Template No.: T299 Template Title: Leadership Transition & Succession Planning Note

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T299

Template Title: Leadership Transition & Succession Planning Note

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T299 – Leadership Transition & Succession Planning Note

Purpose:
This note helps HSWAGATA plan smooth leadership transitions. It reduces risk, protects relic stewardship, and keeps staff calm and clear.

Simple rule:
A transition is not a crisis. It is a planned handover with clear roles, training, and written records.

---

A) Transition overview

• Transition type (tick): Planned end of term [ ] Resignation [ ] Retirement [ ] Emergency replacement [ ] Role expansion [ ] Other: ______

• Role(s) affected (list): ______________________________________________

• Expected transition date: ____ / ____ / ______

• Interim period needed? Yes [ ] No [ ] If yes, from //______ to //______

• Transition lead / coordinator (name/role): ______________________________

• Approving authority (tick): ED [ ] Board [ ] Committee [ ] Other: ______

---

B) Key roles map (key roles)

List the key roles that must always have coverage.

Key role	Current holder (name/role)	Main duties (3–6 words)	Critical access held? (keys/codes/files) Y/N	Deputy exists? (Y/N)	Notes
Executive Director / Director
Relic Custody Lead / Chief Custodian
Conservation & Maintenance Head
Security & Conflict Resolution Head
Finance / Accounts Lead
Admin & Partnerships Lead
Education / Public Engagement Lead
Ethics & Safeguarding Focal Person
IT / Records / Archive Lead
Other: __________

Critical knowledge areas to protect (tick):
Relic care routines [ ] Security procedures [ ] Donor/donation records [ ] MoUs/partners [ ] Staff contracts [ ] Archive system [ ] Risk register [ ] Other: ______

---

C) Possible successors (possible successors)

Rule: List options fairly. Use evidence (skills, conduct, training). Avoid favouritism.

C1) Successor shortlist

Role	Candidate A (name/role)	Candidate B (name/role)	Candidate C (name/role)	Ready now? (Y/N)	Notes (strengths/gaps)

C2) Selection method

• How will we choose? (tick)
  Skills-based review [ ] Interview panel [ ] Board vote [ ] Community consultation (if relevant) [ ] Other: ______

• Conflict of interest check done: Yes [ ] No [ ]

• Decision date planned: ____ / ____ / ______

---

D) Handover plan (what must be transferred)

D1) Handover package checklist

Tick what must be prepared and handed over in writing:

• Role description and limits of authority [ ]

• Current workplan / calendar (next 3–6 months) [ ]

• Open actions list (owners + deadlines) [ ]

• Key contacts list (partners, authorities, donors) [ ]

• Budget status and pending payments [ ]

• Active contracts / MoUs and key dates [ ]

• Incident/complaint cases status (anonymised summary) [ ]

• Access list (keys, codes, system accounts) [ ]

• Archive index (where files are stored) [ ]

• Risks and controls (top 10) [ ]

D2) Access transfer rules (safety)

• Access transfer date: ____ / ____ / ______

• Dual-control needed for critical access? Yes [ ] No [ ]

• Access log updated: Yes [ ] No [ ]

• Old access removed after handover: Yes [ ] No [ ] Date: //______

---

E) Training and preparation (training)

Goal: Make the successor ready without rushing.

E1) Training plan

Role / person	Training topic	Provider (unit/person)	Date planned	Completion (Y/N)	Evidence (log/certificate)

Common training topics (tick):
Governance & decision-making [ ] Ethics & safeguarding [ ] Financial controls [ ] Relic care basics (role-appropriate) [ ] Security & incident response [ ] Communication & media rules [ ] Partnership management [ ] Archive/records [ ]

---

F) Risks and mitigation (risks)

List risks that can happen during transition and how we reduce them.

Risk (what could go wrong)	Area (people/relics/finance/security/reputation)	Likelihood (L/M/H)	Impact (L/M/H)	Mitigation (what we will do)	Owner	Deadline
Loss of key knowledge
Gap in relic custody coverage
Confusion about authority
Staff stress / rumours
Partner confidence drops
Financial control weakness
Access not removed properly
Other: __________

Top 3 priority risks: 1) __________ 2) __________ 3) __________

---

G) Communication plan (keep trust and calm)

• Who must be informed (tick): Board [ ] Department heads [ ] All staff [ ] Volunteers [ ] Key partners [ ] Donors (if needed) [ ] Public (if needed) [ ]

• Message owner/spokesperson: ______________________________

• Key message (2–4 simple sentences):

  ---

  ---

• Rumour control step (tick): Staff briefing [ ] Written FAQ [ ] Single spokesperson rule [ ] Other: ______

---

H) Timeline (simple)

Step	Date	Owner	Status (Open/Done)	Notes
Identify role(s) and trigger transition note
Approve interim coverage (if needed)
Shortlist successors
Selection decision recorded
Training period
Handover package completed
Access transfer + access removal
First 30-day check-in with new holder
90-day review and lessons

---

I) Sign-off and archive

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (HR/Admin or Governance lead): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ________________________________ Signature: ______________ Date: ____ / ____ / ______

Archive

• File code (T299): _______________________

• Digital folder path: __________________________________________

• Confidential annex attached (if needed): Yes [ ] No [ ]

Template No.: T298 Template Title: Annual Report Data Collection Checklist

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T298

Template Title: Annual Report Data Collection Checklist

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T298 – Annual Report Data Collection Checklist

Purpose:
This checklist lists all data needed for the Annual Report. It sets owners and deadlines so nothing is missed.

---

A) Annual report details

• Report year: ________

• Period covered: ____ / ____ / ______ to ____ / ____ / ______

• Report lead / editor (name/role): ______________________________

• Data collection coordinator (name/role): ________________________

• Board/ED review date (planned): ____ / ____ / ______

• Publication date (planned): ____ / ____ / ______

---

B) Deadlines (master schedule)

Item	Deadline	Owner (role/unit)	Status (Open/Done)	Notes
Data request sent to all units	//______
Unit data return deadline	//______
Finance figures confirmed	//______
Safeguarding stats confirmed	//______
Case studies draft due	//______
First full report draft	//______
Final internal approval	//______

---

C) Data checklist (what to collect)

C1) Activity data (programme + operations)

Tick what is needed and fill owner/deadline.

Activity data needed	Needed? (Y/N)	Data owner (unit/person)	Source (log/report/file code)	Deadline	Received (Y/N)
Visitor numbers (monthly/annual)
Education activities (talks, tours, school visits)
Exhibitions / displays (new, updated, temporary)
Research outputs (papers, presentations, catalogues)
Community engagement (donation events, village support)
Interfaith/intercultural events (if any)
Partnerships/MoUs signed or renewed
Training sessions delivered (internal/external)
Volunteer hours and volunteer count
Facilities upgrades/maintenance completed
Security activities (drills, upgrades, audits)
Conservation actions (treatments, inspections, preventive actions)

Short activity highlights (3–8 bullets, simple words):

1. ____________________ 2) ____________________ 3) ____________________ 4) ____________________

---

C2) Finance data

Finance data needed	Needed? (Y/N)	Data owner	Source	Deadline	Received (Y/N)
Income summary (donations, grants, tickets, other)
Expense summary (by category/unit)
Donation register summary (cash + in-kind)
Major purchases / procurement list
Budget vs actual (main lines)
Audit status / auditor letter (if any)
Financial risk notes (fraud controls, issues found)

Finance note for the report (2–4 lines):

---

---

C3) Safeguarding, ethics, and staff wellbeing (stats only)

Rule: Use numbers and themes. Do not publish names. Keep sensitive details restricted.

