General
MoES, Council Commend Progress on DARP Project
The Permanent Secretary, Ministry of Education and Sports (MoES) represented by the Director Education Standards, Dr. Kedrace Turyagyenda and the Chairperson of Council, Mrs. Lorna Magara have commended the progress made by the Digitalizing of Academic Records and Processes (DARP) project so far. DARP is a collaboration between the Department of the Academic Registrar (AR), the East African School of Library and Information Science (EASLIS), Directorate for ICT Support (DICTS), and School of Education.
Funded by the Government of Uganda through the Makerere University Research and Innovations Fund (Mak-RIF), the ultimate goal of the DARP project is to improve the status of both undergraduate and graduate academic records by preserving them, converting them into digital form, and automating academic processes for e-service delivery.
In her remarks at the blended dissemination event held on 1st September 2021, Dr. Turyagyenda who was part of the virtual audience congratulated the Makerere University Management and the Department of Academic Registrar upon embracing the 4th Industrial Revolution (4IR) by using ICT to strengthen its document retrieval processes.
“As you are aware, Makerere University is not only the mother University for Uganda but for East and Central Africa. It should always be ahead and set an example for the rest” noted Dr. Turyagyenda who added that the project was in line with the National e-Government Policy Framework.
She congratulated Makerere upon completing the first phase of the three-year project but nevertheless requested that the remaining phases be completed promptly so as to ensure efficiency and effectiveness.
“I am really delighted to join you on the occasion of presenting yet another digitisation initiative at Makerere University” admitted the Chairperson of Council as she began her remarks.
Mrs. Magara noted that the digitisation of all university processes is the core target of the Council. This is illustrated by the ongoing initiatives such as the e-Human Resource Management System (e-HRMS), Academic Records Information System (MakARIS), digitisation of Financial Management process among others. She added that the DARP project was in line with the second goal of the university strategic plan that focuses on fostering innovations in teaching and learning that respond to the changing environment.
“The sudden change of our work environment following the outbreak of COVID-19 almost two years ago demands that we fast track initiatives to deliver services with limited physical contact. I see the digitisation of our academic records as a crucial step in adapting to the new working environment” she explained.
The Chairperson of Council nevertheless urged the University to develop a risk profile and management plan for e-resources to guard against the challenges of digitisation such as system failures and data piracy. “We must ensure that university systems have the necessary protection against these risks.”
The Vice Chancellor, Prof. Barnabas Nawangwe noted that digitisation of student records has been of great concern to the University Council and Management, given the physical nature and age of some of the records. He therefore thanked the Government for providing funds to support the DARP project through Mak-RIF, and the commitment to continue providing resources for research and innovations at the institution.
Prof. Nawangwe equally thanked the Chairperson and Members of Council for their continual support to Management in the execution of various initiatives and institutional programmes. “The issue of digitisation has been one of the most important issues the Chairperson has been emphasisng to us and we thank Council for their leadership and support.”
The Vice Chancellor announced the University Management’s recommendation that part of the relief funding by the MasterCard Foundation to Makerere University following the fire that gutted the Main Building be allocated to support the DARP project to its conclusive end. The announcement was received with thunderous applause from the team and engagement participants.
The Academic Registrar, Mr. Alfred Masikye Namoah while inviting the Principal Investigator Mrs. Patience Mushengyezi to share project updates and achievements also thanked Government for supporting the non-funded priority areas in Makerere University. He additionally applauded Prof. William Bazeyo, the Head Grants Administration and Management Support Unit (GAMSU) and Chairperson Mak-RIF GMC for leading efforts on resource mobilization for the university noting that these resources have benefited university scholars, students and even partners outside the university. He emphasized the need to work even harder to accomplish already running projects including the DARP project.
Making a presentation on what had been achieved under Phase I of the DARP project, the Principal Investigator (PI), Mrs. Patience Mushengyezi thanked the Government, University Council, Management and the Mak-RIF Grants Management Committee (GMC) headed by Prof. William Bazeyo for the funding and support that had propelled the project to its present stage. She paid tribute to the Ag. Deputy Vice Chancellor (Finance and Administration), Dr. Josephine Nabukenya for the guidance during the grant preparation stage as well as the Academic Registrar, Mr. Alfred Masikye Namoah and Directorate of Research and Graduate Training (DRGT) leadership for supervising the project.
Mrs. Mushengyezi introduced members of her team who included; Archivist-Dr. David Luyombya, Project Coordinator/ Administration-Dr. Peace B. Tumuheki-Mukombe, ICT Specialist/Administrator Records-Ms. Ruth Iteu Eyoku, Database Managers-Mr. Tonny Oluka and Mr. Juma Katongole, Monitoring and Evaluation in-charge-Dr. Betty Akullu Ezati and Project Accountant-Mr. Gyaviira Lubowa.
