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
Strengthening South-South Academic Partnerships: Makerere University and Binary University Chart a Strategic Path for Innovation, Entrepreneurship and Women’s Leadership
A New Chapter in Uganda–Malaysia Higher Education Collaboration
Makerere University has started preliminary discussions with Binary University of Management and Entrepreneurship (Malaysia) to deepen its global partnerships through high-level engagements, aimed at fostering innovation-driven education, entrepreneurship, and women’s leadership. Chaired by the Deputy Vice Chancellor for Academic Affairs, Prof. Sarah Ssali, the meeting explored a structured framework for collaboration that responds to Uganda’s urgent need for skills development, job creation, and industry-aligned learning.
This emerging partnership reflects a shared vision: to move beyond traditional academic models towards a practical, industry-integrated, and entrepreneurship-focused education system that equips graduates with real-world skills and global competitiveness.
Responding to Uganda’s Employment Challenge Through Entrepreneurship
“While chairing the meeting, Prof. Sarah Ssali noted that Makerere University and other Universities, together, currently graduate over 35,000 students annually, yet the private sector creates only about 700 new jobs per year. With an expanding population and intense job competition, where a single vacancy can attract over 4,000 applicants, the urgency for alternative employment pathways is clear.
Makerere’s Innovation Hub and Centre for Entrepreneurship have become critical pillars in addressing this challenge. Through platforms such as the Innovation Expo, now in its third edition and featuring over 600 student exhibitions, the university continues to nurture problem-solvers, innovators, and job creators. This ecosystem aligns strongly with Binary University’s entrepreneurial philosophy, making the Centre for Entrepreneurship a natural anchor point for collaboration.
Binary University’s Industry Specialist Professional (ISP) Model
Binary University brings a unique global model that directly integrates industry practitioners into the classroom. Its Industry Specialist Professional (ISP) programme, operational since 1999, ensures students graduate with skills tailored to specific industry needs. Industry experts with decades of practical experience teach across disciplines such as: Artificial Intelligence and Data Analytics, Oil and Gas, Renewable Energy, Engineering, Film and Media Production to mention but a few.
“ With over 10,500 practising entrepreneurs in its ecosystem in Malaysia, Binary offers students direct mentorship and exposure to active business environments, ensuring graduates are not only employable but also entrepreneurial.” Tan Sri Dato Professor Joseph Adaikalam, the Executive Chairman and Founder, Binary University of Management and Entrepreneurship, noted.
Key Areas of Proposed Collaboration
The discussions outlined a structured and scalable partnership model anchored on the following areas:
1. Dual and Joint Degree Programmes
- 2+2 Joint Bachelor’s Degrees in specialised fields through an International Department structure.
- 1+1 Joint Master’s Programmes including: MBA for Engineers, Renewable Energy MBA and Semiconductor MBA
- Dual award systems to ensure international recognition and student mobility.
2. PhD and Staff Development Programmes
- Winter/Summer PhD models in Renewable Energy and Waste Management
- Nominated students to benefit from 50% tuition waivers
- PhD pathways tailored for academic staff development
3. Executive Development Programmes (EDPs)
High-impact, short-term programmes targeting senior leaders, featuring joint certification with a focus on AI for CEOs, Global Issues & Entrepreneurship. These EDPs are designed to empower leaders with strategic insight into global trends, innovation, and entrepreneurship.
Placing Women’s Leadership at the Centre
A key pillar of the proposed collaboration is engagement with Malaysia’s Centre for Women’s Leadership (CWL), which focuses on empowering women through entrepreneurship and gender compliance mechanisms.
Puan Sri Datin, Prof. Dr. Rohini Devi, the co-founder and Vice Chairman, Binary University, highlighted the unique opportunities this partnership presents for a Joint women’s leadership training initiative, feminist academic exchanges, gender-responsive entrepreneurship models and an initiative to strengthen Makerere’s Institute of Gender Studies as a regional hub.
This aligns with Malaysia’s progressive gender compliance policies for public funding and women’s leadership development, a model that holds strong relevance for African institutions.
Learning from Regional and Global Best Practices
The meeting underscored valuable lessons from global contexts, including Nigeria’s model, where every graduate leaves with a practical vocational skill, Zambia’s Winter-Summer academic model with tuition waivers, Malaysia’s government investment in higher education and entrepreneurship
These case studies reinforce the need for practical skills as survival tools while graduates transition into formal employment or entrepreneurship.
