BQA-ONLINE SUBMISSIONS - USER

MANUAL
Contents
1. General Information......................................................................................................................... 3
2. Submission Document Types ....................................................................................................... 4
3. Submission Documents for Each Application ......................................................................... 4
4. Registration ....................................................................................................................................... 8
5. Logging in and editing of your Profile...................................................................................... 11
6. Submitting Applications ............................................................................................................... 11
7. Resetting/Changing Password ................................................................................................... 18
8. Communication .............................................................................................................................. 19
 Online Submissions User Manual

1. General Information

The link to the Online Submissions Portal has been availed on BQA Website: www.bqa.org.bw

Online Submissions link has been availed on the home page:

The list of applications that can be submitted online are as follows:

 Application for Registration and Accreditation of Education and Training

Providers (ETPs)
 Application for Renewal of Registration and Accreditation of Education
and Training Providers (ETPs)
 Application for Registration and Accreditation of Awarding Bodies
 Application for Registration of Qualifications
 Application for Accreditation of Learning Programmes
 Application for Renewal of Learning Programmes
 Evaluation of Qualification
 Application for Registration and Accreditation of Assessors and
Moderators
 Application for Renewal of Registration and Accreditation of Assessors
and Moderators
 Application for Expansion of Scope – Assessors and Moderators
  Submission of self – assessments and audit reports by ETPs

2. Submission Document Types

- All submission documents should be PDF format and photos (where required) should be
jpeg format
- The downloadable application forms from the website are fillable, therefore, can be filled
in digitally. Download the application form/ fill it on Internet Explorer or Adobe Reader,
save it then upload the digital form. Do not download and print.
- Where Signatures are required, click on the signature component on the form and follow
the Signature creation steps to create a digital signature and append it.
- The client should make sure the submission documents have been compressed where
the file is too large to reduce the upload time (it takes 2 minutes to submit a 100+ mb
application on moderate speed internet)

3. Submission Documents for Each Application

a) Application for Evaluation of Qualifications

Submission document File Type

- Completed Application Form PDF
- Identity Document Scanned PDF (Certified)
- Qualification Certificate or Letter Scanned PDF (Certified)
of Award
- Academic Transcript Scanned PDF (Certified)
- Translation document (if Scanned PDF (Certified)
applicable)
- Proof of change of name (if Scanned PDF (Certified)
applicable, e.g. marriage
certificate, affidavit)

b) Application for Registration and Accreditation of Assessors and Moderators

Submission document File Type
 - Completed Application form PDF
- Identity Document Scanned PDF (Certified)
- Qualification Evaluation Report PDF
- Curriculum Vitae PDF
- References Scanned PDF
- Passport Photo JPEG

c) Application for Renewal of Registration and Accreditation of Assessors and Moderators

Submission document File Type
- Completed Application form PDF
- Identity Document Scanned PDF (Certified)
- Qualification Evaluation Report PDF
- Curriculum Vitae PDF
- References Scanned PDF
- Passport Photo JPEG

d) Application for Expansion of Scope – Assessors and Moderators

Submission document File Type
- Completed Application form PDF
- Identity Document Scanned PDF (Certified)
- Qualification Evaluation Report PDF
- Curriculum Vitae PDF
- References Scanned PDF
- Passport Photo JPEG

e) Experts Registration
Submission document File Type
- Completed Application form PDF
- Curriculum Vitae PDF
- Certified Copy of ID Scanned PDF
- Certified copies of relevant Scanned PDF
educational certificates
 - Signed copies of memorandum of PDF
agreement
- Validation/Learning Programme PDF
Evaluation

f) Application for Registration of Qualifications

Submission document Content File Type
- Completed Application PDF
Form
- Qualification Completed PDF
Registration Dossier qualification
registration template

g) Application for Registration and Accreditation of Education and Training Providers (ETPs)
Submission document Content File Type
- Completed Application PDF
Form
- Application Dossier 21 Criterions as per PDF
the criteria
specifications (include
cover page and table
of contents)
- Proof of payment (if Scanned PDF
already paid)

h) Application for Renewal of Registration and Accreditation of Education and Training