Safeguarding/ethics data needed	Needed? (Y/N)	Data owner	Source	Deadline	Received (Y/N)
Number of concerns reported (by type)
Number resolved / still open
Average response time (if tracked)
Training completion rate (Code of Conduct, safeguarding)
Workplace incidents (non-medical summary)
Complaints received (themes, not names)
Policy reviews completed (count + key updates)

Top 3 learning points (no names):

1. ____________________ 2) ____________________ 3) ____________________

---

C4) Case studies / stories (for the report)

Purpose: Short stories show impact. Keep them respectful and safe.

Case study item	Needed? (Y/N)	Owner	Consent / permission needed? (Y/N)	Anonymise? (Y/N)	Deadline	Received (Y/N)
Case study 1 (title/topic)
Case study 2 (title/topic)
Case study 3 (title/topic)
Photos (approved for use)
Quotes/testimonials (approved)

Case study quality check (tick):

• No personal harm or shame [ ]

• No sensitive security details [ ]

• No sacred-restricted details [ ]

• Consent recorded (if needed) [ ]

---

D) Submission tracking (one view of all units)

Unit / Department	Data package required (activity/finance/safeguarding/case studies)	Owner	Deadline	Date received	Complete? (Y/N)	Notes / missing items

---

E) Final checks (before writing / publishing)

Tick when done:

• Data totals match source logs (no double counting). [ ]

• Finance totals match the official finance summary. [ ]

• Safeguarding data is anonymised and approved for reporting. [ ]

• Photos and quotes have permission and are safe to publish. [ ]

• Sensitive items moved to restricted annex (if needed). [ ]

• All deadlines met OR delays explained in writing. [ ]

---

F) Sign-off

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Report lead / Admin): __________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Finance): _____________________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Ethics/Safeguarding): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ___________________________ Signature: ______________ Date: ____ / ____ / ______

Archive

• File code (T298): _______________________

• Digital folder path: __________________________________________

Template No.: T297 Template Title: HSWAGATA Knowledge Products Catalogue Sheet

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T297

Template Title: HSWAGATA Knowledge Products Catalogue Sheet

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T297 – HSWAGATA Knowledge Products Catalogue Sheet

Purpose:
This sheet lists all HSWAGATA knowledge products (manuals, books, reports, templates, training packs, posters, SOPs). It helps us find the right document fast and prevents loss.

Rule:
Every product must have a file code and an access level.

---

A) Catalogue information (for this register)

• Catalogue owner (unit/person): ____________________________________

• Catalogue version: ________

• Period covered: Year ________ (or From //______ to //______)

• Main storage location (digital path): __________________________________________

• Physical archive location (if any): ___________________________________________

---

B) Product categories (tick one per item)

Manual / Handbook [ ]
Policy / Guideline [ ]
Template / Form [ ]
Training pack (slides + handout) [ ]
Book / Casebook [ ]
Research report / Thesis [ ]
SOP / Work instruction [ ]
Poster / Label text [ ]
Checklist / Scorecard [ ]
Other: ___________________ [ ]

---

C) Access level rules (choose one per item)

• Public (safe for website/visitors) [ ]

• Internal only (staff/volunteers) [ ]

• Restricted (named roles only) [ ]

• Sacred-Restricted / Sensitive (custody/security/doctrinal-sensitive) [ ]

---

D) Master catalogue table (main fields)

(Required fields: Title, Year, Audience, File code, Access level)

No.	Title	Year	Audience (who it is for)	Product type	File code	Access level (Public/Internal/Restricted/Sacred-Restricted)	Language(s)	Format (PDF/DOC/XLS/Print)	Version / date	Owner unit	Storage link/path
1
2
3
4
5
6
7
8
9
10

(Add rows as needed.)

---

E) New item entry block (use when adding one product)

• Title: _______________________________________________

• Year: ________

• Audience (tick): Staff [ ] Volunteers [ ] Board [ ] Researchers [ ] Visitors [ ] Partners [ ] Mixed [ ]

• Product type (from Section B): _________________________

• File code (required): _________________________________

• Access level (from Section C): _________________________

• Owner unit: ___________________________________________

• Version / date: _______________________________________

• Language(s): __________________________________________

• Format: PDF [ ] DOC [ ] XLS [ ] PPT [ ] Print [ ] Other: ______

• Storage path/link: _____________________________________

• Short description (1–2 lines):

  ---

---

F) Annual review check (recommended)

• Review date: ____ / ____ / ______

• Reviewed by (name/role): ______________________________________

Checks (tick):

• All items still exist in the folder (no broken links). [ ]

• File codes are correct and unique. [ ]

• Access levels are correct (no over-sharing). [ ]

• Old versions are marked “ARCHIVED” and not used by mistake. [ ]

• New products from this year were added. [ ]

Changes made during review (short):

---

---

G) Sign-off and archive

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Admin/Knowledge lead): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board if needed): ____________________ Signature: ______________ Date: ____ / ____ / ______

Archive file code (T297 register): _______________________
Digital folder path: __________________________________________

Template No.: T296 Template Title: External Evaluation / Peer Review Terms-of-Reference (ToR) Template

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T296

Template Title: External Evaluation / Peer Review Terms-of-Reference (ToR) Template

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T296 – External Evaluation / Peer Review Terms-of-Reference (ToR) Template

1) Purpose (why we do this)

• Evaluation / peer review title: __________________________________________

• Main purpose (tick):
  Improve quality [ ] Accountability [ ] Learning [ ] Donor/partner requirement [ ] Certification/audit support [ ] Other: ______

• Purpose statement (2–4 simple lines):

  ---

  ---

---

2) Background (short context)

• What is being reviewed? (project / policy / department / whole museum)

  ---

• Time period covered: ____ / ____ / ______ to ____ / ____ / ______

• Why now? (mid-term, endline, after incident, new strategy, etc.)

  ---

---

3) Scope (what is included / not included)

Included (tick + note):

• Governance & decision-making [ ] Note: __________________________

• Finance & donations [ ] Note: _________________________________

• Relic care / conservation [ ] Note: ____________________________

• Security & access control [ ] Note: ____________________________

• Education & public engagement [ ] Note: ________________________

• HR, safeguarding, wellbeing [ ] Note: __________________________

• Partnerships & MoUs [ ] Note: _________________________________

• Facilities & maintenance [ ] Note: _____________________________

• Other: __________________ [ ] Note: ___________________________

Not included (clear boundaries):

---

Sites/locations included: ____________________________________________

---

4) Key evaluation / peer review questions (questions)

(Write 5–10 questions. Keep them clear and answerable.)