The PI shared that DARP is a multiyear project made up of the following three phases;
Phase 1: Planning/preparation for system design
- Identification and classification of records
- Physical organisation of records (sorting, arranging, labelling, archiving)
- Study visits
Phase 2: System Design and Implementation
- Scanning, archiving, data entry
- Digitizing records and automation of processes
- Policy formulation and approval
- Refurbishment of the Senate conference Hall for provision of ICT services
Phase 3: Implementation and Evaluation
- Installation of Records Management System
- Establishing a Records Verification and Certification Centre
Mrs. Mushengyezi shared that as a result of completion of Phase 1, the DARP project had; Sorted and cleaned at least 80% of undergraduate students’ results and files, Established 50% inventory of existing records, Recorded and labelled Senate minutes and records, Opened files for vital documents and closed redundant files, as well as Archived, labelled and systematically shelved boxes containing records.
Furthermore, the reorganisation had; Helped redeem space while creating a better working environment, Prepared records for digitisation under Phase 2, Facilitated easy retrieval of records, Conserved and preserved records – some over 50 years old, and Equipped 10 students of Bachelor of Records and Archives Management and Bachelor of Library and Information Science with hands-on experience.
The PI recommended that funds should be availed to help procure modern records storage facilities such as electronic rotating shelves, which help ensure efficient space utilisation. She further recommended that Makerere should identify land where an off-site record storage facility can be constructed and safely secured for university records. This, she added, could act as an income generating facility, whereby government and non-government entities could be allowed to store their records at a fee.
Appreciating the importance and long overdue implementation of the DARP project, Prof. William Bazeyo the Head Grants Administration and Management Support Unit (GAMSU) and Chairperson Mak-RIF GMC announced that funding had already been earmarked for Phases 2 and 3 of the project.
“I would like to affirm to the Academic Registrar that of the resources we received, one of the projects Makerere will be happy to support is DARP Phases 2 and 3. The GMC has approved these subsequent phases because this is something we think we ought to do” announced Prof. Bazeyo to yet more thunderous applause.
Prof. Bazeyo paid tribute to the Chairperson and Members of Council for their support to Management, which underlined their commitment to cause change through digitisation of processes. He equally paid tribute to the Vice Chancellor for his vision of unlocking the potential of Makerere University.
The concluding remarks at the dissemination were delivered by the Deputy Vice Chancellor (Academic Affairs), Dr. Umar Kakumba who was represented by the Deputy Director DRGT, Dr. Robert Wamala. He sincerely appreciated the Government for the first disbursement of funds to Mak-RIF for the current financial year despite the COVID-19 crisis and various commitments. He concluded by thanking the PI and her team for the commendable job done despite the enormity of the task, and the GMC for guaranteeing funding for the remaining phases of the project.
Rev. Can. Onesimus Asiimwe, the Chaplain St. Francis Chapel delivered the opening and closing prayers at the dissemination that was moderated by the Principal Public Relations Officer, Ms. Ritah Namisango as well as the Director Communications, Learning and Knowledge Management, ResilientAfrica Network (RAN) and PRO Mak-RIF, Ms. Harriet Adong.
By Moses Lutaaya
Makerere University has challenged newly admitted postgraduate diploma and master’s students to take ownership of their academic journey, produce knowledge that addresses Africa’s challenges and use their training to create opportunities for society.
The call was made on Tuesday, August 11, 2026, during the orientation of postgraduate diploma and master’s students held at the Main Hall, Main Building, Makerere University. The orientation was conducted under the theme “Harnessing the Power of Graduate Training to Transform Africa’s Research Trajectory.”
Addressing the students, Prof. Sarah Ssali, Deputy Vice Chancellor for Academic Affairs, said admission to postgraduate education marked an important transition from undergraduate study and should come with greater independence, critical thinking and responsibility.
“Postgraduate study is not just the accumulation of knowledge. You are now active researchers, critical thinkers and creators of your own knowledge,” Prof. Ssali said.
She said postgraduate training should enable students to deepen their expertise, strengthen their analytical abilities and develop solutions to real-world problems.
“Through your projects, dissertations, innovations and professional practice, you have the opportunity to contribute knowledge that can influence policies, improve services and transform lives. Your research matters, and your contribution matters,” she said.
Prof. Ssali urged students to see their studies beyond the pursuit of a degree, encouraging them to ask themselves why they had chosen postgraduate education and what contribution they intended to make to their communities and professions.
“See your coursework as an opportunity to develop knowledge and skills that will help you propose new solutions to real-world challenges,” she said.
She also encouraged students to embrace collaboration with communities and non-academic partners, saying many of them were already coming to the University with professional and community experiences that could enrich their research.
“Don’t think that your scholarship is only for those who look academic. Embrace community, embrace networks,” she said.
