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:
Staff and students at the College of Natural Sciences (CoNAS) have been sensitized on Makerere University’s Gender Equality Policy (GEP) and the Policy and Regulations Against Sexual Harassment (PRASH), in an engagement aimed at strengthening awareness of staff rights and responsibilities and promoting a safe, inclusive and respectful University environment.
The two-hour sensitization session, held on Friday, 30th October 2026 in the Chemistry Boardroom, was organized by the Gender Mainstreaming Directorate (GMD) and led by its Director, Dr Euzobia Baine.
The engagement provided staff with an opportunity to understand the purpose and scope of the two policies, their role in promoting gender equality and preventing sexual harassment, as well as the mechanisms available for reporting and addressing cases of sexual harassment within the University.
Sensitization on the Gender Equality Policy
The Makerere University Gender Equality Policy, originally adopted in 2009 and amended in 2022, provides a broad institutional framework for promoting gender equality and women’s empowerment. It seeks to integrate gender considerations into the University’s core functions, including teaching and learning, research and innovation, institutional management, recruitment, staff development and leadership.
The policy also promotes equal opportunity and non-discrimination, equitable participation and progression of students, increased participation of women in leadership and decision-making, and a gender-responsive, inclusive and secure University environment.
The Policy Against Sexual Harassment
Staff were also sensitized on PRASH, which provides the institutional framework for preventing and responding to sexual harassment at Makerere University. The policy establishes mechanisms for sensitization, reporting, investigation and management of complaints, while providing for accountability and protection of members of the University community.
The policy applies to members of the University community, including academic, administrative and support staff, students, contractors, partners and visitors to University premises. Sexual harassment encompasses unwelcome sexual advances, requests for sexual favours and other unwanted physical, verbal or non-verbal conduct of a sexual nature.
The sensitization highlighted the complementary role of the two policies. While the GEP provides the broader framework for gender equality, equity and inclusion across the University, PRASH specifically addresses sexual harassment and establishes measures for its prevention and response.
Implementation and Institutional Commitment
Mr. Eric Tumwesigye, Principal Gender Officer in Makerere University’s Directorate of Gender Mainstreaming, briefed staff on progress in implementing MakPRASH, sharing experiences and lessons learned, as well as the consequences of persistent sexual harassment.
On behalf of CoNAS, the Deputy Principal, Prof. Godwin Kakuba, welcomed the initiative and called for continued sensitization of staff and students on the policies.
Prof. Kakuba pledged support towards ensuring that the policies are understood and observed, noting that regular awareness and engagement are important in creating a respectful and safe working and learning environment.
The sensitization forms part of the University’s ongoing efforts, through the Gender Mainstreaming Directorate, to strengthen implementation of its gender-related policies and promote a University community where all members can participate, work and learn in an environment free from discrimination, harassment and other forms of gender-based harm.
Staff and students at the College of Veterinary Medicine, Animal Resources and Biosecurity (CoVAB) were encouraged to embrace gender-responsive practices as a key step towards building an inclusive, equitable, and productive academic environment.
The call was made during a gender sensitization workshop held on October 28th, 2026, organized by the Directorate of Gender Mainstreaming, which brought together members of the CoVAB community to deepen their understanding of gender issues and their relevance in higher education institutions.
Principal Calls for Active Participation
A section of the participants that included academic and administrative staff listen attentively
Welcoming participants to the workshop, CoVAB Principal Prof. Clovice Kankya thanked the Directorate of Gender Mainstreaming for choosing the College to host the engagement and encouraged staff and students to take advantage of such learning opportunities.
He described the meeting as one of his first major engagements with members of the College community since assuming office and emphasized the importance of continuous learning and participation in institutional programs.
“Opportunities such as these should not be taken for granted. When experts come to share knowledge and experiences, it is important that we make time to attend, listen, and learn,” he said.
Prof. Kankya noted that he was one of the staff training gender in the past and noted that to date, there were many gender experts who together work towards ensuring the student community gains the needed knowledge and skills to mainstream gender concerns in the college activities.
Gender Concerns Everyone
Some energizers to keep the participants fully engaged
Addressing common misconceptions about gender-related discussions, the Principal emphasized that gender is not exclusively a women’s issue but one that concerns all members of society.
“Gender is not all about women. It is about the social roles, responsibilities, and relationships that shape our lives and workplaces. Understanding these issues helps us create a more supportive and inclusive environment for everyone,” he explained.