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

7. ---

8. ---

9. ---

10. ---

---

5) Methods (methods)

Tick all methods that will be used:

• Document review (policies, minutes, reports, logs) [ ]

• Interviews (roles only; no names in public report) [ ]

• Focus groups / group discussion [ ]

• Observation (site visit, procedures, visitor flow) [ ]

• Data review (indicators, budgets, attendance) [ ]

• Case sampling (anonymised) [ ]

• Peer panel review [ ]

• Other: __________________________ [ ]

Sampling plan (short):

• Units/people to consult (roles/groups): ______________________________

• Number of interviews (estimate): ________

• Number of sites/rooms to visit: ________

Data access needs:

• List key documents/data needed from HSWAGATA: _______________________

---

---

6) Ethics, confidentiality, and safeguarding

• Confidentiality level of the work: Internal [ ] Restricted [ ] Sacred-Restricted/Sensitive [ ]

• Personal data handling rules (tick):
  Minimal data only [ ] Anonymise all notes [ ] Secure storage [ ] Delete after report accepted [ ]

• Safeguarding rule: If the reviewer finds a serious risk to people or relics, they must report it immediately to: __________________________

• Conflict of interest declared by reviewer(s): Yes [ ] No [ ]
  If yes, explain and mitigation: __________________________________________

---

7) Roles and responsibilities

HSWAGATA:

• Evaluation focal person (name/role): ______________________________

• Documents provider (role/unit): __________________________________

• Site access coordinator (role/unit): ______________________________

• Contact for sensitive matters (ethics/safeguarding): ________________

External evaluator / peer reviewer:

• Lead reviewer name/organisation: ________________________________

• Team members (if any): ________________________________________

• Required skills (tick): Governance [ ] Finance [ ] Conservation [ ] Security [ ] Education [ ] Peace/conflict sensitivity [ ] Other: ______

---

8) Timeline (timeline)

• ToR approved by: ____ / ____ / ______

• Start date: ____ / ____ / ______

• Document handover deadline: ____ / ____ / ______

• Fieldwork / site visit dates: ____ / ____ / ______ to ____ / ____ / ______

• Draft report due: ____ / ____ / ______

• Feedback meeting date: ____ / ____ / ______

• Final report due: ____ / ____ / ______

Milestones (optional):

Milestone	Date	Responsible
Kick-off meeting
Draft findings shared
Final presentation

---

9) Outputs and deliverables (outputs)

Tick required outputs:

• Inception note (short plan + method) [ ]

• Draft report [ ]

• Final report (with recommendations) [ ]

• Slide deck / presentation to Board [ ]

• Summary for staff (simple language) [ ]

• Action plan workshop (optional) [ ]

• Other: __________________________ [ ]

Required report structure (tick):

• Findings [ ] Evidence used [ ] Strengths [ ] Gaps/risks [ ] Practical recommendations [ ] Priority levels [ ]

Format & length (specify):

• Language(s): __________________________

• Format: PDF [ ] Word [ ] Other: ______

• Expected length: ______ pages (approx.)

---

10) Review process and acceptance

• Who reviews the draft report (roles): ______________________________

• Feedback window: ______ days

• Acceptance criteria (tick):
  Clear answers to questions [ ] Evidence-based [ ] Practical actions [ ] Respectful language [ ] Protects sensitive info [ ]

• Final approval by (role): ______________________________

---

11) Budget and payment (if used)

• Total budget ceiling: __________________ Currency: ______

• Payment schedule (tick):
  40/60 [ ] 30/40/30 [ ] Other: __________

• Expenses covered (travel, accommodation, printing): Yes [ ] No [ ] Details: __________

---

12) Sign-off

Prepared by / Role: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Admin/Legal/Policy): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ___________________________ Signature: ______________ Date: ____ / ____ / ______

Archive

• File code (T296): _______________________

• Digital folder path: __________________________________________

Template No.: T295 Template Title: Policy Communication & Translation Tracking Sheet

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T295

Template Title: Policy Communication & Translation Tracking Sheet

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T295 – Policy Communication & Translation Tracking Sheet

Purpose:
This sheet makes sure all staff and volunteers know the policy. It tracks translations, communication channels, and dates. It also helps prove that the policy was shared (not just written).

When to use:

• New policy issued

• Policy updated (new version)

• Annual policy refresh

---

A) Policy details

• Policy title: _______________________________________________

• Policy code / number: _______________________________________

• Version number: ________ Effective date: ____ / ____ / ______

• Policy owner (unit/person): __________________________________

• Who must follow this policy (tick): All staff [ ] All volunteers [ ] Specific units [ ] Visitors (public summary) [ ] Partners [ ]

• Level of sensitivity: Internal [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]

---

B) Translation needs (languages)

Main language of policy: ___________________________

Languages required (tick and fill):

• Thai [ ] English [ ] Sinhala [ ] Khmer [ ] Lao [ ] Burmese [ ] Chinese [ ] Other: __________ [ ]

Translation plan table

Language	Needed? (Y/N)	Translator / unit	Quality check by (name/role)	Date requested	Date completed	Version matched? (Y/N)	Notes

Simple-language summary needed? Yes [ ] No [ ]
If yes, summary title/file code: ______________________________________

---

C) Communication plan (channels)

Target groups (tick):
Board [ ] Department heads [ ] Staff [ ] Volunteers [ ] Security team [ ] Conservation team [ ] Contractors [ ] Other: ______

Key message (2–3 simple sentences):

---

---

Training needed to explain the policy? Yes [ ] No [ ]
If yes, training topic/date: ___________________________________________

---

D) Communication delivery log (channels + dates)

Fill one row for each channel used.

Channel used	Target group	Date sent / delivered	Responsible person	Evidence kept (link/file code/photo/minutes)	Result (Done/Partial/Failed)	Notes
Email notice
Staff meeting briefing
Volunteer briefing
Printed notice board
Intranet / shared drive upload
Messaging app (official group)
Induction pack update
Other: __________

(Add rows as needed.)

---

E) Coverage check (who received and understood)

How we confirm understanding (tick):
Signed acknowledgement form [ ] Short quiz [ ] Supervisor check [ ] Attendance list [ ] Other: ______

Coverage summary

• Total people who must receive this policy: ________

• Total confirmed received/understood: ________

• Completion rate (%): ________

Groups not yet covered (list):

---

If acknowledgement signatures are required, link/attach:

• Acknowledgement method/file (e.g., Code of Conduct form): __________________________

---

F) Gaps and follow-up actions

List actions to reach missing groups or fix problems (translation delay, wrong version, unclear message).

