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Botswana - Register a Non-Governmental Organisation (NGO)

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ProcedureEdit

Apply In Person The application to register a Non-Governmental Organisation (NGO) shall be made to the Department of Civil and National Registration office, whose mandate is to register and certify societies; (non-profit making societies and non–governmental organizations) in Botswana. Department of Civil and National Registration Regional Offices Contact Details

Step 1: Organize yourselves in a group of atleast twenty (20) members to form a Non-Government Organization.

Step 2: Hold a meeting to Elect NGO’s officials and to seek registration

  1. The three most important slots to be filled are the Chairman, Secretary, and Treasurer.
  2. It’s important to have these positions occupied for accountability and organization purposes of the NGO.
  3. Roles under these titles should also be defined, written down, and put in a document (preferably the constitution) so that every official understands and agrees to the scope of their work.
  4. It is important that the office of the secretary must know how to read and write.
  5. The minutes of the meeting seeking registration and showing elected officials are to be attached to the letter of intent to register a NGO.


Step 3: Submit the letter of intent to register a NGO, with the Department of Civil and National Registration Regional Offices.

  1. Applicants should submit the letter of intent to register a NGO; attached to the supporting documentation as mentioned under the “Required Documents” section of this page, to the local Civil and National Registration office, where the society's office is based for consideration, within fourteen (14) days from the date of the meeting.
  2. Upon receipt of the application, the Registrar will check for discrepancies or ineligibility in the application documents. If a discrepancy that cannot be immediately corrected exists in any of the documents, the application and all the submitted documents will be returned to the applicant and should not be re-submitted until the discrepancy has been rectified corrected.
  3. If the registrar is satisfied that all the requirements have been met for the application, he/she will send the following to the applicant(s) for completion:
    • Registration form for a society (Form-A) to be completed in triplicate.
    • Membership list.
    • Guidelines for forming the Society’s constitution.


Step 4: Draft the NGO’s constitution as per the guideline:

  1. A constitution is the NGO’s guide. Once this has been drafted and approved, every member should get a copy which they sign and commit to the terms and conditions.
  2. The constitution identifies the NGO’s mission, goals, and objectives.


Step 5: Make the application for Register the NGO, with the Department of Civil and National Registration Regional Offices.

  1. Applicant should submit the duly completed Registration Form for a society (Form-A) completed in triplicate; attached to the Membership list and three copies of the Society’s (NGO) constitution


Step 6: Payment of applicable fees

  1. Applicants will be required to pay a service fee of BWP 500.00 for associations and churches, and BWP250.00 for all other societies. These costs are non-refundable.
  2. The applicant will be issued with a payment receipt and an acknowledgment slip as proof of submission of the application, and for inquiry referencing if the need arises.


Step 7: Issue of the certificate

  1. After the successful screening of the submitted documents, the Registrar will issue a registration certificate, Form-A, and the constitution as approved by the society.
  2. Notice of the decision (Approval, Deferral, or Rejection) for the application will be communicated to the client in writing or by phone.
  3. While collecting the registration certificate, the applicant will be required to produce their identity document; approval letter/acknowledgment letter to be validated by the registrar's office, where the application was lodged.



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Required DocumentsEdit

  • Letter of intent to form a society.
  • Minutes of the formation of the society with three or more objectives.
  • List of signatures and national identity numbers of attendees at the formation of society meeting.
  • Ten suggested names for the society in order of preference. The names should be reflective of the nature of the society whether it is an association, club, church, or society.
  • In case of non-citizens serving on the executive committee, provide the following:
    • Certified copies of resident permit.
    • Certified work permit.
    • A certified copy of pages 1 and 2 of the passport, showing their picture and personal details should also be submitted.



Office Locations & ContactsEdit

Department of Civil and National Registration
Ministry of Nationality, Immigration, and Gender Affairs
Block 8, Government Enclave, Khama Crescent
Private Bag 00240
Gaborone
Botswana
Tel. (+267)3611100/361115/3611132
Fax. (+267) 3907426
Email: [email protected]
Toll-Free Number. 0800 600 777
Ministry of Nationality, Immigration, and Gender Affairs Contact Details
Department of Civil and National Registration Regional Offices Contact Details

Botswana Council of Non-Government Organisations (BOCONGO)
Address:Plot No. 54513 Unit 5 Courtyard Village, Gaborone
Botswana
Private Bag 00418 Gaborone,
Botswana
Tel: +267 3911319
Fax: +267 3912935
Email : [email protected]
BOCONGO Website
Business hours: Monday-Friday from 8:00 am-1:00 pm and 2:00 pm -5:00 pm, closed during Public Holidays & Weekends.

EligibilityEdit

  • Organized groups in Botswana seeking registration as a Non-Government Organization are eligible to make the application.
  • The group should have at least twenty members of legal age.



FeesEdit

  • The service costs BWP 500.00 for associations and churches, and BWP250.00 for all other societies. These costs are non-refundable.



ValidityEdit

  • The validity of the certificate of registration is valid as long the society exists. In case the society seeks to cease to exist, measures to take to facilitate its termination are outlined in its constitution.



Documents to UseEdit

Please attach documents that can be used by people. e.g. links



Sample DocumentsEdit

Please attach sample completed documents that would help other people.



Processing TimeEdit

  • The time frame for processing the application is fourteen (14) working days, provided all the required documents and information have been provided for processing.



Related VideosEdit

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&> from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.



InstructionsEdit

Please provide other instructions related to the certificate/documents.
e.g. The state office holds birth records since january 1908.



Required InformationEdit

  • Basic Information of the Non-Government Organization (NGO)
  • Official Meetings
  • Membership of the NGO
  • Management Committee
  • NGO Project Objectives
  • Activities of the NGO
  • Type of activity(ies)
  • Future Plans/Activities (if any)
  • Assistance from the Government/Other Organization(s)



Need for the DocumentEdit

  • The registration gives the Non-Government Organization (NGO) formal recognition and is listed in the government records.
  • The registration certificate allows the NGO to legally carry out its activities in Botswana.



Information which might helpEdit

  • A Non-Government Organization (NGO) is a registered non-governmental, non-profit and non-political organization.
  • Within Non-Government Organization (NGO), there are many variations in terms of size and organizational structure. Some Non-Government Organization (NGO) with a written constitution and directors are formally registered and incorporated. Others are much smaller and informal, are registered by the Department of Civil and National Registration.
  • Some of the activities commonly carried out through NGO’s include, but are not limited to, environmental, social, advocacy and human rights work. They can work to promote social or political change on a broad scale or very locally. NGOs play a critical part in developing society, improving communities, and promoting citizen participation.



Other uses of the Document/CertificateEdit

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.



External LinksEdit

Society Registration

OthersEdit

More information which might help people.



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