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
Mastercard Foundation Scholars Program at Makerere University Celebrates the Last Cohort of Phase One Graduates
At the just-concluded 76th Graduation Ceremony at Makerere University, which took place between 24th and 27th February 2026, the Mastercard Foundation Scholars Program at Makerere University celebrated the graduation of the final Cohort of 10 Mastercard Foundation Scholars from the first phase of the Mastercard Foundation Scholars Program (2013-2023). This brings the total number of graduates from Phase One to 974 out of the 1,032 Mastercard Foundation Scholars recruited.
Who are these 10 graduates, and what are their dreams and aspirations?
ACOLA Jackline graduated with a Bachelor of Science in Conservation Biology from the College of Natural Sciences. Her passion for nature and commitment to addressing environmental issues, including degradation, pollution, and the unsustainable exploitation of natural resources, have motivated her to pursue a career in conservation. As a conservation biologist, Jackline’s primary objective is to ensure that natural resources and the environment are preserved in their pristine state. She is dedicated to promoting sustainable resource utilisation and advocating for eco-friendly business practices. To achieve this, she plans to implement comprehensive conservation education initiatives for the general public.
AJIAMBO Eunice graduated with a Bachelor of Commerce. She is motivated and detail-oriented, with a strong academic foundation in accounting, taxation, finance, and business management. Her programme provided her with practical knowledge and analytical skills relevant to today’s dynamic commercial environment. During her academic journey, she developed a strong interest in taxation and financial compliance. She undertook coursework and case studies that enhanced her understanding of corporate taxation, value-added tax, financial reporting, and business decision-making. These experiences strengthened her ability to analyse financial information, interpret regulations, and apply commercial principles effectively. Eunice aspires to build a professional career in finance and taxation, with a focus on tax advisory, revenue administration, and corporate finance. She is passionate about ethical business practices and believes that effective financial management and tax compliance are essential for sustainable economic growth.
Dr. AKITE Flowrence graduated with a Bachelor of Veterinary Medicine, a testament to resilience and support. Losing her father at a young age could have derailed her aspirations, but instead, it fueled her determination to succeed. Throughout her academic career, she received encouragement and assistance from generous individuals who recognised her outstanding academic achievements. As a Mastercard Foundation Scholar, she not only excelled academically but also actively engaged in her community, treating animals as she gained experience as a vet student. In her hometown of Dokolo, Northern Uganda, she has played a vital role in treating animals and enhancing the health and welfare of local livestock.
AUMA Barbra attained a Bachelor of Arts with Education, representing a significant milestone in her educational journey. Hailing from a modest family of eight children, she faced numerous challenges on her path to higher education, particularly after her father, a security guard, was unable to fund her university tuition following her Senior Six. Consequently, her graduation not only signifies a personal accomplishment but also embodies a remarkable triumph over adversity. Her academic excellence earned her a place in the Mastercard Foundation Scholars Program at Makerere University, a pivotal opportunity that enabled her to pursue her dreams. Barbra is particularly dedicated to advocating for girls’ education.
Dr. BABALANDA Immaculate is a dedicated veterinary professional who recently completed her Bachelor of Veterinary Medicine. Throughout her studies, she maintained a strong focus on animal health, food safety, and sustainable livestock systems. Passionate about agricultural innovation, she founded the Green Grub Revolution Project, which promotes black soldier fly larvae as a sustainable, cost-effective alternative to traditional poultry feed. Her work focuses on bridging the gap between scientific research and grassroots community needs. Currently, through her Fellowship at the International Livestock Research Institute (ILRI-Nairobi), Immaculate is strengthening her research and leadership in one health and climate-smart livestock production. She envisions a career at the intersection of veterinary medicine and agricultural innovation, where she can scale sustainable feed alternatives and contribute to resilient food systems across Africa.
MAZAPKWE Vicky proudly earned her Bachelor of Business Administration, showcasing the remarkable outcomes of determination and resilience in overcoming adversity. Having lost both parents at a young age, pursuing higher education seemed an unattainable dream. However, with her auntie’s unwavering support, she successfully completed her primary and secondary education. Her dedication and academic excellence earned her a place in the Mastercard Foundation Scholars Program, paving the way for her academic journey at Makerere University. Now equipped with her degree, Vicky has set her sights on becoming a successful businesswoman while nurturing her passion for storytelling as a film writer and director. She is grateful for the opportunities provided by the Mastercard Foundation Scholars Program, which not only empowered her but also inspired her to launch a project that supports orphans in her community.
