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:
Kampala – Braving the morning downpour, participants started gathering as early as 5:00 AM. University roads were awash with green and gold kits clad by thousands of runners who gathered at the Hill to participate in the 6th edition of the Makerere Marathon that took place on September 27 2026.
Attendance was representative, with students, alumni, corporate teams and distinguished guests present to run under the featured race categories including the 5km, 10km, 21km, and 42km, alongside a 3km wheelchair race. These options gave persons of different abilities and fitness levels the opportunity to take part.
All races were officially flagged off at the Makerere Main Building parking lot by various dignitaries from Makerere, and partnering institutions led by the Chief Runner, the Speaker of Parliament Rt. Hon. Jacob Marksons Oboth. He was joined by the Chancellor of Makerere University and Second Deputy Prime Minister, Hon. Dr. Crispus Walter Kiyonga.
The other dignitaries that accompanied the Speaker included; Dr Lorna Magara the Chairperson of Makerere University Council, Mr. Mark Anthony Muyobo CEO NCBA Bank Uganda, Mr. Phrase Lubega Managing Director of MTN Mobile Money (U) Limited, and Dr Maggie Kigozi, the Board Chairperson of the Makerere University Endowment Fund (MakEF). Representatives from partner institutions and sponsors for this year’s Marathon were also present to witness the lively flag-off ceremony.
Welcoming the dignitaries who convened in the Vice Chancellor (VC)’s Boardroom, Professor Barnabas Nawangwe echoed Makerere University‘s commitment and deep appreciation for the high-level government and private sector support received during the Marathon.
He reiterated that the institution feels privileged to host the Speaker of Parliament and the Chancellor, who also serves as the Deputy Prime Minister, thanking them for their dedication to flagging off the runners despite the heavy downpour.
The same dedication was on full display throughout all race categories up to the finish line. Large crowds lined the university road sides, cheering wildly, blowing trumpets, and waving flags as the runners made their final sprint. Tired but smiling runners crossed the finish line one after the other, raising their hands in victory.
Impact of the Mak Marathon on Disability Support Centre
The Marathon serves as more than just a sports activity, it comes in as a conduit for institutional progress and student empowerment.
During the Speaker Rt. Hon. Oboth’s guided tour of the Disability Support Centre, the Manager, Ms. Elizabeth Rwabu acknowledged that so far, proceeds from the Marathon have directly transformed their services.
She elaborated, “the Makerere Marathon has been the primary driver of our growth as a centre, allowing us to support approximately one hundred and fifty-five students who rely on our services.”
The highlight of the delegation of distinguished guests and runners visit was a guided tour of the Center’s facilities, where technologies so far secured were displayed and existing as well as future needs were put forth.
She pointed out an all-in-one printer, explaining, “this printer is special because it has regular print. We also use it for large print… and scanning.”
She highlighted the machine used for tactile learning, saying, “we have an embosser here. And when students have their soft copy and hard copy notes, they bring them to the center, and we transcribe them to braille format.”
She also described the emergency solution for mobility, stating, “we also procured electric wheelchairs, which students with disabilities can actually borrow and use.”
Among students who added their voice to Ms. Rwabu’s was Ms. Catherine Nakibuuka, Chairperson of the Makerere University Disability Students Association. She is a student with visual impairment pursuing a Bachelor of Laws (LLB) who volunteered to explain to the Speaker how important some of the machines current in use are;
1. Eye Magnifier – This is a complex machine used to magnify small prints. It assists students who have visual impairments and rely on large print to read.
2. Focus Blue 40 – This is a modern device used for taking notes. It replaces older, large, and noisy Braille machines. It is portable enough to fit in a bag, making it suitable for use in meetings or courtrooms. Additionally, it can connect to a computer to display the Braille information on a screen, allowing sighted individuals to see what the user is reading.
Ms. Nakibuuka expressed deep gratitude for the support received through the Endowment Fund, Makerere University, and the organizers of the Marathon.
She stated, “We love these things,” noting that the Makerere Marathon’s goal to support the center makes education more inclusive.
The sharing by staff and students at the centre moved Dr Maggie Kigozi, who in turn appreciated them noting that “I’m glad to hear we are being useful as the Makerere Endowment Fund” and pledged that the Fund “will continue to work with the centre until they achieve more.”
Institutional Vision
The Chairperson of the Makerere University Council Dr. Lorna Magara acknowledged that the current Student with Disability Support Centre space may not be enough for the entire university.