A Win-Win Partnership for the Future
This collaboration is envisioned as a mutually beneficial model that complements Makerere’s academic strengths while leveraging Binary’s industry-driven approach. It will enhance student mobility, staff exchange, joint research, innovation transfer, and entrepreneurship development, all while maintaining strong quality assurance mechanisms.
As Makerere University continues to reimagine higher education in a rapidly changing world, this partnership signals a transformative shift towards globally competitive, innovation-led, and socially responsive learning systems.
With optimism and strategic intent, both institutions commit to open dialogue, structured implementation, and long-term impact. The Makerere-Binary partnership stands as a powerful example of how South-South collaboration can redefine education, accelerate entrepreneurship, and empower future leaders, especially women, for Africa’s development trajectory.
Caroline Kainomugisha is the Communications Officer, Advancement Office, Makerere University.
General
Strengthening the Makerere–Nottingham Trent University Partnership: Building More Legs on a Stable Chair
On 21st November, 2025, the Deputy Vice Chancellor, Academic Affairs, hosted a delegation from the Nottingham Trent University (NTU). The meeting underscored the need to re-model what purposeful, equitable and future-oriented international collaboration can look like between Universities. What began as a 15 year focused engagement in Public Health is set to evolve into a mature, multi-dimensional partnership guided by a shared commitment to knowledge exchange, cultural sensitivity, innovation and community transformation. With the current Memorandum of Understanding (MoU) running until 2028, now in its third iteration, both institutions are deliberately reimagining the next phase of collaboration, extending its impact over the next 15 years and beyond.
Moving Beyond Public Health: A Broader Vision for Collaboration
While past collaborations have significantly advanced areas such as community health, microbial research, leadership among health managers and non-communicable diseases, the future partnership envisions a more diversified and resilient framework.
Prof. Neil Mansfield, the Executive Dean, Research and International Reputation, NTU, noted that this growth strategy is anchored in building additional “legs” onto the partnership chair; creating stability through cross-disciplinary engagement involving the School of Science and Technology, Department of Engineering, Business School, the Makerere University Gender Institute, and the creative arts at both Universities.
The expanded scope reflects a shared belief that sustainable development and innovation demand integrated approaches that bring together engineers, social scientists, anthropologists, business leaders, climate scientists and creatives among others disciplines.
Equitable Partnership as a Guiding Principle
Both institutions reaffirmed the importance of equitable partnerships that prioritise shared ownership, mutual benefit and contextual relevance.
Prof. Linda Gisbon, Director, Global Public Health, NTU highlighted the importance of the shared ownership model for joint projects. She further noted that this approach has already gained scholarly recognition through published work advocating for afro-centric collaboration models, positioning the partnership as a benchmark for ethical international engagement.
The NTU–Makerere shared ownership model ensures that all projects are jointly created, jointly led and jointly benefitted from. Both institutions participate equally in decision-making, resource management, knowledge generation and dissemination, ensuring the partnership strengthens capacity on both sides rather than reproducing unequal power dynamics.(Gibson et al., 2023)
Engineering Innovation and Entrepreneurial Readiness
Dr. Hellen Karditsas, a senior lecturer at NTU, extensively shared about a possible flagship proposal which could be integrated within the expanded collaboration.
“NTU’s Engineering Challenge is an intensive three-week program engaging first- and second-year students in real-world product development. Students, supported by academic staff, conceptualise solutions, develop business models and transform ideas into market-ready products.” She noted.
Dr. Hellen, concluded by sharing that the Challenge engages students and staff from disciplines such as Mechanical, Electrical, Sport, Biomedical and Aerospace Engineering, this initiative exposes participants to the full innovation ecosystem, nurturing a generation of engineering entrepreneurs equipped for both industry and enterprise.
Prof. Sarah Ssali complimented the conversation when she noted, the growing interest in anthropological engineering and vernacular architecture – an interdisciplinary lens that examines how cultural practices and people’s way of life shapes their construction techniques and designs.
She further noted that, by recognising that “development is anti-people” when detached from lived realities, this partnership should seek to integrate cultural sensitivity into infrastructure design, ensuring that modernisation aligns with community needs and values.
