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Swaziland Male Circumcision Registration Information for Volunteer Nurses

August 2010

Registration Information for Volunteer Nurses in Swaziland, Page 1

Table of Contents

Welcome Letter from Jhpiego 2

Part A: Checklist of Documents Required for Registration 3

Part B: List of Documents Required to be Registered as a Volunteer in Swaziland 4

Instructions for Documents 1 and 2 5

Documents Required with Explanation 6

Part C: Example of Translated Documents 9

Part D: Blank Application Form 12

Part E: Map of Swaziland 17


Welcome Letter to Volunteer Nurses July 2010 Dear Nurse, Thank you so much for your interest in volunteering as a nurse for our male circumcision program in Swaziland! On behalf of the Ministry of Health and the Swaziland Circumcision Task Force, we are extremely grateful to you for helping us in our battle against AIDS. Male circumcision has now been recognized by the international scientific community and by the World Health Organization (WHO) as an effective tool in the prevention of female-to-male transmission of HIV. WHO has recommended incorporating circumcision into the existing national packages of HIV-prevention measures, particularly in those countries with a high HIV-prevalence rate and a low circumcision rate. Swaziland is such a country. Swaziland is a small kingdom situated in the southeast of Africa, with a population of one million. Like so many sub-Saharan African countries, Swaziland has been ravaged by an HIV/AIDS epidemic of huge proportions: 41.2% of antenatal women were HIV-positive in 2006, 39.6% in 2007, the highest prevalence rate in the world. The number of orphaned children in the country is over 100,000 (more than 10% of the entire population) and it is rising. Life expectancy at birth has dropped to 31.6 years, the lowest in the world. A country-wide disaster, threatening the very existence of the nation, is unfolding. Treatment with antiretroviral medication has been introduced, but is still not readily available in all areas of the country. Prevention programs emphasizing ABC measures (abstain, be faithful, condom use) and behavior change are in full swing, but are unable really to turn around the epidemic. We have calculated that approximately 120,000 HIV-negative Swazi men are in danger of becoming HIV-positive. The Task Force has set out to circumcise as many of these men as possible in the next three to five years. Insufficient local manpower has created the need for help from abroad. In order to ensure the health of Swazi citizens, to work as a volunteer nurse in Swaziland, the Swaziland Government and the Ministry of Health require that you provide documentation certifying that you are a nurse (the same as would be required for practicing as a nurse in another country). To ease this process, we, at Jhpiego, have created a guide to assist you in this registration process. Please see the information below and contact Meghan Swor at [email protected] if you have any questions or if you are in need of clarification. You will receive further information to assist you in becoming more oriented with Swaziland and the male circumcision program. Thank you again for your willingness to participate in a groundbreaking fight against HIV/AIDS. We look forward to working with you in Swaziland! Warm Regards, Jhpiego Swaziland Male Circumcision Team

mailto:[email protected]�


PART A: CHECKLIST OF DOCUMENTS REQUIRED FOR REGISTRATION

Instructions: Below find a checklist of documents that are required for registration in Swaziland. Please use this as your own checklist, to ensure you are providing all required documents. You DO NOT need to send this checklist to Meghan, this checklist is only for your reference.

Documents Required Check when emailed to

Meghan Swor 1 Nursing verification/Letter of Good Standing (sealed and

stamped from home Nursing Council)

2 Original Transcripts/Academic Records (sealed and stamped from Nursing Council)

3 Completed Application form 4 Copy of Identification Page/First Page in Passport 5 (2) passport sized color photos (2 inches x 2 inches) 6 Curriculum Vitae / Resume 7 Recommendation Letter

8 Notarized Police Clearance Certificate 9 Notarized Professional Certificate 10 Notarized Registration Certificate 11 Notarized Valid License or Practice Certificate 12 Notarized Birth Certificate or Identity Document


PART B: DOCUMENTS REQUIRED TO BE REGISTERED AS A NURSE IN SWAZILAND

The Swaziland Nursing Council (SNC) requires 12 items before it will register you as a nurse. Some of these documents will take time to obtain so it is wise to start the process immediately. INSTRUCTIONS: Assemble all documents (including colored copies of passport photographs), scan all

documents, and email completed packet to Meghan Swor at [email protected]. DO NOT BRING ANY ORIGINAL DOCUMENTS (i.e. original medical diploma, certificate,

etc.) with you to Swaziland, EXCEPT FOR ITEMS 1 AND 2, see below. Hand carry all original notarized copies of documents (not the original diploma, but the

actual original notarized copy), original recommendation letter on letterhead, and original photographs to Swaziland.

