REPUBLIC OF BOTSWANA

GUIDELINES FOR APPLICATION

FOR

RESEARCH PERMIT

GABORONE
 CONTENTS

Page

Preface 3

Introduction 4

Application procedures 5

Residence Permit 6

Requirement within Botswana 6

Special Guidelines 7

Appendix 1 8

Appendix 2 12

2
 PREFACE

This document provides information needed by any person who wishes to apply for a
permit to conduct research in Botswana. Such persons are advised to read it carefully and
to follow the various procedures outlined.

Applications for research should be directed to Government Ministries under whose

portfolio the subject of the research proposal falls. For the various Government Ministries
and other relevant institutions see Appendix 1.

In the case where the research proposal is relevant to more than one Ministry, the
application(s) should be sent to the Ministry of Labour and Home Affairs for coordination
purposes.

3
 1. Introduction

Botswana is a multi-party democratic state committed to freedom of speech and dialogue.

The nation is founded on four principles of Democracy, Development, Self-reliance and
Unity, which aim to achieve social harmony and give rise to four main development
objectives:

Rapid Economic Growth, Social Justice, Economic Independence and Sustained

Development

Botswana believes that Democracy can be expressed through an open approach to research.
Such research is closely linked with development, and is manifested through cooperation
between researchers and Government. Furthermore consistent with the principles of Self-
reliance, the Government is anxious to build up a sound research capacity.

Research in Botswana is however, guided by the Anthropological and /or Monuments and
Relics Act. While development oriented research is a priority, in the interest of expanding
knowledge in various fields, research of a more academic and theoretical nature is
permitted wherever possible.

Botswana has adopted an open research policy and encourages research. However, it is a
small population which is sparsely distributed, and is open to dangers of being over-
researched in certain areas. Hence, all applications for research will be subjected to careful
evaluation. It is important that research proposals should take into consideration the
respect of persons, beneficence and justice in accordance with international guidelines on
ethical principles and for the protection of human subjects of research. Priority will be
given to research by local institutions and to research which is of maximum benefit to the
nation.

Particular encouragement is given to research relating to geographical areas and subjects

not previously extensively studied, as well as to subjects of specific value for the country.
At the same time the issue of research permit depends upon the qualifications, references,
institutional and financial support of the researcher, and the clarity and soundness of the
research proposal.

It should therefore be noted that not every application, however well substantiated, will
meet with Government approval. Prospective researchers should understand the reasons
for these precautions, and voluntarily comply with the spirit as well as the letter of these
Guidelines for Application for a Research Permit.

GUIDELINES

4
 2. Application Procedures

Development of a Research Proposal

The relevant Government Ministry must be consulted in the process of developing a

research proposal and before finalised funding proposals are submitted to the funding
agency. See Appendix 1 for a list of Ministries.

The finalised research proposal should only be submitted together with an application for
a research permit after funding has been secured. However in the case of studies undertaken
as partial fulfilment of an academic requirement, the research proposal and application for
a research permit may be submitted prior to securing the funds.

A research proposal should include tools that will be used to conduct the study. If the
research project is a multi-centre site study, then consent forms and permission slips to
conduct the study from other sites (countries) must also be attached.

It must be emphasised that even at the stage where funding has been secured and general
agreement has been reached with the relevant body in Botswana, the issue of a research
permit is not necessarily automatic.

Application for a Research Permit

Two copies of a completed application form for a research permit must be submitted to the
relevant ministry (see summary of ministerial portfolios appendix 1), at least two months
before commencement of the study. Application forms may be collected from the following
places:

- All Government Ministries

- The Botswana High Commissions and Embassies abroad
- The Office of Research and Development (University of Botswana)

A copy of the application form is annexed to this document (Appendix 2). It should be
noted however that Ministries may have additional sector specific application forms and/
or requirements.

Completed application forms must be accompanied by:

(a) A letter of endorsement from the applicant’s sponsoring institution and/or funding
agency. If the applicant is not affiliated to any institution, the endorsement should come
from a person of professional standing in the field of the applicant’s discipline,
supporting the application and providing assurance that the research will conform to
these guidelines.

