General
Guidelines for Online Research Proposal and Thesis Defence
The higher education landscape is rapidly changing, the technological rise of the 21st-century and widespread integration of those technologies into our society, combined with access to the internet has integrally changed graduate research proposal and thesis examination/defence approaches. The rapidly changing landscapes call for a review of the research proposal/thesis examination methods in order to keep up with the times and incorporate integrated technologies into the learning modal, these technologies aren’t going to go away, they’ll continue to be integrated into our society and it’s time to embrace them for the advantages they bring. With the heavy integration of online technologies, the University will be able to improve the teaching and learning processes, information retention, engagement, responsibility and academic integrity.
Virtual and blended approaches have become important because they help to break down the traditional walls of examination, and now with access to present day technologies and resources we can tailor the examination experience to the prevailing conditions.
The Makerere University policy and regulations for the examination of research dissertations and theses provide for three forms of defense, namely, face-to-face; blended; and/or online technology. Traditionally, the Makerere University’s thesis examination policy required that all participants be physically present in the room where the thesis defense is taking place, however, under exceptional circumstances, videoconferencing is permitted provided that the following conditions are met:
- The general University regulations governing graduate research proposal and thesis examination/defence will apply (ref. Mak Graduate Hand book available at www.rgt.mak.ac.ug)
- A suitable space and technology for the videoconference should be designated before the proposal and thesis defense. The technology should ensure system stability and quality of sound and image during the examination.
- Contact the Directorate of Information and Communication Technical Services (DICTs) for audio and videoconference technical support for the duration of the defense.
- Inform the Director, Directorate of Research and Graduate Training in advance of an upcoming online research proposal or thesis examination. In this notification letter, the Principal/Dean/Chair should indicate in writing he/she has read and understands the regulations and rules for online examination/defence.
- Videoconference software must be used that allows all participants to see and hear each other during the entire examination/defense.
- Online participants must connect using hardware and network connections that ensure that all participants are visible and audible and that the connection is stable and available throughout the scheduled time of the defense.
- Examination by ordinary cellular telephone (Audio only) is not permitted under any circumstances.
- Conducting a practice run one week prior to the defense to ensure that participants are comfortable using the technology is highly recommended.
- Maintain a good balance between web-conference security (to avoid disruptions, i.e. ‘web-bombing’) and allowing for an open public participation in the defense.
General Considerations
- It is the responsibility of the Department to facilitate the web/teleconference-based defense;
- To ensure that the candidate knows how to use the software platform, the Chair and candidate should conduct a test meeting prior to the defense.
- Virtual research proposal and thesis defenses should adhere to the normal University requirements and procedures as much as possible;
- The candidate and the examiners are encouraged to use a headset to reduce audio feedback, and to use an ethernet connection to the internet instead of WiFi.
- The PhD Thesis defenses are open to the public audiences, and specific video connection instructions will be distributed to the University community in advance of the defense.
- At the discretion of the Chair of the examination committee, a defense in progress may be stopped and rescheduled, ideally within one week if technical difficulties prevent the student, Chair or examiners from participating.
Before the Examination/defense
- The Chair opens the meeting 15 minutes before the scheduled start of the defense. All participants should join the meeting at least 10 minutes before the defense begins.
- The Chair should ensure that late participant arrivals do not distract the candidate once they start their oral presentation. Alternatively, the Chair can lock the meeting after the oral presentation begins.
- At the start of the defense, the Chair will explain the format of the defense, including the time allowed for the oral presentation and set the ground rules for participation.
- It is advisable that the candidate should send their presentation materials to the Supervisor and Chairperson ahead of time in case technical difficulties prevent projecting them during the teleconference.
- To avoid distracting the candidate during their oral presentation, examiners and audience members’ microphones and camera should be turned off.
During the Examination/defense
- The Chair should reminds the candidate and examination committee of the regulations. The Chair could project the slides on behalf of the candidate.
- Audience members can either ask their question via the tool, in which case the Chair can turn on their video and microphone and invite them to interact directly with the candidate.
After the examination/defense
- At the end of the question period, the Chair will ask the audience to leave the meeting and invite the candidate to either leave the meeting or isolate them from the other participants in the “lobby” depending on the software platform used.
- Each examiner will individual assess and score the candidate’s performance. No vote will be recorded for an examiner who was not able to attend the defense. If an examiner must leave early due to technical difficulties, they can be allowed to vote via email at the Chair’s discretion.
- The Chair will ask the examiners to sign the Examination Report. More details on digital signatures shall be provided by the DRGT.
- The Chair will invite the candidate to return to the meeting and inform them of the outcome of the examination/defense.
