ] Other: __________________________________________

Short description of each key space (1–2 lines each):

---

---

2.2 Daily guardianship practices (what you saw)

Tick and briefly describe what you observed:

[ ] Daily pūjā / offerings at relic
Short note: _______________________________________

[ ] Daily opening / closing of shrine
Short note: _______________________________________

[ ] Duty roster for guardians (monks / lay)
Short note: _______________________________________

[ ] Night vigil or special protection routines
Short note: _______________________________________

[ ] Cleaning and care of shrine space
Short note: _______________________________________

[ ] Rules for phones / photography / touching
Short note: _______________________________________

[ ] Other notable daily practice: ____________________

2.3 Security and conservation

What security and care methods did you notice? (tick and comment)

[ ] Lock and key systems / access control
[ ] Cameras / guards / night checks
[ ] Fire safety measures (alarms, extinguishers)
[ ] Storage conditions (light, humidity, dust control)
[ ] Clear written rules for relic handling
[ ] Training for guardians / staff
[ ] Other: __________________________________________

Short description of two or three useful practices:

---

---

---

SECTION 3 – RITUALS, TEACHING & GUARDIANSHIP ATTITUDE

3.1 Rituals linked to guardianship

Did you see or hear about rituals that relate to guardians or protection?

[ ] Regular paritta chanting (list examples):

---

[ ] Special ceremonies for relic movement or consecration
[ ] Blessings for guardians / staff
[ ] Invocations of devas, nāgas, or local spirits
[ ] Other: __________________________________________

Short note on one or two interesting rituals (simple description):

---

---

3.2 How they talk about guardians

How did monks / lay leaders speak about non-human guardians?

[ ] Calm and simple (no exaggeration)
[ ] Strong, emotional, miracle-focused
[ ] Critical / cautious
[ ] Mixed

Short examples (in simple reported words only):

---

3.3 Teaching to visitors

Did the host site give teaching about relics to visitors?

[ ] No clear teaching observed
[ ] Short explanations at shrine
[ ] Guided tours
[ ] Posters / leaflets
[ ] Other: __________________________________________

Short note: what message did they give? (2–4 lines)

---

---

---

SECTION 4 – IDEAS TO ADAPT FOR HSWAGATA

Focus on practical things that could fit our context. Be realistic.

4.1 Practices that could help HSWAGATA

List up to 5 good ideas you saw that might be useful:

Idea 1:

---

How we might adapt it at HSWAGATA:

---

Idea 2:

---

How we might adapt it:

---

Idea 3:

---

Idea 4:

---

Idea 5:

---

4.2 Small “quick wins”

From the ideas above, which 1–3 changes could be done easily (low cost, small change)?

Quick win 1: __________________________________________
Quick win 2: __________________________________________
Quick win 3: __________________________________________

---

SECTION 5 – CAUTIONS, LIMITS & CULTURAL DIFFERENCES

Some things may not fit our context. Name them clearly but respectfully.

5.1 Practices we should not copy directly

Tick and explain briefly if you saw:

[ ] Very strong money / donation pressure
[ ] Use of fear (“guardians will punish you”)
[ ] Favouritism for rich or powerful visitors
[ ] Poor relic storage (heat, dust, risk)
[ ] Very crowded, unsafe rituals
[ ] Guardianship claims used for power or politics
[ ] Other concern: _________________________________

Short note on 2–3 main cautions:

---

---

5.2 Cultural or legal differences

Are there reasons why some practices would not fit HSWAGATA (different law, culture, city rules, etc.)?

[ ] Yes [ ] No

If “Yes”, explain briefly:

---

---

---

SECTION 6 – RELATIONSHIP & FUTURE COOPERATION

6.1 Quality of relationship

Overall feeling between HSWAGATA and host site:

[ ] Warm and open
[ ] Polite but reserved
[ ] Some tension
[ ] Not clear

Short comment:

---

6.2 Possible future steps

Tick any that seem suitable:

[ ] Exchange of teachings / visits
[ ] Shared research on relic history / science
[ ] Joint ceremonies on special days
[ ] Staff / custodian training exchanges
[ ] Drafting of MoU on relic-related cooperation
[ ] No further steps planned at this time

Short note on any suggested next step:

---

---

---

SECTION 7 – OVERALL REFLECTION BY VISITOR

Personal learning as a guardian or staff member.

7.1 Main personal learning

In 3–6 lines, what did you learn most from this visit?

---

---

---

7.2 Effect on your vocation

This visit made me feel about my own guardianship role:

[ ] More inspired and committed
[ ] Clearer about what needs to improve
[ ] Unsure / mixed feelings
[ ] Other: __________________________________________

Short reflection:

---

7.3 Any concern to raise

Do you wish to raise any concern (about HSWAGATA or about the host site) to your senior or Board?

[ ] No
[ ] Yes – short, neutral note here (details can be shared in person):

---

---

SECTION 8 – SIGN-OFF & ARCHIVING

8.1 Main author of report

Name: _______________________________________________
Role: _______________________________________________

Signature: ___________________________
Date: ____ / ____ / ______

8.2 Supervisor / Siridantamahāpālaka review (if required)

Name: _______________________________________________
Role: _______________________________________________

Review notes (optional):

---

---

Follow-up actions decided:
[ ] Share key points with custodians
[ ] Add to training material
[ ] Explore MoU / cooperation
[ ] No further action needed now
[ ] Other: __________________________________________

Signature: ___________________________
Date: ____ / ____ / ______

8.3 Archiving

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records / files:

[ ] Travel approval / budget file
[ ] Photos / diagrams (if any, stored separately)
[ ] Training plans updated (code: ____________)
[ ] Policy review notes (code: ________________)
[ ] Other: ___________________________________________

---

END OF TEMPLATE T146 – INTER-MONASTERY GUARDIANSHIP VISIT REPORT

Template No.: T145 Template Title: Paritta / Protective Chant Selection Planner

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T145

Template Title: Paritta / Protective Chant Selection Planner

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T130 (Daily Guardianship Duty Roster), T131 (Night Vigil Log), T137 (Blessing & Consecration Planner), Institutional Ritual Guidelines

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 [ ]

---

SECTION 1 – OCCASION DETAILS

1.1 Basic information

• Name of event / occasion:

  ---

• Type of event (tick all that apply):
  [ ] Regular daily / weekly shrine chanting
  [ ] Night vigil
  [ ] Blessing / consecration (see T137)
  [ ] Illness or surgery blessing
  [ ] Funeral / memorial
  [ ] Peace or conflict healing ceremony
  [ ] Travel blessing
  [ ] Protection for staff / custodians
  [ ] Disaster / crisis response
  [ ] Other: _________________________________________

1.2 Date, time, and place

• Date(s): ____ / ____ / ______ to ____ / ____ / ______

• Main time of chanting: _____________________________

• Site (temple / museum complex): _____________________

• Hall / shrine / area: ______________________________

1.3 Short purpose statement

In simple words, what is the purpose of this chanting?
(2–5 lines.)

