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:
The 3rd Board of Trustees of the Makerere University Endowment Fund (MakEF) has been officially inaugurated in a ceremony presided over by Mrs. Lorna Magara, Chairperson of the University Council on 23rd October 2025, and moderated by the Secretary to the Board, Mr. Emmanuel Kitamirike
In her address, Mrs. Magara commended the outgoing board, led by Dr. Margaret J. Kigozi, for their remarkable stewardship that saw the Fund grow from UGX 8.66 billion in 2021 to UGX 14.54 billion in 2025. She underscored the Endowment Fund’s vital role in ensuring the University’s financial sustainability amidst fluctuating public funding, reaffirming the Council’s commitment to providing policy and institutional support. Mrs. Magara further urged the incoming Board to uphold transparency, strengthen alumni engagement, and pursue innovative investment strategies to expand the Fund’s impact as Makerere continues to build for the future.
Board composition
The newly inaugurated 3rd Board of Trustees (2025–2029) brings together a team of distinguished professionals whose expertise spans business, academia, finance, governance, and social advocacy. Notably, some members have been reappointed in recognition of their exceptional service and contribution to the Fund’s growth during the previous term. The Board is chaired by Dr. Margaret J. Kigozi, a seasoned business leader and former Executive Director of the Uganda Investment Authority (UIA). She is joined by accomplished members including Ms. Jennifer Mwijukye, CEO and founder of Unifreight Cargo Handling Limited; Mr. Ninsiima John Chris, Director of Programmes at NUDIPU and member of the Makerere University Council; Mr. Kenneth Mugambe, former Director of Budget at the Ministry of Finance; Prof. Buyinza Mukadasi, Makerere University’s Academic Registrar and Professor of Forestry Resource Economics; and Mr. Sam Ayesiga, a governance and investment expert with vast experience across Africa. Their diverse backgrounds and renewed commitment are expected to steer the Fund toward even greater stability, innovation, and impact in the years ahead.
Representing the Vice Chancellor, Deputy Vice Chancellor for Academic Affairs, Prof. Sarah Ssali, commended the outgoing Board of Trustees of the Makerere University Endowment Fund for their exceptional service marked by growth, innovation, and accountability. She noted that the growth of the fund to UGX 14 billion is a clear testament to strategic vision, prudent management, and confidence in Makerere University’s long-term sustainability. Prof. Ssali praised the Board for initiatives that have united thousands of alumni, staff, and partners, notably through the Makerere Run, which has supported disability inclusion and empowerment.
She also recognized the introduction of the MakAdvance digital platform as a milestone in promoting efficiency and transparency. She welcomed the incoming Board, and challenged the new team to grow the Fund beyond UGX 25 billion through deeper engagement, innovative fundraising, and stronger partnerships. She reaffirmed Management’s commitment to supporting the Fund within robust governance frameworks that inspire stakeholder confidence, emphasizing the shared vision of building a financially resilient Makerere University.
During the handover ceremony, Dr. Margaret J. Kigozi, the Chairperson, reflected on the remarkable progress achieved under the 2021–2025 term, noting the Fund’s growth from UGX 8.66 billion to UGX 14.54 billion — a 68% increase despite global economic challenges. She highlighted key milestones including the institutionalization of the Makerere Run, establishment of the Makerere Gift and Souvenir Shop, launch of The Legacy e-newsletter, and the creation of the Jawaher Fund for the Advancement of Women’s Education, supported by NAMA Establishment in the UAE. Dr. Kigozi expressed gratitude to the outgoing Trustees and reaffirmed her commitment, alongside the new Board, to advance transformative projects such as the construction of the Makerere University Students’ Centre and development of the Makindye land. She emphasized that the Fund’s goal remains to build a financially sustainable Makerere University capable of supporting innovation, research, and academic excellence for generations to come.
At the inauguration, the Deputy Vice Chancellor in charge of Finance and Administration, Prof. Winston Tumps Ireeta underscored the Fund’s central role in ensuring Makerere’s financial sustainability and institutional legacy. He described the Endowment Fund as a cornerstone of the University’s vision—an instrument through which Makerere secures its future, strengthens its independence, and sustains strategic investments in teaching, research, and innovation. He extended heartfelt appreciation to the outgoing Board, chaired by Dr. Margaret J. Kigozi, for their dedicated service and strong leadership that fortified the Fund’s governance, fundraising, and asset management.
