The College of Humanities and Social Sciences (CHUSS) at Makerere University concluded its two day retreat with a strong call from Vice Chancellor for staff to engage deeply with university policies and collaborate across departments to address institutional challenges.

While representing the Vice Chancellor, Prof. Ireeta Tumps who is also the Principal College of Natural Sciences emphasized the importance of aligning with the university’s vision to become a research-led institution.

“These gatherings are vital for us to make progress toward our vision for the next hundred years of Makerere,” said Prof. Ireeta. “Engagement and consultation among staff, management, and directors help us understand and implement policies that benefit the university at large.”

Prof. Ireeta highlighted the significance of understanding the “spirit behind policies,” urging staff at all levels to work together rather than in isolated silos. He noted that ongoing dialogue between staff and policymakers strengthens Makerere’s policy frameworks and fosters an environment of responsive and thoughtful decision-making.

The retreat covered essential training on Quality Assurance, financial policies, and research standards, along with discussions on staff etiquette and client service. Prof. Ireeta praised these sessions for giving participants a deeper understanding of expectations and opportunities to refine university practices. “This is a learning process for both staff and management,” he added. “We are committed to making sure this learning never stops as we advance toward our research-led vision.”

As Makerere seeks to enhance its graduate programs, Prof. Ireeta stressed the need to leverage the college’s human resources and to create an enabling environment that encourages research and efficiency. He commended CHUSS Principal Assoc.  Prof. Helen Nambalirwa Nkabala for her proactive leadership, citing her recent initiatives to set a research agenda, engage students, and involve support staff in university planning.

“I want to thank the principal for prioritizing these issues and for demonstrating the leadership we believe in at Makerere,” said Prof. Ireeta “Humanities are at the heart of the University, and this retreat shows our commitment to their enduring value.”

In closing, Prof.  Ireeta urged staff to continue working on key areas such as work ethics, time management, and interpersonal skills, which he identified as vital for institutional success. He expressed hope that these engagements will pave the way for a sustainable future for CHUSS and Makerere University as a whole.

Retreat Sets Strategic Way Forward to Improve Academic and Operational Efficiency at Makerere University

In an effort to streamline operations and boost academic outcomes, leaders and staff at Makerere University‘s College of Humanities and Social Sciences (CHUSS) concluded their recent retreat with key proposals aimed at addressing logistical, staffing, and technological challenges.

 On November 1–2, 2024, CHUSS held a staff retreat at Nican Resort to foster dialogue on policies and work environments impacting staff well-being and daily functions.

The retreat featured presentations on e-timetabling and the biometric system by the Directorate of ICT Support (DICTS), discussions on higher degrees, examinations, and internship processes, as well as sessions on quality assurance and academic policy implementation by the Quality Assurance Directorate. The Directorate of Human Resources addressed human resource policies, while sessions on audit, accountability, and office etiquette aimed to enhance workplace standards.

In addition to formal discussions, team-building activities such as games and health walks were organized, creating an engaging atmosphere for staff collaboration and morale-boosting.

One major proposal was to designate a dedicated timetabling officer to prevent the scheduling conflicts that have previously disrupted classes and operations. “Someone must be responsible for this task, so we don’t repeat the scheduling chaos we’ve experienced this semester,” emphasized a participant, underscoring the need for defined roles in critical functions.

A team from the School of Psychology was assigned to investigate and provide solutions to university policies and address concerns over staff morale, in collaboration with the Grants Administration and Support Unit (GAMSU) and the Makerere Research and Innovations Fund (MakRIF) Secretariat.

The retreat also prioritized enhancing recruitment and retention strategies for high-performing Makerere graduates. Leaders noted the irony of producing top students who, in turn, struggle to find positions within the institution. “It’s essential to implement policies that retain our top talent within Makerere, ensuring the continued quality of our programs,” said one official.

Operational efficiency improvements through e-system integration and training were also emphasized. Academic staff reported that while e-systems offer notable benefits, implementation issues and usability gaps hinder productivity. The proposal includes targeted training sessions and establishing a feedback loop for users to report and resolve system issues.