- If the candidate passes but revision of the thesis is required, the Chair will provide written comments to the candidate. All examiners must agree on the required changes. Optional changes that the candidate should consider prior to submitting the final report to the DRGT.
- If the candidate fails, the Chair will provide written comments on the oral defense performance.
- At the committee’s discretion, the candidate may be given a second attempt to defend the proposal or thesis.
Guidelines and best practices for the Principal/Dean/Chair
In advance of the examination/defense, the Chair
- Consult with the student to select the video conference program to be used. At the time of the defense, the Chair should be the host/point person for any technology difficulties. Please do not leave this to the student, even if Chair is sure the student is more adept at technology.
- Be knowledgeable of the ICT facility especially on how to allow the student to share slides and control the presentation.
- Consider offering a “test run” with the student to ensure that the technology works and that they are comfortable using it to present their findings and answer questions.
- Ensure that the student maintain audio-video connection throughout the examination.
- Be responsible for ensuring that the requirements for online participation are met and that the online participation was uninterrupted or, if interrupted, that the defense was paused until the situation was fully restored.
At the defense
- All participants should be in the examination room at least 15 minutes before the scheduled start time.
- Don’t multitask during the research proposal or thesis defense. Many examiners often do this in the online environment, but this is not a regular online meeting, it is an examination. The student defending has spent years in anticipation of this examination/defense.
- Chair has the authority to discontinue the online defense at any time if they judge that online participation is interfering with the proper conduct of a rigorous and fair defense.
- If one or more participants is dropped from the connection, or if audio is lost, the defense must be paused until the connection is restored. If the connection cannot be restored, the Chair must suspend the defense until it can be rescheduled.
- Chair will introduce the candidate and the examination committee members; just as you would in a live defense (this is also a final check that all the audio/visuals work).
- Put a brief the agenda/rules in the chat window as a reminder of the examination rules.
- Audio-only participation by either the examination committee members and the student is not permitted.
Guidelines and best practices for the candidate/student defending
In advance of the defense
- The student should arrange to distribute all visual materials in advance of the defense
- Make sure you know how to use the chosen video conferencing site (WebEx, Zoom, Microsoft Teams).
- Share your slides with your Supervisor before the start of the defense. Ensuring someone else has them and could potentially share them if necessary is a good back up plan.
- If you have notes or a presentation, practice how you will setup and deliver that beforehand. You may want to arrange your screen so that you can see your committee
- To ensure high quality and full access to web-conference features, the candidate should participate in the defense using a laptop or desktop computer.
- Plan your physical space for the defense to ensure that there is enough light so that you can be seen without a shadow; avoid glare, shadows, or an overly cluttered backdrop, and Use headphones is encouraged, to reduce any potential background noise.
At the defense
- When delivering the presentation, sit and be sure that your webcam has a good shot of you from the shoulders up. In a live defense, you would probably be standing, but that will not work here since you will not be as clearly visible.
- Even though you are, sitting and you are communicating via videoconference, your gestures and nonverbal communication still matter. Just as in a face-to-face examination, practice to avoid all those verbal fillers that may clog your communication.
Guidelines and best Practices for the examination committee members/Panelists
- Do a test run, and consult DICTs and time to arrange the camera and lighting in advance.
- Use your video to the extent that your internet connection allows, rather than a still image or your name.
- Please mute your microphone unless you are speaking.
- The examination committee members evaluate the candidate’s presentation, the quality of the research proposal or thesis as well as the candidate’s response questions.
Guidelines and best practices for the public audience:
- After the defence, examination committee members have completed their rounds of questioning, and if time permits, the audience will have an opportunity to submit questions in writing using the chat feature.
- Please keep the microphone muted at all times.
Troubleshooting
- Ensure there is a back-up phone number for all required participants in case there is a problem with the technology. While University policy does not allow for participation via phone, being able to reach participants by phone can help troubleshoot a solution.
- If all else fails, notify the Director DICTS of the issue by other means (e.g., email, text).
Please follow these directions for planning and conducting an online/virtual proposal or thesis examination. These directions provide procedures and technical guidelines for running a virtual oral research proposal or thesis examination using videoconferencing technology. These directions do not replace the University regulations governing research proposal or thesis examination. Then Chair is responsible for understanding and conducting examination in accordance with the University regulations.
The following recommended directions explain how to set up a video-conference examination, and ensure that the defense runs smoothly and securely.
Process for planning and conducting a videoconference for Graduate Research proposal and Thesis examination/defence
Contact point in case you need further clarification of these regulations and procedures:
Education
Makerere University signs Memorandum of Understanding with International Rescue Committee to Advance Research, Innovation and Partnerships
Makerere University has signed a five-year Memorandum of Understanding (MoU) with the International Rescue Committee to formalize undertakings in research, innovation & partnerships.
