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Guidelines for Online Research Proposal and Thesis Defence

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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:

 

  1. 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)
  2. 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.
  3. Contact the Directorate of Information and Communication Technical Services (DICTs) for audio and videoconference technical support for the duration of the defense.
  4. 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.
  5. Videoconference software must be used that allows all participants to see and hear each other during the entire examination/defense.
  6. 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.
  7. Examination by ordinary cellular telephone (Audio only) is not permitted under any circumstances.
  8. Conducting a practice run one week prior to the defense to ensure that participants are comfortable using the technology is highly recommended.
  9. 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:

Directorate of Research and Graduate Training
Level 4 Senate Building, Makerere University;
P.O. BOX 7062 Kampala
Email: director[at]rgt.mak.ac.ug

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Change of Course/Programme for Undergraduate Admissions 2025/2026

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The Office of the Academic Registrar, Makerere University has released lists for the recommended for change of course/ programme for Degree/Diploma Scheme and Direct entry for Private/Government sponsored students for the Academic Year 2025/2026.

The lists released can be accessed by following the respective links below:

Elias Tuhereze

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Makerere Signs Open MoU with London School of Economics and Political Science

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Seated Left to Right: Dr. Richard Newfarmer, Dr. Jonathan Leape, Dr. Sarah Sewanyana, Prof. Barnabas Nawangwe, Prof. Ibrahim Mike Okumu and Prof. James Wokadala with other officials (Standing) after the MoU signing on 27th August 2025. Makerere University, through the College of Business and Management Sciences (CoBAMS) and the Economic Policy Research Centre (EPRC), has signed an open Memorandum of Understanding (MoU) with the London School of Economics and Political Science (LSE), 27th August 2025, Kampala Uganda, East Africa.

Makerere University, through the College of Business and Management Sciences (CoBAMS) and the Economic Policy Research Centre (EPRC), has signed an open Memorandum of Understanding (MoU) with the London School of Economics and Political Science (LSE). This MoU is one of several initiatives aimed at strengthening the university’s global collaborations and research partnerships.

In his remarks, Vice Chancellor Prof. Barnabas Nawangwe highlighted Makerere’s recent centenary celebrations as a testament to its long and influential history in Africa. He reaffirmed the university’s commitment to serious, research-driven collaboration, noting Makerere’s aspiration to become a leading student-centered research university that develops solutions to regional challenges.

Prof. Barnabas Nawangwe makes his remarks ahead of the MoU signing. Makerere University, through the College of Business and Management Sciences (CoBAMS) and the Economic Policy Research Centre (EPRC), has signed an open Memorandum of Understanding (MoU) with the London School of Economics and Political Science (LSE), 27th August 2025, Kampala Uganda, East Africa.
Prof. Barnabas Nawangwe makes his remarks ahead of the MoU signing.

Prof. Nawangwe emphasized that Makerere’s research addresses critical issues such as widespread poverty, high youth unemployment, the devastating effects of climate change on agriculture, rapid population growth, and political interference in production. These challenges, he explained, call for climate-resilient agriculture, stronger health systems to address emerging diseases, and more inclusive governance. He further observed that Africa’s ambitious goal of producing one million PhDs in the next decade remains constrained by inadequate supervision capacity across the continent, stressing that collaborations like this MoU are key to bridging that gap.

EPRC Executive Director, Dr. Sarah Sewanyana, described the signing as particularly significant for EPRC and its Board of Directors as they embark on a new five-year strategic plan (2025/26–2029/30). She explained that the plan strongly emphasizes strategic collaborations, with this partnership serving as a prime example of leveraging collective strengths to deepen impact. She underscored EPRC’s role in advancing evidence-based policymaking for national development, aligning with Uganda’s National Development Plan IV.

The partners show off the signed MoU. Makerere University, through the College of Business and Management Sciences (CoBAMS) and the Economic Policy Research Centre (EPRC), has signed an open Memorandum of Understanding (MoU) with the London School of Economics and Political Science (LSE), 27th August 2025, Kampala Uganda, East Africa.
The partners show off the signed MoU.