To address staffing gaps, participants suggested restoring recruitment at the teaching assistant level and allocating budgetary support for retirees mid-semester, ensuring academic continuity.

The retreat highlighted the need to empower and support custodial staff, particularly in providing security during evening classes, which often run until 10 p.m. Proposals included a review of housing allocation policies to prioritize residence for custodians and security officers, enhancing their ability to maintain campus security.

Additionally, broader adoption of ICT solutions was encouraged, including the expansion of the Academic Management Information System (ACMIS) for lecturers to record results directly, boosting accountability and efficiency. Biometric systems, widely discussed, are also expected to improve attendance and monitoring for non-faculty staff.

To better support students with disabilities, the retreat emphasized the need for a structural and academic strategy, such as hiring sign interpreters and establishing institutional mechanisms to address their needs. Academic staff require training to effectively work with a diverse student population, ensuring inclusivity.

Finally, participants called for a mindset shift within public service and policy-making bodies regarding the unique needs of academic institutions. There is a need to advocate for policies that recognize Makerere’s role as a premier research university rather than merely a ranking-driven institution. This approach includes consultations with international universities on best practices in retaining top academic talent without strictly adhering to rigid promotion requirements.

These proposals signify a commitment to operational and academic excellence at Makerere, focused on strategic improvements, supportive systems, and an inclusive environment for both staff and students.

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Makerere University’s Chief Human Resource Officer, Deus Tayari Mujuni, highlighted the critical role of line managers in ensuring the successful execution of university strategies and goals during a retreat organized by the College of Humanities and Social Sciences (CHUSS) at Nican Resort from November 1-2, 2024. The retreat focused on human resource policies, the work environment, and employee well-being.

In his address, Mujuni reminded line managers of their responsibility to oversee employees effectively, appreciate their contributions, and maintain a conflict-free environment to foster collaboration and productivity. “Line managers must lead by example, identifying key roles within their teams and supporting each member’s contribution to organizational goals,” Mujuni stated.

Mujuni outlined several key aspects of Makerere University’s updated human resource policies, including the roles of the HR Directorate, line managers, and the amended 2009 Human Resources Manual. This manual consolidates all HR policies and practices into one reference document, defining the rights and responsibilities of both the university and its employees.

According to Mujuni, the HR Directorate’s responsibilities encompass recruiting and training staff, conducting performance appraisals, managing grievances, and planning future workforce needs. “Our role is to attract, develop, and retain an effective workforce that aligns with the university’s strategic objectives,” Mujuni explained, adding, “If we are to manage HR, every person must contribute. The total budget of the university is 331 billion, but what goes to staff is 221 billion, meaning we must show that the university is working, and we have to account for it.”

In accordance with recent policies, line managers must identify gaps in capacity, declare vacancies promptly, and adhere to set guidelines for short-term contractual appointments. The University Council resolved in May 2024 to limit salary payments and contract staffing expenses, which will now strictly fall under the wage budget to ensure efficient allocation of funds for essential functions such as teaching and research. “No more contracts for part-time staff. Line managers are asked to abide by the policy, and there must be a structure, a budget, and a vacancy.”

Mujuni also underscored the importance of the HR Manual in guiding employment procedures. “This manual governs the entry, stay, and exit of staff, covering recruitment, appraisals, promotions, and leave management,” he emphasized. He discussed various leave policies, including study leave and maternity leave, and the roles of line managers in leave approvals, monitoring, and reporting.

“Staff who go on study leave have become a thorny issue. Some staff leave and never return or finish their studies, remaining on the payroll. Going forward, no staff should go on study leave unless they have served for a minimum of two years, and a circular is coming out on this,” he said.

Mujuni noted that the university has faced scrutiny from the Parliamentary Committee on Accounts, as 40% of the academic staff in some colleges have not returned even after their study programs expired. He warned heads of departments to be careful about endorsing signatures for study leaves.

