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:
By Monica Meeme, Cynthia Ayaa Komakec and Eric Tumwesigye
Makerere University, through its Gender Mainstreaming Directorate (GMD), in partnership with the United Nations Population Fund (UNFPA), the Embassy of Sweden, UNESCO O3 Plus have successfully trained 250 Student Peer Trainers (SPTs) to strengthen student-led efforts in promoting gender equality and the prevention of gender-based violence.
The three-day capacity-building workshop, held from 5th to 7th May 2026, brought together selected student leaders from across the University and formed part of Makerere University’s commitment to creating a safe, inclusive, and gender responsive learning environment. The training equipped participants with practical knowledge and skills to serve as peer educators, advocates, mentors, and referral points for students requiring support on gender-related issues.
The workshop covered a wide range of thematic areas, including the Makerere University Gender Equality Policy, the Policy and Regulations Against Sexual Harassment (PRASH), international, regional and national legal frameworks on gender equality, sexual and reproductive health and rights (SRHR), leadership development, effective communication, and student-led advocacy and action planning.
Facilitators included Susan Mbabazi, Principal Gender Officer; Eric Tumwesigye, Principal Gender Officer; Carol Abilat Gender Officer; Cynthia Ayaa Komakec Gender Officer; Dr. Richard Mwesigwa of UNFPA; Dr. Lilian Tukahira Assistant Administrator; and Judith Kiconco, Gender Officer.
Day One: Building Foundations for Gender Equality and Inclusion
The opening day commenced with welcome and opening remarks delivered by Ms. Susan Mbabazi, Acting Chief Gender Mainstreaming Officer; Ms. Laura Criado Lafuente, Representative of the United Nations Population Fund (UNFPA); and Dr. Rodney Rugyema, Office of the Dean of Students, who represented the Vice Chancellor.
Speaking on behalf of UNFPA, Ms. Laura Criado Lafuente described the training as more than a workshop, characterising it as a movement designed to empower students to influence attitudes, behaviours, and social norms within their communities. She encouraged participants to challenge harmful practices, support survivors of gender-based violence, and serve as catalysts for positive change both within and beyond the University.
Representing the Vice Chancellor, Dr. Rodney Rugyema emphasised that Makerere University’s mandate extends beyond academic excellence to ensuring the safety, well-being, and holistic development of its students. He urged participants to avoid harmful relationships, prioritise personal safety, and actively contribute to fostering a respectful, inclusive, and supportive campus environment.
Dr. Rugyema further described Student Peer Trainers as the “eyes and ears” of the University community, underscoring their vital role in raising awareness, identifying emerging challenges, and mobilising collective action to prevent and address gender-based violence.
The first day of the workshop also introduced participants to the principles of gender equality, gender mainstreaming, and the institutional frameworks that guide Makerere University’s efforts to promote inclusion, equity, and student welfare.
Ms. Susan Mbabazi provided a historical overview of the Gender Mainstreaming Directorate and highlighted the University’s sustained commitment to creating an equitable and supportive academic environment. She also guided participants through the key provisions of the Policy and Regulations Against Sexual Harassment (PRASH), emphasising the University’s zero-tolerance stance on sexual harassment and all forms of gender-based violence.
Mr.Eric Tumwesigye facilitated a session on foundational gender concepts, enabling participants to deepen their understanding of gender dynamics, stereotypes, power relations, and the importance of promoting equality and inclusivity within university spaces.
A key highlight of the day was a presentation by Ms. Carol Abilat on the Makerere University Gender Equality Policy. She emphasised that gender equality is fundamentally rooted in fairness, dignity, and equal opportunity for all members of the University community, including marginalised groups and persons with disabilities.
Ms. Abilat further explained that the policy aligns with national development priorities and international commitments, including the United Nations Sustainable Development Goal 5 on Gender Equality. Participants were introduced to critical concepts such as consent, sexual harassment, discrimination, gender blindness, and inclusive approaches to teaching, learning, leadership, and institutional management.
