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
Makerere University and Xiangtan University Advance Strategic Partnership in Chemical Engineering
Makerere University and Xiangtan University are set to update their close to 20-year academic partnership, with a new focus on launching a joint Master’s degree program in Chemical Engineering and expanding student and staff exchange initiatives.
The commitment was reaffirmed during a recent visit by a delegation from Xiangtan University to Makerere University headed by Professor Dingyu Ou, in the company of Mr. Tang Fei and Professor Gilbert Gumshabe, the Chinese and Ugandan Directors of the Confucius Institute at Makerere University respectively.
While addressing the delegation, Professor Nawangwe highlighted that this initiative is part of a broader strategy to diversify academic offerings and contribute to national development through training in Chemical Engineering. Through this new initiative, the University will better prepare graduates for the petrochemical industry and support the country’s industrial growth.
The Vice Chancellor appreciated that the proposed collaboration aims to address Uganda’s growing need for industrial expertise, particularly as the country develops its petroleum sector. The two universities here are working toward a 1+2 training model, which will enable Makerere students to gain practical experience and access advanced laboratory facilities at Xiangtan University.
Professor Nawangwe further reiterated that “our relationship with the people of China, not just for Makerere but also for a big part of Uganda, has been opened wider by the establishment of the Confucius Institute, considering that many other collaborations like one being discussed now have come through this collaboration.”
The head of the Xiangtan delegation, Professor Dingyu Ou, expressed appreciation for the meeting, and acknowledged the history between the institutions. “As mentioned, we have a very long relationship and a very stable friendship between our two universities.”
Professor Ou extended appreciation for the support provided to the Confucius Institute at Makerere, the care shown to his colleagues, and looked forward to the successful start of the Chemical Engineering collaboration.
Assuring the delegation of Makerere’s readiness for the collaboration, Ms. Hawa Ndagire Kajumba the Lead, Partnerships and Stakeholder Engagement, Makerere University Advancement Office, aligned with the Vice Chancellor’s emphasis of University goal to have both theory and practice imparted to the students.
She said “the curriculum of the university and Uganda as a whole is moving towards competence-based education training to ensure students are equipped to demonstrate those skills in the actual field, particularly regarding petroleum exploration.”
Ms. Ndagire Kajumba also emphasised a shift in strategy for the partnership office, saying, “we are moving away from just signing MOUs that collect dust, and moving towards those that are more collaborative to benefit our faculty and students, just like this one.”
Professor Gilbert Kumushabe aligned his remarks with those of the Vice Chancellor and Ms. Ndagire Kajumba, and described the method used at Xiangtan University as “actually competence-based teaching.”
Based on his recent visit, Prof. Gumoshabe shared that students in China are divided into groups with dedicated teachers to perform practical, hands-on work beyond the theoretical lecturers. He expressed gladness that the same was being adopted for the Ugandan context.
Both institutions are now working to finalise the specific agreements for the joint degree and exchange programs. Beyond academic training, the collaboration will advance cultural and professional exchange.
Makerere University on October 8, 2026 commemorated Nkrumah Day with a Public Lecture at the Yusuf Lule Central Teaching Facility Auditorium. The Lecture gathered students, academics, historians and distinguished guests to discuss Kwame Nkrumah’s contribution and its relevance to Africa.
Organised by Nkrumah Hall under the theme “Leadership, Self-Reliance and Transformation: Reimagining Nkrumah’s Vision for the 21st Century African Youth,” the lecture explored how Nkrumah’s ideals of Pan-Africanism, self-reliance and African unity can guide the continent beyond political independence.
Endorsing Nkrumah’s Vision of Investing in Africa
The First Deputy Prime Minister and Chancellor of Makerere University, Rt. Hon. Dr. Crispus Walter Kiyonga, was the chief guest.
In remarks delivered on his behalf by Dr. Charles Kahigiriza, Dr. Kiyonga said the day was a moment to reflect on Nkrumah’s views on Pan-Africanism and the lessons on self-reliance still held for Africa today and emphasised the importance of keeping Africa’s young talent at home (in Africa).
He then discussed ways of encouraging young people to achieve Nkrumah’s vision, pointing out that Africa is losing skilled people to brain drain as many go abroad to work.
He encouraged young Africans to stay and contribute to the continent’s growth, describing Africa’s potential as a promising asset.