Expanding into Arts, Design and Creative Industries
Another strategic leg of the partnership is strengthening ties between NTU and Makerere’s School of Performing Arts and Film. Plans include equipment-sharing initiatives, joint creative labs and collaborative production spaces aimed at enhancing capacity, storytelling and community engagement through visual and performing arts. These collaborations will also support public health communication through creative multimedia approaches and capacity building.
During the meeting, Makerere University Press partnerships and writing summer schools were also proposed to nurture scholarly publishing, academic writing and creative expression, further strengthening intellectual exchange between the two institutions.
Future projects will continue to integrate sociologists, anthropologists and social scientists to shape interventions that are not only technically sound but socially responsive and culturally aware.
Industry Linkages and Global Networks
Recognising the importance of industry engagement, the partnership seeks to connect with British-owned companies operating in Uganda as well as Ugandan enterprises with footprints in the UK. These linkages will enable practical learning opportunities, internships, applied research and joint innovation ventures.
Exchange visits for business students will also be prioritised to foster global exposure, entrepreneurial thinking and cross-cultural competence, equipping students to operate in increasingly interconnected economies.
A Partnership for the Future
The future Makerere–NTU collaboration will be defined by diversity, scalability and shared vision. By pulling together multiple schools and centres from Business and Natural Sciences to Engineering, Gender Studies and the Creative Arts the partnership is positioned to evolve into a holistic, long-term platform for knowledge production, innovation and people-centred development.
As both institutions reaffirm their commitment to constructive dialogue, joint planning and continuous evaluation, this partnership stands as a testament to how international cooperation can move beyond transactional engagement into transformative, sustainable impact.
In building more legs onto the partnership chair, Makerere University and Nottingham Trent University are not only strengthening institutional ties – they are shaping a resilient model for global academic collaboration that is equitable, agile and firmly rooted in shared purpose.
Reference;
Gibson, L., Ikhile, D., Nyashanu, M. & Musoke, D., 2023. Health promotion research in international settings: A shared ownership approach for North-South partnerships. In: L. Potvin & D. Jourdan, eds. Global Handbook of Health Promotion Research. Vol. 3: Doing Health Promotion Research. Cham: Springer International Publishing, pp.263-272.
Caroline Kainomugisha is the Communications Officer, Advancement Office, Makerere University.
General
Makerere University Hosts Delegation from Nottingham Trent University to Deepen Collaborative Ties
Makerere University has hosted a delegation from Nottingham Trent University (NTU) for high-level discussions focused on strengthening and expanding the long-standing collaboration between the two institutions. The team that was received by Prof. Sarah Ssali, the Deputy Vice Chancellor in charge of Academic Affairs was led by Prof. Neil Mansfield, the Executive Dean for Research and International Reputation, accompanied by Dr. Helen Karditsas, a senior lecturer in the Department of Engineering; Prof. Linda Gibson from Global Public Health at NTU; Ms. Mazeda Hossain, Director of the Eastern Africa Centre; and Dr. Damilola Omodara, Senior Lecturer in Public Health.
For over fifteen years, NTU has maintained a strong partnership with the Makerere University School of Public Health, working in areas such as community health, leadership development among health managers, and research on non-communicable diseases. This collaboration has supported student mobility, staff exchanges, and joint research initiatives that have contributed significantly to capacity building on both sides.
During the meeting, the NTU team expressed readiness to broaden this relationship beyond public health, noting that the existing achievements offer a strong foundation for expansion. Their vision is to build an interdisciplinary collaboration that brings together multiple colleges and fields of expertise, including engineering, environmental sciences, business, arts, and digital media. The team emphasized that diverse academic partnerships offer more stability and create wider opportunities for innovation, student training, and impactful research.
NTU is now seeking to establish a broader, university-wide Memorandum of Understanding (MoU) that will enable the two institutions to explore a wider range of synergies across disciplines. This approach is expected to make future collaborations more flexible, allowing different units to initiate joint projects, exchange programs, and research activities under one institutional framework.
Prof. Ssali welcomed the delegation and affirmed Makerere University’s commitment to deepening partnerships that strengthen teaching, research, and community engagement. She noted that an interdisciplinary model is essential for addressing emerging global challenges, and highlighted opportunities in areas such as climate science, engineering innovation, creative arts, and publishing.
The visit forms part of ongoing efforts to position Makerere University as a hub for impactful global collaborations that advance academic excellence and societal transformation.
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