General
Guidelines for Online Research Proposal and Thesis Defence
Published
5 years agoon
By
Mak Editor
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:
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General
Accommodation during the Recess Term: 2024/2025
Published
23 hours agoon
May 5, 2025By
Mak Editor
All Students
Makerere University
This is to inform you that the Recess Term for this Academic Year 2024/2025 will commence from 17th May to 26th July, 2025 and the following accommodation arrangements have been made for you.
- Male students from Livingstone Hall shall be accommodated at Mitchell Hall, while students from Nkrumah and Nsibirwa Halls of Residence shall be accommodated at University Hall.
- Female students shall be accommodated at Lumumba Hall.
- Students from the College of Health Sciences who were allocated accommodation space for the Academic Year 2025/2026 at Galloway House are expected to take it up at the
start of recess while those from the College of Agricultural and Environmental Sciences with recess at Kabanyolo Agricultural site shall be accommodated at Kabanyolo Hostel. - Private students who would like to reside in Halls of Residence are required to pay a fee
of UGX176,500/=(one hundred seventy six thousand, five hundred shillings only) using a PRN to the bank for the ten-week duration upon confirming availability of space for accommodation.
By copy of this letter, all Wardens are requested to make the necessary arrangements to ensure a smooth transition.
Rodney Rugyema (PhD)
AG. DEAN OF STUDENTS
General
Mak Targets 30% Graduate Student Enrolment
Published
24 hours agoon
May 5, 2025By
Mak Editor
By Moses Lutaaya
Prof. Mukadasi Buyinza –Ag. Deputy Vice Chancellor (Academic Affairs) has challenged the academia and other professionals to focus their studies on original research that impacts communities and societies locally and globally.
“We want new things, if not new, it is a waste of resources. Be unique in your doctoral (PhD) thesis. Find solutions to societal and global challenges and problems.” Prof. Buyinza who is also the Academic Registrar said.
Prof. Buyinza said this, while giving his keynote address at the orientation program of PhD students for cohort two 2024/2025 at the Food Science Auditorium at Makerere University on Friday 2nd May 2025.
He challenged the students not to fear the new challenge ahead, encouraging them to always seek support. “Reach out to your supervisors and peers. Build formidable networks. Have a PhD group forum as this will enrich your learning and broaden your knowledge and skills.”, he said.
While taking on the tough journey of doctoral studies, Prof. Buyinza told the students to embrace a culture of curiosity, passion and analytical thinking that challenges and critics original thinking of other scholars.
He further encouraged the students to embrace open long-life learning as the academic world keeps evolving. He said, “To benefit from the PhD studies, be ready to continue learning and listen to the professional world so as to acquire a wealthy of experience.”

While pursuing their PhD studies, Prof. Buyinza told the students to balance their doctoral studies with work and life saying, “Take care of your physical and social being. Be resilient and patient to avoid mental breakdown.”
In a related development, the Makerere university librarian Dr. Ruth Nalumaga challenged the students to take advantage of the university library resources while pursuing their doctoral studies.
“The university library has all the books you need to read and pass. Let us utilize it to its full potential. All libraries are always open to all of you.” She added.
The orientation program organised by the Directorate of Graduate Training is an initiative that opens a new academic chapter for all incoming PhD students, aimed at equipping the learners with the required tools of trade.
The Director Graduate Training (DGT) Prof. Julius Kikooma while addressing the incoming PhD students said that in the next five years, Makerere University has targeted achieving 30% of students enrolment on graduate training especially graduate studies. Its current enrolment is 19.4%.
“Initially, we used to have one intake for PhD students a year, we now have two intakes. Our focus is to have over 30% of the university students pursuing doctoral degrees.” Prof. Kikooma said.