---

---

---

---

SECTION 2 – AUDIENCE & CONTEXT

2.1 Who will be present? (tick all that apply)

[ ] Monks / nuns only
[ ] Custodians and staff
[ ] Lay devotees (local)
[ ] Lay devotees (from other country)
[ ] School / youth group
[ ] Mixed faith audience
[ ] VIPs / officials
[ ] Online participants (live stream)
[ ] Other: __________________________________________

Estimated numbers:

• Monastics: ______

• Lay adults: ______

• Young people / children: ______

2.2 Sensitivities and needs

Are there any special needs or limits for this group? (tick)

[ ] Needs short chanting (time limit)
[ ] New to Buddhism / not used to Pāli
[ ] Mixed traditions (Theravāda / Mahāyāna / other)
[ ] Grief / trauma is strong in this group
[ ] People may be afraid of “spirits” or “curses”
[ ] Media / cameras present
[ ] Other: __________________________________________

Short note on audience mood and needs (2–4 lines):

---

---

---

SECTION 3 – RITUAL CONTEXT & RISK LEVEL

3.1 Link with relics

This chanting is:

[ ] In front of Buddha Tooth Relic shrine
[ ] In hall with relics nearby
[ ] In other hall / outside (no relics present)

3.2 Risk level (practical and emotional)

How strong is the situation?

[ ] Normal – regular blessing / devotion
[ ] Moderate – people worried, but stable
[ ] Strong – disaster / conflict / big crisis
[ ] Very strong – many in deep grief or fear

Short note (why you choose this level):

---

---

SECTION 4 – RECOMMENDED PARITTAS / CHANTS

Use this to list what you plan to chant. You can add local-language chants too.

4.1 Core parittas

Fill table with Pāli name and local name (if any).

No.	Paritta / chant name (Pāli)	Local / translated name	Role (main / optional / reserve)
1
2
3
4
5

4.2 Extra chants / readings

[ ] Refuges and precepts (Tisarana & Pañcasīla)
[ ] Short sutta reading (name): ______________________
[ ] Loving-kindness (Mettā) meditation instructions
[ ] Local-language verses / hymns: __________________
[ ] Silent meditation period (____ minutes)
[ ] Other: __________________________________________

---

SECTION 5 – REASON FOR CHOICE (DHAMMA & PASTORAL)

Short, simple reasons. Do not use fear-based language.

For each main paritta above, write why it is chosen.

5.1 Main paritta 1

Name: _______________________________________________

Reason for this occasion (tick and add note):

[ ] General protection and blessing
[ ] Support for health / recovery
[ ] Comfort for bereaved family / mourners
[ ] Peace and non-violence during tension
[ ] Protection for travel / movement
[ ] Blessing of new place or object
[ ] Other: __________________________________________

Short reason (1–3 lines):

---

5.2 Main paritta 2

Name: _______________________________________________

Reason:

---

5.3 Main paritta 3

Name: _______________________________________________

Reason:

---

5.4 Overall tone and message

What is the main message of this chant set?

[ ] Hope and courage
[ ] Peace and non-violence
[ ] Letting go and accepting loss
[ ] Healing and comfort
[ ] Gratitude and joy
[ ] Other: __________________________________________

Short explanation (2–4 lines):

---

---

---

SECTION 6 – PRACTICAL PLANNING (CHANTING TEAM)

6.1 Chanting leaders

• Chief chant leader (name / role): ___________________

• Supporting chanters (names):

  1. ---

  2. ---

  3. ---

6.2 Language and style

Chant languages (tick all that apply):

[ ] Pāli
[ ] Local language: ________________________
[ ] English
[ ] Other: ________________________________

Style:
[ ] Traditional melody from local country
[ ] Simple monotone for mixed group
[ ] Short call-and-response with laypeople
[ ] Other: __________________________________________

6.3 Time plan

Total chanting time planned (minutes): ______

Is this within event time limit?
[ ] Yes [ ] No – adjust needed

Short sequence (e.g. “Refuges, Mettā Sutta, Ratana Sutta”):

---

---

SECTION 7 – PASTORAL & PEACE NOTES

How will we explain and hold the space in a peaceful way?

7.1 How to explain paritta to audience

Key points you will say (tick):

[ ] Paritta is for blessing and comfort, not magic control.
[ ] True protection comes from good actions and wise mind.
[ ] We chant to remember Buddha, Dhamma, and Saṅgha.
[ ] All are welcome; no one is forced to join.
[ ] We respect people of other faiths and no faith.

Short sample explanation (2–6 lines):

---

---

7.2 Care for people in strong emotion

Plan (tick any):

[ ] Ushers / volunteers ready to help anyone who is upset.
[ ] Quiet space available if someone needs to step out.
[ ] After chanting, people can speak with monks / counsellors.
[ ] T132 form used if there is a spiritual disturbance.
[ ] None of the above needed.

Short note:

---

---

SECTION 8 – REVIEW & SIGN-OFF

8.1 Final check

Before the event, please check:

[ ] Chants match the occasion and audience.
[ ] Message is based on peace, compassion, and non-greed.
[ ] No chant is used to threaten or control people.
[ ] Time and language are realistic for this group.