Gap / problem found	Action to fix	Owner	Deadline	Proof (evidence)	Status (Open/Done)

---

G) Final check and sign-off

Final status (tick one):
Complete (all translations + all groups reached) [ ]
Partial (some groups pending) [ ]
Not complete (major gap) [ ]

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Policy owner / Admin): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board if needed): ____________________ Signature: ______________ Date: ____ / ____ / ______

Archive

• File code (T295): _______________________

• Digital folder path: __________________________________________

• Next refresh / re-communication date: ____ / ____ / ______

Template No.: T294 Template Title: HSWAGATA Five-Year Strategy Mid-Term Review Form

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T294

Template Title: HSWAGATA Five-Year Strategy Mid-Term Review Form

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T294 – HSWAGATA Five-Year Strategy Mid-Term Review Form

Purpose:
Use this form at the mid-point of the Five-Year Strategy to check progress, understand what has changed, and adjust the strategy calmly and clearly.

When to use:

• Mid-term year (example: Year 2–3 of 5)

• When there is a major change (risk, finance, leadership, security, law, community)

---

A) Strategy information

• Strategy title: _______________________________________________

• Strategy period: ____ / ____ / ______ to ____ / ____ / ______

• Mid-term review point (tick): Year 2 [ ] Year 3 [ ] Other: ______

• Department(s) covered: All museum [ ] Selected [ ] If selected, list: __________________

• Review lead (name/role): _______________________________________

• Review team members (roles only): _______________________________

• Consultation done (tick): Staff [ ] Monastic advisors [ ] Board [ ] Community [ ] Donors [ ] Partners [ ]

---

B) Summary status (one page)

Tick one overall status:

• On track [ ] Mostly on track [ ] Mixed [ ] Off track [ ]

Main reason (2–4 lines):

---

---

Top 3 achievements so far:

1. ____________________________ 2) ____________________________ 3) ____________________________

Top 3 concerns / gaps:

1. ____________________________ 2) ____________________________ 3) ____________________________

---

C) Goals review (goals + progress)

List the official strategy goals and record progress.

Progress key (tick one for each goal):
Green = on track [ ] Amber = some delay [ ] Red = off track [ ] Not started [ ]

Strategy goal (from plan)	Baseline (if any)	Target by Year 5	Mid-term progress (facts)	Status (G/A/R)	Evidence (report/minutes/log)	Issues / reasons
1)
2)
3)
4)
5)
6)

(Add rows as needed.)

---

D) Changed context (what is different now?)

Tick and write short notes. Focus on facts and impact.

D1) External context

• Law/regulation change [ ] Note: _______________________________________

• Political / security situation change [ ] Note: ___________________________

• Economy / donor climate change [ ] Note: _______________________________

• Community relations change (trust, conflict, rumours) [ ] Note: ____________

• Technology / misinformation change [ ] Note: ____________________________

• Climate / disaster risk change [ ] Note: ________________________________

• Heritage sector change (new standards, new risks) [ ] Note: _______________

• Other: __________________ [ ] Note: _________________________________

D2) Internal context

• Leadership change [ ] Note: ___________________________________________

• Staff capacity change (turnover, skills) [ ] Note: ________________________

• Facility/equipment change (rooms, AC, security) [ ] Note: ________________

• Budget change [ ] Note: ______________________________________________

• Partner/MoU change [ ] Note: _________________________________________

• Major incidents/crises in this period [ ] Note: __________________________

• Other: __________________ [ ] Note: _________________________________

Biggest context change (1–3 lines):

---

How it affects relic protection and public trust (1–3 lines):

---

---

E) Risks and opportunities (mid-term)

E1) Risk register (top items)

Risk (short)	Area (people/relics/finance/reputation/security)	Likelihood (L/M/H)	Impact (L/M/H)	Current controls	Needed improvement
1)
2)
3)
4)

E2) Opportunities (what we can use)

1. ---

2. ---

3. ---

---

F) Strategy adjustments (strategy adjustments)

Rule: Adjustments must be written, realistic, and assigned to an owner with dates.

F1) What stays the same (core mission items)

List 3–5 items that must not change:

1. ---

2. ---

3. ---

4. ---

5. ---

F2) What changes (adjustments)

Goal / area	Adjustment (what will change)	Why (link to context change)	Owner (role/unit)	Start date	Deadline	Success sign (simple)

F3) Budget and resource impact

• Will this adjustment change budget needs? Yes [ ] No [ ]
  If yes, summary: _______________________________________________

• Staffing/training needs (short): _________________________________

• Facility/equipment needs (short): ________________________________

---

G) Communication and approval plan

• Who must be informed about adjustments? (tick)
  Staff [ ] Volunteers [ ] Board [ ] Monastic advisors [ ] Donors [ ] Partners [ ] Public (if needed) [ ]

• Communication method: Email [ ] Meeting [ ] Memo [ ] Training [ ] Other: ______

• Key message (2–3 simple sentences):

  ---

---

H) Next review schedule

• Next check-in date (3–6 months): ____ / ____ / ______

• Next annual review date: ____ / ____ / ______

• Final strategy end-term evaluation date: ____ / ____ / ______

---

I) Sign-off and archive

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Dept Head / Committee): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ______________________________ Signature: ______________ Date: ____ / ____ / ______

Archive

• File code: _______________________

• Digital folder path: __________________________________________

• Linked evidence list attached: Yes [ ] No [ ]

Template No.: T293 Template Title: Department Performance Review & Planning Template (Annual)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T293

Template Title: Department Performance Review & Planning Template (Annual)

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T293 – Department Performance Review & Planning Template (Annual)

Purpose:
Use this template for the yearly department review. It records results, problems, risks, and the plan for next year.

---

A) Department information

• Department name: __________________________________________

• Head of department (name/role): _____________________________

• Review year: ________

• Period covered: ____ / ____ / ______ to ____ / ____ / ______

• Team size: Staff ______ Volunteers ______ Interns ______

• Main sites/locations covered: ________________________________

• Prepared by (name/role): ____________________________________

• Date submitted: ____ / ____ / ______

---

B) This year’s goals (from last year’s plan)

List 3–7 goals that were approved last year.

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

7. ---

---

C) Results summary (what we delivered)

C1. Main results (short, simple):

• Result 1: _______________________________________________

• Result 2: _______________________________________________

• Result 3: _______________________________________________

• Result 4: _______________________________________________

• Result 5: _______________________________________________

C2. Results vs plan (table)

Goal / activity	Planned (Yes/No)	Done (Yes/No/Partly)	Evidence (report, minutes, photos, logs)	Comments
1
2
3
4
5

---

D) Key indicators (optional but recommended)

(If you use an indicator scorecard, link to it here.)

• Scorecard used? Yes [ ] No [ ]

• Scorecard file/code (e.g., T281): ___________________________

• 3 key indicators for this department and the current score:

Indicator (short name)	Baseline	Current score	Trend (Up/Down/Stable)	Comment

---

E) What worked well (strengths)

Write 3–6 points (real examples).

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

---

F) Problems and gaps (what did not work)

Write facts, not blame. Keep it simple.

1. Problem/gap: _______________________ Cause (best guess): _______________________

2. Problem/gap: _______________________ Cause (best guess): _______________________

3. Problem/gap: _______________________ Cause (best guess): _______________________

Complaints or concerns received (if any, summary only):

• Number of cases: ________

• Main themes (no names): __________________________________________

---

G) Risks (next 12 months)

Tick and write short notes.

