Registration of BGCSE Private Candidates

Directorate Examinations Administration and Certification
Function Data Processing

Document Type Instructions
Document No. BEC/EAC/DP/P02/In01.v4
Effective Date 2022-03-16
Title Registration of BGCSE Private Candidates
Document Title:
Registration of BGCSE Private Candidates
Document Reference:
BEC/EAC/DP/P02/In01.v4
This document is the property of the Botswana Examinations Council (BEC). It is strictly confidential and may on no
account be reproduced, copied or divulged to any third party without prior authorisation by BEC Management.
This document is only valid for the date and the time that it was printed.
© BEC 2022
DOCUMENT CONTROL SHEET

Preparation
Name Date
Prepared by: Z.T Tau-Bafaletse 2016/04/04
Approval - Document Sign off
Name Role Date Signature

O Setlhare Manager, Data Processing 2022-03-16 Signed
D Morake Director - EAC 2022-03-16 Signed
Revision History
Change Made By Description Version Date
Chendzimu Amendment of the instructions to exclude 2 2017-03-30
Makobole dates and fees.
Wame Ponatshego Reviewed the entire document to make it 3 2018-03-26

current
Wame F. Reviewed the entire document to make it 4 2022-03-15

Ponatshego current
© BEC 2022
TABLE OF CONTENTS
1. ABBREVIATIONS, TERMS AND DEFINITIONS ....................................................................... 5
1.1 ABBREVIATIONS ................................................................................................................................................... 5
1.2 TERMS AND DEFINITIONS ..................................................................................................................................... 5
2. INTRODUCTION........................................................................................................................ 5
2.1 POLICY ................................................................................................................................................................. 5
2.2 BACKGROUND ...................................................................................................................................................... 6
2.3 PURPOSE ............................................................................................................................................................... 6
3. SCOPE ...................................................................................................................................... 6
4. RESPONSIBILITY AND AUTHORITY ....................................................................................... 6
4.1 MANAGER, DATA PROCESSING ............................................................................................................................. 6
4.2 DATA CAPTURE SUPERVISOR................................................................................................................................ 6
4.3 MANAGER, FINANCE............................................................................................................................................. 6
5. METHOD ................................................................................................................................... 7
5.1 HOW TO REGISTER ................................................................................................................................................ 7
5.2 SYLLABUSES AND OPTIONS .................................................................................................................................. 7
5.3 SETSWANA EXEMPTIONS .................................................................................................................................... 11
5.4 ENTRY AMENDMENTS ........................................................................................................................................ 11
5.5 TRANSFERS ......................................................................................................................................................... 11
5.6 LATE REGISTRATION AND PENALTY FEES .......................................................................................................... 12
5.7 PRIVATE CENTRES AND LOCATIONS .................................................................................................................... 12
5.8 REGISTRATION FEES ........................................................................................................................................... 14
5.9 REFUNDS ............................................................................................................................................................ 14
6. RISKS OF NON-COMPLIANCE .............................................................................................. 15

7. RECORDS ............................................................................................................................... 15
8. ASSOCIATED DOCUMENTS .................................................................................................. 15
9. REFERENCES ........................................................................................................................ 15
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© BEC 2022
1. Abbreviations, Terms and Definitions