Performance management, a key component of the university’s human resource strategy, aims to foster a high-performance culture. Line managers are tasked with aligning individual staff objectives with the university’s goals and conducting systematic appraisals to monitor progress. “We ensure staff contribute and are happy. The biometric system did not come to harass staff but to improve performance. I encourage all of you to key in tasks if you are to be away, but ensure your supervisors approve,” Mujuni added. He also urged line managers to understand their roles, appreciate individual efforts and interests, and avoid conflicts.

Additionally, Makerere University places a high priority on employee safety, following the Occupational Health and Safety Act of 2006. “We are committed to providing a safe working environment, reducing risks, and offering necessary safety training,” Mujuni said.

Mujuni further explained that the university’s disciplinary guidelines require employees to adhere to both Ugandan laws and Makerere’s policies. Misconduct may result in corrective actions such as written reprimands, suspension, or dismissal. Additionally, line managers are required to submit accurate monthly attendance reports to avoid discrepancies in payroll, as noted in a University Appointments Board directive.

Through these reinforced policies and a focus on strong management, the HR Chief stated that Makerere University aims to enhance staff engagement, productivity, and adherence to a high-performance standard across all departments.

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The College of Humanities and Social Sciences (CHUSS) management team—including principals, deans, heads of departments, and administrative support staff—participated in a training retreat which included aspects of leadership and office etiquette. The retreat, held on November 1-2, 2024, at Nican Resort Hotel in Entebbe, was part of the college’s ongoing efforts to foster professional growth and enhance workplace culture.

The training featured sessions on Leadership for Hope led by Ivan Kalema, and Office Etiquette presented by Dr. Gilbert Gumoshabe.

Leadership for Hope with Ivan Kalema

Ivan Kalema is a seasoned trainer who works with boards, organizations, and senior management, offering a transformative program called Leadership for Hope. With a background in engineering and finance, he found his path into corporate governance through the mentorship of a gentleman named Japheth Cuttle, who introduced him to this vital subject.

As a certified trainer for Leadership for Hope, Ivan collaborates with emerging leaders from the UK and has partnered with Marks & Spencer, a global company with operations across various regions, including Africa. His program aims to inspire individuals at all levels, driven by the belief that the principles of leadership are universal. Just as the law of gravity applies to everyone, so too do the principles of leadership resonate, whether he is speaking to professors or schoolchildren. He often shares insights that can help students enhance their academic performance, illustrating that effective leadership principles are accessible to all.

Ivan emphasizes that sustainable change cannot occur without effective leadership. “You cannot create sustainable change or transformation wherever it is without leadership,” he asserts, highlighting the necessity of cultivating leadership in order to effect meaningful change. This is a cornerstone of his message, encouraging participants to envision and create the change they desire, especially when faced with chaos or stagnation.

“A leader is a dealer of hope. In leadership, you must encounter situations of hopelessness. In homes, workplace, you will encounter the wall of hopelessness manifested in different forms no matter where you come from, which association, faith, school you went to”

A common misconception about leadership is that it is merely a position held by those with the highest rank or specific family ties. Ivan challenges this notion, arguing that true leadership is not defined by one’s background but rather by the application of essential leadership principles. He advocates for a mindset transformation, explaining that adopting specific leadership mindsets is crucial for personal and professional growth. He likens these mindsets to railway tracks built in our minds, guiding how we navigate our lives and influence our stories.

“The ship is safest at the shore of the lake, but it is not built for the shores, it is built for the high seas. By the same means a leader is created for crisis. A crisis is what separates boys from men and girls from women. A leader is not meant for good times, but for hard times- It is called a defining moment”

Central to Ivan’s philosophy is the idea of ownership over one’s narrative. He believes that everyone has a unique story, shaped by various experiences and factors, some of which may be beyond their control. “Leadership is getting hold of the pen that is writing your story,” he tells his audience. If individuals do not take charge of their narratives, they risk allowing others to dictate their stories—often with selfish motivations. He echoes Chinua Achebe’s sentiment that “until the lions begin to write their stories, the stories of the hunt will always glorify the hunter,” reminding participants of the importance of sharing their truths.

Referring to story of David and Goliath in the Bible 1samuel 17, Kalema told attendees that the greatest challenge in leadership progress is your immediate territory friends and that every leader should be aware. Success, according to Kalema is 80% showing up. David showed up and overcame Goliath.

