Online Application Guide
Online_Application_Guide
User Manual: Pdf
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Page Count: 11
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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.
ONLINE APPLICATION
A STEP-BY-STEP GUIDE
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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:
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:
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.
Click on “STUDY AT UB”
Click on “APPLY”
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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).
The following page will follow:
The following message will appear indicating that an email has been sent to your email account and click ok
Click on Create Application ID
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
Click on “ONLINE APPLICATION”
Enter this
Security
Code as
indicated
NOTE: Enter you Application
ID and Password here, then
Click Login to continue where
you left
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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.
A click on the hyperlink above will lead you to the page below where you have to click on another 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.
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.
The following page will follow and you now have to click on “ok” on it to move to the application summary page.
The following Summary page will follow, then click on “edit” to go to the Online Application Welcome page.
Click on OK to
continue
Click on this Hyperlink
Enter your email address correctly
Enter the Temporary Application ID
Enter the Temporary Password
Enter your own Password
Enter your own Password again to confirm it
Click on OK to continue
Click on this Hyperlink
Click on OK
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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:
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.
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.
Click on edit
Change to Personal Details,
and then click “go”
Select your Title
Enter previous Surname if married
or if it has changed
Enter name you prefer to be
known by if not First-name
Click on “next” to go to next page
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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.
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.
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.
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.
Click on Select in order to select your first choice
1. Enter Bachelor of Arts here if the Programme name is such
2. Click on Search
Click on Select next to select your Study Choice
Select your country
for your Mail Address
Enter your Address such as
P. O. Box 1109, Gabane
Enter City/Town/Village
for your Mail Address
Enter your Home
Village and District
Enter your Mobile-Phone number and
the following numbers if in existence:
Home-Phone, Work-Phone and Fax
Click on Next after completing your Contact Details
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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.
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.
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.
Complete these
fields by selecting
the responses from
the Drop Down lists
Click on Next after completing
your Demographic Details
Enter the following Phone
numbers for your Next of
Kin: Home-Phone, Work-
Phone and Mobile-Phone
Click here if
your Next of Kin’
address is the
same as yours
Select or enter details of
your Next of Kin, including
their Title, relationship to
you, their country and
their Address
Click here if your
Emergency Contact is
the same as your Next
of Kin
Click on Next after completing your
Emergency Contact details
Enter the following Phone
numbers for your Emergency
Contact: Home-Phone, Work-
Phone and Mobile-Phone
Enter/Select
accordingly for
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
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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.
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.
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)
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 the school qualification
which you attained such as BGCSE
Select your subjects as per
your school certificate
Select grades for each
of your subjects
Click here to enter your Secondary
Education details
Select either Yes or No
Click on Ok after entering ALL
the required information
Click here to add another school if you
wrote in more than one school, otherwise
Click Next to move to the next page
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After clicking on Next above will take you to the page below where you have to answer the question on sponsorship.
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.
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.
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.
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.
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 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.
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
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
Click on Next to continue to the next page
Click on Next to continue
to the next page
Click on Next to
continue to the
next page
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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.
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.
Select Yes is you are interested in University accommodation or No, if not
It is not necessary to complete this
part. You may do so if you so wish
3. Click on Next to continue
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 Next to
continue to the
next page
Click on add to upload Application Fee receipt
Click on the appropriate add to upload the
required document from you
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Once the status is ‘Validated’, it means that you are ready to apply. Click the <submit> button. You will receive a confirmation message, as shown
below. Click on <ok> if you wish to complete the application process or <Cancel> if you are not yet ready.
Note! Once you click <ok> 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.
1. Select this Checkbox to make a Declaration
2. Click here to verify your application
2. Click here to submit your application
Thank you very much for choosing University of Botswana
Status