(b) Detailed curriculum vitae for the researcher and Botswana based personnel to be
involved (including passport particulars)

5
 3. Residence Permit

All applicants, other than citizens of Botswana, are required under the Immigration Act to
obtain a temporary residence permit prior to arrival in Botswana. It is against the
regulations for visitors to change their visitors’ permit into a temporary residence permit
while visiting Botswana. Applicants outside Botswana should apply to the Botswana High
Commission or Embassy (if there is one resident) in the country from which they are
applying. In the case where there is no Botswana High Commission or Embassy in that
country, then the application for a residence permit should be sent to:

The Chief Immigration Officer

P O Box 942
Gaborone
Botswana
Tel: + 267 3611 300
Fax: + 267 3952 996

A copy of any agreement (by the Ministry responsible) on the research proposal should be
attached to the application form for the residence permit.

4. Requirements within Botswana

The relevant institution reserves the right to second/ attach local counterpart(s) to the
research team for purposes of building local capacity. The costs for such seconded/
attached staff would be the responsibility of that institution.

Where the researcher wishes for his/ her own part to obtain assistance from local
institutions such as the University of Botswana (UB), such applications of assistance
should be directed to the relevant institution. Ordinarily, in this case costs related to such
assistance would be agreed between the relevant institution and the researcher.

Monitoring - The relevant institution reserves the right to monitor the research project
to ensure compliance with the terms and conditions of the research permit. Any
contraventions of the conditions on the permit would result in the cancellation of the
research permit and any costs resulting from such cancellation would be borne by the
researcher.

Progress reporting – A progress report which shall include short descriptions of

investigations and findings will be submitted to the relevant institution at intervals that
shall be specified in the research permit.

Submission of a Preliminary Report - The researcher must submit a preliminary

report (hard and soft copy) to the Ministry which issued the research application permit. If
so required the researcher may also be asked to present his/her preliminary findings to a
seminar and/ or a paper for local publication.

6
 Submission of a Final Report – Researchers are required to deposit their Final Reports
as follows: the Ministry which issued the research permit, the National Archives, the
University of Botswana Research and Development Office, the Botswana National Library
Services (1 copy each), and to the affiliating body in Botswana (2 copies) within two
months after the completion of the Final Report.

5. Special Guidelines

In addition to these generic guidelines, different Ministries might have additional specific
guidelines specific to their sectors. It is therefore important that researchers obtain such
prior to formulation of the research proposal.

7
 APPENDIX 1

LIST OF MINISTRIES

Ministry Summary of Portfolio Contact Address

1. State President Administration of justice; The Permanent Secretary to the
constitutional matters relating to President
judiciary, National Assembly, House of P/Bag 001
Chiefs, Public Service Commission and Gaborone
Auditor General; coordination of Botswana.
government affairs; coordination and
management of HIV/AIDS, disaster Tel: + 267 3950 800
and refugees; corruption and economic
crime; elections; defence; human Fax : + 267 3950 858
rights; internal security; intelligence
services; Ombudsman; legal affairs;
parliamentary affairs; Police; public
service management; security guards
services.

2. Ministry of Agriculture Agricultural education, training, The Permanent Secretary

information services, marketing, P/Bag 003
planning and statistics; Animal health Gaborone
and production, agricultural land use Botswana
planning and utilisation, conservation
and management; control of imports Tel: + 267 3950 500
and export of agricultural products;
crop production; fisheries. Fax: + 267 3907 057/ 3975 805

3. Ministry of Infrastructure , Communication, information, The Permanent Secretary

Science and Technology broadcasting and media services; P/Bag 00414
information and technology Gaborone
infrastructure development and Botswana.
maintenance; telecommunication
services; science and technology Tel: + 267 3907 230
research development.
Fax: + 267 3907 236

Ministry of Education and Educational planning, statistics, The Permanent Secretary

Skills Development broadcasting and research; curriculum P/Bag 005
development; non-formal, pre-school, Gaborone
primary, secondary and special Botswana.
education; teacher training and
development; vocational training; Tel: + 267 3655 400
student career services, loans and
grants. Fax: + 267 3655 458

4. Ministry of Environment, Environmental policy and The Permanent Secretary

Wildlife and Tourism management; tourism development; P/Bag B0199
forestry; meteorological services, Gaborone, Botswana.
wildlife utilisation, management,
conservation, education and extension Tel: + 267 3914 955
services. Sanitation and waste
management, pollution control, Fax: + 267 3191 346
fisheries, veldt products, natural

8
 resources, weather and climate. Agro-
forestry

5. Ministry of Finance and Administration of public funds, debt The Permanent Secretary
Development Planning management, revenues and P/Bag 008
procurement, custody and disposal of Gaborone
assets; application and negotiations for Botswana.
external funding; banking and other
financial institutions; government Tel: + 267 3950 100
development programmes; budget
administration; taxation; customs and Fax: + 267 3956 086
excise; securities and bonds;
relationships with international
financial and economic organisations.

