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:
General
Mak and University of the West of England Sign MoU to Advance Research, Innovation and Skills Development
Makerere University and the University of the West of England (UWE) have signed a Memorandum of Understanding (MoU) aimed at strengthening collaboration in research, innovation, and enterprise development. The signing ceremony took place on Friday, 17th October 2025, in the Vice Chancellor’s Boardroom, Main Administration Building, Makerere University.
The partnership will focus on joint research initiatives in climate science, early childhood development and elderly care, wildlife ecology and conservation management, technology, and sustainable agriculture.
The Uganda High Commissioner to the United Kingdom, H.E. Nimisha Madhvani, who witnessed the signing, congratulated both institutions and reaffirmed the Government of Uganda’s commitment to strengthening international collaborations that enhance education, innovation, and investment.
“We are not only promoting education, but also tourism, business, and investment. This partnership is a great bridge between Uganda and the United Kingdom,” said H.E. Madhvani. “With the full support of His Excellency the President and the First Lady, we look forward to building on this momentum to establish impactful initiatives, including a proposed teaching hospital.”
Speaking during the event, the Vice Chancellor of Makerere University, Prof. Barnabas Nawangwe, reaffirmed the University’s commitment to producing graduates who are not only employable but also capable of creating jobs and transforming their communities.
“Our goal is to train students who go out to create their own jobs and employ others who have not had the opportunity to attend university,” said Prof. Nawangwe. “We are working seriously on issues of food security, health, and conflict management — particularly in the Great Lakes region, which has one of the highest numbers of conflicts per capita. Through research and collaboration, we aim to address these challenges while ensuring Africa is not left behind in the digital economy.”
Prof. Nawangwe also highlighted Makerere’s initiatives in the digital and peace sectors, including the work of the Rotary Peace Center, which plays a vital role in promoting peace across the world by equipping fellows with academic training, practice, and global networking opportunities through a year-long, blended-learning professional certificate program.
Representing the University of the West of England, the Vice Chancellor Ms. Jo Midgley commended Makerere University for its strong research focus and expressed enthusiasm for the partnership.
“Like Makerere, we are a comprehensive university. We want this partnership to go beyond conversations and translate into action,” she said. “Our areas of strength include sustainability, climate change, future technology, health, and community placemaking. We believe this collaboration offers a unique opportunity to co-create programmes that prepare students for the evolving global workforce.”
She further emphasized the need for universities to work closely with industry partners to co-design programs that meet current skill demands while promoting innovation and enterprise among students.
The Deputy High Commissioner, Ambassador Miriam Otengo, commended Makerere for its leadership in higher education and shared ongoing efforts to mobilize the Makerere alumni in the United Kingdom. She also revealed plans to host a Makerere Alumni Symposium in London, aimed at showcasing the University’s excellence and strengthening ties with its diaspora community.
Also in attendance was Mr. Hefin Rees KC, Chairman of Spotlight on Africa, a UK-based charitable organization, who expressed interest in partnering with Makerere University to establish a teaching hospital in Mbale focused on women and children’s health. He praised Makerere for producing world-class professionals and reaffirmed his organization’s commitment to supporting health-related initiatives.
In his closing remarks, Prof. Nawangwe thanked the High Commission for facilitating the partnership and welcomed the opportunity to discuss the proposed teaching hospital, describing it as “a timely and vital project for Uganda’s health sector.”
“This collaboration represents a new chapter for Makerere University and the University of the West of England. Together, we will advance research, promote innovation, and equip our students to respond to global challenges,” he said. The ceremony concluded with the formal signing of the MoU, marking the beginning of a long-term partnership built on shared values of excellence, innovation, and community impact.
The Acting (Ag.) Vice Chancellor, Prof. Sarah Ssali on Thursday 16th October, 2025 held a press conference to update members of the Media on the 2026 World University Rankings by Times Higher Education (THE).
The event held in the Vice Chancellor’s Boardroom, Main Building, was attended by the Director Graduate Training-Prof. Julius Kikooma, Director Quality Assurance-Dr. Cyprian Misinde, Dean of Students-Dr. Winifred Kabumbuli, Director Research, Innovations, and Partnerships-Prof. Robert Wamala, Deputy Chief – Public Relations-Ms. Eunice Rukundo, Ag. Manager International Relations-Mr. Matthias Ssemanda, and staff from the Offices of the Vice and Deputy Vice Chancellors.