8.2 Planner / ritual coordinator

Name: _______________________________________________
Role: _______________________________________________

Signature: ___________________________
Date: ____ / ____ / ______

8.3 Supervisor / Siridantamahāpālaka (if reviewing)

[ ] Not reviewed
[ ] Reviewed and agreed

Name: _______________________________________________
Role: _______________________________________________

Comments (optional):

---

---

Signature: ___________________________
Date: ____ / ____ / ______

8.4 Archiving

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records (tick):

[ ] T130 – Daily Guardianship Duty Roster
[ ] T131 – Night Vigil Attendance Log
[ ] T137 – Blessing & Consecration Ceremony Planner
[ ] T132 – Spiritual Emergency / Disturbance Incident Log (if used)
[ ] Event report / feedback file: _____________________
[ ] Other: ___________________________________________

---

END OF TEMPLATE T145 – PARITTA / PROTECTIVE CHANT SELECTION PLANNER

Template No.: T143 Template Title: Guardianship Skills Self-Assessment Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T143

Template Title: Guardianship Skills Self-Assessment Form

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T126 (Vocation Application), T133 (Mentor–Mentee Assignment), T134 (Practice & Precepts Review), T135 (Ethics Pledge), T136 (Wellbeing Check-In)

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 [ ]

---

SECTION 1 – PERSON & ROLE

1.1 Basic details

• Full name: _________________________________________

• Dharma / monastic name (if any): ____________________

Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: __________________

1.2 Current role in HSWAGATA (tick all that apply)

[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian
[ ] Security / guard
[ ] Guide / educator
[ ] Museum / admin staff
[ ] Volunteer
[ ] Other: ________________________________________

Main site / branch: _________________________________

---

SECTION 2 – HOW TO USE THIS FORM

This is a self-assessment. Be honest and kind to yourself.
We use a simple 1–5 scale:

1 = Very low – I need strong help / training
2 = Basic – I know a little, not confident
3 = Medium – I can do this, but still learning
4 = Good – I do this well in most cases
5 = Very strong – I can guide or teach others

If a question does not fit your role, you can write “N/A”.

---

SECTION 3 – KNOWLEDGE OF RELIC CARE & POLICIES

3.1 Basic relic care knowledge

Rate yourself (circle or tick one number for each line).

a) Understanding why relics are important in Dhamma
1 2 3 4 5 (N/A [ ])

b) Knowledge of HSWAGATA relic-handling rules
(e.g. who can open cases, how to move relics)
1 2 3 4 5 (N/A [ ])

c) Knowing correct posture and behaviour near relics
(body, speech, dress, use of phones, etc.)
1 2 3 4 5 (N/A [ ])

d) Understanding basic security rules
(keys, alarms, access logs, visitor flow)
1 2 3 4 5 (N/A [ ])

e) Knowledge of cleaning and care of shrine area
(what staff can touch / not touch, safe use of candles, etc.)
1 2 3 4 5 (N/A [ ])

3.2 Science & information (if part of your role)

a) Basic knowledge of relic testing and science
(what we can say / cannot say to public)
1 2 3 4 5 (N/A [ ])

b) Ability to explain simply that faith and science can work together
1 2 3 4 5 (N/A [ ])

3.3 Short comments

What are you most confident about in relic care?

---

---

What do you feel least confident about?

---

---

---

SECTION 4 – COMMUNICATION SKILLS

4.1 With visitors and devotees

Rate yourself:

a) Greeting visitors in a kind, calm way
1 2 3 4 5

b) Giving simple, clear explanations about relics
(without exaggeration or pressure)
1 2 3 4 5

c) Answering basic questions about guardians, miracles, and dreams
in a humble, careful way
1 2 3 4 5

d) Handling difficult visitors (angry, demanding, very emotional)
1 2 3 4 5

4.2 Inside the team

a) Listening to other custodians and staff
1 2 3 4 5

b) Speaking honestly without harsh or rude words
1 2 3 4 5

c) Sharing information on time (e.g. hand-over notes, rosters)
1 2 3 4 5

d) Asking for help or saying “I don’t know” when needed
1 2 3 4 5

4.3 Languages

Main working language at site: __________________________

My skills in this language:
[ ] Little
[ ] Basic
[ ] Good
[ ] Very good / can teach

Other languages I can use with visitors:

---

4.4 Short comments

One communication strength I have is:

---

One communication area I want to improve is:

---

---

SECTION 5 – PEACE, CONFLICT & “PEACE SKILLS”

5.1 Inner peace skills

Rate yourself:

a) Keeping calm in busy or crowded times
1 2 3 4 5

b) Not taking things too personally (criticism, complaints)
1 2 3 4 5

c) Cooling down your own anger before you speak
1 2 3 4 5

d) Using Dhamma (mindfulness, loving-kindness, reflection)
when you feel stressed
1 2 3 4 5

5.2 Conflict and difficult situations

a) Listening to both sides of a conflict without taking sides too fast
1 2 3 4 5 (N/A [ ])

b) Using gentle, clear words to calm a tense situation
1 2 3 4 5 (N/A [ ])

c) Knowing when to call a senior or security for help
1 2 3 4 5 (N/A [ ])

d) Keeping confidential things private, and not spreading gossip
1 2 3 4 5

5.3 Non-violence and respect

a) Respecting people of all backgrounds, faiths, and genders
1 2 3 4 5

b) Avoiding speech that shames, threatens, or uses “guardians” to scare people
1 2 3 4 5

5.4 Short comments

One peace skill I already use well:

---

One peace skill I would like to grow:

---

---

SECTION 6 – OTHER USEFUL GUARDIANSHIP SKILLS

(If not relevant to your role, write “N/A” or skip.)

6.1 Practical and admin skills

Rate yourself:

a) Keeping simple records and forms (T130, T131, T132, etc.)
1 2 3 4 5 (N/A [ ])

b) Following checklists and procedures (keys, cleaning, safety)
1 2 3 4 5 (N/A [ ])

c) Using basic computer or phone tools for duty (email, messaging, basic files)
1 2 3 4 5 (N/A [ ])

6.2 Teaching / guiding skills (if part of your duty)

a) Leading small group visits or tours
1 2 3 4 5 (N/A [ ])

b) Sharing short Dhamma messages linked to relics
1 2 3 4 5 (N/A [ ])

c) Guiding simple meditation or silence near relics
1 2 3 4 5 (N/A [ ])

Short note on any special skill you have (e.g. language, first aid, media, teaching children):

---

---

---

SECTION 7 – TRAINING NEEDS & SUPPORT WISHES

7.1 Top training needs (your view)

From Sections 3–6, what are your top 3 areas where you would like more training or support?

Area 1: _______________________________________________
What kind of training? (e.g. short course, shadowing, reading)

---

Area 2: _______________________________________________
What kind of training?

---

Area 3: _______________________________________________
What kind of training?