1.1 Abbreviations
BEC Botswana Examinations Council

BGCSE Botswana General Certificate of Secondary Education
SoE Statement of Entry
FNBB First National Bank Botswana
1.2 Terms and Definitions
1.2.1 Provisional SoE
Temporary Statement of Entry showing the details about the candidate (name, date of birth, etc.)
and the syllabus options for which the candidate has been entered. It also shows the total fee the
candidate must pay for the registration and the banking details.
1.2.2 SoE
Statement of Entry shows the details about the candidate (name, date of birth, etc.) and the syllabus
options for which the candidate has been entered, the centre number, candidate number and the
examination timetable.
1.2.3 Malepa
Malepa is a web-based software system which BEC currently uses to capture and process
candidate entry details and other data for all the National Examinations that BEC is responsible for.
1.2.4 Entry Amendments
The entry amendments refer to request of corrections made after the issuing of the final SoE.
2. Introduction
2.1 Policy
According to the Botswana Examinations Council Act, 2002 as amended in 2019, BEC is mandated
among other things to develop and maintain standards for the conduct of examinations. These
instructions seek to provide standards in relation to the registration of private candidates.
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© BEC 2022
2.2 Background
Registration instructions are provided to guide the candidates with the registration process. This
document contains information on how candidates are expected to submit their entries, pay for their
registration, candidates who are eligible to sit the examination and syllabuses available to them.
2.3 Purpose
The purpose of these guidelines is to ensure that private candidates accurately capture and submit
their entries on time to enable other BEC processes which are dependant of registration data to
proceed without delays.
3. Scope
These instructions state the requirements for registering for the Botswana General Certificate of
Secondary Education (BGCSE). They also outline prohibited syllabus combinations. The instructions
are intended for use by individual private candidates. Candidates are expected to read and
understand these instructions before they can register for the BGCSE. The instructions contain
information about syllabuses and options which are available to Private Candidates and examination
venues available for use. Candidates are responsible for their registration, and errors that occur
because of their mistakes may attract penalties to be corrected once the fees have been paid. All
registration is done online. Candidates are advised to regularly read newspapers as there may be
announcements about the examination.
Each candidate is expected to read these instructions and use them for guidance during registration.
4. Responsibility and Authority

4.1 Manager, Data Processing
Manager, Data Processing is responsible for ensuring that these instructions are implemented and
maintained.
4.2 Data Capture Supervisor
Data Capture Supervisor is responsible for supervising the implementation of these instructions.
4.3 Manager, Finance
The Manager, Finance is responsible for ensuring that the accounts office confirms payments for all
candidates who have paid the examination fee.
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© BEC 2022
5. Method
5.1 How to Register
5.1.1 Candidates are required to register online using the Malepa application at
https://malepa.bec.co.bw
5.1.2 All candidates who intend to register for BGCSE should read these instructions and the
BEC/EAC/DP/P02/A01 – Fees Structure provided carefully before registering.
5.1.3 On completion of capturing the registration details, submit the registration and you will
receive a notification stating the Application Number and the Fees to be paid. It is the
responsibility of the candidate to provide cell phone number(s) that are reliable so that
BEC will be able to reach them when the need arises.
5.1.4 Generate the Provisional Statement of Entry and use it for payment using the Application
Number as reference.
5.1.5 Proceed to make payment using the FNBB Payment Platforms.
5.1.6 Once your payment is confirmed by the BEC you will receive an SMS notification informing
you to print your Statement of Entry which will be used during the examination as proof of
registration.
5.1.7 Candidates should ensure that they keep the receipt and the SoE safely upon completion of
their registration. Candidates MUST bring their SoE to each examination they will be
sitting for. The Provisional SoE will not be accepted during the examination.
5.1.8 Candidates must bring some form of identification (Omang for citizens and Passport for
non-citizens) into the examination room. Candidates who do not have an official
identity document will not be allowed into the examination room.
5.2 Syllabuses and Options
5.2.1 BGCSE Syllabuses and Options
The table below shows the syllabuses and the options which are available to candidates.
Syllabuses or options which are not listed here are not available to private candidates.
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© BEC 2022
SYLLABUS
SYLLABUS COMPONENT INFORMATION CODE
Paper 1: Continuous Writing 0561A

ENGLISH
LANGUAGE
Paper 2: Comprehension
Paper 1: Continuous Writing 0562A
Paper 2: Comprehension, Summary and

SETSWANA
Translation
Paper 3: Literature etc.
Paper 1
0563Core
Paper 2
MATHEMATICS Paper 1
0563 E-
Paper 2
Extended
Paper 3
Paper 1: Multiple Choice 0568A