The proceedings of the Press Conference follow below;
Vice Chancellor’s Press Statement
UNIVERSITY RANKINGS: MAKERERE STILL NUMBER ONE IN THE REGION
It gives me great pleasure to share with our stakeholders and the general public that Makerere University has been ranked Number 1. in the East African region, in the Times Higher Education rankings released this month of October 2025.
In its 2026 World University Rankings, Times Higher Education (THE) places Makerere University in top position in East Africa, and in the 801-1000 band globally. The ranking considers five performance indicators, namely: Teaching; Research environment; Research quality; International Outlook; and Industry. Makerere’s overall score was 37.2, significantly outperforming peer institutions in the Region that average scores of 18.8.
In particular, Makerere University continues to thrive in Research Quality where we scored 54.2% but even better in International Outlook where we scored highest with 69.7%. See Table 1 for details. On the continent, Makerere University ranked 8th in the 2024 Sub-Saharan African University Rankings.
We would like to reassure all stakeholders and well-wishers that Makerere University continues to hold steadfast as the regional leader in higher education. Our commitment to deliver excellence in our teaching, research, and socioeconomic impact has not wavered.
WE BUILD FOR THE FUTURE.
Thank you.
Fact Sheet
UNIVERSITY RANKINGS
Table 1: East African Universities – 2025 Ranking Comparison
| Rank | Name | Overall | Teaching | Research Env. | Research Quality | Industry | Int. Outlook |
| 801–1000 | Makerere University | 35.5–38.9 | 21.5 | 26.6 | 54.2 | 32.8 | 69.7 |
| 1501+ | Kenyatta University | 10.3–27.2 | 14.3 | 9.1 | 34.2 | 17.4 | 54.6 |
| 1501+ | Muhimbili University of Health and Allied Sciences | 10.3–27.2 | 21.6 | 14.9 | 30.3 | 27.5 | 54.6 |
| 1501+ | University of Dar es Salaam | 10.3–27.2 | 14.5 | 11.1 | 26.5 | 21.9 | 47.2 |
| 1501+ | University of Nairobi | 10.3–27.2 | 15.9 | 16.1 | 39.7 | 22.5 | 49.4 |
| 1501+ | University of Rwanda | 10.3–27.2 | 14.1 | 14.9 | 25.6 | 21.1 | 57.5 |
End
The Board of the Zambia Research and Education Network (ZAMREN) led by the Chairperson, Prof. Mundia Muya on 14th October 2025 paid a courtesy call on the Vice Chancellor, Makerere University. The Board which is on a two-day exposure visit to the Research and Education Network of Uganda (RENU) was received by the Acting (Ag.) Vice Chancellor and Deputy Vice Chancellor (Academic Affairs), Prof. Sarah Ssali in the Vice Chancellor’s Boardroom.
The Chairperson was accompanied by Mr. Ronald Hatoongo and Mr. Stein Mkandawire, the Board Secretary and CEO of ZAMREN respectively, as well as RENU’s CEO-Mr. Nicholas Mbonimpa and RENUMESH Technologies CEO-Mr. Brian Masiga. In attendance were Mr. Samuel Mugabi-Director DICTS, Prof. Robert Wamala-Director Research, Innovations and Partnerships (DRIP), and Prof. Tonny Oyana-Principal College of Computing and Information Sciences (CoCIS).
Also present were; Prof. Paul Birevu Muyinda-Director Institute of Open, Distance and eLearning (IODeL), Dr. Godfrey Mayende-Deputy Director IODeL, Dr. Michael Walimbwa- College of Education and External Studies (CEES), Dr. Cathy Mbidde- Ag. Manager. Makerere University Innovation Pod, Ms. Eunice Rukundo-Deputy Chief-Public Relations and staff from the Office of the Vice Chancellor.
In her welcome remarks, Prof. Ssali thanked the ZAMREN Board for including the courtesy call on their Kampala itinerary and extended warm greetings from the Vice Chancellor, Prof. Barnabas Nawangwe. She noted that Makerere as a founding member of RENU has enjoyed a mutually beneficial collaboration, that has benefited both staff and students in the form of supporting growing connectivity needs, as well as training, mentorship, and development of technical skills for both continuing students and graduates.