---

7.2 Training types you prefer

Tick all that would help you:

[ ] Watching and learning from a senior custodian
[ ] Short workshop or class
[ ] Written guide / handbook
[ ] Online video or talk
[ ] One-to-one mentoring (T133)
[ ] Group practice or role-play (e.g. conflict role-play)
[ ] Retreat or quiet reflection time
[ ] Other: __________________________________________

7.3 Time and language for training

Best time for training:
[ ] Weekday mornings
[ ] Weekday afternoons
[ ] Evenings
[ ] Weekends
[ ] Other: __________________________________________

Preferred training language(s):

---

---

SECTION 8 – SUMMARY & NEXT STEPS

8.1 Your own short summary

In 3–6 lines, please sum up:

• Your main strengths as a guardian / staff member

• Your main areas to improve

---

---

---

8.2 Would you like to discuss this self-assessment with someone?

[ ] Yes – with my mentor (T133)
[ ] Yes – with my supervisor / senior custodian
[ ] Yes – with a spiritual teacher
[ ] No – self-use only (for now)

Any extra comment or request:

---

---

SECTION 9 – SIGNATURES & ARCHIVING

9.1 Person completing this form

I have answered honestly to support my own growth and the safe guardianship of the relics.

Name (print): ________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

9.2 Mentor / reviewer (if applicable)

[ ] Not reviewed yet
[ ] Reviewed together

Name: _______________________________________________
Role: _______________________________________________

Short comment (optional):

---

Signature: ___________________________

Date: ____ / ____ / ______

9.3 Archiving

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records (tick):

[ ] T126 – Vocation Application & Interview
[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Individual Practice & Precepts Review Sheet
[ ] T135 – Guardianship Ethics Pledge Form
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] Training records / course files: __________________
[ ] Other: ___________________________________________

---

END OF TEMPLATE T143 – GUARDIANSHIP SKILLS SELF-ASSESSMENT FORM

Template No.: T144 Template Title: Mindful Relic Handling Intention Checklist

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T144

Template Title: Mindful Relic Handling Intention Checklist

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T126 (Vocation Application), T130 (Daily Guardianship Duty Roster), T135 (Ethics Pledge), Security & Access Policy, Relic Handling SOP

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 [ ]

---

SECTION 1 – PERSON & CONTEXT

1.1 Person about to handle relic(s)

• Full name: _________________________________________

• Dharma / monastic name (if any): ____________________

Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: __________________

Role today (tick):
[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian
[ ] Technician / conservator
[ ] Senior monk / nun for ceremony
[ ] Other: ________________________________________

1.2 Date, time, and place

• Date: ____ / ____ / ______

• Time (start of handling): __________

• Site (temple / museum complex): ______________________

• Room / area: ________________________________________

1.3 Reason for handling relic(s)

[ ] Routine shrine care / cleaning
[ ] Security check / movement to vault
[ ] Exhibition change or inspection
[ ] Ceremony / procession
[ ] Conservation work (expert only)
[ ] Other: __________________________________________

Short note (one line):

---

---

SECTION 2 – CALMNESS & PRESENCE CHECK

Please pause and breathe slowly for a few moments before you tick.

2.1 Body and mind state right now

• My body feels:
  [ ] Steady enough [ ] Very shaky / unsteady

• My mind feels:
  [ ] Mostly calm and clear
  [ ] Rushed / pushed for time
  [ ] Angry / upset
  [ ] Very tired or foggy

2.2 Quick intention pause

Take at least 3 slow breaths before you touch the relic.

After breathing, tick one:

[ ] I feel calm enough to continue.
[ ] I do not feel calm enough. I will stop and call another custodian / senior.

Short note (if not calm enough):

---

---

SECTION 3 – NON-GREED & NON-SHOWING OFF

3.1 Check for greed or desire

When I think of touching or holding the relic(s) now, do I notice:

• Wish for personal gain (money, gifts, special favour)?
  [ ] No [ ] A little [ ] Strong

• Wish for fame or status (“people will think I am holy”)?
  [ ] No [ ] A little [ ] Strong

• Wish to keep the relics close to me for myself?
  [ ] No [ ] A little [ ] Strong

If you tick “Strong” for any, please stop and speak with a senior before continuing.

Short comment (optional):

---

3.2 Check for “showing off”

Right now, do I plan to:

[ ] Talk later in a proud way that I touched or “controlled” the relic(s)?
[ ] Take photos of myself with relic(s) without permission?
[ ] Use this moment to impress others?

If any of these are “Yes”, tick here:

[ ] I see this risk. I will let go of this idea and will not act on it.
[ ] I do not feel able to let go now – I will not handle the relics and will call another custodian.

---

SECTION 4 – CONSENT, AUTHORITY & PURPOSE

4.1 Authority to handle

• I have current written / recorded permission to handle these relic(s) under HSWAGATA policy:
  [ ] Yes
  [ ] No / Not sure

If “No / Not sure”, do not continue. Contact your supervisor.

4.2 Clear purpose

The purpose of handling is:
[ ] Necessary and agreed
[ ] Optional / could wait
[ ] Not clear

If “Optional / Not clear”, consider delaying until purpose is clear.

One-line purpose in my own words:

---

---

SECTION 5 – SECOND PERSON / TWO-PERSON RULE

5.1 Presence of second person

HSWAGATA recommends that relic handling follows a two-person rule whenever possible.

At this time:

• Second person is present in the room?
  [ ] Yes [ ] No

If “Yes”:

• Name of second person: ______________________________

• Role: ______________________________________________

Second person’s main function (tick):
[ ] Witness / record
[ ] Physical helper (safe carrying, opening cases)
[ ] Security / duty officer
[ ] Other: __________________________________________

If “No”:

Reason why only one person is present (tick and explain):

[ ] Emergency (safety / security)
[ ] Very small adjustment with prior permission
[ ] Other: __________________________________________

Short explanation:

---

5.2 Two-person awareness

If there are two or more people:

We agree not to:

[ ] Compete to be “closer” to the relic
[ ] Push others away from duty
[ ] Speak in proud way about “who is more chosen”

We agree to:

[ ] Work as a team
[ ] Speak calmly and clearly
[ ] Correct each other kindly if risk appears

---

SECTION 6 – FINAL INTENTION CHECK (TICK BEFORE TOUCHING)

Please tick each line if it is true right now:

[ ] 6.1 My mind is calm enough and not strongly angry or confused.

[ ] 6.2 I do not feel strong greed, jealousy, or wish to show off.

[ ] 6.3 I understand the purpose of handling the relic(s) today.

