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MoES, Council Commend Progress on DARP Project

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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
The Vice Chancellor, Prof. Barnabas Nawangwe

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 DARP PI-Mrs. Patience Mushengyezi (2nd L) and the Academic Registrar-Mr. Alfred Masikye Namoah (L) give the Head GAMSU & Chairperson Mak-RIF GMC-Prof. William Bazeyo (2nd R) and Deputy Director DRGT-Dr. Robert Wamala (R) a guided tour of one of the storage rooms on 27th April 2021, Senate Building, Makerere University. Photo credit: Mak-RIF

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.

The DARP PI-Mrs. Patience Mushengyezi (L) and Head GAMSU & Chairperson Mak-RIF GMC-Prof. William Bazeyo (R) inspect one of the storage rooms on 27th April 2021, Senate Building, Makerere University

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.

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Advert: Mature Age Entry Scheme – Private Sponsorship 2024/2025

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Students sit for an exam in the pre-COVID era, Makerere University, Kampala Uganda.

The Academic Registrar, Makerere University invites applications for the Undergraduate
Programmes under the Mature Age Entry Scheme only for Private Sponsorship for
2024/2025 Academic Year.
Non-Refundable Application fee of Shs. 50,000/= for Ugandans OR $75 Equivalent for
Internationals, plus bank charge should be paid in any of the banks used by Uganda
Revenye Authority after generating a Payment Reference Number (PRN).

  • Apply using the Institution’s Applications Portal URL:https: //apply.mak.ac.ug
  • Application is for candidates who passed the Mature Age Entry Examinations of December 17, 2022 and February 24, 2024 only.
  • Any candidate who passed the examinations in mentioned above and was not admitted on Government/ Private sponsorship for December 17, 2022 sitting, and for Government sponsorship for February 24, 2024 sitting, is eligible to apply for admission on Private Sponsorship for 2024 /2025 Academic Year.

The closing date for applying will be Friday 26th July, 2024.

Further details can be accessed by following this link.

Prof. Mukadasi Buyinza
ACADEMIC REGISTRAR

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Diploma/Degree Holders Admission Lists 2024/25

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Main Library, Makerere University. Photo taken on 29th February 2016.

The Office of Academic Registrar, Makerere University has released lists of Diploma/Degree Holder applicants admitted under Private/Self Sponsorship for the academic year 2024/25. Please note that admission is subject to verification of academic documents by the awarding institutions.

The admission list is displayed here below:

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African Futures Research Leadership Program: Cohort 5 – Call for Scholars

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Participants at the initial AAP convening participate in design-thinking exercises to help imagine the future of partnerships between MSU and Africa. Photo: AAP

The Alliance for African Partnership (AAP) is seeking applicants for the fifth cohort of the AAP African Futures Research Leadership Program. This competitive visiting scholar program supports early career researchers from the AAP consortium to work for one year under the mentorship of faculty members from MSU and their home institution, focusing on building skills in research for impact, writing scholarly and/or policy publications, disseminating of research results, and developing grant proposals for external support. Scholars will also participate in a structured professional development program while building bridges and lasting connections with MSU contacts and across their cohort. 

The main objective of the African Futures program is to strengthen the capacity of a cadre of African researchers to return to their home institutions and become scientific leaders in their community, establish long-term partnerships with MSU faculty, co-create innovative solutions to Africa’s challenges, and in turn become trainers of the next generation of researchers. This program aims to address the gender gap in Africa, where only 30% of researchers are women, so scholars selected for the program will be women, or men who can demonstrate they are committed to support efforts towards gender equity in higher education institutions in Africa. The research areas that the scholars will engage in during the program should be aligned to AAP’s research priority areas

The AAP Management Team requests applications from early career researchers to participate in the next cohort, with work to begin virtually in February 2025. Scholars will spend September – December 2025 at MSU for the in-person portion of the program, followed by another period of virtual collaboration, ending in early 2026. The scholar and mentor team will receive a small grant for research and professional development activities including conference attendance and publication. Scholars will also receive a stipend during their time at MSU, visa application support, and round-trip travel from their home institution.

Eligibility

  • Citizen of an African country 
  • Completion of a PhD degree within the last 10 years 
  • Employed as an Academic Staff member at one of the AAP African consortium universities including Egerton University, Makerere University, University of Dar es Salaam, Lilongwe University of Agriculture and Natural Resources, University of Botswana, University of Nigeria, Nsukka, University Cheikh Anta Diop, University of Arts and Humanities, Bamako, United States International University-Africa, and University of Pretoria 
  • Have documented approval of leave or sabbatical to participate in the program for the in-person period 
  • Have a mentor at their home institution that will serve as a collaborator and mentor
  • Research must be in one of the AAP priority areas
  • Applicants may only submit one proposal to AAP in this round of funding. Prior scholars are not eligible to apply. 

To learn more about the program, including how to apply, click below

Learn more

Applications to be an African Futures scholar are due August 18, 2024

Additional program dates:

  • Program start date (virtual): February 2025
  • In-person program: Sept – Dec 2025
  • Program end date: February 2026

Please contact Jose Jackson-Malete at jacks184@msu.edu or +1 517-353-6989 with any questions.

Source: AAP

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