• Safety/security risk [ ] Note: __________________________________

• Relic care / conservation risk [ ] Note: _________________________

• Finance/budget risk [ ] Note: ___________________________________

• Staff/volunteer capacity risk [ ] Note: __________________________

• Reputation/communication risk [ ] Note: _________________________

• Partner/MoU risk [ ] Note: ______________________________________

• Facility/equipment risk [ ] Note: ________________________________

• Other: __________________ [ ] Note: _____________________________

Top 3 risks (priority):

1. ____________________________ 2) ____________________________ 3) ____________________________

---

H) Next-year plan (what we will do)

H1. Priority objectives (3–7)

1. ---

2. ---

3. ---

4. ---

5. ---

6. ---

7. ---

H2. Action plan table

Objective / action	Owner (role)	Start date	Deadline	Needed resources	Success indicator (simple)

---

I) Resource needs (request)

I1. Budget needs (summary):

• Estimated total: ___________________ Currency: ______

• Main budget items (list): __________________________________________

I2. Staffing and time needs:

• New roles needed? Yes [ ] No [ ] If yes: __________________________

• Volunteer needs: _________________________________________________

• Peak workload periods (months): ___________________________________

I3. Equipment/facility needs:

---

---

J) Training and support needs

List the trainings needed next year (link to annual training plan if used).

Training topic	Target group	Why needed	Preferred time	Owner

---

K) Partnerships and stakeholders

• Key partners this year (list): _______________________________________

• Partnership issues/risks (if any): ___________________________________

• Stakeholder feedback summary (staff/volunteers/community/visitors):

  ---

---

L) Final comments and sign-off

Department head statement (3–6 lines):

---

---

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Director/ED): __________________ Signature: ______________ Date: ____ / ____ / ______
Board note (if needed): _______________________________________________

Template No.: T292 Template Title: Board Performance Self-Evaluation Sheet

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T292

Template Title: Board Performance Self-Evaluation Sheet

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T292 – Board Performance Self-Evaluation Sheet

Purpose:
The Board reviews its own work once per year. This is for learning and improvement, not blame.

A) Basic information

• Review year: ________

• Board term (start–end): ____ / ____ / ______ to ____ / ____ / ______

• Total Board members: ________

• Chair (name): ____________________________

• Secretary (name): ________________________

• Evaluation completed by: Whole Board [ ] Committee [ ] Chair + Secretary [ ] Other: ______

---

B) Scoring guide

Use one scale for all sections (tick one):

• 1–5 scale [ ] (1 = Poor, 3 = OK, 5 = Excellent)

• Traffic light [ ] (Red = weak, Amber = medium, Green = strong)

Evidence rule: Write short proof (minutes, decision notes, attendance lists, policies).

---

C) Meetings (meetings)

C1) Meeting record

• Meetings planned this year: ________

• Meetings held this year: ________

• Average attendance rate: ________ %

• Quorum met for most meetings: Yes [ ] No [ ]

• Minutes completed and approved on time: Yes [ ] No [ ]

• Key decisions recorded clearly: Yes [ ] No [ ]

C2) Meeting quality (score each)

Item	Score (1–5 or R/A/G)	Short evidence / comments
Meetings are regular and well-planned
Agenda shared in advance
Minutes are accurate and stored
Attendance is strong and fair
Time is used well (not too long, not rushed)

Meeting improvements needed (max 3):

1. ____________________ 2) ____________________ 3) ____________________

---

D) Decision-making (decision-making)

D1) How we decide

• Voting rule used and followed: Yes [ ] No [ ]

• Different views can be shared safely: Yes [ ] No [ ]

• Conflicts of interest declared and managed: Yes [ ] No [ ]

D2) Decision-making quality (score each)

Item	Score	Short evidence / comments
Decisions are based on facts and reports
Risks are discussed (people, relics, money, reputation)
Decisions are fair and not personal
Actions are assigned with owners and deadlines
Follow-up is checked in later meetings

One example of a strong decision this year (1–3 lines):

---

One decision area that needs better process (1–3 lines):

---

---

E) Ethics, safeguarding, and culture (ethics)

E1) Ethics and trust checks

Tick what is true this year:

• Board members follow respectful speech and behaviour. [ ]

• The Board supports a safe reporting route for concerns. [ ]

• The Board protects confidentiality for sensitive cases. [ ]

• Gifts, donations, and benefits are declared when required. [ ]

E2) Ethics performance (score each)

Item	Score	Short evidence / comments
Ethical tone is clear (no bullying, no threats)
Safeguarding is taken seriously
Corruption and misuse of funds are prevented
Complaints are handled fairly and calmly
Decisions protect the museum’s mission and public trust

Ethics risks to watch next year (max 3):

1. ____________________ 2) ____________________ 3) ____________________

---

F) Succession and continuity (succession)

F1) Succession plan status

• Term limits or renewal rules are clear: Yes [ ] No [ ]

• Plan to replace Chair/committee roles exists: Yes [ ] No [ ]

• Skills needed are mapped (finance, law, conservation, education, security): Yes [ ] No [ ]

• New member onboarding exists (briefing pack + training): Yes [ ] No [ ]

F2) Succession performance (score each)

Item	Score	Short evidence / comments
Board has the right mix of skills
Recruitment/appointment is fair and transparent
Knowledge handover is done well
Future leaders are prepared
The Board avoids dependence on one person

Next year’s succession actions (max 3):

1. ____________________ Owner: ________ Due: //______

2. ____________________ Owner: ________ Due: //______

3. ____________________ Owner: ________ Due: //______

---

G) Overall score (overall score)

G1) Summary scoring table

Area	Score	Notes
Meetings
Decision-making
Ethics & safeguarding
Succession & continuity

• Overall score (average or final judgement): ________

• Overall rating: Strong [ ] Medium [ ] Weak [ ]

G2) Board learning (short)

• Top 3 strengths this year:

  1. ____________________ 2) ____________________ 3) ____________________

• Top 3 improvements needed:

  1. ____________________ 2) ____________________ 3) ____________________

G3) Action plan (next year)

Action	Owner (Board role)	Deadline	Proof (minutes/report/policy update)

---

H) Sign-off

Chair: _______________________ Signature: ______________ Date: ____ / ____ / ______
Secretary: ____________________ Signature: ______________ Date: ____ / ____ / ______
Board members present (optional list): __________________________________________

Archive

• File code: _______________________

• Digital folder path: __________________________________________

Template No.: T291 Template Title: Partnership Risk & Values Alignment Assessment Form

THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T291

Template Title: Partnership Risk & Values Alignment Assessment Form

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T291 – Partnership Risk & Values Alignment Assessment Form

Purpose:
Use this form to check if a partner’s values and behaviour match HSWAGATA’s mission. This is a deep check before we sign any MoU, accept money, or do joint activities.