[ ] 6.4 I have proper permission under HSWAGATA rules.

[ ] 6.5 The two-person rule is followed or a clear reason is written why not.

[ ] 6.6 I remember that relics are not “my” possession; I am only a temporary guardian.

If you cannot tick all lines, please stop and call a senior custodian / supervisor before touching the relic(s).

---

SECTION 7 – SHORT REFLECTION (AFTER HANDLING – OPTIONAL)

To be filled after the task, if there is time or if required by policy.

7.1 How did the handling go?

[ ] Smooth and calm
[ ] Minor difficulty (note below)
[ ] Stressful / tense (note below)

Short note:

---

---

7.2 Any feelings to note?

[ ] Peaceful and grateful
[ ] Tired / strained
[ ] A little proud or disturbed
[ ] Other: __________________________________________

If something feels not right, consider:
[ ] Talking with mentor (T133)
[ ] Filling T134 (Practice & Precepts Review)
[ ] Using T136 (Wellbeing & Burnout Check-In)
[ ] Recording any unusual event in T128 / T132

Short note (optional):

---

---

SECTION 8 – SIGN-OFF & ARCHIVING

8.1 Person handling relic(s)

Name (print): ________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

8.2 Second person / witness (if present)

Name (print): ________________________________________

Role: _______________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

8.3 File storage

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records (tick):

[ ] T126 – Vocation Application & Interview
[ ] T130 – Daily Guardianship Duty Roster
[ ] T135 – Guardianship Ethics Pledge
[ ] T136 – Wellbeing & Burnout Check-In
[ ] T128 / T132 – if any special events occurred
[ ] Other: ___________________________________________

---

END OF TEMPLATE T144 – MINDFUL RELIC HANDLING INTENTION CHECKLIST

Template No.: T142 Template Title: Spiritual Counselling Request & Referral Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T142

Template Title: Spiritual Counselling Request & Referral Form

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T132 (Spiritual Emergency / Disturbance Incident Log), T133 (Mentor–Mentee Assignment), T134 (Practice & Precepts Review), T136 (Wellbeing & Burnout Check-In), Duty of Care & Wellbeing Guidelines

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 [ ]

---

SECTION 1 – PERSON REQUESTING COUNSELLING

1.1 Basic details

• Full name: _________________________________________

• Dharma / monastic name (if any): ____________________

Status (tick):
[ ] Bhikkhu / Monk [ ] Bhikkhunī / Nun
[ ] Novice [ ] Lay male
[ ] Lay female [ ] Other: ______________________

Relationship to HSWAGATA (tick):
[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian
[ ] Security / guard
[ ] Guide / educator
[ ] Museum / admin staff
[ ] Volunteer
[ ] Visitor / retreatant
[ ] Other: __________________________________________

Main site / branch (if any): __________________________

1.2 Contact information

• Phone: _____________________________________________

• Email: _____________________________________________

Preferred way to contact you:
[ ] Phone [ ] Email [ ] Messaging app: ___________

Times when you are usually free (e.g. evenings, mornings):

---

---

SECTION 2 – MAIN CONCERN (BRIEF DESCRIPTION)

This form is for gentle spiritual counselling and support.
Please use simple words. You do not need to write long detail.

2.1 Type of concern (tick all that apply)

Vocation and guardianship
[ ] Questions about my calling / vocation
[ ] Doubts about being a relic custodian
[ ] Conflict between duty and family / other roles

Practice and inner life
[ ] Feeling stuck in meditation or practice
[ ] Trouble keeping precepts or discipline
[ ] Confusion about dreams / signs / guardians

Wellbeing
[ ] Stress, tiredness, or near burnout
[ ] Anxiety, worry, or fear
[ ] Sadness or low mood

Relic / shrine context
[ ] Fear or confusion linked to relics / shrine space
[ ] Strong experience in vigil or ceremony
[ ] Other shrine-related concern: ________________

Other
[ ] Relationship / community problem
[ ] Other concern (please name): _________________

2.2 Short description of concern (3–8 lines)

Please write in your own words, briefly:

---

---

---

---

2.3 How long has this been a concern?

[ ] Just today / very recent
[ ] Days to weeks
[ ] A few months
[ ] More than 6 months

---

SECTION 3 – PREFERRED COUNSELLOR / SUPPORT PERSON

3.1 Preference

Do you have a preferred counsellor or support person?

[ ] No strong preference – anyone suitable is ok
[ ] Yes – I prefer this person (write name):
________________________________________________

3.2 Type of counsellor preferred (tick any)

[ ] Monastic (monk / nun)
[ ] Senior lay practitioner
[ ] Mentor already assigned to me (T133)
[ ] Wellbeing / duty of care officer
[ ] Other: __________________________________________

3.3 Language and gender preferences

Preferred counselling language(s):

---

Gender preference (if important for you):
[ ] No preference
[ ] Prefer male counsellor
[ ] Prefer female counsellor
[ ] Other: __________________________________________

Short note if there is a reason for this preference (optional):

---

---

SECTION 4 – APPOINTMENT TIME & MODE

4.1 Urgency (self-view)

How urgent does this feel for you?

[ ] Normal – I can wait for the next free slot
[ ] Sooner – I hope to meet within 1–2 weeks
[ ] Urgent – I hope to meet within a few days
[ ] Very urgent – I feel unsafe / very unstable
(If “Very urgent”, please also inform duty officer now.)

4.2 Preferred mode of counselling

[ ] In-person meeting at HSWAGATA site
[ ] Online video call
[ ] Phone call
[ ] Other: __________________________________________

4.3 Preferred days and times

Please tick and/or write times that are possible for you:

Days:
[ ] Monday [ ] Tuesday [ ] Wednesday
[ ] Thursday [ ] Friday [ ] Saturday
[ ] Sunday

General time:
[ ] Morning
[ ] Afternoon
[ ] Evening

If you have more exact times, write here:

---

4.4 Any time limits or access needs

(e.g. must return to work by certain time, need ground-floor room, need translator, etc.)

---

---

SECTION 5 – SAFETY & SUPPORT CHECK

This part helps us see if extra support is needed. Use simple words.

5.1 Current safety

Right now, I feel:

[ ] Mainly safe, just need guidance
[ ] Very stressed, but still safe
[ ] Not sure if I am safe
[ ] In danger or very unsafe (please explain briefly and speak to duty officer or trusted person today):

Short note (if you ticked “Not sure” or “In danger”):

---

---

5.2 Other supports

Are you already receiving support from anyone?