Day Two: Understanding Legal Frameworks and Sexual and Reproductive Health Rights
The second day focused on strengthening participants’ understanding of legal and policy frameworks that promote gender equality and protect individuals from discrimination, sexual harassment, and gender-based violence.
Facilitating the session on international, regional, and national legal frameworks, Cynthia Ayaa Komakec provided participants with a comprehensive overview of key human rights instruments and gender equality commitments.
At the international level, participants examined frameworks such as the International Covenant on Civil and Political Rights (ICCPR), the Convention on the Elimination of All Forms of Discrimination Against Women (CEDAW), and the Beijing Declaration and Platform for Action. Discussions highlighted how these instruments have shaped global efforts to eliminate discrimination and advance the rights and empowerment of women and girls.
The regional discussion focused on the African Charter on Human and Peoples’ Rights and the Protocol to the African Charter on the Rights of Women in Africa (Maputo Protocol), which provide important protections and promote women’s participation in social, economic, and political development across the continent.
The session also examined Uganda’s national legal and policy framework, including the Constitution of the Republic of Uganda (1995), the Uganda Gender Policy, and relevant provisions of the Penal Code Act.
A recurring theme throughout the discussion was the implementation gap that often exists between legal protections and actual practice. Participants explored the importance of accountability, institutional commitment, awareness creation, and community engagement in translating legal frameworks into meaningful outcomes.
The day also featured a session on Sexual and Reproductive Health Rights (SRHR) facilitated by Dr. Richard Mwesigwa from UNFPA.
Dr. Mwesigwa introduced participants to UNFPA’s mandate and mission before guiding them through key concepts relating to sexual health, reproductive health, rights, and access to services. The session addressed the importance of informed decision-making, consent, healthy relationships, prevention of gender-based violence, and available support mechanisms for students experiencing harassment or abuse.
Participants were also equipped with practical guidance on how Student Peer Trainers can provide information, make referrals, and support fellow students in accessing appropriate services and assistance.
Throughout the day, facilitators emphasised the need to position students as active change agents capable of promoting positive behavioural change within colleges, halls of residence, and wider communities.
Day Three: Partnerships, Leadership and Action Planning
The final day focused on strengthening peer leadership skills and equipping participants with practical tools for developing and implementing student-led initiatives.
Representatives from development partners reaffirmed the importance of youth leadership and collaborative action in addressing gender inequalities and preventing gender-based violence.
Addressing participants, Jessica Pellrud from the Embassy of Sweden emphasised that gender equality remains a critical pillar of sustainable development. She encouraged students to become long-term advocates for social transformation by challenging harmful norms, supporting survivors, and promoting inclusive participation among both women and men.
Eric Tumwesigye reflected on the growth of the Student Peer Trainers programme noting that the initiative has expanded from training 50 students annually to 250 peer educators. The expansion is intended to strengthen outreach and increase access to peer support services across the University.
He encouraged participants to integrate gender awareness into broader discussions on mental health, academic achievement, healthy relationships, and responsible digital engagement.
Facilitating the action-planning session, Dr. Lilian Tukahirwa guided participants through the process of designing practical and achievable interventions for their respective colleges. She emphasised the importance of creativity, flexibility, teamwork, and collaboration with academic staff and College leadership to ensure sustainable impact.
The workshop concluded with participants developing action plans aimed at promoting gender equality, preventing sexual harassment, and strengthening awareness and support mechanisms within their academic units.
Renewed Commitment to Student-Led Change
In his closing remarks, Eric Tumwesigye commended participants for their commitment, discipline, and active engagement throughout the three-day training programme. He also acknowledged the valuable contributions of facilitators and development partners, including UNFPA, and the Embassy of Sweden.
He announced that participants would undertake online evaluations and receive support in developing concept papers for college-based initiatives designed to promote gender equality and prevent sexual harassment.
Tumwesigye emphasised that while institutional support remains critical, the long-term success of the programme depends on sustained student leadership, ownership, and commitment.
The workshop concluded with a renewed pledge from the newly trained Student Peer Trainers to champion gender equality, support vulnerable students, and contribute to building a safer, more inclusive, and gender-responsive Makerere University community.
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