Botswana - Replace Lost or Damaged Self-Help Group (Community Project) Registration Certificate

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Procedure

Apply In Person
To replace the registration certificate for a Self-Help Group (Community Project), one has to make an application with the registrar at the nearest local Civil and National Registration office. Regional Civil and National Registration Office Location & Contact Details

Step 1: Obtain Police Abstract Report.

1. An office-bearer official of the self help-group should start by first visiting a police station to report the loss or damage of the certificate of registration.
2. After reporting the loss or damage, the official is also to acquire a police abstract from the police authorities which is a prerequisite to making the application.
3. And will be required to swear an affidavit of the circumstances surrounding the loss/ damage of the certificate.
4. The police abstract and affidavit are to be attached to the application for replacement.

Step 2: Hold a group meeting to seek replacement of lost/ damaged registration certificate.

1. The minutes of the meeting seeking replacement of the lost damaged certificate and should be endorsed by at least 2/3 of the members.

Step 3: Application for replacement with the nearest local Civil and National Registration office.

1. The application shall be made in writing using a prescribed form as may be determined by the registrar and it shall be accompanied by all supporting documentation listed under the “Required Documents” section of this page.
2. Upon receipt of the annual return form, the registrar shall verify if all the required information and documentation have been provided, in case of any 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.
3. After the successful screening of the submitted documents, the Registrar will prepare the registration certificate to be issued to the applicant.

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Required Documents

• A Police Abstract and Affidavit
• Attachment of a portion of the original certificate/photocopy (where Available)
• Replacement fees receipt (if appliable).
• Minutes declaring the Loss and Reasons for replacement Endorsed by at least 2/3 of the members
• Any other information or documentation that the registrar may request the applicant to provide.

Office Locations & Contacts

Ministry of Nationality, Immigration, and Gender Affairs
Address: Block 8, Government Enclave, Khama Crescent
Private Bag 002
Gaborone
Botswana
Tel: (+267)3611115 / 3611234 / 3611132
Fax: (+267) 3907426Call
Centre Number – 0800 600 777
Email: [email protected]
Ministry of Nationality, Immigration, and Gender Affairs Office Location & Contact Details

Department of Civil and National Registration
(Ministry of Nationality, Immigration, and Gender Affairs)
Head Office,
Address: Block 8, Government Enclave,
Khama Crescent,
Private Bag 00240, Gaborone,
Botswana
Tel. (+267)361 1400
Fax. (+267) 395 9998
Toll-Free Number. 0800 600 777
Regional Civil and National Registration Office Location & Contact Details
Opening hours: 7:30 to 12:45, and 13:45 to 16:30, Monday to Friday, except public holidays.

Eligibility

Any registered Self-Help Group (Community Project), that has lost or damaged its registration certificate is eligible to make the application.

Fees

• Please consult with the Regional Civil and National Registration Office.

Validity

• A Self-Help Group (Community Project) Registration Certificate is valid indefinite unless suspended, revoked, or cancelled by the Authority; However, the society's annual returns are to be submitted to the registrar not later than the 31st March in each year.

Documents to Use

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Sample Documents

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Processing Time

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Related Videos

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 dkisplayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

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e.g. The state office holds birth records since January 1908.

Required Information

• The Self-Help Group Registration certificate details
• Basic Information of the Self-Help Group
• Official Meetings
• Membership of the group
• Management Committee
• The Self-Help Group Project Objectives
• Activities of the self-help group a) Type of activity(ies)
• Future Plans/Activities (if any)
• Assistance from the Government/Other Organization(s)
• The circumstance that led to the loss or damage of the certificate
• Declaration by office-bearers

Need for the Document

• The Registration gives the Self-Help Group (Community Project) formal recognition and is listed in the government records.
• This allows the Self-Help Group to legally carry out its activities in Botswana, therefore a self-help group needs to have its registration certificate at all times

Information which might help

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Other uses of the Document/Certificate

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e.g. Birth Certificate can be used as proof of identity.

External Links

Botswana Societies Act

Others

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