All documents MUST BE IN ENGLISH (no Latin, French, or any other language diplomas or certificates will be accepted).

o Please have all diplomas and certificates translated into English (see examples of translated documents attached on pages 8 - 10).

o The English translation of documents can be typed on plain white paper and can be translated by anyone who speaks both languages. The translation DOES NOT have to be conducted by an expert. Your university may provide this service otherwise for a loose translation visit: <www.google.com/language_tools>.

If you are charged a fee for obtaining any of these required documents, we will reimburse you for any of these costs as long as you have received PRIOR APPROVAL FROM MEGHAN SWOR AND you have a receipt.

o When you email your completed packet of documents to Meghan, in the email, state the total amount of fees you need to be reimbursed for. When you arrive in Swaziland, we will reimburse you for these costs after we are give copies of your receipts.


INSTRUCTIONS FOR DOCUMENT ITEMS 1 AND 2: Items 1 and 2 need to be OFFICIAL DOCUMENTS and sent directly to the Swaziland Nursing Council each in a SEALED, TAMPERPROOF envelope. One will be from the nursing council in the country where you are a nurse (your home nursing council), the other will be from your nursing school. Give each organization the Swaziland Nursing Council address (see below) and have each mail the official documents via regular mail. However, if speed is crucial (you depart for Swaziland in less than two weeks AND YOU

RECEIVE APPROVAL FROM MEGHAN), you have two options: o Retrieve each official copy in a sealed envelope from your Nursing Council and

nursing school and hand deliver each document with you to Swaziland; or o If you cannot pick up the document, have your nursing counsel send the official

copies to your home and then mail the unopened, sealed documents in one FedEx or DHL envelope to the Swaziland Nursing Council. However, this is expensive, you will have to front the bill (this can be in

upwards of US$200), and it will only save a few days. We can reimburse you for your FedEx or DHL purchase upon your arrival in Swaziland IF you have a receipt AND you have received prior approval from Meghan. However, again, you will have to initially pay for the documents to be sent via FedEx or DHL.

This will only be for emergencies and requires pre-approval from Meghan.

MAIL ITEMS 1 AND 2 TO: Swaziland Nursing Council Millers Mension Building, 3rd floor, Office 312-313 Gwamile Street Mbabane, Swaziland When you are requesting your official copies of items 1 and 2, ask for a second

unofficial copy to be sent yourself. Scan these two documents, and then email them with all other documents in the complete packet to Meghan. Make one more copy for you to bring to Swaziland. These copies DO NOT need to be notarized.


DOCUMENTS REQUIRED WITH EXPLANATION: ITEMS 3-12 AND UNOFFICIAL COPIES OF ITEMS 1 AND 2 TO BE SCANNED AND E-MAILED IN ONE PACKET TO MEGHAN SWOR do not forget to scan and send to Meghan Swor first then keep the notarized copies to bring to Swaziland with you). Item 1 Nursing verification/Letter of Good Standing from Nursing Council This is obtained from your state/country nursing licensing board and is a brief letter stating the history and status of your license. This is similar to an affidavit but it must come from your Nursing Licensing Board. Request that a SEALED, OFFICIAL copy be sent to the Swaziland Nursing Council. Request one unofficial copy to be sent to yourself. Usually, you are not charged for this. Item 2 Original Transcripts/Academic Records Contact your nursing school, be sure you request that a SEALED, OFFICIAL copy be sent to the Swaziland Nursing Council. Request one unofficial copy to be sent to yourself. School may charge a fee. Item 3 Completed Application form Application form is attached to this email. Complete form in BLOCK LETTERS. Skip Questions #13 and #14, we will pay your registration fee. Ignore the list on page 3 about required documents, this is the complete list.