On admissions, Prof. Kikooma noted “Currently once admitted, you now become a full PhD student. In the old system, one would be admitted provisionally and would be required to take over 6 months doing a proposal with an assigned supervisor which would be admissible to the PhD program.”
To achieve the 30% enrolment of graduate students, Prof. Kikooma noted that the University had undertaken numerous policy changes to guide graduate research and more specifically doctoral research.
Amongst which, he highlighted a new University research agenda with 9 (nine) priority areas including working with key government departments and engaging in research that solves society challenges.
He noted that in a knowledge economy, transformation of societies and communities is vital, noting that this can only be achieved by increasing the number graduate students.
Under the orientation theme, “Defining tomorrow, supporting doctoral students and shaping the future”, Prof. Kikooma emphasised to the PhD students that PhD is a life changing journey, and it is a turning point for their career and personal growth.
He noted to the students that the Directorate of Graduate Training was ready to guide all of them throughout their entire PhD process, “You all have the potential and once registered, you will have the support of our experienced staff. Makerere University is happy to be part of your academic journey and believes this will be a rewarding experience.” Prof. Kikooma added. Makerere University, Uganda’s oldest and biggest education institution received over 534 PhD applications in different disciplines and only 171 students were admitted for cohort II of the Academic Year 2024/2025.
General
Julius Nyerere Youth Festival 2025: A Call to Action for Africa’s Next Generation of Change Makers
Published
4 days agoon
May 2, 2025By
Mak Editor
On April 15th and 16th, 2025, the Julius Nyerere Leadership Centre (JNLC) at Makerere University hosted the Julius Nyerere Youth Festival 2025—a powerful and transformative gathering that moved beyond a simple celebration of Mwalimu Nyerere’s legacy to issue a bold call to action for Africa’s emerging generation of leaders and visionaries.
Held under the theme “Our Heritage, Our Voice: Culture, Innovation, and Servant Leadership,” the festival became a dynamic platform where young people were empowered to reimagine leadership, embrace civic responsibility, and commit to sustainable development. Grounded in the enduring ideals of Mwalimu Julius Nyerere—whose birthday, April 13th, is remembered across the continent as a symbol of Pan-African unity and ethical leadership—the event revived his vision, bringing it into conversation with the urgent challenges and opportunities facing African youth today.
One of the Festival’s most memorable highlights was the evocative evening event titled “Voices in the Night,” hosted at the JNLC. Set around a fireside, this intimate session combined poetry, spoken word, and honest conversation. It brought together an intergenerational mix of participants—including student leaders, poets, scholars, and even members of Mwalimu Nyerere’s family—creating a space where ideas, memories, and aspirations could be shared in the spirit of reflection and solidarity.
During this gathering, Dr. Nansozi Muwanga, Executive Director of JNLC, reminded the audience that servant leadership is not just a nostalgic ideal—it is a living, evolving practice that must respond to the demands of today’s world. She underscored the Centre’s commitment to integrating culture and innovation into its work, noting:
“While servant leadership and culture are very central to what we do, we have also come to realize the need to bridge these values with innovation.”

She emphasized that innovation is essential for keeping Africa’s heritage alive and relevant—especially in a rapidly changing world. Celebrating the diverse youth-led enterprises showcased at the festival—from local coffee brands to handmade art pieces—Dr. Muwanga commended the spirit of creativity. However, she challenged participants to further explore the digital space, expressing hope that future festivals would highlight youth-led tech innovations as well.
In closing, she issued a heartfelt appeal to young people across the continent: to honour Africa’s heritage, but also to dare to reimagine its future—through bold ideas, digital tools, and servant leadership rooted in humility, empathy and action.
She called for leadership grounded in cultural understanding and community-based solutions. While acknowledging the impact of affirmative action in enabling more female students to access higher education, she also advocated for a more nuanced and balanced approach—one that responds to the evolving needs of both girls and boys in today’s society.
Ms. Butiku Sangu, Head of the Languages and Culture Department at the National Leadership Institute (NALI) in Kyankwanzi, anchored her message in the philosophy of Ujamaa and the essence of Africanness. She urged young people to critically re-examine their cultural foundations in the face of increasing global homogenization. True African leadership, she emphasized, must be deeply rooted in indigenous values—values that have sustained communities for generations.
Challenging the common assertion that socialism and African ideologies have failed, Ms. Sangu reframed Ujamaa not as a rigid political doctrine, but as a cultural and moral compass.
“The fact that socialism backfired in Europe was their problem,” she said. “Here in Africa, Ujamaa is a way of life.”

Rejecting intellectual colonialism, she encouraged youth to embrace unity and self-reliance as essential tenets of Nyerere’s vision. She went further to link culture with innovation, identifying mindset change as the most radical and necessary form of innovation.
At NALI, she explained, education is not about political indoctrination, but about decolonizing the mind—instilling pride in African history, language, and lived experiences.
“We teach Fikra—African thought,” she noted, warning that teaching young people that Africanness has failed only plants seeds of defeat and self-doubt.
She concluded with a powerful affirmation: authentic leadership begins with cultural clarity and confidence. Reclaiming African identity, she argued, is the foundation for building an innovative and self-determined future—crafted in Africa’s own image, not in the shadow of others.
The evening was further enriched by the presence of Dr. Susan Kiguli, a celebrated poet and literary scholar at Makerere University. During the “Voices in the Night” session, she spoke eloquently about the power of the spoken word, urging youth to embrace their authentic voices.
“Writing and performing is communication,” she declared. “And there is nothing stronger than the Word.”