NAMATOVU Noeline graduated with a Bachelor of Business Administration. A daughter of a single mother, her graduation is both a joy and big relief to her mother.
After the loss of her father, she received invaluable support from a priest, a friend of her late dad.
“The priest took me to school and covered my fees until I completed Senior Six. Although he couldn’t help with university expenses, it motivated me to seek a scholarship, and the Mastercard Foundation Scholars Program at Makerere University enabled me to pursue my university education.” Namatovu shares. Initially aspiring to be a doctor, she found the sciences challenging and shifted her focus to accounting, where she plans to major and pursue professional qualifications. Her achievements have inspired young people in her community.
NAMIYINGO Christine graduated with a Bachelor of Arts with Education, majoring in Economics. Her academic journey has been challenging, particularly given her experience with bipolar disorder; however, she is grateful for the support she has received from the Mastercard Foundation Scholars Program team at Makerere University. She is keen to pursue a Master of Business Administration (MBA) to strengthen her expertise in Business Management and realise her aspiration of becoming an entrepreneur. Beyond her academic pursuits, Christine is deeply committed to her faith, which she considers a significant factor in her success. She is also dedicated to assisting those in need, guided by a belief that acts of generosity are rewarded. Inspired by accomplished individuals, she actively seeks mentorship to foster her personal development.
NAMONGIN Alice is a dedicated development practitioner, climate justice advocate, and youth leader from Uganda’s Karamoja region. As a Mastercard Foundation Scholar at Makerere University, she earned a Bachelor of Science in Business Statistics, with a focus on research and social entrepreneurship. She founded the Nurture HER Initiative, a youth-led venture that promotes climate resilience and girls’ education in Indigenous communities. She has trained over 70 Indigenous youth volunteers, supported climate education in schools, and promoted sustainable solutions. With interests in climate policy, entrepreneurship, and community solutions, Alice aspires to influence policies that prioritise Indigenous knowledge and youth participation. She enjoys mentoring young girls, public speaking, and using storytelling to drive social change.
NVIRI Robert graduated with a Bachelor of Arts with Education. Throughout his academic career, he has demonstrated a strong commitment to education, leadership, and community development. His enthusiasm for teaching and empowering his peers has motivated him to pursue a career dedicated to improving Uganda’s education system, focusing on integrating modern teaching methodologies and digital tools to enrich the learning experience. Robert aspires to become a transformative educator who inspires students to engage in critical and creative thinking. He is particularly passionate about improving access to education for under-served communities and firmly believes in education’s capacity to foster social change. In addition to his academic endeavours, Robert has actively tutored children facing social and economic barriers and organised mentorship programmes for young people, thereby reinforcing his dedication to community service.
How did the Mastercard Foundation Scholars Program journey start at Makerere University? The Program Director, Prof. Justine Namaalwa, shares the highlights.
Phase One of the Mastercard Foundation Scholars Program (2013-2023)
In 2013, Makerere University entered into a transformative partnership with the Mastercard Foundation to nurture the next generation of leaders in Africa. This initiative is designed to empower young people to drive positive change in their lives, their communities, and across the continent. The Mastercard Foundation Scholars Program places strong emphasis on enabling young people to shape new narratives and pursue meaningful aspirations.
Through this collaboration, Makerere University has successfully implemented two phases of the Mastercard Foundation Scholars Program. The first phase of the Mastercard Foundation Scholars Program was implemented from 2013 to 2023. Under this phase, 1,032 Mastercard Foundation Scholars were recruited and educated at Makerere University, of which 974 graduated and are contributing in various capacities within their communities.
Phase Two of the Mastercard Foundation Scholars Program (2023-2034)
In December 2023, the partnership was renewed, and the second phase of the Mastercard Foundation Scholars Program is currently being implemented at Makerere University and will run through 2034. Building on the first phase, the University is committed to fostering inclusion and ensuring equitable access in this phase. To support this goal, specific scholarship quotas have been established for the following groups:
- Refugees and Internally Displaced Persons (25% of the Scholarships)
- Young People living in Refugee-Hosting Communities (5% of the Scholarships)
- Young People from Underrepresented Ethnic Groups in Uganda (5% of the Scholarships)Young People Living with Disabilities (25% of the Scholarships)
- International Students (10% of the Scholarships)
- Other Ugandan Nationals facing financial barriers to pursuing University Education (30% of the Scholarships)
What has been the individual impact of Phase One graduates of the Mastercard Foundation Scholars Program?
