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:
On 30th September 2025, DFCU Bank Uganda Ltd made a generous donation of twenty million shillings (20,000,000 UGX) to support the Mastercard Foundation Scholars at Makerere University in their upcoming give-back project at Bwera Primary School in Kabale District, Western Uganda. Over the years, the Mastercard Foundation Scholars have engaged in various community give-back projects, significantly transforming the lives of many young people. Their initiatives have included building classroom blocks in Karamoja and Agago districts, constructing boreholes in Bulamwiki, Iganga District, and planting trees. These efforts have had a positive impact on the communities they serve.
Ms Maryann Wanjiku Michuki, expressed gratitude for the partnership between dfcu Bank and Mastercard Foundation Scholars Program at Makerere University.
While speaking at the handing-over ceremony of the dummy cheque, Ms Maryann Wanjiku Michuki, the Chief Business Solutions & Marketing Officer, who represented the Chief Executive Officer, Mr. Charles M. Mudiwa, expressed gratitude for the partnership between the Mastercard Foundation Scholars Program at Makerere University , which has lasted over 10 years.
“We are very proud of our partnership with the Mastercard Foundation Scholars Program at Makerere University that has lasted over 10 years. We commend the efforts to renovate the classroom blocks and build a modern pit latrine. We commend the Scholars for taking on such impactful causes for the community.” Ms Wanjiku remarked.
Prof. Justine Namaalwa
On her part, Prof. Justine Namaalwa, the Program Director of the Mastercard Foundation Scholars Program at Makerere University , expressed gratitude to the generous donation towards the Scholars giveback efforts.
“We are very grateful for this generous gesture by DFCU Bank towards the Scholars’ Give Back efforts. We are more than partners in this journey; we plan to allocate this donation into a general project fund, have an independent project undertaken by DFCU, and invite you to launch it.” Prof. Namaalwa remarked.
Prof. Namaalwa highlighted that giving back is a central focus of the Mastercard Foundation Scholars Program at Makerere University . It aims to cultivate a service-oriented culture among scholars and alumni of the Program, fostering a sense of responsibility and commitment.
Mastercard Foundation Scholars Program interact with officials of DFCU Bank during the cheque handover ceremony.
“As part of the Scholars Journey at Makerere University , the Scholars are made aware of the Philosophy and practice of giveback, and then encouraged to empower communities through sharing and action voluntarily.” Prof. Namaalwa remarked.
The Mastercard Foundation Scholars at Makerere University have, over the years, made significant contributions to communities. Initially, these contributions were solely by the Scholars. From 2020 on wards, resource mobilisation expanded beyond the Scholars to include the Program Implementation Team, Scholar alumni, and the Program partners.
The current Pit latrine at Bwera Primary School, Kabale district (A),The current classroom block at Bwera Primary School, Kabale district (B) and Artistic impression of the Pit latrine and classroom block to be constructed (C).
The selected Scholars Giveback Project for 2025
For the year 2025, the Mastercard Foundation Scholars at Makerere University designated Bwera Primary School in Kabale district as the giveback project. Bwera Primary School was established in 1983 as a community-based institution and later became a government-aided school. It educates 268 pupils in the rural Kabale District. Despite its vital role in the community, the school faces many challenges, including:
Dilapidated classrooms
A shared mud and wattle pit latrine shared by students and staff
Lack of clean water
Lack of electricity
Insufficient staff housing
Proposed Interventions and Support
There are four proposed support areas which shall be prioritised or ranked based on the projected resource mobilisation.
Renovation of two classroom blocks, including plastering the walls and working on the floors.
Construction of a 4–5 stance modern pit latrine to enhance sanitation, health, and dignity for learners and staff.
Provision of 50 bench desks for the candidate class.
Installation of a water harvesting system to guarantee access to clean water for drinking and handwashing.
Call to Action:
We call upon all people of goodwill to contribute to creating a safe, inclusive, and motivating learning environment at Bwera Primary School, Kabale district, through the following avenues;
Contribute financially (any amount makes a difference).
Mobilise others within your networks.
Contribute physical building materials, i.e. Cement, Iron bars, Bricks, etc.
All school-going children deserve a safe place to learn, access to clean water, and the hope of a brighter future. Your support is not just transforming Bwera Primary School — it is changing lives. Together, we build for the future. Together, we shape tomorrow.
Bernard Buteera is the Principal Public Relations Officer for the Mastercard Foundation Scholars Program at Makerere University.
The Academic Registrar, Makerere University, invites applications from Ugandans, East Africans and International Applicants for the Mature Age Entry Scheme Examinations for the Academic Year 2026/2027.
The Mature Age Entry Examinations for the Academic Year 2026/27 will be held on Saturday 13th December 2025.