Even when it seems no one is listening, she encouraged the audience, “Some of the words may just ring—sometime, somewhere.”
Dr. Kiguli paid tribute to Mwalimu Julius Nyerere not only as a historic leader, but as a lasting teacher.
“Julius Nyerere was named by the people who saw his work. We call him Mwalimu, and it means teacher. Even when he’s not here, he’s still teaching.”
She shared a poignant moment from 1999, recalling how she was asked by the then Deputy Vice Chancellor of Makerere University, Prof. Epelu Opio, to write a poem in honor of Nyerere shortly after his passing. The piece, written in under a day and titled “Mwalimu Nyerere in Memoriam,” was later sent to his family and the people of Tanzania.
In the poem, Dr. Kiguli honors Nyerere as a Pan-African beacon whose influence transcends borders and generations. She describes him as “a walking stick for Africa,” “a trailblazer of African unity,” and “a champion of justice.” She links him with fellow visionaries like Kwame Nkrumah and Patrice Lumumba, framing him as a “framer of our regard” whose light touched Uganda, South Africa, Burundi, and beyond.

As night deepened, Mr. Kagayi Ngobi, one of Uganda’s most dynamic spoken word poets, electrified the audience with his powerful poem, “But why am I telling you this in English?” Delivered with raw energy and emotional depth, his performance tackled the pain of post-colonial identity, the failures of African governance, and the struggle for cultural reclamation.
“A poem is like a person—it never ages,” he mused.
With scathing yet loving critique, Kagayi challenged the erasure of African languages and condemned the education systems that alienate children from their roots. Lines like “Sadness is me, not knowing what I need to know to know who I am” resonated deeply, reflecting the wounds of historical disconnection. Yet his poem also celebrated small acts of resistance—like eating a roadside Rolex—as symbols of enduring cultural pride.
In a moving poetic interlude, Grace Deborah Mirembe, a Bachelor of Arts in Education student majoring in Literature and English at Makerere University, performed her original poem, “When Africa Rises.” Her verses envisioned a Pan-African renaissance rooted in solidarity and identity. She painted a vibrant picture of a united Africa—linked across cities and diasporas, from Kingston to Kinshasa, Harlem to Harare.
“We are not lost… we are flowering… we are kin,” she declared.

Her work invoked the spirits of Nkrumah, Sankara, Lumumba, and Nyerere—not as relics, but as guides lighting Africa’s path forward. Her final words captured the heartbeat of the Festival:
“Africa is yesterday’s story, today’s voice, tomorrow’s promise… One people, One pulse, One power.”
This message was echoed by Ms. Faith Martha Atieno, a fellow Literature and English student at Makerere University, in her compelling poem, “A Letter to My African Friend.” Her piece radiated ancestral pride and resilience, reminding the audience of the unbreakable strength woven into African identity.
“Women were fearless warriors,” she declared, uplifting the often-forgotten heroines of history.
Ms. Atieno offered a defiant stand against identity erasure, proclaiming with resolve:
“It’s not breaking any time soon.”
The fireside evening closed on a powerful note with Ms. Aisha Nyerere, Mwalimu Nyerere’s great-granddaughter based in Canada, who recited her poem “Ode to Kanga.” Through this evocative tribute to the traditional East African fabric, she wove together memory, identity, and belonging. The Kanga, she said, was not just cloth—it was a quiet matriarch, a keeper of history and love.
It clothed brides, absorbed tears, cradled infants, and stood silently through generations.
Even folded away in distant lands, the Kanga waited—to reconnect, to remind, to reclaim. Through it, Ms. Aisha Nyerere affirmed her place in the lineage of African heritage, showing that distance could not unravel the threads of identity.
As twilight descended on the Julius Nyerere Leadership Centre, Dr. Nansozi Muwanga rose with quiet grace and gratitude. She thanked the participants for their presence, for sharing in a day woven with dialogue, poetry, and purpose.
“Thank you so much for being with us today—for giving us your time,” she said. “I hope you are going home with something meaningful to carry forward.”

Bringing the Festival to a close, Dr. S. Kasozi-Mulindwa, Chairperson of the JNLC Board of Directors, delivered final remarks rich in reflection and encouragement. He spoke of the profound inspiration drawn from the energy, creativity, and courage of young people—affirming that their engagement breathes fresh life into the enduring legacy of Mwalimu Nyerere.
He extended heartfelt thanks to the JNLC team, especially Dr. Muwanga, whose visionary leadership made the Festival possible. He also acknowledged the contributions of sponsors, partners, and innovators who participated in the exhibition, whose collective efforts helped shape a space of learning, growth, and unity.
“This festival,” he concluded, “has not only remembered Mwalimu—it has reawakened him in each of us.”
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