To date, 974 Mastercard Foundation Scholars have graduated, proudly joining the Makerere University Alumni community.
Notably, 48% of these Mastercard Foundation Scholars Program Alumni have secured formal employment, demonstrating successful integration into the workforce. Furthermore, 18% have launched their own businesses, not only creating jobs for themselves but also generating opportunities for other young people and driving local economic transformation. The Mastercard Foundation Scholars Entrepreneurship Fund (SEF) supported 46 ventures by the end of 2025, proving that start-ups are indeed a crucial solution to combating youth unemployment.
In addition, 8% of the Mastercard Foundation Scholars Program Alumni are gaining essential work experience through internships facilitated by Transition Partners. Meanwhile, 5% are pursuing further study in Master’s, Postgraduate Diploma, and PhD programmes, reflecting their commitment to personal and professional growth.
In total, 72% of the Mastercard Foundation Scholars Program Alumni are actively engaged in productive employment or entrepreneurship. This data clearly shows that investing in young people generates tangible economic and social returns.
The remaining 12% are part of other young people in Uganda with university degrees who are facing challenges entering the world of work. These young people need support and systems to translate their career navigation journeys into meaningful engagements.
What has been the impact on the Communities?
Communities have greatly benefited from the Mastercard Foundation Scholars’ Give Back initiatives, including the establishment of safe water sources, the construction of classrooms, and the planting of trees for environmental protection. These efforts reflect a commitment to empowering young people, positively impacting communities, and showcasing the potential of African universities for a sustainable future. Mastercard Foundation Scholars and Alumni implement one impact project each year on the Annual Day of Service, which allows them to showcase skills in organisation, mobilisation, and teamwork. Since 2014, Mastercard Foundation Scholars have implemented various community projects, as highlighted below.
- In 2023, Achukudu Primary School in Napak District made significant strides by constructing a two-room classroom block, complete with desks and benches, enhancing the learning environment for its students.
- In 2022, St. Katherine Primary School in Agago District contributed to its community by building a two-room classroom block alongside a new pit latrine, improving facilities for both students and staff.
- In 2021, the Bulamwaki community in Iganga District saw valuable initiatives: a borehole was completed, and 56 jerrycans were donated to local women, promoting access to clean water.
- In 2020, Mastercard Foundation Scholars made a positive impact in the Kyangwali Refugee Settlement in Kikuube by providing essential COVID-19 protective materials, distributing sanitary pads, promoting tree planting, and offering career guidance to the community.
- In 2019, efforts at Salama School for the Blind in Mukono included planting trees and erecting a protective fence around the school, creating a safer and more welcoming environment for students. At Kibaale Primary School in Mityana, activities included general cleaning, tree planting, and the completion of a two-room teacher’s residence.
- In 2018, Mastercard Foundation Scholars donated learning materials, nappies, and food items, supported feeding activities and carried out general cleaning at Kampala School for children living with disabilities.in Kampala.
- In 2017, Mastercard Foundation Scholars constructed and renovated classroom blocks, dug a rubbish pit, and cleared a community well at Muzinda Primary School, and raised awareness on hygiene at Mbuya Gizaza Community in Nakawa. Additionally, they built a wooden classroom, renovated a latrine, cleaned the area, and planted trees at St. Charles Lwanga Primary School in Mukono.
- In 2015, Mastercard Foundation Scholars planted trees, undertook general cleaning, painted the buildings, and carried out electrical installations and repairs at Kireka School of Children with Special Needs in Kampala.
- In 2014, the first cohort of Mastercard Foundation Scholars dug a rubbish pit and a borehole trench, washed children’s clothes, supported feeding activities, carried out general cleaning and compound slashing, and donated foodstuffs, nappies and laundry detergents to Mercy Child Care Centre in Wakiso.
Giving back to the community has been, and continues to be, a core aspect of the Mastercard Foundation Scholars Program, which fosters a culture of giving through individual and group initiatives. As Nelson Mandela rightly puts it:
“What counts in life is not the mere fact that we have lived. It is what difference we have made to the lives of others that will determine the significance of the life we lead”. He also championed community service, noting that “we can all do more to reach out, take care, and serve the well-being of others”.
Bernard Buteera is the Principal Communications and Public Relations Officer of the Mastercard Foundation Scholars Programme at Makerere University.
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