[ ] No
[ ] Yes – mentor (T133)
[ ] Yes – spiritual teacher / preceptor
[ ] Yes – counsellor / therapist
[ ] Yes – doctor / health worker
[ ] Yes – family or friends
[ ] Other: __________________________________________

Short note if you wish:

---

5.3 Permission to coordinate support

May HSWAGATA counsellors, with care, speak with your mentor / teacher / health worker if needed for your safety (only when really needed)?

[ ] Yes, I agree
[ ] Yes, but please ask me first each time
[ ] No

---

SECTION 6 – CONSENT & PRIVACY

6.1 About spiritual counselling at HSWAGATA

I understand that:

• Spiritual counselling offers listening, Dhamma-based guidance, and support.

• It is not a promise of miracles or special powers.

• Counsellors are bound by confidentiality, but must act if there is serious risk of harm to me or others.

6.2 Use of this form

I agree that:

• The information on this form may be used by the spiritual counselling / wellbeing team to arrange support.

• Notes may be stored securely as part of my file in line with HSWAGATA policies.

[ ] Yes, I agree
[ ] No (note: if “No”, we may not be able to arrange a formal appointment)

6.3 Declaration

I have answered honestly, as far as I can today.

Name (print): ________________________________________

Signature (or mark): __________________

Date: ____ / ____ / ______

---

SECTION 7 – FOR OFFICE USE – TRIAGE & REFERRAL

(To be filled by counsellor / wellbeing staff.)

7.1 Received by

Name: _______________________________________________
Role: _______________________________________________

Date received: ____ / ____ / ______
Time: _____________________

7.2 Initial assessment (short)

Urgency level (staff view):

[ ] Routine
[ ] Soon (within 1–2 weeks)
[ ] Urgent (within a few days)
[ ] Emergency (same day response; refer to T132 / health services)

Short note:

---

7.3 Assigned counsellor / support person

Name: _______________________________________________
Role: _______________________________________________

Reason for this choice (short):

---

7.4 Appointment scheduled

• Date: ____ / ____ / ______

• Time: _____________________

• Mode:
  [ ] In-person [ ] Online [ ] Phone [ ] Other: ______

Place / link / phone number:

---

7.5 Notes on referral

Referred also to (tick if yes):

[ ] Mentor (T133)
[ ] Spiritual teacher / preceptor
[ ] Doctor / clinic
[ ] Counsellor / therapist
[ ] Emergency / crisis service
[ ] Other: __________________________________________

Short note:

---

---

SECTION 8 – ARCHIVING & LINKS

8.1 File storage

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

8.2 Linked records

[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Individual Practice & Precepts Review Sheet
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] T132 – Spiritual Emergency / Disturbance Incident Log (if any)
[ ] Retreat or training file: _________________________
[ ] Other: ___________________________________________

---

END OF TEMPLATE T142 – SPIRITUAL COUNSELLING REQUEST & REFERRAL FORM

Template No.: T141 Template Title: Vow Renewal Ceremony Record

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T141

Template Title: Vow Renewal Ceremony Record

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T129 (Guardianship Vow Ceremony Record), T135 (Guardianship Ethics Pledge), T133 (Mentor–Mentee Assignment Form), Institutional Policies for Relic Stewardship

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 [ ]

---

SECTION 1 – CEREMONY DATE, PLACE & CONTEXT

1.1 Basic ceremony details

• Date of vow renewal ceremony: ____ / ____ / ______

• Day of week: __________________________

• Time (start–end): _____________________

• Main site (temple / museum complex):

  ---

• Hall / shrine / room name:

  ---

• City / Country: _________________________________

1.2 Type and frequency of renewal

This ceremony is:

[ ] Annual vow renewal (usual practice)
[ ] Special renewal (after change of role or event)
[ ] Group renewal for all current custodians
[ ] Renewal only for some custodians (note in Section 2)
[ ] Other: _________________________________________

1.3 Linked original vow

• Original guardianship vow recorded in:
  [ ] T129 file code: ______________________________
  [ ] Other vow document (describe): _______________

• Year of first guardianship vow: ______

---

SECTION 2 – ATTENDEES

2.1 Custodians renewing vows

(Use table; attach extra page if needed.)

No.	Full Name	Dharma / Monastic Name (if any)	Status (Monk / Nun / Lay)	Role (Core / Assistant / Trainee / Other)	Present (Y/N)
1
2
3
4
5
6

2.2 Monastic and official attendees

• Presiding spiritual teacher / preceptor:
  Name: __________________________ Status: __________

• HSWAGATA official in charge (if different):
  Name: __________________________ Role: ____________

Other key attendees (short list only):

1. Name: ____________________ Role: __________________

2. Name: ____________________ Role: __________________

3. Name: ____________________ Role: __________________

---

SECTION 3 – CEREMONY OUTLINE

3.1 Short description of ceremony flow

(3–8 lines, simple words.)

What happened in this vow renewal ceremony?

---

---

---

3.2 Main rituals used (tick and note)

[ ] Short pūjā (offerings of flowers, lamps, incense)
[ ] Vandana / Tisarana / Pañcasīla
[ ] Special paritta chants: __________________________
[ ] Silent meditation period
[ ] Reading of standard guardianship vow text
[ ] Reading of HSWAGATA ethics points (T135)
[ ] Short Dhamma talk
[ ] Sharing of merits / closing chant
[ ] Other: __________________________________________

3.3 Relic area used

The vow renewal took place:

[ ] In front of main Buddha Tooth Relic shrine
[ ] In a nearby hall (relics present in same building)
[ ] In another hall (relics not present)
[ ] Other: __________________________________________

Internal relic ID / code (if used): ___________________

---

SECTION 4 – MAIN MESSAGE & VOW RENEWAL CONTENT

4.1 Core message of the ceremony

In simple words, what was the main message given to the custodians?
(For example: renew non-greed, non-violence, care for relics and people, humility about guardians.)

---

---

---

4.2 Renewal of original vow

How was the original vow renewed? (tick)

[ ] Full standard vow (same as in T129) recited together
[ ] Short form summary read aloud and agreed
[ ] Each custodian read or recited their own vow
[ ] Mixed method (explain): __________________________

4.3 Key points repeated or added

Tick the key promises that were clearly repeated or highlighted:

[ ] Non-greed and non-corruption (gifts, money, power)
[ ] Honesty and transparency about relic matters
[ ] Non-violence and respect for all beings
[ ] Care for relics and sacred spaces (no neglect)
[ ] Humility about visions, dreams, and guardians
[ ] Obedience to law and HSWAGATA policies
[ ] Care for personal wellbeing and rest
[ ] Other point(s): _________________________________

4.4 Any changes or clarifications to previous vow

Were there any changes to the guardianship vow text or practice?