In the spirit of remedying this, she shared that, “one of our goals is to have these centers in every other department of the university.”
“If we can have four or five or even maybe in every Hall of Residence, a smaller unit like this, then students with disabilities don’t have to walk long distances, that’s our target,” Dr. Magara explained.
Rt. Hon. Oboth Commends Makerere for the Marathon and Inclusivity
The Speaker of Parliament, Rt. Hon. Jacob Marksons Oboth thanked the leadership for the Marathon, stating, “we want to thank the leadership of this university for innovative leadership that has brought the sixth Makerere Marathon to fruition.” He added that it is “gaining traction and momentum” and is “going a long way in creating awareness for persons with disability and its other yearly themes.”
While touring the Disability Centre at the Frank Kalimuzo Central Teaching Facility, Rt. Hon. Oboth addressed the students with disabilities, and emphasised a distinction between sympathy and compassion, noting, “what the students with disability need is not our sympathy. you need our compassion. You need the support. Sympathy will not help because it varies, but compassion remains.”
Regarding Parliamentary support, the Speaker made an individual contribution and also pledged, “as Parliament of Uganda, we are here to support the cause.”
He specifically invited the University to partner with Parliament for future events, saying, “we want to further pledge that for the next Marathon, please work with us through the Clerk of Parliament, so that we can take center stage.”
On a lighter note, he encouraged the students with disability to persevere, remarking, “after all, Makerere University is built on a hill, so every day you climb the hill, you are breaking a barrier. So take those barriers as a hill you are breaking.”
Makerere Marathon from a Student with Disability’s Perspective
Nalumansi Sharon, a student with disability in her third-year pursuing a Bachelor of Applied Psychology secured first place in the 3-kilometer wheelchair race. Beyond her athletic success, Sharon is a passionate advocate for fellow students with disabilities.
In an interview with Makerere Public Relations team, Sharon confessed that her personal motivation to participate in this event was the appreciation of challenges faced by persons with disabilities and desire to contribute to causes that support her peers.
“It feels good to be part of this mobilisation because I also have a disability, and I feel good if I do something that will help my other colleagues,” Sharon confessed.
She added that Makerere University‘s hilly terrain makes mobility difficult but with resilience, students with disability can overcome. She urged donors to contribute toward electric wheelchairs, which would significantly improve students’ ability to study and navigate campus.
Sharon therefore appreciated the Makerere University Endowment Fund for bringing together sponsors and the general public to raise funds for the betterment lives of students with disability at Makerere.
As the conversation deepened, Sharon praised the Makerere Disability Support Center for providing an environment where students with disability can complete coursework, receive guidance, and access printing services, allowing them to focus on their studies without unnecessary distractions.
She concluded by praying that God blesses all who pool their resources for the good of Persons with Disability.
Sponsors’ Inspiration to partner and support Mak Students with Disability
Speaking at the launch on July 1, 2026, Mr. Mark Muyobo, the Chief Executive Officer of NCBA, the Platinum Sponsor of the Makerere Marathon, highlighted that the partnership reflects a shared belief in the power of education to shape the future.
He said “our partnership with Makerere University is founded on a shared conviction that education remains one of the greatest investments any nation can make. For generations, Makerere has produced leaders, innovators and professionals who continue to shape Uganda and Africa. Supporting its future is an investment in our country’s future.”
In an interview, the Managing Director Mr. Phrase Ronald Lubega emphasized that MTN Mobile Money is driven by the belief that every Ugandan deserves the benefit of a modern quality of life.
He stated that MTN aims to positively impact communities within Uganda, ensuring they are healthy, supported, and progressing. By focusing on these areas, the company believes they help communities serve the country more effectively.
Beyond their core mobile money services, Lubega highlights the importance of connecting people through initiatives like sports, which help individuals integrate and network. He explained that these connections are essential for innovation and moving forward.
Organised through the Makerere University Endowment Fund (MAKEF) together with partners, this 6th edition will equip Makerere University’s Disability Support Centre and provide students with disabilities with assistive equipment that enables them to read, type, and hear university assignments and participate more fully in academic life.
This initiative reflects Makerere’s commitment to ensuring that disability does not become a barrier to accessing quality university education.
Photography by Benite Uwase, Public Relations Office, Makerere University
View Flickr Album: https://flic.kr/s/aHBqjD68fW
During the afternoon of September 21, 2026, Makerere University played host to regional discussions as students, academics, and government officials gathered to commemorate the International Day of Peace under the theme “Investing in Regional Peace and Trade for Shared Prosperity”.