Prof. James Wokadala, Acting Principal of CoBAMS, emphasized that the collaboration seeks to preserve and expand vital human knowledge while strengthening partnerships between academic institutions and global research networks. He noted that these networks are instrumental in advising legal and policy professionals, as well as aligning research agendas with both national and corporate priorities. He expressed pride in the extensive efforts of the School of Economics that have expanded these activities in recent years. He pointed to significant accomplishments that have been achieved in collaboration with IGC, including hosting a 2025 high-level international conference on mobile money payment systems, which positioned Makerere University as a thought leader on critical African economic issues. He also celebrated the successful bid by the School of Economics to host the ‘Africa Meeting of the Econometric Society’ in 2027, further demonstrating its contribution to impactful scholarship and policy influence.

The Acting Principal further emphasized that the new partnership with LSE will build on these achievements, offering immense benefits such as expanding capacity-building opportunities for faculty and students, especially in research and Public Infrastructure Management (PIM). The collaboration will also provide platforms for knowledge dissemination and policy dialogue, while addressing pressing socio-economic and health challenges. Ultimately, he said, formalisation of the partnership amplifies CoBAMS’ commitment to excellence in teaching, research, and innovation.

Speaking on behalf of LSE’s International Growth Centre (IGC), Executive Director Dr. Jonathan Leape expressed delight at formalizing the long-standing collaboration with Makerere and EPRC. He highlighted current joint projects, including research on the impact of the 2020 gender-based vaccine program on women’s skills and learning, studies on reforms in STEM education, and investigations into barriers limiting business growth for entrepreneurs. He stressed that the core mission is to bring researchers and policymakers together to address pressing policy challenges with robust, reliable evidence and innovative solutions.

Prof. Nawangwe presents a souvenir Mak Necktie to Dr. Jonathan Leape. Makerere University, through the College of Business and Management Sciences (CoBAMS) and the Economic Policy Research Centre (EPRC), has signed an open Memorandum of Understanding (MoU) with the London School of Economics and Political Science (LSE), 27th August 2025, Kampala Uganda, East Africa.
Prof. Nawangwe presents a souvenir Mak Necktie to Dr. Jonathan Leape.

The event, held on 27th August 2025, was attended by several dignitaries including Dr. Richard Newfarmer, Country Director for Uganda and Rwanda (IGC); Dr. Nhial Kuch, Senior Country Economist (IGC); and Mary Teddy Nakyejwe, IGC Programme Officer. Also present were the Director of Research, Dr. Ibrahim Kasirye and other members of EPRC leadership.

Eve Nakyanzi
Eve Nakyanzi

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Makerere University Hosts Delegation from Ghent University Association

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Prof. Barnabas Nawangwe (Right) presents a Makerere Coffee Table book to Prof. Mieke Van Herreweghe during the visit on 27th August 2025. Makerere University hosted a delegation from the Ghent University Association where a student exchange agreement was signed, led by Prof. Mieke Van Herreweghe, Vice Rector of Ghent University. The delegation included representatives from Howest University and Hogent University of Applied Sciences, 27th August 2025 Kampala Uganda, East Africa.

Makerere University has hosted a delegation from the Ghent University Association, led by Prof. Mieke Van Herreweghe, Vice Rector of Ghent University. The delegation included representatives from Howest University and Hogent University of Applied Sciences.

Vice Chancellor Prof. Barnabas Nawangwe welcomed the team and highlighted Makerere University’s commitment to addressing the pressing challenges in the region. These include climate change, which continues to hinder investment, and Uganda’s rapidly growing population that has surged from 5 million in the late 1940s to nearly 50 million currently, creating socio-economic challenges such as high youth unemployment.

He emphasized that Makerere’s research agenda focuses on understanding the fast-growing population, tackling health challenges, advancing governance and human rights, and fostering peace through initiatives such as the Rotary Peace Center—the only one of its kind on the African continent. Research at Makerere also seeks to provide solutions to youth unemployment in one of the world’s youngest nations.