6. Ministry of Foreign Affairs Bilateral and multilateral relations; The Permanent Secretary
and International Cooperation Botswana missions abroad; consular P/Bag 00368
affairs; diplomatic immunities and Gaborone
privileges; foreign policy and relations; Botswana.
governance and international
community; state protocol and Tel: + 267 3600 700
functions.
Fax: + 267 3913 366

7. Ministry of Health Food quality control; health manpower The Permanent Secretary
development and training; hospital P/Bag 0038
services; international health matters; Gaborone
primary health care policies; public Botswana.
health; supervision of public and
private health services; technical Tel: + 267 3952 000
support services.
Fax: + 267 3914 697

8. Ministry of Labour and Anthropological research; The Permanent Secretary

Home Affairs cinematography; civil and vital P/Bag 002, Gaborone
registration; coordination of gender and Botswana.
youth affairs; custody and
rehabilitation of prisoners; Tel: + 267 3611 100
immigration, passports and citizenship;
labour policy and legislation; marriage Fax: + 267 3913 584
legislation and policy; national
archives and records management;
library services; occupational health
and safety; art and culture; religious
organisations; sports and recreation.

9. Ministry of Lands and Administration, allocation and leasing The Permanent Secretary
Housing of tribal land, sale of state and freehold P/Bag 00434
land; land and housing policies; Gaborone, Botswana.
government estate management;
internal boundaries; land use and Tel: + 267 3904 223
national physical planning; rent control
and policy; surveying and mapping; Fax: + 267 3911 591 /3974 901
town and regional planning. Settlement
policy

9
10. Ministry of Local Community development; customary The Permanent Secretary
Government courts and law; district and tribal P/Bag 006
administration and development; local Gaborone, Botswana.
authorities; drought relief and
rehabilitation; local government Tel: + 267 3658 400
finances; social welfare; old age
pension, primary education; primary Fax: + 267 3952 384
health care; rehabilitation services;
remote area development programme;
rural and urban roads; village
infrastructure and land servicing.

11. Ministry of Minerals, Assessment and development of water The Permanent Secretary
Energy and Water Resources resources, and national energy P/Bag 0018
requirements; allocation and recording Gaborone, Botswana.
of water rights; control of imports and
export of minerals; minerals, energy Tel: + 267 3656 600
and water policies; geo-science
research, information management and Fax: + 267 3909 368
dissemination; minerals investment
promotion, prospecting and resource
management; petroleum management
and strategic reserves; citing and
construction of dams.

12. Ministry of Trade and Administration and enforcement of The Permanent Secretary
Industry trading laws; bilateral, regional and P/Bag 004
multilateral trading arrangements; Gaborone
business counselling, mentoring, Botswana.
consultancy and advisory services;
consumer affairs, education and Tel: + 267 3601 200
protection; domestic trade; import and
export control, facilitation and Fax: + 267 3971 539
promotion; industrial development
policy and programmes; intellectual
property issues.

13. Ministry of Works and Air services; architecture and building The Permanent Secretary
Transport services; civil aviation; government P/Bag 007
transport; railways; road traffic, Gaborone
transport and safety; roads Botswana.
infrastructure development and
maintenance; citing, construction and Tel: + 267 3958 500
maintenance of government buildings
and sewage schemes. Fax: + 267 3902 922

10
OTHER RELEVANT INSTITUTIONS

Institution Summary of portfolio Contact Address

1. Office of Research and Development of University of The Director,
Development Botswana’s research capabilities. Private Bag UB 00708,
Research policies covering Gaborone Botswana.
research priorities, intellectual
property protection, ethics and Tel: + 267 3552 900
commercialisation of research
output.
2. National Archives and National archives and record The Director,
Records Services management P O Box 239, Gaborone
Botswana.