[ ] No – same vow as before
[ ] Yes – small wording change (note below)
[ ] Yes – added new clause(s)
[ ] Yes – removed clause(s)

Short note on changes (simple, factual):

---

---

---

SECTION 5 – REFLECTIONS FROM CUSTODIANS

(Optional short notes; not a full report.)

5.1 Shared reflection

Did any custodian share a short reflection during or after the ceremony?

[ ] No formal sharing
[ ] Yes – brief points (no long detail):

• ---

• ---

5.2 General feeling in the group

Overall, the group mood seemed:

[ ] Peaceful and steady
[ ] Grateful and renewed
[ ] Mixed (some tired, some uplifted)
[ ] Heavy / worried
[ ] Other: __________________________________________

Short comment:

---

---

SECTION 6 – NEXT REVIEW & FOLLOW-UP

6.1 Next planned vow renewal

The next planned vow renewal ceremony is:

Date: ____ / ____ / ______ (approx. month / year is ok)

[ ] Same time next year
[ ] At end of current appointment period
[ ] Linked to special holy day (name): ________________
[ ] To be decided later

6.2 Individual reviews

Will there be any individual follow-up for specific custodians?

[ ] No – normal yearly review only
[ ] Yes – some custodians will have extra review or support

If “Yes”, please tick and note:

[ ] Extra mentoring (T133)
[ ] Practice & precepts review (T134)
[ ] Wellbeing check-in (T136)
[ ] Role / duty change discussion
[ ] Other: __________________________________________

Short note (no sensitive detail; just what is planned):

---

---

6.3 Policy or training follow-up

Did this renewal show any need to:

[ ] Update training for new custodians
[ ] Repeat teaching on ethics and gifts (T135)
[ ] Adjust duty roster to protect rest (T130)
[ ] Offer group retreat / reflection time
[ ] Review any policy on relic care
[ ] No special follow-up needed

Brief description:

---

---

SECTION 7 – SIGN-OFF & ARCHIVING

7.1 Ceremony leader / recorder

Name: _______________________________________________
Role: _______________________________________________

I confirm that this record is a simple, honest picture of the vow renewal ceremony.

Signature: ___________________________
Date: ____ / ____ / ______

7.2 Supervisor / Siridantamahāpālaka (if required)

Name: _______________________________________________
Role: _______________________________________________

Comments (optional):

---

---

Signature: ___________________________
Date: ____ / ____ / ______

7.3 Archiving

• Physical file code / folder: _________________________

• Digital archive path / ID: __________________________

Linked records (tick):

[ ] T129 – Guardianship Vow Ceremony Record (original vow)
[ ] T135 – Guardianship Ethics Pledge Form
[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Individual Practice & Precepts Review Sheet
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] Other: ___________________________________________

---

END OF TEMPLATE T141 – VOW RENEWAL CEREMONY RECORD

Template No.: T140 Template Title: Vocation Discernment Retreat Registration

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T140

Template Title: Vocation Discernment Retreat Registration

Related Research Case IDs / Cluster: Cluster B – Non-Human Guardians & Vocation (Cases 11–20)

Linked Templates / Policies: T126 (Custodian Vocation Application & Interview), T127 (Spiritual Biography & Motivation Sheet), T133 (Mentor–Mentee Assignment Form), T134 (Practice & Precepts Review), Duty of Care & Wellbeing Guidelines

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 [ ]

---

SECTION 1 – BASIC PERSONAL DATA

1.1 Personal details

• Full name (as in ID / passport):

  ---

• Dharma / monastic name (if any):

  ---

• Status (tick):
  [ ] Bhikkhu / Monk
  [ ] Bhikkhunī / Nun
  [ ] Novice
  [ ] Lay male
  [ ] Lay female
  [ ] Other: _____________________________

• Date of birth: ____ / ____ / ______ Age: ______

• Nationality: __________________________

1.2 Contact information

• Postal address:

  ---

  ---

• Phone: ________________________________

• Email: ________________________________

Preferred way to contact you about this retreat:
[ ] Phone [ ] Email [ ] Messaging app: __________

---

SECTION 2 – RETREAT DETAILS

2.1 Retreat information

• Name / title of retreat:

  ---

• Location (temple / centre / country):

  ---

• Retreat dates:
  From: ____ / ____ / ______ To: ____ / ____ / ______

• Length: ______ days

2.2 Type of retreat (tick all that apply)

[ ] Vocation discernment for relic custodians
[ ] General vocation retreat (monastic / lay service)
[ ] Internal HSWAGATA training
[ ] Open retreat for wider community
[ ] Other: _________________________________________

2.3 Have you joined a HSWAGATA vocation retreat before?

[ ] No
[ ] Yes – year(s): _______________________

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SECTION 3 – VOCATION & CURRENT ROLE

3.1 Current link with HSWAGATA

Are you now:

[ ] Core Relic Custodian
[ ] Assistant Custodian
[ ] Trainee Custodian (probation)
[ ] Security / support staff
[ ] Volunteer / helper
[ ] Visitor / interested applicant
[ ] Other: _________________________________________

Main site / branch (if any): __________________________

3.2 Vocation area you are discerning (tick)

[ ] Relic custodianship at HSWAGATA
[ ] Monastic life
[ ] Lay Dhamma service / teaching
[ ] Community or peace work
[ ] I am not sure yet
[ ] Other: _________________________________________

Short note on what kind of vocation you are thinking about (2–5 lines):

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SECTION 4 – PRACTICE BACKGROUND (SHORT)

4.1 Buddhist practice

How long have you been practising as a Buddhist (approx.)?
______ years

Main tradition(s) you follow (tick):
[ ] Theravāda [ ] Mahāyāna [ ] Vajrayāna
[ ] Other: __________________________

4.2 Practice rhythm (last 6–12 months)

Meditation (formal):
[ ] Almost every day
[ ] A few times per week
[ ] A few times per month
[ ] Rare / almost never

Chanting / pūjā:
[ ] Almost every day
[ ] A few times per week
[ ] Only on special days
[ ] Rare / almost never

Retreats in the last 2 years:
[ ] None
[ ] 1–2 retreats
[ ] 3 or more retreats

Short note on any important retreat:

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4.3 Link to relics or guardianship (if any)

Have you already had any duties with relics, shrines, or temples?