Transformation Requires Discipline
The keynote address was delivered by Prof. Gerald Karyeija, a political analyst and Head of Quality Assurance at the Uganda Management Institute (UMI).
He discussed Nkrumah’s role in championing Pan-Africanism and the formation of the African Union. He acknowledged that “his legacy was also very complex” due to a number of challenges.
Regarding leadership, the professor argued, “leadership does not begin with the title. It begins with responsibility,” adding that “leadership is not only about power, privilege, entitlement, or status. It’s about service. It’s about stewardship.”
He encouraged attendees to emulate Nkrumah by using their knowledge and power for good.
“Don’t get the intellectual power from Makerere to become evil,” he cautioned, stressing that transformation requires discipline.
Universities Turn Knowledge into Action
Associate Professor Gorettie Nabanoga, the Acting Deputy Vice Chancellor for Finance and Administration, represented Professor Barnabas Nawangwe, the Vice Chancellor of Makerere University.
She aligned herself with the previous speakers and urged participants to move beyond simply celebrating Kwame Nkrumah’s memory and begin implementing his vision.
She called for practical action, urging the mobilisation of Pan-Africanism beyond slogans. “Perhaps the Pan-Africanism of this generation must therefore move from solidarity to capacity, from rhetoric to institutions, from potential to production, and from aspirations to implementation,” she said.
On the role of universities, she reiterated that Makerere University is a hub for innovation rather than just a degree-granting institution.
“We are building for the future when we develop people who can think critically, when we generate knowledge, when we challenge perceived knowledge and wisdom, and when we innovate,” she said.
Addressing the students present, she said, “You are not simply the leaders of tomorrow; you are citizens of Africa today. The opportunity you enjoy at Makerere University comes with responsibility.”
Dr. Winifred Kabumbuli, the Dean of Students at Makerere University, set the tone at the 2026 Nkrumah Day Public Lecture.
She revealed that this lecture organised under Nkrumah Hall highlights its significance as a symbol of Makerere University‘s commitment to Pan-Africanism. “The name Nkrumah Hall has stood the test of time and sounds like a horn beautifully over the African continent and beyond,” she said.
She elaborated on the lecture’s theme of leadership, self-reliance and transformation, noting its alignment with the university’s mission to nurture future leaders.
Direction of Pan-Africanism
During a panel discussion, speakers questioned how far Africa has come. Associate Professor Zahara Napeewo, Deputy Dean of the School of Law at Makerere University, stated that the continent was still lagging behind the progress Nkrumah would have wanted.
She shared that while educational institutions provide knowledge, they must go further and encourage graduates to become problem-solvers who can create employment for themselves rather than wait to be employed.
Dr. Zaid Sekitto, a Lecturer in the Department of History, Archaeology and Heritage Studies at Makerere, added that the structures of colonialism that Nkrumah fought against were still in place. “They must be addressed”, he said, or Africa would remain trapped in colonialism and lose sight of Nkrumah’s vision.
The Youth and the Unfinished Struggle
The students also had an opportunity to share their perspectives on the unfinished struggle for Pan-Africanism.
Nkrumah Hall Chairperson Joseph Sekabira noted that the Africa Nkrumah fought for was not the Africa that exists today.
He urged young people to take up leadership now rather than wait until they were older.
Mark Kwikiriza, a final-year Bachelor of Arts in Music student and resident of Nkrumah Hall, said Nkrumah’s legacy remained relevant because the problems he faced in Ghana were similar to those society faces today.
He recommended that society could rejuvenate the spirit of “Osagyefo,” the title meaning “redeemer” by which Nkrumah was known.
Honouring 13 Years of Service
The event also recognised Mr. John Kamya for his 13 years of outstanding service as Warden of Nkrumah Hall, a position he held from 2007 to 2020.
He received an appreciation award presented by the Chief Guest’s representative in the presence of the Hall Chairperson and other dignitaries.
In his acceptance remarks, Mr. Kamya noted that the 2018 visit to the Hall by Kwame Nkrumah’s daughter, Ms. Samia Yaba Nkrumah, was one of the fondest memories of his time in office. He thanked Makerere for the opportunity to serve the University community and its stakeholders.
At the peak, the event concluded with tree planting and cake-cutting activity in front of Nkrumah Hall. The audience was left contemplating one message of Kwame Nkrumah’s vision of a united, self-reliant Africa, freed first in the mind, that remains unfinished and in the words of some speakers, has been handed to the current generation as a task to accomplish.
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