Welcoming the new Board, he congratulated the members on their appointment and urged them to continue expanding and mobilizing resources with integrity and innovation. He reaffirmed his office’s commitment to providing administrative and financial support to ensure that the Fund thrives beyond annual budgetary constraints, contributing meaningfully to Makerere’s vision of becoming a research-led, financially resilient, and globally respected institution.
The Makerere University Endowment Fund (MakEF) was established to secure the University’s financial sustainability by mobilizing, investing, and managing resources to support its core functions of teaching, research, and innovation. Originating from donations made as early as the 1930s, the Fund has evolved into a strategic vehicle that aims to reduce dependence on public funding. It is governed by a Board of Trustees appointed by the University Council, responsible for overseeing investments and resource mobilization. Through initiatives like alumni engagement, digital giving, and events such as the Makerere Run, the Fund continues to grow and strengthen Makerere’s vision of being a research-led and financially resilient institution.
As part of her efforts to familiarize herself with the offices under her docket, the newly appointed First Deputy Vice Chancellor in charge of Academic Affairs, Prof. Sarah Ssali, has embarked on a series of visits to different units that report to her office. One of these is the Makerere University Press (MakPress), which she visited today on 21st of October 2025, on a courtesy call. She was received by the Managing Editor for MakPress, Dr. William Tayeebwa, a Senior Lecturer in the Department of Journalism and Communication at the College of Humanities and Social Sciences. Previously, MakPress operated jointly with the Directorate of Graduate Training (DGT) and the Directorate of Research, Innovations and Partnerships (DRIP) before becoming a standalone entity. Accompanying Prof. Ssali on this visit were Prof. Julius Kikooma, the Director of DGT, and Mr. Mathias Ssemanda, the Acting Manager of the International Relations Office.
During her visit to MakPress, Prof. Sarah Ssali commended the Unit for its progress and partnerships while emphasizing the need to strengthen collaboration with key institutions such as the National Curriculum Development Centre (NCDC), the Ministry of Education and Sports, and other universities. She encouraged the Press to explore practical working models, including leveraging external expertise and streamlining its printing processes to enhance efficiency. Prof. Ssali also highlighted the importance of safeguarding intellectual property, ensuring fair contractual terms with partners, and maintaining transparency in publishing agreements. She advised that Makerere University Press should position itself strategically by producing high-quality academic materials that serve both national and international audiences. Additionally, she urged the team to adopt a more consistent publication schedule—launching books quarterly or biannually—and to organize events where authors can engage directly with readers, scholars, and policymakers. Prof. Ssali reaffirmed the administration’s support toward building a stronger, more vibrant university press that effectively contributes to research dissemination, academic dialogue, and national development.
During the courtesy visit, Dr. William Tayeebwa highlighted the milestones and ongoing projects at the Press. He spoke about the growing partnerships with institutions such as the University of Chicago Press, the University of California Press, and the African Books Collective, which have enhanced both local and international visibility of Makerere’s publications. “Why make a university press when you have Makerere University Press”, Dr. Tayeebwa said urging public universities to utilize MakPress. Dr. Tayeebwa also shared that the Press has republished several titles, launched new book projects, and developed a digital platform that enables readers to access and purchase books online. However, he pointed out a number of challenges affecting the Press’s operations, including inadequate funding, limited printing capacity at the university printery, and delays that often affect the timely release of publications. He further noted the difficulty of accessing generated funds due to bureaucratic procedures, space and infrastructure limitations, and the continued confusion between the roles of the Press and the printery. Despite these challenges, Dr. Tayeebwa reaffirmed the commitment of his team to strengthen Makerere University Press as a central pillar in advancing research dissemination and academic publishing.