SCIENCE SINGLE
Paper 3: Theory
AWARD
Paper 4: Alternative to Practical

SCIENCE DOUBLE
Paper 3: Theory
AWARD
Paper 1: Multiple Choice 0570A5
CHEMISTRY Paper 3: Theory
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© BEC 2022
SYLLABUS
PHYSICS Paper 3: Theory
BIOLOGY Paper 3: Theory

HUMAN AND SOCIAL
BIOLOGY
Paper 2: Theory
Paper 1 0583A
HISTORY
Paper 2
Paper 1 0584A
GEOGRAPHY Paper 2
Paper 3
Paper 1 0585A
SOCIAL STUDIES Paper 2
Paper 3
Paper 1: Written
DEVELOPMENT
Paper 2: Written 0586A
STUDIES
Paper 3: Coursework Carry Forward
LITERATURE IN Paper 1 0587A

ENGLISH
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© BEC 2022
SYLLABUS
Paper 1: Written
DESIGN AND
0595A
TECHNOLOGY
COMMERCE Paper 2: Written
Paper 3: Case Study
Paper 1: Multiple Choice
AGRICULTURE Paper 2: Theory 0599A
Paper 1 0614A
ACCOUNTING
Paper 2
Paper 1
BUSINESS STUDIES 0615A
Paper 2
Paper 1 0588A
RELIGIOUS
EDUCATION
Paper 2
ADDITIONAL Paper 12 4037AY

MATHEMATICS (GCE
O Level) Paper 22
Paper 12 4040Y
STATISTICS (GCE O
Level)
Paper 22
Page 10 of 15
© BEC 2022
5.3 Setswana Exemptions
5.3.1 Setswana is a core syllabus for all citizens of Botswana and therefore all citizen candidates
should register for it. However, candidates whose parents have obtained naturalisation or are
citizens who have resided outside the country with parents (studying or working), should
write to, The Chief Executive Officer (CEO) to request for exemption if they wish the
concerned candidates should be considered for exemption from writing Setswana. The
request for exemption should be made at the time of registration.
5.3.2 Non-citizen candidates are not required to take Setswana but can do so if they so wish.
5.3.3 In all cases where application for exemption is made, documentation to support the
application should be submitted to, The Chief Executive Officer. The exemption should be
implemented after approval from The Chief Executive Officer.
5.3.4 The following documents are a requirement for application of Setswana Exemption:
5.3.4.1 Letter from Parents/ Guardian stating reason for Setswana Exemption request and the
educational background of the candidate in terms of doing Setswana
5.3.4.2 Identity documents of the candidate such as copy of Birth certificate and copy of Passport
5.3.4.3 Identity documents of the Parents/ Guardians such as copy of ID, Copy of Passport and
Copy of work permits
5.3.4.4 Candidate Academic Reports
5.4 Entry Amendments
Candidates will be allowed to make changes to their entry up to 31 May of every year. After the
closing date, no candidates will be allowed to register. In exceptional circumstances, existing
candidates may be allowed to change their entry, but penalty fees will be charged. The entry
amendments are requested using BEC/EAC/DP/P02/F03 – Entry Amendment Form.
Note: Any submission of syllabus or option entry amendment made after 31 May will attract a
penalty.
5.5 Transfers
Transfers are requested by candidates using the BEC/EAC/DP/P02/F04 – Candidate Transfer