Rule:
This form is for risk control, not for rumours. Write facts and sources. Do not accuse. Check and record evidence.

---

A) Partnership request summary

• Partner / organisation name: __________________________________________

• Partner type (tick): Government [ ] Saṅgha/Temple [ ] University [ ] NGO [ ] Company [ ] Donor group [ ] Media [ ] Other: ______

• Main contact person (name/role): _____________________________________

• Contact details: ____________________________________________________

• Proposed partnership activity (what they want to do):

  ---

• Proposed duration: One-time [ ] 6–12 months [ ] 1–3 years [ ] Other: ______

• Proposed support (tick): Funding [ ] Training [ ] Research [ ] Exhibition [ ] Security [ ] Facilities [ ] Public event [ ] Other: ______

• HSWAGATA lead / focal person: ______________________________________

---

B) Values alignment (values)

B1. Core values checklist (tick + short note)
Tick: Aligned [ ] Not aligned [ ] Unknown [ ] for each item.

Value area	Aligned / Not / Unknown	Notes (evidence or concern)
Non-violence and respect (no hate, no threats)	☐A ☐N ☐U
Honesty and transparency (truthful public statements)	☐A ☐N ☐U
Anti-corruption (no bribery, no hidden payments)	☐A ☐N ☐U
Respect for sacred heritage (no misuse of relics/symbols)	☐A ☐N ☐U
Respect for different faiths/cultures (no superiority talk)	☐A ☐N ☐U
Safeguarding (protect children and vulnerable people)	☐A ☐N ☐U
Fairness and inclusion (no discrimination in actions)	☐A ☐N ☐U
Environmental care (if project affects sites/materials)	☐A ☐N ☐U

B2. Partner’s stated values (copy short phrases, not long quotes):

• From website/charter: ______________________________________________

• From meetings/letters: _____________________________________________

B3. Values match (circle one): Strong / Medium / Weak
Reason (2–4 lines): _________________________________________________

---

C) Past behaviour and track record (past behaviour)

C1. Past work with heritage / religion / education (list 1–5 examples):

1. ___________________________________ Year: ______ Result: __________

2. ___________________________________ Year: ______ Result: __________

3. ___________________________________ Year: ______ Result: __________

C2. Past problems (tick if known)

• Misuse of funds [ ] Harassment/bullying [ ] Discrimination [ ]

• Unsafe work practices [ ] Cultural/religious offence [ ]

• Misinformation / miracle marketing [ ] Political misuse [ ]

• Breach of agreement / MoU failure [ ] Other: __________________ [ ]

Details (facts + source): ______________________________________________

C3. Reference checks (recommended)

• Reference 1 (org/person/role): ____________________ Result: Positive [ ] Mixed [ ] Negative [ ]

• Reference 2 (org/person/role): ____________________ Result: Positive [ ] Mixed [ ] Negative [ ]
  Notes: ______________________________________________________________

---

D) Public record and due diligence (public record)

D1. Public record check (tick what was done)

• Website review [ ]

• Media/news search (key words + date range): __________________________ [ ]

• Public reports / annual reports reviewed [ ]

• Legal registration verified (where relevant) [ ]

• Litigation/complaints known (where relevant) [ ]

• Sanctions/blacklist checks (where legal/appropriate) [ ]

• Social media review (high risk only) [ ]

• Financial statements reviewed (if money involved) [ ]

D2. Findings summary (facts only, 3–8 lines):

---

---

D3. Evidence attached (tick):
Screenshots [ ] Links list [ ] Reports [ ] Meeting notes [ ] Financial documents [ ] Other: ______

---

E) Red flags and risk rating (red flags)

E1. Red flags list (tick if seen)

• Wants secrecy / “no paper trail” [ ]

• Wants special access to relics or restricted spaces [ ]

• Pressure for fast decision / bypassing approval [ ]

• Political branding / campaign-style use [ ]

• Claims of “miracles” for marketing or fundraising [ ]

• History of conflict, threats, or hate speech [ ]

• Unclear funding source / cash-only offers [ ]

• Requests that may harm safeguarding or privacy [ ]

• Past partnership ended badly or with disputes [ ]

• Staff feel unsafe working with partner [ ]

• Other: ______________________________________________ [ ]

Details (what, when, source): _________________________________________

E2. Overall risk level (circle one): Low / Medium / High / Critical
Reason (2–4 lines): _________________________________________________

---

F) Risk controls and safeguards (what we require)

Tick controls you will apply if partnership goes ahead:

Governance controls

• Written MoU/contract with clear roles and limits [ ]

• Decision recorded in minutes and stored [ ]

• Conflict of interest declarations (both sides) [ ]

• Clear budget, approvals, and receipts [ ]

Safeguarding and ethics

• Code of conduct applies to partner staff on-site [ ]

• Safeguarding briefing before activities [ ]

• No harassment / no discrimination rule stated in writing [ ]

Relic and site protection

• No direct access to relics without written authorisation [ ]

• Photography/media rules written [ ]

• Security plan for events and visits [ ]

Communication controls

• Shared public message agreed in advance [ ]

• No “miracle” marketing; no misinformation [ ]

• Media spokesperson named [ ]

Safeguard notes (short): ______________________________________________

---

G) Decision

Decision (tick one):

• Approve [ ]

• Approve with conditions [ ]

• Defer (need more checks) [ ]

• Reject [ ]

Conditions (if “approve with conditions”):

1. ---

2. ---

3. ---

If deferred: what is missing and who will do it?

---

If rejected: short reason (facts only):

---

---

H) Sign-off

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Partnerships/Legal/Admin): __________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Ethics/Safeguarding/Security if needed): __________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board if required): _____________________ Signature: ______________ Date: ____ / ____ / ______

Archive

• File code: _______________________

• Digital folder path: __________________________________________

• Next review date (if ongoing partnership): ____ / ____ / ______

 

Template No.: T290 Template Title: Gender, Inclusion & Vulnerability Check Sheet for Policies

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T290

Template Title: Gender, Inclusion & Vulnerability Check Sheet for Policies

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T290 – Gender, Inclusion & Vulnerability Check Sheet for Policies

Purpose:
Use this sheet to check if a policy protects vulnerable people and supports fairness. It helps prevent harm, exclusion, and silent fear.

When to use (tick):
New policy [ ] Policy update [ ] Annual policy review [ ] High-risk policy (security / access / HR / visitor rules) [ ]

Simple meaning (short):

• Inclusion = people can access, understand, and use the policy fairly.

• Vulnerability = a person may face higher risk due to age, disability, health, poverty, migration status, language, social power, or being targeted.

---

A) Policy details

• Policy title: _______________________________________________

• Policy code / version: _______________________________________

• Policy owner (unit/person): __________________________________

• Date drafted / revised: ____ / ____ / ______

• Policy area (tick): Governance [ ] Finance [ ] Relic care [ ] Security [ ] HR [ ] Visitor/education [ ] Partnerships [ ] Other: ______

---

B) Groups affected (who may be impacted)

Tick all groups that may be affected by this policy. Add notes if needed.

