Online Application Guide
Online_Application_Guide
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ONLINE APPLICATION A STEP-BY-STEP GUIDE The Online application system is intended to accord anyone seeking admission into University of Botswana study programmes to apply online provided they have an email account. Prospective applicants may use any Internet facility available to them to apply. It is important for each and every prospective applicant to carefully read all admission requirements and other related documents enclosed as Application Package under “STUDY AT UB” before s/he applies for admission. Online application requires that prospective applicants should scan and save each of the following separately, preferably in pdf format, ready to be uploaded in the application: Receipt for a fully paid Application Fee Certified copy of Omang for Botswana citizens or Passport for other nationalities Certified copy of School Certificate, accompanied (if not in English) by a certified English translation version and/or Certified copies of additional official documents e.g. Diploma/Degree certificate, transcript, professional registration certificates, certifying letters from Examining bodies, proof of change of name, etc, where applicable. Once you have scanned the above-mentioned documents as required and you do have access to the Internet, then log into the University of Botswana Website: www.ub.bw. The Webpage below will appear and you therefore have to follow the instructions on every page as shown below in order to complete your application Online. Each applicant is expected to complete one application. 1|Page COMPLETING AN APPLICATION ON-LINE The first step towards completing an application online is to log into University of Botswana Website www.ub.bw, then click on “STUDY AT UB” as shown below: Click on “STUDY AT UB” A page entitled Prospective Students will follow. Go through the information on the page and then Click on APPLY to move to the next page: Click on “APPLY” A new page entitled Undergraduate Applications will follow. This page will have an Advert inviting applicants to apply and the closing date for such applications. It also has links to information that is very vital for one to go through before completing an application, the Application Package. Once you have satisfied yourself with the information provided and are ready with all that is required for one to apply online, and then click on ONLINE APPLICATION. 2|Page Click on “ONLINE APPLICATION” A click on Online Application will lead you to the page below. This is the first page of the application and you are to complete Steps 1 and 2 first if you are a new applicant. Those going back into the system to continue with their application should enter their Application ID and password accordingly (or click on the Forgotten your Application ID and/or Password if they have forgotten either one of them or both). NOTE: Enter you Application ID and Password here, then Click Login to continue where you left Enter this Security Code as indicated Click on Create Application ID The following page will follow: Select Undergraduate Select 2015/16 Semester 1 for entry in August 2015 Complete these fields accordingly. Former students should enter their Student ID. You may enter your Middle Name(s) if you have any and the Date of Birth should be in the form: 23/12/1995. Please enter the correct email address to enable you to receive notification on your temporary ID and password Select your country from the drop down list Select Omang or Birth Certificate if you are a Botswana citizen, otherwise select Passport, then enter Omang number or Passport number in the space provided Click on Continue to go the next page The following message will appear indicating that an email has been sent to your email account and click ok 3|Page Go to your email account and then check the inbox for an email with your temporary Application ID and Password. Note down both the Application ID and Password as you need to use them as you continue to use the system, and then click on the hyperlink as indicated below. Click on this Hyperlink A click on the hyperlink above will lead you to the page below where you have to click on another hyperlink. Click on this Hyperlink A click on the above hyperlink will take you to the following page where that you have to confirm your email address, and both your temporary Application ID and Password that you received through your email. Enter your email address correctly Enter the Temporary Application ID Enter the Temporary Password Click on OK to continue Once you have clicked on ok above, the following page will follow where you have to enter your instead of the one given to you by the system. Make sure you enter the password that you will not forget as you will continue to use it every time you access the system. Enter your own Password Enter your own Password again to confirm it Click on OK to continue The following page will follow and you now have to click on “ok” on it to move to the application summary page. Click on OK The following Summary page will follow, then click on “edit” to go to the Online Application Welcome page. 4|Page Click on edit The Online Application Welcome page is as shown below and has on it, your first-name and surname with the Application ID in brackets or your Student ID if you are a former student. Please read the information on this page before filling in the application form which appears on the right hand page and then click the Personal Details or Change the Welcome Page under Transfer To:, to Personal Details as indicated below: Change to Personal Details, and then click “go” Once you click on “go” as indicated above, the page below will appear. Complete your details as indicated and also correct whatever that needs to be corrected. Select your Title Enter name you prefer to be known by if not First-name Enter previous Surname if married or if it has changed Click on “next” to go to next page A click on “next” will lead you to the following page where you have to select your study choices. You may select one up to three study choices. 5|Page Click on Select in order to select your first choice The page that follows is where you now have to search for first study choice. You have to enter a key word such as “Bachelor of Arts” on the Programme of Study space, and then click Search. 1. Enter Bachelor of Arts here if the Programme name is such 2. Click on Search A click on Search above will lead you to the next page where a list of all programmes whose names start with “Bachelor of Arts” will appear and you have to then select your first study choice from the list. Next to the list programmes will be the Select button that you need to click as indicated to make to select your first Study Choice. You may click on the requirements button to view the programme entry requirements to ensure that you meet the entry requirements for the programme you have selected. Next to study choice will be an indication of the programme’ offer mode such as full-time, part-time or distance, and next to that you will have to indicate the campus where the programme is offered. There is the Remove button that one can used to (delete) remove the choice made and add a different one. Do follow the same steps to make your other choices. Click on Select next to select your Study Choice Once you have selected your choices, Click on Next to move onto the next page, where you have to enter your contact details. Do complete the required details more especially the Mailing Address and Mobile Phone as these will be used to communicate any matter regarding your application by UB. Select your country for your Mail Address Enter your Address such as P. O. Box 1109, Gabane Enter your Home Enter City/Town/Village Village and District for your Mail Address Click on Next after completing your Contact Details Enter your Mobile-Phone number and the following numbers if in existence: Home-Phone, Work-Phone and Fax After completing your Contact Details above, the following page will appear in which you have to enter your gender, marital status and whether you have any disability. 