Request and such requests should be done by 31 May of every year. After the closing date, no
candidates will be allowed to request for transfers. In exceptional circumstances, registered
candidates may be allowed to request for transfers and penalty fees may be charged.
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© BEC 2022
5.6 Late Registration and Penalty Fees
5.6.1 The closure of the registration period triggers the beginning of the late registration process.
New entries or changes to syllabus entries requested after the registration process deadline
demand significant extra work to carefully scheduled processes and therefore are liable to
penalty fees. However, penalties are not applied for changes made on candidate names,
date of birth, ID number.
5.6.2 BEC will on annual basis communicate the late registration dates and penalty fees. It must
be noted that the BEC reserves the right to charge fees for examination entries and for other
services. An approved schedule of fees BEC/EAC/DP/P02/A01 – Registration Fees
Structure will be provided by the BEC.
5.6.3 All prospective candidates who fail to register for the examination during the registration
period are eligible to register for the examination during the late registration period at the
prescribed fees. Furthermore, candidates who were unable to make syllabus entry
amendments are also given an opportunity to do so during the late registration period.
5.6.4 The request for late registration and/or syllabus entry amendments should be submitted to
[email protected] using BEC/EAC/DP/P02/F02 - Form F (c) BGCSE Entry Form
for Private Candidates and/or BEC/EAC/DP/P02/F03 - Entry Amendment Form. BEC will
then respond to the candidate and issue a quotation for the service if the application is
accepted.
5.6.5 The candidate is expected to make the payment prior to the provision of the service.
5.6.6 BEC will then confirm the payment, effect the request and update the candidate.
5.6.7 It must be noted that failure by the candidate to make the payment may result in the service
not being provided.
5.7 Private Centres and locations
The following list shows the locations of BGCSE Private Centres, which are available to Private
Candidates. Candidates are advised to choose three (3) locations which will be convenient for them.
Note that Transfer of candidates from one location to another after 31 May will only be done
in exceptional cases. Therefore, candidates should choose locations wisely and register
early to get a place in their first-choice location.
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© BEC 2022
Available Centres for BGCSE
CENTRE NUMBER BEC BGCSE PRIVATE CENTRE Location
BW860 Gaborone Private Centre Gaborone
BW861 Tsholofelo Private Centre Gaborone
BW862 Lobatse Private Centre Lobatse
BW863 Palapye Private Centre Palapye
BW864 Serowe private Centre Serowe
BW865 Selibe Phikwe Private Centre Selibe Phikwe
BW866 Tlokweng Private Centre Gaborone
BW882 Francistown Private Centre Francistown
BW883 Lesedi Private Centre Gaborone
BW889 Mahalapye Private Centre Mahalapye
BW892 Naledi private Centre Gaborone
BW895 Woodhall Private Centre Lobatse
BW898 Babusi Private Centre Gaborone
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© BEC 2022
CENTRE NUMBER BEC BGCSE PRIVATE CENTRE Location
BW900 Kasane Private Centre Kasane
BW915 Maun Private Centre Maun
BW927 Gaborone West Private Centre Gaborone
BW936 Bobonong Private Centre Bobonong
BW974 Ghanzi Private Centre Ghanzi
BW975 Letlhakane Private Centre Letlhakane
BW976 Kang Private Centre Kang
BW977 Tsabong Private Centre Tsabong
5.8 Registration Fees
BEC reserves the right to charge fees for examination entries and for other services. The fees to be
charged will be determined by BEC from time to time. An approved BEC/EAC/DP/P02/A01 – Fees
Structure will be provided for each series.
5.9 Refunds
5.9.1 Private candidates who withdraw from one or more syllabuses may apply for a refund of fees
using BEC/EAC/DP/P02/F05 – Candidate Registration Refund Form provided that any such
application is received no more than one (1) month after the closing date for registration.
Candidates must provide proof of payment.
5.9.2 Candidates who are unable to take any examinations due to illness or some other medical
condition may apply for a refund using the BEC/EAC/DP/P02/F05 – Candidate Registration
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© BEC 2022
Refund Form. The application should be made at the end of the written examination period
and must be supported by a report from a registered medical practitioner.
5.9.3 When a refund is made, BEC reserves the right to withhold part of the fees paid by the
candidate. The proportion of the fee which will be withheld will be determined by BEC from
time to time.
5.9.4 Fees paid for registration in one examination series may not be transferred to another
examination series. For example, fees paid in one year may not be transferred to the following
year.
5.9.5 The processing of the applications pertaining to refunds will be done by 30 June of the
next examination year.
6. Risks of Non-Compliance
Below are risks of non-compliance to these guidelines:
6.1 Eligible candidates will not be able to sit for the examinations.
6.2 BEC might fail to order accurate quantities of the examination materials because of the absence
or inaccurate registration data.
7. Records
 Registration Data
 Entry Amendments Requests
 Transfer Requests
 Refunds Requests
8. Associated Documents
 BEC/EAC/DP/P02/A01 Registration Fees Structure
9. References
9.1 BEC (2018), BEC/EAC/DP/Man03 - Malepa User Manual for PSLE Centres, Gaborone.
Page 15 of 15
© BEC 2022