As he concluded his session, Kalema  laid out the four levels of leadership that guide personal and communal development: leading oneself, leading relationships, leading teams, and leading organizations or communities. Each level builds upon the last, creating a framework for effective leadership that extends beyond individual success to encompass broader societal impact.

Through his Leadership for Hope program, Ivan Kalema empowers individuals to take ownership of their stories and inspire change in their communities. By fostering a culture of leadership rooted in universal principles, he believes that everyone can contribute to a brighter, more hopeful future.

He described a leader as person who has a vision, the ability to influence, a risk taker, problem solver and decision taker. He emphasized the need for all to uphold good leadership- the sacred trust held on behalf of others. He thus defined;

 “Leadership as the ability to create a story that affects the thoughts, feelings and actions of others” Kalema challenged staff that no matter where they are born, status, rank,etc they can create a story to transform the world. Kalema refers to Martin Luther King and advises that:

If you cannot be the sun, be a star because it is not by design that we all fail. If you cannot be  Vice Chancellor  at least be the best in you department. If you cannot be a forest, be a bush so that rats hide there. If you cannot be a highway, be a path so that those looking for a short cut can pass there. If you cannot be a river, atleast be a stream  so that a woman who cannot afford national water can get the water in this stream. If you cannot be a fridge, be a pot….

Office Etiquette: A Call for Professionalism and Transformation

Dr. Gilbert Gumoshabe advocated for professional conduct in the workplace and emphasized the importance of office etiquette during his training session aimed at fostering professionalism among employees. He reminded participants that while offices are permanent, those who occupy them are often temporary, underscoring the need for individuals to use their positions to drive societal transformation.

Gumoshabe defined office etiquette as a set of unwritten rules that guide employees in practicing professionalism and politeness, noting that these norms can vary from organization to organization. He explained that respectable office etiquette is crucial for building strong relationships with subordinates, colleagues, and clients, including students and parents, ultimately helping employees advance their careers.

“First impressions matter,” Gumoshabe stated, cautioning that people are often judged more quickly for bad behavior than for good. He outlined several key behaviors essential for maintaining professionalism in the workplace, including effective time management, appropriate dress codes, managing expectations, and being mindful of others.

He encouraged employees to communicate politely and respectfully, reminding them to greet colleagues and respect each other’s workspaces. “Being professional includes maintaining personal boundaries,” he noted, urging attendees to keep personal issues private and to remain focused on their professional responsibilities.

Gumoshabe stressed the significance of punctuality, sharing anecdotes about past mentors known for their reliability. He challenged attendees to consider how often students are left waiting, sometimes for hours, due to poor time management. “Being punctual says a lot about your commitment,” he remarked.

He also advised employees to dress appropriately for their roles, explaining that the impression created in the workplace lasts long after first interactions. “When shopping, consider what you wear; it reflects your professionalism,” he said, encouraging attendees to be intentional about their appearance.

The training emphasized the importance of clear communication regarding job expectations. Gumoshabe encouraged employees to approach their supervisors directly, fostering transparency and minimizing misunderstandings. “Do not let rumors dictate your understanding of your role,” he advised.

Moreover, he urged attendees to avoid gossip and negative talk about colleagues or superiors, as this can create a toxic work environment. Instead, he advocated for maintaining a friendly and respectful demeanor towards all staff members.

Being available and considerate of others in shared workspaces is another crucial aspect of office etiquette highlighted by Gumoshabe. He cautioned against being inconsiderate, such as playing loud music in shared offices or keeping colleagues waiting unnecessarily.

Access to information was also a key topic, with Gumoshabe stressing the importance of confidentiality in the workplace. “Do not share sensitive information outside the office,” he warned, noting that such breaches can lead to serious repercussions.

He concluded his session by highlighting the need for employees to actively engage with colleagues, remember their names, and communicate effectively. “Be a good listener and take the time to understand the issues at hand before responding,” he advised, reinforcing the idea that professionalism in the workplace not only fosters personal success but also contributes to a positive and productive organizational culture.

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