Item 4 Copy of Identification Page/First Page in Passport A copy of the first page of your passport that includes your picture and identification information. Item 5 (2) passport sized color photos (2 inches x 2 inches) Carry original passport sized color photos with you in traveling to Swaziland, but scan a coloured copy and email to Meghan Swor as part of the completed packet. Item 6 Curriculum Vitae (CV)/Resume A copy of your up-to-date curriculum vitae (CV) or resume stating your work experience, academic experience and degrees, identification information, and any other information that you would otherwise include in applying for a job.


Item 7 Recommendation Letter This is a Recommendation letter from your current or most recent employer. To be written on official letterhead from the recommender’s place of employment.

Item 8 NOTARIZED Police Clearance Certificate Go to your local police department and request a copy of your criminal record check. Ask that it be notarized by someone in the police department or follow the procedure

below Item 9 NOTARIZED Professional Certificate This is your original license to practice nursing upon passing your State/Country boards (your Board exams) Item 10 NOTARIZED Registration Certificate This is your graduation diploma from your nursing school Item 11 NOTARIZED Valid License or Practice Certificate This is your valid, current License or Certificate to practice nursing Item 12 NOTARIZED Birth Certificate/Identity Document (must state your date of birth and your nationality) This can be obtained (and probably downloaded) from your place of birth. There may be a small fee to get a copy. When applying for a passport, you most likely used this to verify your date of birth. For those volunteers without access to their birth certificates, please provide a notarized copy of your identity document. NOTARY PUBLICS will not verify the accuracy of these documents, they will, however, verify your signature. Take copies of items 8, 9, 10, 11, and 12 to a notary public (town halls, banks etc.) and in their presence write: “I, ____(your name),____ attest that this is a true and accurate copy of an original document. Then sign it in their presence.” The notary can then legally sign, date and apply their seal to each document thereby

notarizing it. If you have difficulties doing this, please contact Meghan. Notary seals can be either ‘raised’ or ‘embedded’ seals. Please make sure that the

notary uses a stamp with ink (and not an embossed stamp) so that when the document is scanned, the notary’s ink stamp is recognized and visible. Raised stamps are non-ink stamps that may look more official because they make an imprint on the


document, but the stamp is virtually impossible to recognize when the document is later scanned.

Hand carry all original notarized copies of documents (not the original diploma, but the actual original notarized copy), original recommendation letter on letterhead, and original photographs to Swaziland and make a copy of all documents to leave at home should someone need to send you another scanned copy.


PART C: EXAMPLE OF TRANSLATED DOCUMENT

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DEMOCRATIC REPUBLIC OF CONGO UNlVERSlTY OF KINSHASA

FACULTY OF MEDICINE

DEGREE N ~·102.9195.06

We, the Pre$ident~ Secreta,ry and Members of the Jury in charge of proceeding the eX£llninations for the (hird doctoral level in mcdicine, Seeing that the named ........ " . born in.......· on the· ....................... . Is the holder of the degree in biomedical sciences and of the certificates of success for the first. and second doctoral level in medicine.

Seeing that hel she has passed wit:,h ................. " .;. ..................... on the ... - ~ " the \vritten exams programmed for the third doctoral level in medicine ..................................... , ......................... " ...................... . Have conferred and confer to .. -- ............ I., ....... r ... ~.,. •• .,.. __ ... I ....... II ...... I •• ___ .I'lO. ... II .... ~ ... ft- ..... "'$ ......... II.,"'.,"f.'---.I ••

The Degree DOC'TOR IN MEDICINE, ...... option~ ............. onenta(ion ........................ . For that reason \',.'e ha ..... Te issued the present degree. certifying at the same dme that he/ she has regularl]:, tbllo\ved the subjects and tests according to the program and that all the legal rcguladons have been respected.

