Template No.: T113 Template Title: MONASTIC TEACHER INVITATION REQUEST FORM

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T113

Template Title: MONASTIC TEACHER INVITATION REQUEST FORM

Related Research Case IDs / Cluster: ___________________________

Linked Templates / Policies: _________________________________

Date of form: ____ / ____ / ______

Prepared by / Role: _________________________________________

Office / Unit: ______________________________________________

Country / Location: _________________________________________

Confidentiality Level (tick one):
[ ] Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive

Use of this form (tick):
[ ] New case / action [ ] Follow-up [ ] Annual review [ ] Archive only

SECTION 1 – BASIC REQUEST INFORMATION

1.1 Title of Programme / Event
(Example: “Weekend Retreat on Mindfulness and Relic Respect”)

1.2 Type of Teaching Event (tick main one)

[ ] One-time Dhamma talk
[ ] Short course / series of talks
[ ] Retreat (day / weekend / longer)
[ ] Staff training session
[ ] Public talk for visitors / community
[ ] Special instruction for custodians / guardians
[ ] Other: _________________________________________________

1.3 Main Target Group

[ ] HSWAGATA staff
[ ] Custodians / guardians
[ ] Volunteers / guides
[ ] Monastics (internal)
[ ] General visitors / public
[ ] Youth / students
[ ] Mixed group
[ ] Other: _________________________________________________

1.4 Proposed Dates

Start date: ____ / ____ / ______
End date: ____ / ____ / ______

Alternative dates (if first choice not possible):

1.5 Planned Venue

[ ] HSWAGATA hall / training room __________________________
[ ] Temple / vihāra _______________________________________
[ ] Online (Zoom / other): ________________________________
[ ] Other: _________________________________________________

SECTION 2 – MONASTIC TEACHER DETAILS

2.1 Name of Teacher

Pāli / Dharma name: ________________________________________
Common / local name (if any): ______________________________

2.2 Status

[ ] Bhikkhu (monk)
[ ] Bhikkhunī (nun)
[ ] Sāmaṇera / novice
[ ] Other monastic: ________________________________________

2.3 Monastery / Institution

Name of monastery / organisation: __________________________
Country / city: ____________________________________________

2.4 Contact Details (for internal use only)

Phone / mobile: ____________________________________________
Email: _____________________________________________________

2.5 Background Summary

(Short description: training, main teachers, areas of expertise.)

SECTION 3 – TEACHING TOPIC & CONTENT

3.1 Main Topic or Theme

(Example: “Buddhist Ethics for Relic Custodians”; “Understanding Dhātu-parinibbāna”)

3.2 Short Description of Teaching Content
(3–5 lines, simple English.)

3.3 Link to HSWAGATA Work (tick all that apply)

[ ] Relic custodianship and respect
[ ] Cosmology / dhātu-parinibbāna
[ ] Sīla and ethics for staff / volunteers
[ ] Peace and conflict handling
[ ] Faith and daily practice for lay supporters
[ ] Doctrinal clarity (Sutta, Vinaya, Abhidhamma)
[ ] Other: _________________________________________________

Short note on this link:

3.4 Language(s) for Teaching

Teaching language: _________________________________________
Translation needed?
[ ] No
[ ] Yes – from __________ to __________

Details of translator (if known):

SECTION 4 – PROGRAMME SCHEDULE (BASIC PLAN)

4.1 Proposed Session Times

(Example: “2-hour evening talk”, “3 morning sessions”, etc.)

Day / Date: ___________________________
Time: _________________________________
Content / focus: _______________________

Day / Date: ___________________________
Time: _________________________________
Content / focus: _______________________

(Attach detailed programme if needed.)

4.2 Estimated Number of Participants

[ ] Under 20
[ ] 20–50
[ ] 50–100
[ ] Over 100

Special notes (if any):

SECTION 5 – TRAVEL, HOUSING & SUPPORT

5.1 Travel Arrangements

Teacher’s starting city / country: __________________________

Proposed type of travel:
[ ] Local car / van
[ ] Bus
[ ] Train
[ ] Flight
[ ] Other: _________________________________________________

Who arranges travel?
[ ] HSWAGATA
[ ] Teacher’s monastery
[ ] Shared responsibility
[ ] Other: _________________________________________________

Travel notes (dates, times, needs):

5.2 Housing / Accommodation

Where will the teacher stay?