Tel: + 267 3911 820

3. National Museum and Art Art and culture The Director,

Gallery Private Bag 0014, Gaborone
Botswana.

Tel: + 267 3974 616

4. Botswana National Library Library services The Director,

Services Private Bag 0036, Gaborone
Botswana.

Tel: + 267 3952 288

5. National Assembly Clerk of the National Assembly

PO Box 240
Gaborone, Botswana

Tel: +267 361 6800

11
APPENDIX 2

REPUBLIC OF BOTSWANA

Research Permit Application Form

Two copies of this form should be completed and signed by the applicant who
wishes to obtain a permit for conducting research in the Republic of Botswana,
and sent to the Permanent Secretary of the relevant Ministry (see guidelines for
addresses). These forms should not be submitted unless the Guidelines for the
Application for a Research Permit has been carefully studied. A copy of any
project proposal submitted to funding agencies must accompany this application.
Please refer to Annexure I attached to this application form.

Description of the Proposal

1. (a) Title of Research:

………………………………………………………………………………………………………………….

(b) Discipline involved:

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

2. Name and Address of Applicant:

Title: Mr. / Mrs. / Miss/ Dr. / Prof:

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

Telephone: ……………………………………………………………….

Fax: …………………………………………. E-mail: …………………………………………….

12
3. Name and address of home institutions (if any) to which you are affiliated:

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

.................................................................................................................

.................................................................................................................

4. Name and address of supervisor of research in home country or responsible

referee

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….......

…………………………………………………………………………………………………………….......

..................................................................................................................

Research plans

5. (a) Main aims (general)

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

............................................................................................................

.............................................................................................................

13
(b) Objectives: brief description of issues/ problems and/or topics to be
investigated; relevance of the research; hypothesis; risks etc. (attach a
Research Proposal)
…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

(c) Methods and techniques

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

6. Budget for the costs in Botswana (give detailed breakdown of research costs
such as subsistence, travelling, local staff, secretarial services, seminar,
printing etc.). Please state amount in Pula.

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

14
7. Name and address (including telephone and e-mail) of financial sponsor(s) of
the research (if appropriate)

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

8. Has funding already been obtained? (yes/ No)

(a) If yes, please state the total amount granted, and the name and address of
the funding agency.
……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

(b) If no, what steps are being taken to ensure sufficient funding?

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

9. If you have previously done research in Botswana please give details of the
research.

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

15
10. Name and address (including telephone and e-mail) of institution in
Botswana to which the researcher is to be affiliated.

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

11. Details of Botswana – based personnel that will be involved (names,

functions, qualifications).

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

12. Places in Botswana where the research is to be undertaken:

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

……………………………………………………………………………………………………………….

13. Proposed time - schedule for the research:

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

16
14. Plans for dissemination of research findings:

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

15. How are the research findings going to the used in the home country?

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

16. Any other information.

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

………………………………………………………………………………………………………….

17. Signature of applicant: ……………………………………….

18. Date: …………………………………….

19. For Official Use Only

Action taken:
…………………………………………………………………………………………………………

………………………………………………………………………………………………………..

………………………………………………………………………………………………………..

Action Officer: ………………………………………….. Date: ………………………….

Permit: Granted/ Deferred/ Rejected …………………………………………………..

17
ANNEXURE 1

(i) Submit the following identity (Omang)/ passport particulars

Name:
Date of Birth:
Nationality:
Omang/ Passport Number:
Place of Issue:
Date of Issue:
Date of Expiry:

(ii) Submit a Research Proposal

(iii) Attach an up to date curriculum vitae

(iv) Applicants from foreign countries are advised not to leave for Botswana
before obtaining a research permit from the relevant Ministry.

(v) Statutory deposit of resulting publications:

Resulting publications should be directly deposited with the following

institutions and any other departments as may be specified in the permit.

1. Director, Botswana National Library Service, Private Bag 0036, Gaborone,

Botswana

2. Director, Botswana Archives and Records Services, P O Box 239,

Gaborone, Botswana

3. User Ministry and/ or affiliating body

4. Director, Research and Development Office, University of Botswana

Private Bag 0022, Gaborone Botswana

(vi) For any correspondence pertaining to a research permit issued, always quote
the permit reference number.

18