Botswana - Change Name of Non-Governmental Organization

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Procedure

Apply In Person

1. The application to Change Name of Non-Governmental Organization 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
2. The Board of directors of an NGO should first carry out a meeting and take minutes on having a name change using the guidelines for forming the Society’s constitution.
3. Applicants should submit the letter of intent; 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.
4. Upon receipt of the application, the Registrar of societies 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.
5. If the registrar is satisfied that all the requirements have been met for the application, he/she will issue the applicant with the applicable application forms to complete.
6. Submit the duly completed forms, attached to all the supporting documentation for processing and consideration.
7. The applicant will be required to pay a prescribed (non-refundable) application fee and obtain a payment receipt, acknowledgment slip as proof of submission of the application, and for inquiry referencing if the need arises.
8. The registrar may request additional information relevant to the application. In such a case, the information must be submitted within the stipulated time from the date of notification. Where the applicant fails to submit the required information, the registrar shall reject the application.
9. After the successful screening of the submitted documents, a notice of the decision (Approval, Deferral, or Rejection) for the application will be communicated to the applicant in writing after 14 working days.
10. If approved; this is followed by amending the NGO’s constitution showing the NGO’s New Name; three (3) copies of the constitution should be submitted to the registrar officer for assessment.
11. The modified registration certificate will be drawn up and made available for withdrawal by the applicant, upon producing their identification document; approval letter/acknowledgment letter to be validated and paying the prescribed certificate fee at the registrar's office where the application was lodged.

Note:
Appeal against refusal to register society.
Any society aggrieved by the refusal of the Registrar to register the change of name, it may, within 28 days immediately after the date of such refusal, appeal against the refusal to the Minister.

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Required Documents

• A formal application (Letter of intent) addressed to the Registrar seeking consent, signed by the three registered officials of the Organization.
• Minutes of the meeting proposing the change of name.
• The minutes should be submitted within 14 days from the date of the meeting.
• The minutes should indicate the reasons for having the name change.
• An amended copy of the constitution showing the new name and signed by all members.
• 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
• List of signatures and national identity numbers of attendees at the meeting.
• Any other information may be required by the Registrar.

Office Locations & Contacts

Department of Civil and National Registration
Ministry of Nationality,
Immigration, and Gender AffairsBlock 8,
Government Enclave,
Khama CrescentPrivate 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 RegistrationRegionalOffices Contact Details

Botswana Council of Non-Government Organisations (BOCONGO)
Address:Plot No. 54513 Unit 5 Courtyard Village, Gaborone
Botswana
Private Bag 00418 Gaborone,
Botswana
Email : [email protected]
Tel: +267 3911319
Fax: +267 3912935
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.

Eligibility

• A registered non-governmental organization, that wants to change its name is eligible to apply.

Fees

• Please consult with the Department of Civil and National Registration Local/Regional Office.

Validity

• The validity period is forever or until the organization decides to change the Name again.

Documents to Use

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

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

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

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

Instructions

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

Required Information

• Current Name of the NGO.
• Proposed name changes
• Reasons for the name change
• Names of three registered officials and their designation
• Contact details
• NGO operation address
• Declaration by the applicant (signature/date of application)

Need for the Document

• Any registered non-governmental organization, which wants to change its name should obtain authorization from the Department of Civil and National Registration Registrar's office.

Information which might help

The Department of Civil and National Registration is in charge of registering and certifying Societies i.e non-profit making societies and non–governmental organizations. These include:

• Religious Organizations
• Professional Associations
• Burial Societies
• Recreational and Sporting Clubs
• Political Parties
• Charitable Organizations
• Others

Other uses of the Document/Certificate

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

External Links

Societies Registration

Others

More information which might help people.