[ ] No
[ ] Yes – short description (place, duty, length):

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SECTION 5 – EXPECTATIONS & HOPES FOR THIS RETREAT

5.1 Why do you want to join this retreat?

(Write 5–10 lines in simple words.)

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5.2 What do you hope to clarify or decide?

Tick all that apply:

[ ] If I am truly called to be a relic custodian
[ ] If I am ready for more responsibility
[ ] If I should reduce or change my current duties
[ ] If I should enter or continue monastic life
[ ] How to serve as lay supporter in a good way
[ ] How to handle dreams / signs with wisdom
[ ] How to protect my wellbeing while serving
[ ] Other: _________________________________________

5.3 Specific questions you bring

Please write 1–3 main questions you hope to explore:

Question 1:

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Question 2:

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Question 3 (optional):

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SECTION 6 – HEALTH, SPECIAL NEEDS & SAFETY

This helps organisers to care for you. It is private.

6.1 Physical health

Do you have any health conditions we should know about?

[ ] No
[ ] Yes – short description (e.g. diabetes, heart, mobility, hearing, etc.):

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Do you take regular medicine?
[ ] No
[ ] Yes – please bring enough with you and note the type here (no need for dose):

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Physical needs (tick any):

[ ] Ground floor / few stairs
[ ] Close to bathroom
[ ] Special diet for health (see 6.3)
[ ] Need to sit on chair (not floor)
[ ] Other: _________________________________________

6.2 Mental and emotional health

In the last 12 months, have you had:

[ ] Strong stress or burnout
[ ] Depression or very low mood
[ ] Anxiety or panic attacks
[ ] Treatment with counsellor / therapist
[ ] Stay in hospital for mental health
[ ] None of the above

If you wish, short note (simple words only):

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Are there things that might be difficult during retreat? (tick)

[ ] Long silence
[ ] Night-time practice
[ ] Strong group energy
[ ] Being away from phone / work
[ ] Other: _________________________________________

6.3 Diet and allergies

Diet (tick):

[ ] No special diet
[ ] Vegetarian
[ ] Vegan
[ ] No dairy
[ ] No gluten
[ ] Other: _________________________________________

Allergies (food, medicine, insects, etc.):

[ ] None known
[ ] Yes – please list clearly:

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SECTION 7 – SPECIAL PAST EXPERIENCES (OPTIONAL)

Only fill this if you feel it is relevant. You may also record details in T128 / T132 if needed.

7.1 Spiritual experiences

Have you had strong dreams, visions, or “signs” that relate to relics, guardians, or vocation and that might affect this retreat?

[ ] No
[ ] Yes – short, simple note (no big detail):

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7.2 Past spiritual distress

Have you ever had a spiritual emergency or strong disturbance (e.g. hearing voices, feeling “possessed”, very strong fear around practice)?

[ ] No
[ ] Yes – this is recorded in T132 / health files
[ ] Yes – but not recorded; I wish to talk privately

Short note if you wish:

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SECTION 8 – EMERGENCY CONTACT

8.1 Contact person

Name: ________________________________________________

Relationship to you:
[ ] Family
[ ] Friend
[ ] Teacher
[ ] Other: __________________________

Phone: _______________________________________________

Email: _______________________________________________

Country / city: _______________________________________

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SECTION 9 – CONSENT & AGREEMENTS

9.1 Retreat guidelines

By signing, I agree that during the retreat I will:

[ ] Follow the retreat schedule as well as I can.
[ ] Keep basic precepts as set by the retreat leaders.
[ ] Follow instructions for silence (if any).
[ ] Respect other retreatants’ privacy and space.
[ ] Follow safety rules for relic areas and buildings.
[ ] Tell a teacher or organiser if I feel very unwell or in strong distress.

9.2 Use of personal data

I understand that:

• The information on this form is used for retreat organisation, safety, and vocation support.

• It will be kept with care, in line with HSWAGATA policies.

• Parts may be shared with teachers and duty of care staff if needed for my safety.

I agree that organisers may keep and use this data for retreat planning and follow-up.

[ ] Yes, I agree
[ ] No (note: we may not be able to accept your registration if we cannot hold basic data)

9.3 Photos / media (if relevant for this retreat)

During some retreats, general photos may be taken (for internal history or public report). No one is forced to appear in close photos.

Please tick your consent:

[ ] I agree to appear in group photos used for internal or public reports.
[ ] I agree only to wide crowd photos where I cannot be easily seen.
[ ] I do not agree to appear in any photos.

9.4 Vocation support and follow-up

I agree that:

• Teachers or mentors may contact me after the retreat to support my vocation discernment.

• If there is strong concern for my wellbeing, duty of care staff may contact me and/or my emergency contact.

[ ] Yes, I agree
[ ] No, I prefer no follow-up (except in emergency)

9.5 Declaration

I confirm that:

• The information I give here is true, as far as I know.

• I understand that this retreat is to help me see my path more clearly, not to guarantee any special status or role.

Name (print): ________________________________________

Signature: ___________________________

Date: ____ / ____ / ______

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SECTION 10 – INTERNAL USE: DECISION & NOTES

(To be filled by organisers / vocation team.)

10.1 Registration decision

[ ] Accepted
[ ] Waiting list
[ ] Not accepted this time

Reason / note (short, simple – internal only):

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10.2 Special arrangements needed

[ ] Room / seating adjustment
[ ] Diet / allergy care
[ ] Extra mentoring / support on retreat
[ ] Watch for burnout / stress signs
[ ] Other: __________________________________________

10.3 Linked files

[ ] T126 – Vocation Application & Interview
[ ] T127 – Spiritual Biography & Motivation Sheet
[ ] T133 – Mentor–Mentee Assignment Form
[ ] T134 – Practice & Precepts Review Sheet
[ ] T136 – Wellbeing & Burnout Check-In Form
[ ] T132 / health records (if relevant)
[ ] Other: __________________________________________

Reviewed by (name / role): ____________________________

Signature: ___________________________ Date: ____ / ____ / ______

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END OF TEMPLATE T140 – VOCATION DISCERNMENT RETREAT REGISTRATION