General

Guidelines for Online Research Proposal and Thesis Defence

Published

5 years ago

June 5, 2020

Mak Editor

The Main Building, Makerere University against an almost clear blue sky. Date taken 15th March 2013, Kampala Uganda.

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:

Directorate of Research and Graduate Training

Level 4 Senate Building, Makerere University;

P.O. BOX 7062 Kampala

Email: director[at]rgt.mak.ac.ug

General

Celebrating Dr. Irene Rebecca Namatende

Published

4 days ago

January 23, 2025

Zaam Ssali

Dr. Irene Namatende was conferred upon the PhD in Education Management on Day 1 of the 75th Graduation Ceremony. 75th Graduation Ceremony, Day 1, CoCIS, CEES, CoVAB and School of Law. 13th January 2025, Freedom Square, Makerere University, Kampala Uganda, East Africa.

Dr. Irene Rebecca Namatende who serves as the Quality Assurance Officer, College of Health Sciences Makerere University (MakCHS) received her PhD at the 75^th Graduation Ceremony of Makerere University held 13^th – 17^th January 2025. Congratulations to her on reaching this milestone. Following is a brief interview with Dr. Namatende sharing her PhD journey and inspiration.

Who is Dr. Irene Rebecca Namatende? She hails from Busoga-Iganga-Bubago-Buwaya in Mayuge District. She is the daughter of Mr. Tenywa Mudiba Amuraphel, a Fine Artist, and the late Ms. Aidha Mukyala, a teacher. Irene Rebecca Namatende attended Naluwoli Primary School in Kamuli District, Kiira Academy in Jinja for her O-levels, and Mukono Town Academy for her A-levels.

Prior to PhD studies, she holds a Bachelor of Arts from Makerere University, Postgraduate Diploma in Public Administration and Management (DPAM) and a Master’s in Public Administration and Management from Uganda Management Institute. She also has a certificate in Research Management and Leadership Programme from George Mason University (USA) through IREX/UASP Fellowship in 2019-2020.

Her PhD Journey: My pursuit of a PhD began in 2015 at the East African School of Higher Education and Development Studies, Makerere University. Driven by my enthusiasm for Quality Assurance, I decided to pursue a PhD in Education Management; my research focused on the Management of External Examination of PhD Theses at Makerere University.

The PhD program allowed Irene to develop enhanced research skills and knowledge in quality assurance. She said, ‘I am now well versed in QA mechanisms and have a clear understanding of the policies, processes, and principles that govern external examination in higher education institutions. – I have gained insight into the experiences faced by PhD students. To date, I have published two papers in internationally recognized journals’.

A brief about her Study: The study explored the methods and principles involved in the external evaluation of PhD theses at Makerere University. It outlines the historical, theoretical, conceptual, and contextual aspects of external PhD thesis evaluation at Makerere University. Additionally, it traces the worldwide origins of external examination, examines Makerere‘s specific context, and employs Pryor et al.’s 5Ps Model to assess its effectiveness. The research highlights various challenges, such as delays, compensation for external examiners, and discussions regarding relevance. Furthermore, the study suggests that Makerere University improve its external examination processes, create a solid tracking system for all PhD theses, and recognize and reward both internal and external examiners, as this would inherently encourage examiners to perform diligently and submit the PhD reports promptly, allowing PhD students to graduate within the expected time frame. In conclusion, the study underscores the importance of efficient performance metrics and principled examination procedures for ensuring the academic quality of PhD theses.

What motivated the PhD studies? Her inspiration was Professor Lillian Tibatemwa Ekirikunbinza, a Justice of the Supreme Court. Professor Tibatemwa Ekirikubinza who served as the Deputy Vice Chancellor for Academic Affairs at Makerere University and simultaneously held the role of Principal Investigator (PI) for the Quality Assurance Project, sponsored by the Carnegie Corporation of New York in 2005-2006

In 2006, Irene was appointed as the secretary for the Quality Assurance project, working under Professor Elisha Semakula. Both he and Prof. Ekirikunbinza motivated her to aspire to more than just being a project secretary. During this period, she supported the drafting and the writing of QA Policy framework/policy in 2006 and formulated the proposed strategic plan for the Quality Assurance Directorate. She noted,’my enthusiasm for Quality Assurance, combined with my professional journey from 2006 to 2025, led me to enroll in a PhD program in Education Management at the East African School of Higher Education and Development’.