Signed in September 2025 by the Vice Chancellor of Makerere University, Prof. Barnabas Nawangwe and the Country Director, International Rescue Committee, Mr. Elijah Okeyo, the MoU provides a framework to implement research intensive programmes, promote innovative teaching and learning, internationalization, and contribute to societal transformation.
According to Mr. Okeyo, the MoU re-affirms Makerere University as the academic partner of the International Rescue Committee (IRC). “This MoU formalizes IRC’s working relationship with Makerere University. This framework empowers both institutions to tap into opportunities together. We believe in equal partnership. Makerere University commits to being our partner in research to contribute to evidence based humanitarian undertakings,” he said.
Under this collaboration, Makerere University and IRC will work on developing child-centered learning resources, innovative curricula, and policy-relevant research to enhance the quality of education in crisis-affected regions.
At Makerere University, the MoU brings on board, the College of Education and External Studies (CEES), Makerere University Institute of Teacher Education and Research (MITER), and the Early Childhood Care and Education (ECCE) Research Centre.
To concretize the MoU, the Principal of the College of Education and External Studies, Prof. Anthony Muwagga Mugagga convened a partnership meeting on Friday 12th September 2025 involving a delegation from the International Rescue Committee (IRC), Dr. David Kabugo, the Deputy Director of Makerere University Institute of Teacher Education and Research (MITER), and Ms. Ritah Namisango, the Principal Communication Officer.
The delegation from the International Rescue Committee (IRC) consisted of the following: Mr. Elijah Okeyo-Country Director, Mr. Vincent Wanyama-Senior Program Development and Quality Coordinator, Mr. Richard Omasete-Policy and Advocacy PlayMatters, and Ms. Janet Nambuya-Grants and Partnerships Coordinator.
The MoU focuses on the following areas of interest: Early Childhood Development, joint research and capacity building in education, the plight of refugees and the host communities, humanitarian aid, as well as, evidence based research to inform the education policy.
In line with its mandate, IRC brings onboard, its unmatched expertise in helping children in crisis-affected areas. The MoU therefore positions both institutions to undertake a leading role in the protection of children and families through evidence based research, access to education, and humanitarian undertakings.
Dr. Kabugo, the Deputy Director MITER, noted that the MoU opens new opportunities for joint efforts in research, training, and policy. He said: “We are committed to co-designing practitioner research, engaging in professional development, and generating evidence to guide the education policy in Uganda and beyond.” Dr. Kabugo explained that this partnership builds on years of cooperation between CEES and IRC, especially in child-centered methods such as play-based learning.
Prof. Mugagga described the MOU as a practical framework that connects Makerere University’s research with IRC’s field experiences. He stated that the College of Education and External Studies (CEES) conducts programmes focused on the future of the young people through training and empowering students/teachers. He articulated that the College significantly impacts on the education sector through delivery of quality academic programmes and research under the School of Education, School of Distance and Lifelong Learning, and the East African School of Higher Education Studies and Development.
“Our strongest synergy is education and early child-focused care,” Prof. Mugagga emphasized. He revealed that the collaboration presents CEES with a strong and reliable partner (IRC), which stands for protection and the well-being of children and families. “Through this MoU, both CEES and IRC, will significantly contribute to improving education for children, families, and communities impacted by conflict and crisis.”
Prof. Mugagga commended IRC for the earlier support and expertise extended to the College in the development of the early childhood centre, and working together to provide valuable input during the Ministry of Education and Sports’ consultative process that led to the Early Childhood development policy.
Reflecting on the increasing number of refugees enrolling for studies at Makerere University, Prof. Mugagga said: “ IRC has come at the right time. The College will tap into the IRC expertise to teach our staff and learners components in refugee education. They will equip our students and teachers with knowledge and skills in refugee education. Some of our students will cooperate with IRC to undertake research in refugee settlement and host communities.”
Prof. Mugagga implored both MITER and IRC to undertake research and develop modules on refugee education, parenting, re-tooling street children, integration of a health component into the curriculum, and management of truamatised students/learners who come from areas affected by war, conflict and crisis.
On the issue of play materials, Prof. Mugagga stressed that already made play materials derial creativing. “Both CEES and IRC should work towards a context that empowers children and learners to ignite their creative potential by developing home-made play materials,” he submitted.
About IRC
Stating a brief profile history about IRC, Mr. Okeyo explained that IRC is a global non-profit organisation that provides humanitarian aid and assistance to people affected by conflict and disaster. IRC has been active in Uganda since 1998, originally assisting displaced populations in Northern Uganda and later expanding its efforts to refugee settlements and urban areas.. Currently, IRC operates more than 35 health facilities in refugee settlements and runs a variety of programs in health, education, protection, and economic recovery. IRC also undertakes projects focusing on early childhood development, prevention of gender-based violence, and protection of refugees and families.