6|Page Complete these fields by selecting the responses from the Drop Down lists Click on Next after completing your Demographic Details Enter the details of your next of kin in the next page. Do note that there is a little box that you can click on if your mail address is the same as that of your next of kin so that it can be auto filled. Select or enter details of your Next of Kin, including their Title, relationship to you, their country and their Address Click here if your Next of Kin’ address is the same as yours Enter the following Phone numbers for your Next of Kin: Home-Phone, WorkPhone and Mobile-Phone Enter/Select accordingly for your Next of Kin Enter the details of the person who should be contacted in case you of emergency in the next page. There is a likelihood that your Next of Kin could be your Emergency Contact, if so, click on one little box as indicated so that the contacts details for your Next of Kin can be automatically copied to become your emergency contact. Click here if your Emergency Contact is the same as your Next of Kin Select or enter details of your Emergency Contact, including their Title, relationship to you, their country and their Address Click here if your Next of Kin’ address is the same as yours Enter/Select accordingly for your Next of Kin Click on Next after completing your Emergency Contact details Enter the following Phone numbers for your Emergency Contact: Home-Phone, WorkPhone and Mobile-Phone The next page is on Tertiary Education page and there is a question on the page whose answer should either be “Yes” if you have studied at some university before and you will be required to enter the details of tertiary education, otherwise select “No”, then click on Next to move onto the next page. 7|Page Select either Yes or No The page that follows is the one on Secondary Education and those who possess some tertiary education should ONLY enter their Final school Year, select their School name and the Highest Grade they completed such Form 5. School leavers should complete this page as a whole as their application will be assessed based on their school grades. As a school leaver, do ensure that all your grades are entered. Click here to enter your Secondary Education details A click on add cecondary education above will lead to the following page. Enter your school details accordingly and then enter your Course Level such as BGCSE, subjects and their grades. Kindly note that if you wrote your school examination in more than one school, then you have to enter them separated as will be indicated in the later pages. Click on Ok after entering ALL the required information 1. Enter your Final School Year 2. Click here to select the school where you completed your final School year (by searching for it as you did with study choices) 3. Select the highest school grade you completed Select grades for each of your subjects Select the school qualification which you attained such as BGCSE Select your subjects as per your school certificate A click on Ok above will lead you to the following page where you can Click on add secondary education again if you wrote school examination in more than one school. (The school in the example below was Moeding College) Click here to add another school if you wrote in more than one school, otherwise Click Next to move to the next page 8|Page After clicking on Next above will take you to the page below where you have to answer the question on sponsorship. Select No if you are self sponsored or not sponsored; and Yes if you are, which will then take you to the page below. Click on Next to continue to the next page You will only go to the Page below if you selected “Yes” in the previous page. You then have to select the name of your Sponsor by searching for it accordingly then selecting it or adding it manually by clicking on the given hyperlink. Click here to enter the name of your sponsor by searching and selecting the sponsor from the list OR if the sponsor name does not exist on the list, then the Click the hyperlink that says my sponsor does not exist, then type it in. Click on Next to continue to the next page Once you have selected you Sponsor and clicked on Next, the following page will follow where you have to state whether you have any employment experience or not, as for some study programmes this is fundamental information. Select No if you don’t have any employment/work experience or Yes, if you do. Selection of Yes will lead you to the page below. Selection of No will take you to Additional Information page Click on Next to continue to the next page The selection of Yes in the previous page will take you to the page below where you have to click on add employment in order to access another page where you have to enter your employment details. 1. Click here to add your employment details by completing the fields that will appear, then Click on Ok, when done Click on Next to continue to the next page The selection of No on the Employment page will bring out the page below where you have to answer the question regarding accommodation and language. 9|Page Select Yes is you are interested in University accommodation or No, if not 3. Click on Next to continue It is not necessary to complete this part. You may do so if you so wish The next page is on Documentation where you have to attach/upload all relevant documents to your application. These documents are the ones that you would have certified, scanned and saved as soft copies before starting to apply. You are required to click on add next to the name of the document that you would like to upload such as Omang if you are a citizen of Botswana, etc. Click on Next to continue to the next page Click on the appropriate add to upload the required document from you Click on add to upload Form5 School Certificate/Statement of Results if you are a school leaver otherwise click on add to upload Post School Certificate Transcript and/or Certificate if you have any Tertiary Education, complete or incomplete Click on add to upload Application Fee receipt Click on the appropriate add to upload the required document from you Once you have uploaded all the documents that are required and clicked on next, the last page of the application will follow. On this page, you have to make a declaration by selecting the appropriate Checkbox, followed by the verification of the application. Kindly note that if there is any part of the application that has not been completed properly, the verification process will indicate errors thereto and you then have to correct everything accordingly before you submit your application. 10 | P a g e Status 2. Click here to verify your application 2. Click here to submit your application 1. Select this Checkbox to make a Declaration Once the status is ‘Validated’, it means that you are ready to apply. Click thebutton. You will receive a confirmation message, as shown below. Click on if you wish to complete the application process or if you are not yet ready. Note! Once you click no more amendments to your application form will be allowed. Any changes must be communicated in writing to the Undergraduate Admissions Office before the closing date. Once you have submitted your application, you will receive a short message through your email acknowledging receipt of the application; and then an acknowledgement letter on the same will follow later through the same medium. Thank you very much for choosing University of Botswana 11 | P a g e
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