Challenges during PhD Study: Dr. Namatende highlighted the challenges during her PhD journey thus, “The path to my PhD has not been very smooth. The onset of COVID-19 in 2019/2020 dramatically hindered my ability to concentrate, leaving me at a standstill. 2. During my studies, I experienced the loss of my second supervisor, Dr. Hilary Mukwenda (RIP), with whom I had closely collaborated, which affected my progress. 3. Although my school submitted my book to the external examiner on time, the feedback took nearly eight months, making me feel like a hindrance in my research. Amidst all these challenges, I became victorious”.

Community Service/Contribution: Beside her work as a Quality Assurnace Officer, she also holds various assignments including General Secretary, of Makerere University Senior Administrative Staff (MASA); Chairperson Joint Hymnal Choir – St. Francis Chapel Makerere University from 2019 to 2020; member – Welfare Committee MakCHS; member – Quality Assurance, ICT and Gender Committee, MakCHS; member of the Principal’s Operation Team (POT), MakCHS.

Her quote: ‘Everything Ends according to God’s Purpose’

General

Mak Planning and Development Department gets new leadership

Published

5 days ago

January 22, 2025

Mak Editor

By Carol Kasujja Adii

Mr. Matia Kabuye Kagimu on 21^st January 2025 officially handed over office to the newly appointed acting Manager of Planning and Development Department, Mr. Emmanuel Kitamirike – a Principal Planning Officer in the same unit.

Presiding over the handover ceremony, Prof. Buyinza Mukadasi who represented the Vice Chancellor commended Mr. Matia Kabuye Kagimu who joined the University service in November 1991 for the vibrant leadership during his tenure as the Manager of Planning and Development Department. He also credited Mr. Kabuye Kagimu for serving Makerere University stakeholders with dedication and humility.

“Presiding over and also witnessing a number of such ceremonies over the years, I have learnt one thing, that they only strengthen our resolve to continue contributing to Makerere University. When you see a colleague that has served with distinction and integrity, it is a message to the in-coming that you need to not only emulate the strides made but also do better than your predecessor,” said Prof. Buyinza Mukadasi, the Ag. Deputy Vice Chancellor (Academic Affairs) on behalf of the University management.

Out going Manager Mr. Matia Kabuye Kagimu speaking at the handover ceremony.

Prof. Buyinza Mukadasi explained that over the years, Mr. Kabuye Kagimu has not only guided the University Management in strategic planning, budgeting and resource allocation, but also mentored many of them.

“Mr. Kabuye Kagimu, you are lucky you are leaving with your head held high. You are lucky that God has given you an admirable tenure, you have served with distinction and we are happy. We wish you good health as you continue serving in whatever capacity God puts you,” Prof Buyinza Mukadasi said.

Despite facing significant challenges, including limited staffing and resources and unprecedented budget cuts, Mr. Kabuye Kagimu led the planning unit with unwavering dedication. Under his leadership, the team delivered crucial planning functions, including budgeting and reporting, in alignment with the Government of Uganda’s programme budgeting system.

Furthermore, during his tenure, the unit oversaw the decentralization of the University’s budgeting function to the Colleges and Administrative Units, as well as alignment of the Makerere University 10-year strategic plan (2020-2030) with the National Development Plan II. Mr Kabuye Kagimu also diligently worked with the different Colleges and Departments on development of infrastructural facilities improvement projects.

[L-R] Mr. Matia Kabuye Kagimu and Mr. Emmanuel Kitamirike

Welcoming the newly appointed Acting Manager Mr. Emmanuel Kitamirike to the leadership role, Prof. Buyinza Mukadasi pledged to accord him the necessary support.

During the handover, the University Bursar, Mr. Evarist Bainomugisha, who has worked with Mr. Kabuye Kagimu for five years, testified that he is a highly skilled personality who has exhibited high standards of ethics, integrity, morality and professionalism.

“Mr. Kabuye has exhibited a high level of team work. He has worked well with the finance team and a number of staff in the entire University as he oversaw the planning function,” Mr. Bainomugisha said.