We, !)'furl"'U)' ot Higher Ed'.u: •. r::iLm and Uni.S\'~t1ee.. 1m propo~ (If ~~I! (~mr.:tittc:

~u\'eJ.,cernfY That the :pre~ent dl!~ bEll> be~m dclhoen.>clI:lC>:){}Tdw8 t(l the 1-eguLaticmS. nnd ull the: Condiu(lQ!1 p:n:scd1X:d by r.h~ CDDgol~C la·,1.· re:r;.ted 1:0 tllC gradUF.1tj(lll (If tllC flcadernk N"'f.~l!O ne. ... ·e bee'!) rel;fl~t):(L

'Ihcrefwe .... -; hliye conllrnled the ;;ruidlty d the d~~ an tll.i!

And h~'c registered k ulld~r Ute number 11252-!bllo 0CXXVl t:egiSJ:(:j littem B Lli$1I.ed in Kins.;u1sa on the Oa,.~ o.ac~mtKIT ;2.QOS

fi'or t.he ratiflcation committee 'The Ministry

[ stgnaturc ~ [ ;stamp 1 l signature 1

The Halder

Issued in Kinshasa on the 111.!l September 2008

The Secretatj' of the Jury 'rne President of the .. Jury

The Chancellor of the Ut)i~'€!r5!:ity

[ $ignature ] ( stump 1 r signaturoC J

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PART D: BLANK APPLICATION FORM

SWAZILAND NURSING COUNCIL(ESTABLISHED UNDER THE NURSES & MIDWIVES ACT, 1965)P O BOX 2029, MBABANE H100

TELEPHONE (+268) 404 0787 FAX (+268) 404 0787

APPLICATION FORM

APPLICATION FOR REGISTRATION FORM

COMPLETE IN BLOCK LETTERS

1. SURNAME: ……………………………………………………………………

2. MAIDEN NAME (if applicable):……………………………………………….

3. FIRST NAMES IN FULL:……………………………………………………...

4. GENDER:………………….. 5. DATE OF BIRTH:…………………………

6. NATIONALITY.……………………………………………………………….

7. ADDRESS. 7.1 Residential Address………………………………………………….

7.2 Postal address………………………………………………………..

7.3 Telephone: w.………………………..h………………………….....

8. QUALIFICATIONS:…………………………………………………………...

9. NURSING EDUCATION.

9.1 Name and address of educational/training institution

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

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9.2 Duration of training for each qualification

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

9.3 Training dates:……………………………………………………………………..............………………………………………………………………………………………….………………………………………………………………………………………………………….

10. REGISTRATION FOR WHICH APPLICATION IS MADE …………………………………………………………………………………………………. …………………………………………………………………………………………………. ………………………………………………………………………………………………….

11. NAME OF EMPLOYER.

11.1 Name and address of employer:…………………………………………... ......................................................................................................................

11.2 If you are under a contract of service state:

11.2.1 Duration of contract:…………………………………………….

11.2.2 Date of commencement:…………………………………………

12. PLEASE ANSWER YES OR NO TO THE FOLLOWING QUESTIONS.

12.1 Have you been convicted of a professional misconduct?…………………………………………………………………………….If yes explain:……………………………………………………………..

12.2 Is a charge of professional misconduct pending against you?…………………………………………………………………………………..

If yes explain: …………………………………………………………….

13. ENCLOSE E…….. FOR EACH QUALIFICATION FOR WHICH APPLICATION ISMADE.

14. IF APPLICATION IS APPROVED, THE APPLICANT WILL BE REGISTERED ONPAYMENT OF A REGISTRATION FEE OF E690.00 IN RESPECT OF EACHQUALIFICATION.

-------------------------------- -------------------------------------- DATESIGNATURE OF APPLICANT

NB ENCLOSE THE FOLLOWING DOCUMENTS IN RESPECT

OF REGISTRATION APPLIED FOR.

1. Professional Certificate

2. Registration Certificate

3. Police Clearance certificate

4. Original Transcripts (sent by school of nursing direct to Council)

5. Valid Practicing Certificate/licence

6. Verification / Letter of Good Standing (sent by applicant’s Nursing Council direct toCouncil)

7. Reference Letter (from present employer)

8. Two Passport size colour photos


ADDITIONAL QUESTIONS OR PROBLEMS: If you have any questions on registering as a nurse in Swaziland, please contact Meghan Swor at [email protected]. Thank you and we look forward to working with you!

Map of Swaziland