Drawing from his academic experience, Prof. Kankya noted that gender considerations cut across disciplines and sectors and remain an important component of sustainable development efforts worldwide. He urged participants to appreciate the role of gender mainstreaming in fostering equal opportunities, promoting respectful working relationships, and enhancing institutional effectiveness.
The College of Veterinary Medicine, Animal Resources and Biosecurity (CoVAB) recently hosted a gender sensitization session aimed at increasing awareness of Makerere University’s gender policies and gathering stakeholder feedback to support their effective implementation.
Organized by the Directorate of Gender Mainstreaming, the engagement brought together staff and students to discuss gender equality, prevention of sexual harassment, gender-responsive planning and budgeting, and the role of university stakeholders in fostering an inclusive academic environment.
Principal Welcomes Gender Mainstreaming Directorate
Prof. Clovice Kankya, Principal CoVAB – made welcome remarks, acknowledging the importance of gender in all areas
The session was officiated by the new CoVAB Principal, who thanked the Directorate for selecting CoVAB to host the engagement and encouraged staff and students to take full advantage of opportunities that contribute to professional and personal growth. While challenging the common misconception that gender discussions are solely women’s affairs, he emphasized the importance of participation in university activities, noting that such engagements provide valuable opportunities to learn, share experiences, and contribute to institutional development. “Gender is not all about women. It is about the social roles and responsibilities that shape our interactions and work environments. Understanding these issues is important for all of us.”, he stated.
Disseminating University Gender Policies
R-L: The Director of the Gender mainstreaming Directorate at Makerere University Dr. Euzobia Baine, and Mr. Eric Tumwesigye facilitated the session.
Facilitators from the Directorate of Gender Mainstreaming led by Dr. Euzobia Baine explained the purpose and scope of Makerere University’s Gender Equality Policy and the Policy and Regulations Against Sexual Harassment. Dr. Baine said the sensitization session aimed to increase awareness and understanding of the University’s gender policies and to obtain feedback from stakeholders to guide their implementation and continuous improvement.
Participants were informed that the policies apply to students, academic staff, administrative staff, and all other individuals who study, work, or undertake activities within university spaces. The Directorate also highlighted its mandate to coordinate policy implementation and provide technical support to colleges, schools, departments, and administrative units across the University.
Promoting Gender Equality across University Functions
The meeting highlighted the broad scope of the Gender Equality Policy, which seeks to integrate gender considerations into teaching, learning, research, outreach, partnerships, and institutional management.
Participants learned that the policy promotes the integration of gender perspectives into curricula and research activities, equitable access, participation, retention, and progression for students and staff, increased participation of women and other underrepresented groups in Science, Technology, Engineering and Mathematics (STEM) fields and leadership positions, Gender-responsive community engagement and university partnerships and a university culture founded on respect, inclusion, equity, and equal opportunity. The facilitators emphasized that gender mainstreaming is not a stand-alone activity but a responsibility that should be incorporated into all university programs and operations.
Addressing Sexual Harassment in University Spaces
A key component of the sensitization focused on the University’s Policy and Regulations against Sexual Harassment. Participants were informed that the policy was developed in response to evidence showing that sexual harassment was affecting members of the university community and that stronger preventive and response mechanisms were needed.
It was explained that the policy provides guidance on prevention, reporting, investigation, and management of sexual harassment cases while promoting safe and respectful learning and working environments for all and that the was commited to supporting colleges and administrative units in implementing the policy and creating awareness among staff and students.
Gender and Equity in Planning and Budgeting
The session also highlighted the growing importance of gender and equity considerations in institutional planning and resource allocation. Participants were informed that the Public Finance Management Act requires public institutions to mainstream gender and equity concerns in their plans and budgets. They also learned that the Equal Opportunities Commission assesses institutional performance in implementing gender and equity commitments. The discussion prompted reflection on how colleges can strengthen compliance with these requirements and address existing gaps in implementing gender-responsive activities.
Fostering an Inclusive University Community
The sensitization session provided an opportunity for participants to share experiences, ask questions, and provide feedback on the implementation of the University’s policies. Participants welcomed the engagement, noting that it enhanced their understanding of gender issues and underscored their role in promoting a respectful, inclusive, and supportive environment for both staff and students.
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