Addressing the audience, Mr. Kabuye Kagimu thanked the University Council, as well as Central and Top Management for the cooperation and support accorded to him during the 33 years he served the University.

Mr. Kabuye Kagimu appealed to the University Management to prioritize the staffing needs in the Planning and Development Department so that the Unit is in position to serve the entire university on time, and with the right financial and human resources.

In his acceptance speech, Mr. Emmanuel Kitamirike, the Acting Manager Planning and Strategy, extended deep gratitude to the University Management especially the Vice Chancellor, Professor Barnabas Nawangwe and the Acting Deputy Vice Chancellor (Finance and Administration), Prof. Henry Alinaitwe for their mentorship over the years and entrusting him the new responsibility.

“Without a plan, we are directionless. Without accurate reporting, we cannot ensure effective accountability because these are pillars upon which success stands. I want to assure you, Acting Vice Chancellor-Prof. Buyinza Mukadasi that my team and I, are fully aware of the monumental task ahead. We are committed to tackling it with unwavering resolve and dedication,’’ Mr. Kitamirike said. He also pledged to give attention to grant-funded projects.

Group photo of participants who attended the handover ceremony.

Present during the handover were Mr. Lubowa Gyaviira Ssebina, the Deputy University Bursar, Ms Joan Makanga Mutekanga-representing the Directorate of Internal Audit, Ms Consolate Komugisha-representing the Office of the University Secretary and staff from the Planning and Development Department.

About the Department The Planning and Development Department (PDD) was established in 1992 with the overall mandate to coordinate the formulation and implementation of the University’s Strategic Plans. The Department has to date rolled out four planning cycles. The Department brings together the constituent components of the University-wide plan, including plans from all units of the University, to ensure that Makerere is an efficient and responsive University.

General

Makerere University Convocation Graduation Luncheon Honors CEDAT Staff and Outstanding Students

Published

6 days ago

January 21, 2025

Alex Isemaghendera

Several staff members from the College of Engineering, Design, Art and Technology (CEDAT) were recognized for their exceptional contributions in research and teaching during the Makerere University Convocation 75th graduation luncheon, held on Friday, January 17th, 2025. The event celebrated the achievements of top students, teachers, and researchers, with special awards presented to CEDAT staff for their outstanding performance and dedication.

Assoc. Prof. Dorothy Okello and Mr. Ayor Andrew Semakula received the Teacher of the Year Award, acknowledging their exemplary contributions to education and their significant impact on students. The recognition highlights the commitment and excellence of CEDAT staff in advancing the fields of engineering, design, art, and technology.

The Senior Career Award went toProf. Kirabira John Baptist, Prof. Olupot Wilberforce and Assoc. Prof. Michael Luswataall from the Mechanical Engineering Department.

**Congratulations to you dear staff Prof. Olupot Wilberforce for receiving the Senior Career Award**

Dr.VianeyYiga, Dr. SemiyagaSwaib, Mr. Manga Musa got the Mid-Career Award, while Ms. Namuju Dona Lillian, Ms. Wesonga Racheal and Ms. NamakulaHidaaya received the Early Career Award. At the same event, thirty of the best performing students were also recognized.

**Congratulations to you dear staff Dr.Vianey Yiga for receiving the Mid Career Award**

The Makerere University Convocation 75th graduation luncheon celebrated outstanding achievements, with a strong emphasis on recognizing excellence through awards. Colonel Edith Nakalema, Senior Presidential Advisor and Head of the State House Anti-Corruption Unit, delivered a keynote address focused on integrity and creativity for graduates.Col. Nakalema stressed the need for graduates to uphold high moral standards and professionalism, urging them to focus on creativity and integrity, especially in the age of AI, to achieve true success.

The event, themed “Celebrating Excellence and Creating Path to Success,” honored the top performers from each college. Col. Nakalema congratulated the graduates and highlighted the importance of making positive contributions to society. Other speakers, including Dr. Monica Musenero, Minister of Science, Technology and Innovation, and Hon. Godfrey Baluku Kabyanga, Minister of State for ICT and National Guidance, emphasized the role of universities in socio-economic transformation and the importance of research.