B1. Gender and identity

• Women [ ] Men [ ] Non-binary / gender diverse people [ ]

• Pregnant people / new parents [ ]

• LGBTQ+ people (if relevant in your context) [ ]
  Notes: _______________________________________________________

B2. Age

• Children / youth [ ]

• Older persons [ ]
  Notes: _______________________________________________________

B3. Disability and health

• Physical disability / mobility needs [ ]

• Hearing / vision needs [ ]

• Neurodiversity / learning needs [ ]

• Long-term illness [ ]
  Notes: _______________________________________________________

B4. Social and economic vulnerability

• Low income / financial stress [ ]

• Migrants / refugees / stateless persons [ ]

• People with limited legal documents (if relevant) [ ]
  Notes: _______________________________________________________

B5. Language and literacy

• Limited Thai/English/local language [ ]

• Low literacy [ ]
  Notes: _______________________________________________________

B6. Power imbalance (high risk)

• Volunteers/interns [ ]

• Contract workers [ ]

• Junior staff [ ]

• People dependent on housing/support from the institution [ ]
  Notes: _______________________________________________________

Other group(s) not listed: ___________________________________________

---

C) Barrier check (what could block fairness?)

For each barrier, tick Yes/No and write a short note.

Barrier type	Yes/No	What is the barrier in this policy? (short)
Access barrier (stairs, distance, limited opening hours)	Yes [ ] No [ ]
Communication barrier (hard words, no translation, unclear steps)	Yes [ ] No [ ]
Cost barrier (fees, transport, time off work)	Yes [ ] No [ ]
Privacy barrier (reporting is not confidential, fear of exposure)	Yes [ ] No [ ]
Safety barrier (risk of harassment, unsafe rooms, poor lighting)	Yes [ ] No [ ]
Cultural/religious sensitivity barrier (dress, space use, ritual norms)	Yes [ ] No [ ]
Digital barrier (online-only forms, no alternative)	Yes [ ] No [ ]
Bias barrier (rules affect one group more than others)	Yes [ ] No [ ]
Other: __________________________	Yes [ ] No [ ]

---

D) Risk and protection check

D1. Does this policy create extra risk for a vulnerable person?

• Yes [ ] No [ ] Unsure [ ]
  If yes/unsure, describe the risk (2–4 lines):

---

D2. Does the policy include protection steps?

Tick what is included:

• Clear respectful behaviour rule [ ]

• Safe reporting route (whistleblowing / safeguarding) [ ]

• Confidential handling and privacy limits explained [ ]

• No retaliation rule (protect reporters) [ ]

• Alternative access method (offline option, support person, translation) [ ]

• Reasonable adjustments for disability [ ]

• Special steps for children / youth safety (if relevant) [ ]
  Notes: _______________________________________________________

---

E) Fixes and improvements (what we will change)

List fixes to remove barriers and reduce risk.

Barrier / risk found	Fix (what to change in the policy)	Owner (role/unit)	Deadline	Proof (revised text, training, signage, etc.)

If no fixes are needed, write why (1–2 lines):

---

---

F) Decision (final)

Decision (tick one):

• Approve (no changes needed) [ ]

• Approve with minor changes [ ]

• Return for revision (major changes needed) [ ]

• Do not approve (harm risk too high) [ ]

Reason for decision (short, factual):

---

Conditions (if “approve with changes”):

1. ---

2. ---

---

G) Sign-off and archive

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Ethics/Safeguarding or HR): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (Policy owner / ED / Board): ___________________ Signature: ______________ Date: ____ / ____ / ______

Archive file code (T290): _______________________
Digital folder path: __________________________________________

Template No.: T289 Template Title: Internal Survey Template (Staff / Volunteer Perception) – Anonymous

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T289

Template Title: Internal Survey Template (Staff / Volunteer Perception) – Anonymous

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

---

T289 – Internal Survey Template (Staff / Volunteer Perception)

1) Purpose

This is a standard anonymous survey to understand staff and volunteer views on:

• ethics and fairness

• workload and wellbeing

• safety and safeguarding

• leadership and communication

We use results to improve systems, training, and support.

---

2) Anonymity and consent (must show at the start)

Tick one:

• I agree to take this survey. I understand it is anonymous. [ ]

• I do not agree. [ ] (Stop here)

Anonymity note (read):

• Do not write your name or other details that can identify you in comment boxes.

• Only summary results will be shared (group level, not person level).

• If you report a serious safety concern, you may also use the Concern Reporting Form (T285).

If you need urgent help now (internal):
Contact (role/name): ____________________ Phone/Email: ____________________

---

3) Response scales

Scale A (Agreement):
1 = Strongly disagree 2 = Disagree 3 = Not sure 4 = Agree 5 = Strongly agree

Scale B (Frequency):
1 = Never 2 = Rarely 3 = Sometimes 4 = Often 5 = Always

Scale C (Safety):
1 = Very unsafe 2 = Unsafe 3 = Not sure 4 = Safe 5 = Very safe

---

4) Background (non-identifying only)

(Choose one per question. Skip if you feel it may identify you.)

1. Your role: Staff [ ] Volunteer [ ] Intern [ ] Contractor [ ] Other: ______

2. Your main area: Admin [ ] Conservation [ ] Security [ ] Education [ ] Visitor service [ ] Research [ ] Other: ______

3. Time with HSWAGATA: < 3 months [ ] 3–12 months [ ] 1–3 years [ ] 3+ years [ ]

4. Work pattern: Full-time [ ] Part-time [ ] Occasional [ ]

5. Site/location (if more than one): ___________________________ (optional)

---

5) Survey questions

A) Ethics and integrity (Scale A)

A1. I understand the Code of Conduct. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
A2. People here act with honesty. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
A3. Rules apply fairly to everyone (staff, volunteers, leaders). 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
A4. Gifts and donations are handled clearly and ethically. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
A5. I have seen or heard pressure to hide problems. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ] (If high, explain in comments without names.)

B) Workload and wellbeing (Scale A)

B1. My workload is reasonable. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
B2. I can take breaks when needed. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
B3. I feel respected in daily work. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
B4. I feel comfortable asking for help. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
B5. Work stress is managed well by the unit. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]

C) Safety and safeguarding (Scale C or Scale A as marked)

C1. I feel physically safe at work. (Scale C) 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
C2. I know what to do in an emergency. (Scale A) 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
C3. I know how to report safeguarding concerns. (Scale A) 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
C4. I believe reports are taken seriously. (Scale A) 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
C5. Safety equipment and facilities are in good condition. (Scale A) 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]

D) Leadership and communication (Scale A)

D1. Leaders communicate clearly about decisions. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
D2. I understand my responsibilities and limits. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
D3. Leaders listen to staff/volunteer feedback. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
D4. Problems are handled calmly and fairly. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
D5. I trust leadership to protect people and sacred objects. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]

E) Team culture and inclusion (Scale B)

E1. People treat each other with respect. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
E2. I see bullying or harsh speech. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
E3. Different backgrounds are welcomed. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
E4. Conflicts are solved without gossip and blame. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]

F) Training and support (Scale A)

F1. I received the training I needed for my role. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
F2. I know the basic rules for sacred space and relic care (as relevant to my role). 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
F3. I know the basic rules for privacy/confidentiality. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
F4. Refresher training happens often enough. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]

G) Speaking up and protection (Scale A)

G1. I know how to report concerns (T285 or other channel). 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
G2. I believe I will be protected if I report in good faith. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
G3. I fear negative consequences if I report a concern. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]
G4. Follow-up is clear after a report is made. 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [ ]

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6) Open comments (optional)

(Do not write names. Use roles like “a supervisor” or “a colleague”.)