Prof. Ssali further cautioned the students against wasting time, noting that many postgraduate students have employment, family and other responsibilities alongside their studies.
“Make the most of your time and don’t waste it,” she said, urging students to use available study time productively even when there are changes in their lecture schedules.
She also emphasised the need for students to take responsibility for their progress instead of waiting for lecturers or supervisors to push them.
“Postgraduate education requires independence, independent inquiry, independent research, independent interrogation and also active participation,” Prof. Ssali said.
Prof. Julius Kikooma, Director of Graduate Training, told the students that their admission was a significant achievement given the large number of applicants seeking postgraduate opportunities at Makerere.
“We received over 12,000 applications to our postgraduate programmes, but we are only able to take just a small percentage of that. That means you are just the few people who are able to do this,” Prof. Kikooma said.
He urged the new students to appreciate the opportunity and understand that graduate education carries responsibilities beyond attending lectures and completing examinations.
According to Prof. Kikooma, Uganda and Africa require highly trained human capital capable of driving national and continental development priorities.
“The country needs more highly trained people if it is going to achieve its aspirations and priorities for national development,” he said.
He challenged the students to consider what Uganda and Africa would look like in the coming decades and to question whether the continent would continue relying on ideas, innovations and creations generated elsewhere.
“Will it still be a country that always depends on ideas, innovations and creations that come from outside?” he asked, before urging the students to become part of the generation that develops home-grown solutions.
Prof. Kikooma said much of what Uganda would need in the future would depend on what the country invests in today, particularly in human capital and research.
He also explained that the Directorate of Graduate Training works with colleges, schools, departments and central University units to strengthen the quality of graduate education.
“We want to make sure that what you are taking away from here is of a certain quality,” he said, adding that the University has established policies, standards and systems intended to create an environment in which postgraduate students can succeed.
However, Prof. Kikooma stressed that the University cannot take responsibility for the entire academic journey on behalf of students.
“We will not replace your programme. We will not replace your lecturers. We will not replace your supervisors. Each of those has a different role to play along your journey,” he said.
He encouraged students to be proactive by understanding their programmes, colleges and the various support services available to them.
“Successful graduates tend to be proactive rather than reactive. So don’t wait until you have a problem, then you start running from it,” Prof. Kikooma said.
He further urged the students to work within the stipulated programme period, noting that most master’s programmes take about two years while postgraduate diploma programmes generally take one year.
Prof. Robert Wamala, Director of Research, Innovations and Partnerships, urged the newly admitted students to use their graduate training to produce knowledge capable of addressing challenges facing their communities, Uganda and Africa.
He challenged them to move beyond consuming knowledge generated elsewhere and instead become producers of knowledge and solutions.
Prof. Wamala emphasised the importance of connecting research to society, innovation and professional practice, encouraging students to identify problems within their workplaces and communities that could become areas for meaningful research.
He said Africa needed researchers capable of generating evidence, innovations and practical solutions to support development rather than simply importing solutions from other parts of the world.
The Director encouraged the students to build collaborative networks during their studies and to regard the University as an ecosystem in which researchers, professionals, communities and other partners can work together.
Dr. Kizito Ongaya, Deputy University Librarian, introduced the students to Makerere’s extensive library and information resources, urging them to make the library a central part of their postgraduate studies.
He said the University Library operates a hybrid system combining physical collections with electronic resources.
“We have over 200,000 types of books in our library, with 45 e-journal databases,” Dr. Ongaya said.
He encouraged students to make use of the University’s electronic databases, noting that substantial resources are invested in providing access to scholarly journals.
“If you don’t use e-journals, you are unacceptable,” he told the students, emphasising that postgraduate research requires extensive engagement with scholarly literature.
Dr. Ongaya also highlighted the University’s archival collections, specialised libraries and information centres located across its colleges.
He said students would be guided on how to access both physical and electronic resources and encouraged them to explore specialised collections that could support their individual research areas.
Dr. Mike Barongo, Team Leader ICT, Department of the Academic Registrar, told the new students that Makerere had increasingly digitised its academic and administrative processes and urged them to complete their online registration as an immediate priority.
He said students could access their provisional admission letters through the online application system and use the student number provided to activate their student portals.
“The student portal is very, very critical,” Dr. Barongo said.
He explained that students must enrol and register in order to access key University services, including institutional email and Wi-Fi.
“Once you enroll, you create an institutional email address. That institutional email address is the gateway for you to access so many things, like Wi-Fi,” he said.
Dr. Barongo also informed students that ICT support centres were available to assist those experiencing challenges with enrolment, registration or access to digital services.
He urged students to ensure they enrol and register every semester so that the University systems can accurately capture their academic and financial information.
Others senior members in attendance include the Deputy University Bursar Mr. George Mugabi Turyamureeba and Mr. Henry Nsubuga, the Manager Makerere University Counselling and Guidance Centre.
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