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Directorate Examinations Administration and Certification

Function Data Processing

DOCUMENT CONTROL SHEET

Approval - Document Sign off

Name Role Date Signature

D Morake Director - EAC 2022-03-16 Signed

Wame Ponatshego Reviewed the entire document to make it 3 2018-03-26

Wame F. Reviewed the entire document to make it 4 2022-03-15

1.2 TERMS AND DEFINITIONS ..................................................................................................................................... 5

2.2 BACKGROUND ...................................................................................................................................................... 6

2.3 PURPOSE ............................................................................................................................................................... 6

4.2 DATA CAPTURE SUPERVISOR................................................................................................................................ 6

4.3 MANAGER, FINANCE............................................................................................................................................. 6

5.2 SYLLABUSES AND OPTIONS .................................................................................................................................. 7

5.3 SETSWANA EXEMPTIONS .................................................................................................................................... 11

5.4 ENTRY AMENDMENTS ........................................................................................................................................ 11

5.5 TRANSFERS ......................................................................................................................................................... 11

5.6 LATE REGISTRATION AND PENALTY FEES .......................................................................................................... 12

5.7 PRIVATE CENTRES AND LOCATIONS .................................................................................................................... 12

5.8 REGISTRATION FEES ........................................................................................................................................... 14

5.9 REFUNDS ............................................................................................................................................................ 14

6. RISKS OF NON-COMPLIANCE .............................................................................................. 15

1. Abbreviations, Terms and Definitions

BEC Botswana Examinations Council

1.2 Terms and Definitions

1.2.1 Provisional SoE

1.2.4 Entry Amendments

4. Responsibility and Authority

4.2 Data Capture Supervisor

4.3 Manager, Finance

5.1.5 Proceed to make payment using the FNBB Payment Platforms.

5.2 Syllabuses and Options

5.2.1 BGCSE Syllabuses and Options

Paper 1: Continuous Writing 0561A

Paper 1: Continuous Writing 0562A

Paper 2: Comprehension, Summary and

Paper 3: Literature etc.

Paper 1: Multiple Choice 0568A

Paper 1: Multiple Choice 0569A

Paper 1: Multiple Choice 0570A5

CHEMISTRY Paper 3: Theory

Paper 5: Alternative to Practical

Paper 1: Multiple Choice 0571A5

PHYSICS Paper 3: Theory

Paper 5: Alternative to Practical

Paper 1: Multiple Choice 0572A5

BIOLOGY Paper 3: Theory

Paper 5: Alternative to Practical

Paper 1: Multiple Choice 0573A

SOCIAL STUDIES Paper 2

LITERATURE IN Paper 1 0587A

Paper 1: Multiple Choice 0598A

COMMERCE Paper 2: Written

Paper 3: Case Study

Paper 1: Multiple Choice

AGRICULTURE Paper 2: Theory 0599A

Paper 3: Coursework Carry Forward

ADDITIONAL Paper 12 4037AY

5.3 Setswana Exemptions

5.3.4.4 Candidate Academic Reports