To be eligible for the Mature Age Entry Examinations, the candidate must be at least 25 years old before 1st August 2026.
Applications shall only be received via the application system: https://see.mak.ac.ug
Applications are submitted with a payment of a NON-REFUNDABLE application fee of UGX. 210,000/= FOR EAST AFRICAN APPLICANTS OR $75 OR EQUIVALENT FOR INTERNATIONAL APPLICANTS PLUS BANK CHARGES SHOULD BE PAID IN ANY OF THE BANKS USED BY UGANDA REVENUE AUTHORITY.
The closing date for receiving applications is Sunday 30th November, 2025.
CAUTION:
Do not buy any other documents not originating from the Academic Registrar’s Office.
Those who buy them do so at their own risk. The Academic Registrar’s Office has not appointed any agent to act on its behalf to solicit for additional funds other than the application fee stated above.
Makerere University does not offer coaching services nor appointed any agent to act on its behalf to offer coaching services to anyone interested in joining through the mature age entry scheme.
All interested applicants are advised to first read and understand the call/ advertisement before commencing with the application.
Make sure to create/have a personal e-mail address, and to safely keep a record of your login credentials you used to create your application account/ portal. These shall be used as and when appropriate by the University to communicate with you.
On the day of the examinations candidates are required to come with a colored print out of the invitation letter with a visible passport size photograph as shall be specified on the application form. Presenting Photocopies of the invitation letter shall not be permitted.
Makerere University on Monday the 29th of September installed Prof. Sarah Ssali as the Deputy Vice Chancellor in charge of Academic Affairs (DVC AA), making her only the second female to hold this prestigious position in the university’s history.
The installation ceremony, held at the Main Building, brought together top management, and close family members of Prof. Ssali to celebrate this milestone. The event marked a moment of continuity and transformation in the university’s academic leadership.
Vice Chancellor Congratulates Prof. Ssali
In his remarks, the Vice Chancellor, Prof. Barnabas Nawangwe, congratulated Prof. Ssali upon her appointment, describing her as a dedicated academic whose commitment to teaching, research, and innovation has left an indelible mark on Makerere.
“Your docket is handling two vital components of what we do—teaching and learning, and more importantly, research and innovation. I have no doubt that you will carry on the great work and move Makerere forward,” Prof. Nawangwe said.
He emphasized the need for universities to demonstrate accountability for the significant investment made by Ugandan taxpayers, urging the new DVC to steer efforts that help “bring our people out of poverty” through impactful research and quality education.
Prof. Ssali’s Vision
In her inaugural speech, Prof. Ssali expressed deep gratitude to God, her family, and colleagues for the support that made her academic journey possible. The installation also served as a moment of personal celebration, with Prof. Ssali introducing her family members, including Lady Justice Catherine Bamugemereire. She paid special tribute to her husband, Dr. Francis Ssali, for his unwavering support since their marriage in 1993, noting that “marriage is a good thing—it adds value to a person.”
She acknowledged the collective effort behind her successful bid for the role and emphasized that her leadership will be one of service and teamwork. “I see this role as a joint mandate rather than a personal one. The office of the DVC AA is an enabler—supporting management, faculty, and students to thrive. Collaboration, networking, and evidence-based decision making will be central to my approach,” she said.
Prof. Ssali pledged to prioritize quality assurance, improved instructional facilities, stronger academic–industry linkages, and the use of data-driven systems to guide decision-making. She also committed to ensuring that Makerere’s research outputs are taken up by government, industry, and communities to drive national transformation.
Prof. Buyinza Hands Over Office
Outgoing Acting DVC (AA), Prof. Buyinza Mukadasi, who has served since July 2024, officially handed over the office to Prof. Ssali. In his farewell remarks, he expressed gratitude for the trust placed in him and highlighted the reforms and achievements during his tenure, including improved accreditation processes, strengthened quality assurance systems, and the advancement of digital academic management platforms.
Prof. Buyinza also paid tribute to his team and appealed for continued support towards Prof. Ssali. “I request that you accord the same support you have given me to my sister, Prof. Ssali. We share a character of bonding easily with people, and I am confident she will thrive in this office,” he noted.
A Historic Appointment
Prof. Ssali’s installation marks a historic milestone for Makerere University, being the second female to serve as the First Deputy Vice Chancellor (Academic Affairs) since the position was established. With her extensive background in gender studies, governance, and mentorship, she is widely expected to bring a unique perspective to academic leadership.
In her closing remarks, she anchored her commitment in faith and service: “I take on this role trusting in the Lord with all my heart, and not leaning on my own understanding, as we build for the future—for God and my country.”
Prof. Sarah Ssali in a group photo with some members of top management