General
Mastercard Foundation Scholars at Makerere University encouraged to participate in philanthropy work
By Carol Kasujja Adii and Bernard Buteera
Mastercard Foundation Scholars at Makerere University have been encouraged to embrace the spirit of philanthropy as a vital foundation for fostering stronger and more resilient communities. This inspiring call to action took place during the 2025 Community Open Day at the Freedom Square on Saturday, September 6, 2025, where hundreds of Mastercard Scholars, Scholar-alumni, and partners of the Scholars Program gathered to initiate a fundraising drive for the signature Annual Scholars Day of Service.
The Annual Scholars Day of Service stands as a hallmark event through which the Scholars give back to the community in impactful and sustainable ways. During a keynote address titled “How Philanthropy Shapes Resilient Communities,” Prof. Winston Tumps Ireeta, the Deputy Vice Chancellor of Finance and Administration, emphasised that while local philanthropy is not a new concept in Uganda, a more intentional mobilisation of this giving back power is necessary to address broader social challenges.
“Communities that mobilise their own resources—financial, human, and material—are empowered to take ownership of their development. Ownership naturally leads to sustainability, ensuring that solutions emerge from local knowledge, context, and values rather than being imposed from the outside. This approach is essential for effectively tackling our social challenges,” Prof. Ireeta stated.
In his remarks delivered by Prof. Helen Nambalirwa Nkabala, the Principal of the College of Humanities and Social Sciences, Prof. Ireeta highlighted the importance of nurturing the inherent power of local giving. He urged the celebration of current local philanthropic efforts, which can be initiated at the individual, religious, and community levels.
“To foster a culture of giving, we need to create platforms that promote structured, transparent, and impactful contributions,” he argued. “It’s crucial to strengthen our generosity, particularly among the youth, and cultivate a society where giving is valued as a core aspect of leadership and citizenship.”
Prof. Ireeta further noted, “The future of our Communities’ strength lies not in distant promises but in our own hands and collective actions. By fostering local philanthropy, we can build a society that is not only fairer but also more resilient and united.
In his welcoming remarks, Mr. John Osuna, Transition Lead for the Mastercard Foundation Scholars Program at Makerere University, who spoke on behalf of the Program Director, Prof. Justine Namaalwa, expressed gratitude to the Scholars for their collaborative efforts in turning the idea of giving back into reality.
“Let us embody humility, kindness, and compassion through actionable philanthropy. By doing so, we can create lasting impacts, enhancing our reputation as a community that genuinely cares,” Mr. Osuna stated.
The Community Open Day was organised under the inspiring theme: “Nurturing Philanthropy for Resilient Communities,” paving the way for future initiatives that strengthen community bonds through collective generosity.
“We believe that through nurturing philanthropy for resilient communities, our communities shall be able to organise themselves to build resilience beyond what we shall give back,” Mr. Osuna explained.
The vibrant event saw Scholars and Scholar-alumni actively participating by bringing items for auction and buying tickets for the raffle draw as a means of mobilising resources for the construction of a ventilated pit latrine, renovation of two classroom blocks and providing tanks for harvesting clean water for Bwera Primary School in Kabale District.
Speaking at the event, Mrs. Agnes Katumba, the Director of Katumba Estates, one of the long-standing partners of the Scholars Program at Makerere University, tasked the Scholars to embrace the heart of giving back without expecting something in return.
“I thank the Mastercard Foundation; they not only provide scholarships but also give back to the community. I have been able to grow because of them. For scholars, you do not have to wait to be wealthy to give back; every coin counts,” Mrs. Katumba said.
Katumba Estates Ltd contributed three million shillings to the Scholars Give Back project. Another long-standing partner, DFCU Bank, pledged over sh10 million towards the Scholars’ building project.
In her presentation, Ms. Malvin Akwara, a Mastercard Foundation Scholar-alumna, urged current Scholars to contribute to their communities in various ways, including mentorship and guiding young people.
“We are all here because someone chose to give. During my first year at Makerere, I contributed to some young man’s school fees back home in my community. The young man is now in his second year at Makerere. You don’t have to be wealthy to make an impact; be intentional in your giving, and you will witness the difference it makes. There is no greater fulfilment than helping someone in need,” Akwara stated.
The event was punctuated with a number of activities that ranged from auctioning items, raffle draws, exhibitions, quizzes and a lot of games and fun.
Carol Kasujja and Bernard Buteera form the communications team for the Scholars Programme at Makerere University.
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