Turning to the gist of the courtesy call, the Acting Vice Chancellor noted that the Makerere University through the Centre for Artificial Intelligence (MAK-AI) seeks to harness the transformative power of AI to address society’s most pressing challenges. “Projects undertaken by our Centre tackle real-world challenges in health, agriculture, languages, and beyond.”
Prof. Ssali nevertheless underscored the importance of upholding ethics in all AI undertakings “Mindful of global trends elsewhere, the work of the Makerere AI Centre is guided by the principles of Responsible AI, ensuring that systems are transparent, accountable, fair, and designed to benefit society.”
She therefore called upon the delegation to thoughtfully engage with the ideas presented during their visit with the aim of collectively exploring both institution can better equip staff and students to meaningfully make the most of this fast-evolving trend.
On behalf of the Board, Prof. Muya who is substantively the Vice Chancellor of the University of Zambia thanked Prof. Ssali and Members of Management present for according his delegation a warm reception to Makerere University, “one of Africa’s most distinguished centres of higher learning.
“Makerere University is not only a symbol of academic excellence but also a beacon of leadership in higher education on the African continent”, remarked Prof. Muya.
The Chairperson equally expressed the delegation’s keenness to understand how AI is being adopted, and how the academia is embracing the technology as an enabler of teaching and research. “At ZAMREN, we view digital transformation and AI integration as critical enablers of academic excellence, efficiency, and competitiveness across higher education institutions,” he remarked, adding that “We therefore look to Makerere University’s experience to draw practical lessons that can inform and inspire our efforts back home.”
Turning to the lessons from Makerere in line with digital transformation and ICT, the Director DICTS shared that owing to the partnership with RENU, internet bandwidth, a vital enabler of AI transformation currently stands at 5 Gbps of monthly consumption, with plans to scale-up to 8 Gbps. He added that RENU has also facilitated Makerere’s access to Open Libraries, and Eduroam – a secure, encrypted Wi-Fi network across to staff and students freely access the internet across partner institutions in Uganda using their University emails.
Furthermore on the enablers of AI integration, Mr. Mugabi noted that in line with digitalization of institutional business process, the University Council took a bold step to develop all information systems in-house, a move that has reduced costs spent on offshore solutions, and hemorrhage of skills. He pointed to the introduction of open source solutions, and AI policy and global collaborations with corporations such as Google as additional enablers.
Addressing AI readiness, Prof. Tonny Oyana pointed out the need for the University of Zambia to start early, citing Makerere efforts which began as far back as 2007, when Dr. John Quinn joined the institution after his PhD. He added that Dr. Quinn together with other former staff from Makerere formed Sunbird AI, a thriving initiative creating practical systems for the benefit of community.
Prof. Oyana also pointed to AI initiatives that have attracted up to USD 5million from Google Awards, staff with specialized skills in the creation and development of sensor technologies, top notch students that win continental and global awards from companies such as Huawei, and active engagements with partners to produce solutions to enhance diagnosis of malaria, tuberculosis and cancer as some of areas that demonstrate Makerere’s AI readiness.
Addressing academic and research innovation, Prof. Robert Wamala pointed out that Makerere, in recognition that the institution cannot achieve its vision alone is intentional about seeking and nurturing mutually beneficial partnerships. Furthermore, he shared that Vice Chancellor’s Annual Research Excellence Awards reward and recognize the efforts of staff who have excelled in publication, teaching and winning grants.
The Director DRIP equally underscored the need for dissemination of research produced by staff and students, pointing out the annual research and innovation week as a flagship event for not only showcasing research but also forging meaningful partnerships with stakeholders. In line with technology transfer, Prof. Wamala said that the University through the Intellectual Property Management Office ensures that innovations developed by staff and students packaged for adoption by other individuals or organisations.
Addressing the use of technologies in academic work, Prof. Birevu noted that IODeL conducts capacity building in instructional design, online facilitation, use of AI in teaching and digital assessments. “We have also advised the University on ODeL and Distance Education strategies, for instance, we have developed a ten-year masterplan for distance education with support from the Korean Government to outline how Makerere University is going to integrate distance education within its offering” he added.
At the close of the deliberations the ZAMREN expressed sincere appreciation to the Ag. Vice Chancellor and Members of Management for the free sharing that pointed out a number of priorities.
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