Providers (ETPs)
Submission document Content File Type
- Completed Application PDF
Form
- Application Dossier 21 Criterions as per PDF
the criteria
specifications (include
 cover page and table
of contents)
- Proof of payment (if Scanned PDF
already paid)

i) Application for Registration and Accreditation of Awarding Bodies

Submission document Content File Type
- Completed Application PDF
Form
- Application Dossier 21 Criterions as per PDF
the criteria
specifications (include
cover page and table
of contents)
- Proof of payment (if Scanned PDF
already paid)

j) Application for Accreditation of Learning Programmes

Submission document Content File Type
- Completed Application PDF Document
Form
- Programme document Programme content PDF
as per criteria and
programme manual
(include cover page
and table of contents)

k) Application for Renewal of Accreditation of Learning Programmes

Submission document Content File Type
- Completed Application PDF Document
Form
- Programme document Programme content PDF
as per criteria and
 programme
manual(include cover
page and table of
contents)

l) Submission of self – assessments and audit reports by ETPs

Submission document Content File Type
- Self-evaluation report As per the 21 PDF Document
criterions on the
criteria and guideline
document
- Factual Accuracy PDF
Confirmation

4. Registration

a. Individual Registration

Anyone who wants to apply as Assessor, Moderator or Expert should register a

submission account on the portal. Click on Online Submissions link on BQA Website
then click Register. Provide all details including your username and password and
make sure the email address provided is authentic as this will be used to confirm your
registration.

b. Company Registration

Company registration covers Education and Training Providers (ETPs), Awarding

Bodies and companies/organizations interested in registering qualifications,
registration and accreditation of ETP and accreditation of learning programmes. A
company account can also be used for Evaluation of Qualifications and
Assessor/Moderator registration and accreditation.
 To register a company account on the portal, the company should identify a contact
person that can register for the company. The individual account then will be used for
applying for the company. In case the individual leaves the company, the account can
be modified to the next contact person. Alternatively, create an account for the
company owner and use the account for submitting applications.
Use a company email address when registering.

- Access BQA website then navigate to the middle of the web-page to access Online
Submissions

- Click on Login/Register at the bottom of the page

- Click Register
- Complete registration form and submit.
 - When you have registered successfully you will be sent your login details to the email
address you provided.

5. Logging in and editing of your Profile

Log in using your username and password

To edit your profile,click on your name at the top right corner and click ‘Edit Profile’
Edit profile settings and save

6. Submitting Applications

- Compile all submission documents as specified in 2. E.g. scan your ID documents

- Access BQA website then navigate to the middle of the web-page to access Online
Submissions
- Download/Open the application form you want to submit

- Complete the application form digitally. The application forms are compatible with Internet
Explorer and Adobe Reader. Then save it as follows:

o Individual Applications: Name & Surname – Application name (e.g. Myname

Mysurname – Assessor Registration)
o Companies: Company Name – Application Name (e.g. MyCompany – ETP
Registration & Accreditation)
Save Fillable Components

- Create a digital Signature

o Where a signature is required and you do not have a digital signature, click on the
signature component

o Select New Digital ID and click Next

o Click New PKCS#12 digital ID File or Save to File and click Next
o Complete the necessary fields listed then click Next

o Browse to select the location you want to save your password in

o Type in your password then click Finish/Save
 o Insert your password to sign the document. You can re-use the digital signature
on other applications when need be and you will always have to provide your
password to use it.
o Where more than 1 person has to sign the document, get all parties to create their
digital signatures and sign on the same file. E.g. Send the form to person 1 to sign
and ask them to return the signed copy to you, then send the signed copy to person
2 to do the same and send it back.

- Log in to BQA Online with your registered username and password

- Click on the tab for Companies (if submitting for company) or Individual (if submitting for
individual)

- Click on the application you want to submit

- Fill in the required fields and upload the documents required

- Click on Submit to submit application, a successful submission notification will pop-up

upon submission
- Certified copies should be scanned and uploaded as scanned certified copies
- Once the application has been confirmed to be complete and payment confirmed, the
applicant will receive acknowledgement receipt via email containing Document ID to be
used for enquiries on processing progress.
- Once the application has been confirmed to be complete and you have received the
payment cover sheet, you can proceed to paying for the application.

*** If the system times out while submitting, wait for it to reconnect without clicking on
anything then resubmit***

Note:
- Application will only be processed after payment has been confirmed
- Payment methods are as follow:

o EFT/ Real Time Gross Fund Transfer (To BQA account)

o Walk in (Bank guaranteed cheque, cash, POS)
o Money Order
o Bank deposit
o Purchase Order

- An application number will be referenced on the payment cover sheet sent, use the
number to reference payment.
7. Resetting/Changing Password

If a user has forgotten their password and want to reset it, click on “Forgot Your Password?”
And provide either the username or email address then click on Reset Password. An email
will be sent to the user’s email address.

Follow the sent link and change password then go to Authorization to login
 To change password, go to edit profile and go to Change Password and enter new password
and confirm it.

8. Communication

BQA will from now and then during the processing of the application, email and/ call the client
(either for submission of more details, clarifications on the application or for updating the client
on progress of the application). Therefore, it is important that the client provide authentic email
address and telephone numbers.