The event organised by the Makerere University 92nd Guild Security Ministry in partnership with the Global Peace Guild, served as the official launch of the East African Peace and Trade Law Moot Court Competition. The idea was conceived as an annual event where the youth across East Africa will gather to deliberate on the nexus between regional peace and trade in fostering regional integration.
Acting Vice Chancellor (VC) of Makerere University Prof. Anthony Muwagga Mugagga graced the event, welcomed the distinguished guests and set a reflective tone for the day.
Reminiscing about his old days the VC noted, “lecturers were the ones who used to come and talk about politics, economics, and law but somehow, somewhere, things never went well”. He appreciated the Students’ Guild, and all who were involved in organising the celebration and launch for a good job done.
Prof. Mugagga further encouraged students to look beyond the classroom, urging them to engage in critical debates in different sectors while emphasising that peace is a prerequisite for all development.
People anchor Trade – Keynote address
Representing the guest of honor who was the Minister of State for East African Community Affairs Hon. James Magode Ikuya, Dr. Andrew Musiime – Commissioner for Political Affairs, delivered a keynote address.
His entry was that you cannot talk about trade and not talk about people. Trade is done by people, and therefore as a Ministry, they facilitate free movement of people.
Dr. Musiime provided a comprehensive breakdown of the East African Community (EAC) as an intergovernmental organisation.
“So it is an intergovernmental organisation. Therefore, the governments remain with their constitution, the governments remain with their sovereignty, the governments remain with their national boundaries, the governments remain with their national laws, Musiime explained.”
He mentioned that the East African Community is anchored on the four pillars for integration that is the Customs Union, the Common Market, the Political Federation and Monetary Union.
Dr. Musiime equally challenged the students to move beyond theory, urging them to research the EAC treaty and actively participate in regional integration.
In a gesture of togetherness, he told the distinguished guests that the Ministry operates an open door policy for students and those interested in engaging can apply for opportunities across the Ministry’s various departments.
From UPE to the Halls of Parliament
The event also featured inspiring remarks from the National Female Youth Member of Parliament, Hon. Mercy Kanyesigye. Reflecting on her own journey from Universal Primary Education (UPE) to the halls of Parliament, she delivered a powerful message on peace and security.
In agreement with Prof. Muggaga, she linked the day’s theme to the practical realities of trade, noting that sustainable trade can not exist without peace.
“This moot competition is therefore not just academic exercise. It’s a training ground for the next generation of East African traders, lawyers, negotiators, judges, policy makers who will defend the spirit of our East African common market and our custom union”, Kanyesigye told the attendees.
92nd Guild Calls for Embracing Dialogue
Hon. Denis Mabirizi, the Minister of Security for the Makerere University 92nd Guild, underscored the event’s purpose by highlighting that peace is the foundation for justice, opportunity, and cooperation. He then called upon the student community to reject violence and intolerance, urging them to use dialogue and established leadership structures to address their concerns.
Mabirizi also emphasized that universities are not just centers of academic excellence, but places where the leaders of tomorrow are shaped.
“Universities are not only centers of academic excellence, they are also places where future leaders are shaped. The conversations we have, the values we promote, and the decisions we make today will influence the kind of society we create tomorrow. Peace begins with each one of us, Mabirizi noted.”
The Global Peace Guild Initiative
Mr. Joseph Micheal Tenywa, the founder and President of the Global Peace Guild, shared the vision behind the organization. He explained that the Global Peace Guild was born out of a desire to involve young people in the promotion of peace, trade, and regional integration.
“Global Peace Guild is an initiative born out of a desire to have young people get involved into the promotion of peace, trade, and regional integration.”
He reminded the audience that regional integration would only become a reality when young people actively participate in the market and hold policy makers accountable.
“As we commemorate the International Day of Peace, it’s an invitation for young people to get involved, not only in ensuring that there is no violence, but that we also put in place the conditions that take our strength, and these are our economic provisions, we call it trade.”
The launch of the East African Peace and Trade Law Moot Court Competition marks a significant milestone for the student community as it brings together academic rigor with a focus on regional policy.
International Day of Peace is observed globally on September 21, 2026, under the unified United Nations theme: “Invest in Peace – For Everyone, Everywhere, Every Day”. The day emphasizes that achieving lasting peace requires continuous local action, shared civic responsibility, and strategic conflict mitigation to ensure long-term regional development.
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