1. One thing that works well at HSWAGATA:

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2. One thing that does not work well / needs improvement:

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3. Safety or safeguarding improvements you suggest:

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4. Workload / wellbeing improvements you suggest:

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5. Leadership / communication improvements you suggest:

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6. Any other comments:

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7) Submission details (for the survey organiser)

• Survey method: Paper box [ ] Online form [ ] Interview-assisted [ ] Other: ______

• Survey open date: ____ / ____ / ______ Close date: ____ / ____ / ______

• Who receives raw responses (role/unit): ______________________________

• Where data is stored (folder/path): _________________________________

• Minimum group size for reporting results (to protect anonymity): ________ people

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FOR OFFICE USE ONLY (summary after collection)

• Total responses received: ________

• Groups reported (without identifying small groups): __________________________

• Key themes (top 5):

  1. ____________________ 2) ____________________ 3) ____________________ 4) ____________________ 5) ____________________

• Actions agreed (link to owner and date):

  1. __________________________ Owner: ________ Due: //______

  2. __________________________ Owner: ________ Due: //______

  3. __________________________ Owner: ________ Due: //______

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by: _______________________ Signature: ______________ Date: ____ / ____ / ______

Template No.: T288 Template Title: Learning Log for Major Incidents / Crises (After-Action Review)

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T288

Template Title: Learning Log for Major Incidents / Crises (After-Action Review)

Related Research Case IDs / Cluster: _______

Linked Templates / Policies: _______________

Date of form: ____ / ____ / ______

Prepared by / Role: _______________________

Office / Unit: ____________________________

Country / Location: _______________________

Confidentiality Level:

Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):

New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

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T288 – Learning Log for Major Incidents / Crises (After-Action Review)

Purpose:
This form captures lessons after a major incident or crisis. It is for learning and improvement, not for blame.

When to use (tick):
Security incident [ ] Relic-care incident [ ] Facility failure [ ] Finance issue [ ] Safeguarding issue [ ] Media crisis [ ] Other: ______

Important rules (tick):

• Use calm and factual words. [ ]

• Do not write personal names in open sections (use roles or case codes). [ ]

• Protect privacy and sensitive sacred details. [ ]

• Focus on “what happened” and “what we change.” [ ]

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A) Incident identification

• Incident title (short): __________________________________________

• Incident type: _________________________________________________

• Case code / reference no.: ______________________________________

• Date/time incident started: ____ / ____ / ______ ______

• Date/time incident ended (or stabilised): ____ / ____ / ______ ______

• Location(s): _________________________________________________

• Who reported it (role only): ____________________________________

• Incident lead (name/role): _____________________________________

• Teams involved (tick): Security [ ] Relic/Conservation [ ] Admin [ ] HR [ ] Communications [ ] Board/ED [ ] Other: ______

Severity level (tick): Low [ ] Medium [ ] High [ ] Critical [ ]
Why this level? (1 line): ______________________________________

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B) What happened (brief summary)

Write 3–8 lines. Keep it simple and factual.

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C) Timeline (key events)

Time/Date	What happened (short facts)	Who acted (role/unit)	Evidence (log, CCTV note, email, photo)

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D) Immediate response

What did we do first? (tick + note)

• Secured people’s safety [ ] Note: ______________________________

• Secured relics / sacred items [ ] Note: _________________________

• Stopped access / controlled entry [ ] Note: ______________________

• Preserved evidence (logs, CCTV, photos, emails) [ ] Note: _________

• Informed duty officer / ED / Board [ ] Note: _____________________

• Informed safeguarding/ethics focal person (if relevant) [ ] Note: ___

• Other urgent step: ____________________________________________

Resources used (optional): staff hours _______ / budget used _______ / external support _______

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E) What worked well

List what helped. Be specific (tools, people, procedures).

1. ---

2. ---

3. ---

4. ---

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F) What did not work well

List gaps and problems (systems, communication, delays).

1. ---

2. ---

3. ---

4. ---

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G) Why it happened (causes)

Tick what applies and add short notes.

• People / training gap [ ] Note: _________________________________

• Process gap (no clear steps, unclear role) [ ] Note: _______________

• Equipment/facility failure (AC, locks, alarms, storage) [ ] Note: ____

• Documentation gap (missing logs, weak register, no handover) [ ] Note: ___

• Communication gap (no response, confusion, rumours) [ ] Note: ______

• Governance gap (no decision record, unclear approval) [ ] Note: ______

• Partner/contractor issue [ ] Note: ______________________________

• Other: __________________ [ ] Note: ___________________________

Root cause (best guess, 1–2 lines):

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H) Changes we will make (the most important section)

Write actions that reduce repeat risk. Keep actions clear and measurable.

Change / action	Owner (role/unit)	Deadline	Priority (H/M/L)	Proof (policy, training log, photo, audit note)	Status (Open/Done)

Policy change needed? Yes [ ] No [ ]
If yes: policy name/code ___________________ and link to T282 tracking: ___________________

Training needed? Yes [ ] No [ ]
If yes: topic(s) __________________________ and link to T286 plan: _______________________

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I) Communication and trust repair

• Who was informed (tick): Staff [ ] Monastic community [ ] Donors [ ] Partners [ ] Authorities [ ] Public [ ] Media [ ]

• Key message used (2–4 lines, simple words):

  ---

• Rumours/misinformation risk? Yes [ ] No [ ]
  If yes, how we corrected it (short): _______________________________

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J) Follow-up checks

• Follow-up review date 1: ____ / ____ / ______ Owner: __________________

• Follow-up review date 2 (if needed): ____ / ____ / ______ Owner: __________

• Did we test the fix (drill/audit/check)? Yes [ ] No [ ]
  If yes, what test: ______________________________________________

Result of follow-up (after review): Improved [ ] Same [ ] Worse [ ] Not sure [ ]
Short note: _____________________________________________________

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K) Attachments and archive plan

Attach what is safe and needed.

• Attachments (tick): Incident report [ ] Logs [ ] Photos (approved) [ ] CCTV note [ ] Emails/letters [ ] Audit report [ ] Other: ______

• Archive file code: _______________________

• Digital folder path: __________________________________________

• Access level confirmed: Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]

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L) Sign-off

Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Dept Head / Incident lead): __________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Ethics/Safeguarding, if relevant): _____________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board, if needed): ________________________ Signature: ______________ Date: ____ / ____ / ______