[ ] Monastic housing at temple _____________________________
[ ] Guest room at HSWAGATA ________________________________
[ ] Nearby monastery _______________________________________
[ ] Other: _________________________________________________

Is housing separate and quiet?
[ ] Yes [ ] No (explain): _______________________________

5.3 Food & Daily Needs

[ ] Dana and meals arranged by local supporters
[ ] HSWAGATA provides meals
[ ] Mixed / shared arrangement

Special dietary or health needs (if known):

5.4 Other Support

[ ] Local guide / assistant
[ ] Transport during stay
[ ] Support for printing handouts / texts
[ ] Audio / visual support (microphone, projector)
[ ] Other: _________________________________________________

Notes:

SECTION 6 – EXPECTED OUTCOMES & EVALUATION

6.1 Expected Outcomes (What do we hope will happen?)

(Write 3–5 clear, simple points.)

After this teaching:

  1. Participants will ________________________________________

  2. Participants will ________________________________________

  3. HSWAGATA will benefit by ________________________________

  4. (optional) ______________________________________________

  5. (optional) ______________________________________________

6.2 How Will We Evaluate the Teaching? (tick all that apply)

[ ] Simple feedback form from participants
[ ] Short group sharing after session
[ ] Observation by staff / coordinators
[ ] Follow-up meeting with monastic teacher
[ ] Check if planned learning outcomes were reached
[ ] Other: _________________________________________________

6.3 Planned Follow-Up Actions

[ ] No follow-up – one-time event
[ ] Repeat similar teaching in future (how often?): ________
[ ] Add key points to staff training materials
[ ] Share recording / notes with other staff
[ ] Plan deeper course on same topic
[ ] Other: _________________________________________________

Short details:

SECTION 7 – RISK & SENSITIVITY CHECK

7.1 Possible Sensitivities

[ ] Topic may be difficult or easily misunderstood
[ ] Possible conflict with local customs
[ ] Possible tension with other groups / traditions
[ ] Media interest expected
[ ] None known

If any sensitivity is ticked, explain briefly:

7.2 Steps to Protect Peace and Harmony

(What will we do to keep the event calm, respectful, and safe?)

SECTION 8 – APPROVALS

8.1 Initial Request Approval (Department Level)

Requested by (name): _______________________________________
Role / Position: ___________________________________________

Signature: ___________________________ Date: ____ / ____ / ______

Line manager / department head: ____________________________

Decision:
[ ] Support request – send to doctrinal approval
[ ] Do not support (reason below)

Reason (if not supported):

8.2 Doctrinal / Monastic Approval

Reviewer name: _____________________________________________
Role / Position: ___________________________________________

Checklist (tick):
[ ] Teacher is suitable and has good reputation
[ ] Topic is in line with Dhamma and Vinaya
[ ] Content supports HSWAGATA mission and relic respect
[ ] No clear doctrinal or ethical problems seen

Decision:
[ ] Approved
[ ] Approved with conditions (state below)
[ ] Not approved

Conditions / comments:

Signature: ___________________________ Date: ____ / ____ / ______

8.3 Final Administrative Approval (if needed)

Name: _______________________________________________________
Role / Position: ___________________________________________

Decision:
[ ] Approved and budget / logistics confirmed
[ ] Returned for more information
[ ] Not approved

Comments:

Signature: ___________________________ Date: ____ / ____ / ______

SECTION 9 – ARCHIVE & CONTACT

9.1 Main Contact Person for This Teacher

Name: _______________________________________________________
Role / Position: ___________________________________________
Phone: ______________________________________________________
Email: ______________________________________________________

9.2 Archive Code / Digital Folder Path

9.3 Linked Documents

[ ] Email / letter of invitation
[ ] Teacher’s reply / confirmation
[ ] Programme leaflet / poster draft
[ ] Budget / cost estimate (if any)
[ ] Feedback or report after event
[ ] Other: _________________________________________________

Notes for future invitations:

END OF FORM – T113 MONASTIC TEACHER INVITATION REQUEST FORM

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