The meeting of Members of Management and the visiting delegation in session in the Vice Chancellor's Boardroom. Makerere University hosted a delegation from the Ghent University Association where a student exchange agreement was signed, led by Prof. Mieke Van Herreweghe, Vice Rector of Ghent University. The delegation included representatives from Howest University and Hogent University of Applied Sciences, 27th August 2025 Kampala Uganda, East Africa.
The meeting of Members of Management and the visiting delegation in session in the Vice Chancellor’s Boardroom.

The Vice Chancellor further noted that Makerere University teaches and conducts research across a wide spectrum of disciplines, organized into colleges including Agriculture, Business and Management, Computing, Education and External Studies, Engineering and Technology, Health Sciences, Humanities and Social Sciences, Natural Sciences, and Veterinary Medicine. The university also hosts over 60 specialized research centers, among them Centers of Excellence such as the Regional Centre for Crop Improvement, which works to enhance food security, manage pests and diseases, and improve agricultural productivity. Another key institution is the Infectious Diseases Institute, which leads research on HIV/AIDS. With these initiatives, he added, Makerere continues to expand its research footprint while strengthening global partnerships.

Prof. Van Herreweghe provided an overview of Ghent University, founded in 1817 and ranked among the top 100 universities globally for decades. With its motto “Dare to think,” Ghent University has built a strong international reputation. It also holds the distinction of being the only Belgian, and currently the only European, university with a campus in South Korea. Established in 2014, the campus offers bachelor’s programs in applied biotechnology.

She highlighted Ghent’s joint PhD programs, which are structured as sandwich programs to support African universities. Under this arrangement, PhD candidates spend two years funded at Ghent University and another two years at their home university (such as Makerere), with joint supervision from both institutions. These programs, she noted, are a strategic way of fostering international collaboration.

Prof. Barnabas Nawangwe and Prof. Mieke Van Herreweghe pose for a group photo with members of their respective teams at the Main Building entrance. Makerere University hosted a delegation from the Ghent University Association where a student exchange agreement was signed, led by Prof. Mieke Van Herreweghe, Vice Rector of Ghent University. The delegation included representatives from Howest University and Hogent University of Applied Sciences, 27th August 2025 Kampala Uganda, East Africa.
Prof. Barnabas Nawangwe and Prof. Mieke Van Herreweghe pose for a group photo with members of their respective teams at the Main Building entrance.

During the visit, Ghent University signed a Student Exchange Agreement with Makerere University to complement the existing Memorandum of Understanding. The agreement will pave the way for more joint initiatives and strengthen collaboration in the years ahead.

The delegation also included Mr. Lieven Theys, International Coordinator for Business Management at Howest University, who explained that Howest clusters its programs into three key domains: Design and Technology, Human Well-being and Health, and Business and Organization. Dr. Robin Stevens represented Hogent University of Applied Sciences, which runs programs across nine schools including Business and Management, Computer Sciences, Biosciences, Industrial Technology, Teacher Training, and Healthcare.

The visit, held on 27th August 2025, was attended by Makerere University officials and members of various colleges, among them Prof. Winston Tumps Ireeta, the Acting Deputy Vice Chancellor (Finance and Administration) and Principal of the College of Natural Sciences (CoNAS), Prof. Tonny Oyana-Principal College of Computing and Information Sciences (CoCIS), Prof. Moses Musinguzi-Principal College of Engineering, Design, Art and Technology (CEDAT), Prof. Julius Kikooma-Director Graduate Training, Assoc. Prof. Yazidhi Bamutaze-Deputy Principal College of Agricultural and Environmental Sciences (CAES), Assoc. Prof. James Wokadala-Deputy Principal College of Business and Management Sciences (CoBAMS), Assoc. Prof. Richard Idro-Deputy Principal College of Health Sciences, and Dr. Cathy Mbidde, Manager of the Makerere University Innovation Pod (Mak UniPod).

Eve Nakyanzi
Eve Nakyanzi

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