Makerere University Retirement Benefit Scheme (MURBS) has presented its performance of Financial Year 2024/2025 to the sponsor, the University Council and other stakeholders on 21st of October in the Telepresence Centre, Senate building. MURBS which is a Mandatory Employer-Based Scheme was established by Makerere University under an irrevocable trust effective 1st April 2009 to provide retirement benefits to employees of Makerere University.
Council applauds MURBS Performance
In her remarks at the presentation, the Chairperson of the University Council, Mrs. Lorna Magara, commended the Scheme’s steady progress and reaffirmed the Council’s commitment to safeguarding staff welfare. She noted that MURBS has grown into a trusted, transparent, and professionally managed scheme that continues to strengthen confidence among staff. Mrs. Magara praised the Board of Trustees for their prudent management and governance, describing their work as not merely financial stewardship but the protection of the hopes and futures of Makerere families. She urged continued focus on member education, digital service delivery, and sustainable fund growth, emphasizing that the ultimate goal is to build a lasting legacy of trust and financial wellbeing for all university employees.
MURBS demonstrates liquidity and resilience amid a volatile economy
Representing the Vice Chancellor, the Deputy Vice Chancellor for Academic Affairs, Prof. Sarah Ssali, commended the Makerere University Retirement Benefits Scheme (MURBS) for its continued growth, accountability, and prudent management. She applauded the Scheme’s record fund value of UGX 475 billion and its unqualified audit opinion from KPMG, describing these milestones as clear evidence of transparency and sound governance. Prof. Ssali reaffirmed Makerere University’s full commitment as the Scheme’s sponsor, noting the progress made in clearing historical arrears and supporting MURBS operations. She praised the Board’s disciplined investment strategy—particularly its diversification into unit trusts and near-cash assets—which has enhanced liquidity and resilience amid a volatile economy. Highlighting MURBS as a model of good governance and accountability, Prof. Ssali emphasized that a reliable retirement scheme not only secures staff futures but also strengthens motivation, productivity, and institutional excellence.
Embrace digital transformation – URBRA urges
From Uganda Retirement Benefits Regulatory Authority (URBRA), the Manager Market Conduct, Mr. Mark Lotukei commended MURBS for its continued commitment to compliance, member education, and sectoral excellence. He highlighted that the Authority has been focusing its trainings on strengthening trustees’ capacity, with recent sessions covering strategic tax planning to help schemes minimize liabilities and safeguard members’ funds. Mr. Lotukei further announced upcoming trainings on benefits administration, stakeholder roles, and the contribution of pension funds to infrastructure and economic development. Emphasizing the evolving nature of the pension landscape, he urged trustees to embrace digital transformation, improve communication with members, and promote sustainable and innovative investment strategies. He concluded by reaffirming URBRA’s commitment to supporting MURBS and other schemes, assuring stakeholders of the Authority’s openness to continued collaboration and guidance.
Fund Value Hits Record UGX 475 billion
In his presentation on the performance, the Chairperson of the Board of Trustees, Dr. Michael Kizito, highlighted the Scheme’s continued growth, prudent financial management, and commitment to transparency. He reported that MURBS’ total assets had risen to UGX 475 billion, up from UGX 409 billion the previous year, reflecting strong investment performance and effective governance. Dr. Kizito commended the University management for timely remittances and reaffirmed the Board’s focus on sound risk management, diversification, and member satisfaction. He acknowledged the dedication of the trustees, staff, and service providers, noting that their collective effort has positioned MURBS for sustainable success. Looking ahead, he emphasized the Scheme’s intention to strengthen alternative investments and optimize operations to deliver even greater value to members and stakeholders.
The presentation of the performance of the scheme is one of the activities leading to the Annual General Meeting and it is done to management and the Sponsor of MURBS. The presentation, which attracted several key stakeholders including members of the University Council and representatives from Stanbic Bank and Old Mutual, concluded with an engaging question-and-answer session moderated by Dr. Deus Kamunyu Muhwezi. The session provided an opportunity for participants to seek clarity on the Scheme’s performance, governance practices, and investment strategies, fostering transparency and open dialogue between the MURBS leadership and its partners. MURBS is licensed by the Uganda Retirement Benefits Regulatory Authority (License No. RBS.0005).
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