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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Makerere University’s Secretary, Mr. Yusuf Kiranda, has tasked the College of Humanities and Social Sciences (CHUSS) with investigating university policies and the causes of increasing anger among staff, which he says is impacting morale and productivity. Kiranda made this call during the CHUSS Retreat held on November 1, 2024, where he outlined key concerns about outdated policies, missing frameworks, and a lack of effective communication around new initiatives.

Kiranda highlighted that Makerere’s Council had directed the university management to evaluate its policy ecosystem thoroughly, noting, “There are some policies we have that are rather outdated and need to be reviewed, while others may no longer be necessary.” He emphasized the need for policies addressing emerging issues within the university, urging CHUSS to utilize the Research and Innovation Fund and to collaborate with the university’s Guild of Academic and Support Staff Union (GAMSU) for deeper insights.

A primary concern raised was the prevalent frustration and discontent among university staff, which, according to Kiranda, has been a recurring issue in management and budget discussions. He shared his observations on the rising negativity, stating, “There is anger among staff, from professors to administrative staff, and we are failing to understand why. We hope CHUSS can help us scientifically explore the roots of this dissatisfaction.”

In response, CHUSS Principal Prof. Helen Nkabala Nambalirwa assured Kiranda that the college would prioritize this task, with the School of Psychology taking the lead on the research. “The assignment was entrusted to the right college, and we are committed to understanding these issues,” Prof. Nkabala said, indicating that a dedicated team would be assembled to handle the investigation.

Kiranda also spoke about recent policy initiatives, like the biometric attendance system, which he described as a tool for accountability rather than a “policing mechanism.” He acknowledged the need for clearer communication about such policies, noting, “The narrative presented around biometrics has painted it as a restrictive measure, but it’s meant to enhance accountability and allow for better time management.” Kiranda urged CHUSS to delve into the psychological impact of such policies and explore why they are met with resistance, suggesting that inadequate consultation and misconceptions around policy changes may be fueling resentment.

On a broader note, Kiranda called for a shift in how policies are perceived, encouraging staff to focus on potential benefits rather than drawbacks. Citing an example from the recent grants management policy, he noted, “Every time a policy is introduced, the focus often leans towards what it takes away rather than its intended advantages.”

In his concluding remarks, Kiranda reiterated the Council’s commitment to prioritizing staff welfare and fostering a positive work environment. “Human resources are our most critical asset, and if we can address the underlying anger among staff, it will not only benefit Makerere but also improve the university’s overall contribution to Uganda’s higher education sector,” he stated.

This initiative marks a collaborative step towards refining Makerere University’s policy landscape and enhancing the work environment, with CHUSS taking an active role in shaping solutions.

CHUSS Staff Express Concerns on Policy Decisions, Staffing Issues, and Staff Contracts

In response to to the University Secretarry’s call to an investigation, CHUSS staff voiced growing concerns about policy decisions, staffing challenges, and post-retirement contracts, issues they say, are contributing to a demotivated work environment. The staff described a disconnect between policy decisions made at the top levels of administration and the on-the-ground realities faced by academic and support staff.

One senior staff member from the Department of Literature raised concerns over the recent merging of departments without consultation, describing the impact on morale. “When we got that kind of information, it felt like a funeral in our department,” she said, emphasizing that such unilateral decisions leave staff feeling undervalued. She added, “The Department of Literature is the face of CHUSS; such decisions impact our identity and motivation.”

The issue of post-retirement contracts emerged as another source of discontent. Some staff members who have served Makerere University for decades expressed frustration over perceived disrespect in how contract renewals are handled. “People who have served diligently for over 40 years feel they are not treated with respect,” a department head remarked, linking the feeling of indignity to broader anger among staff. He pointed out that the contracts issue and lack of consultation fuel a sense of helplessness among staff, describing it as “an emotion that comes from a sense of helplessness.”

Referring to the recent  staff associations concerns,  a staff echoed these sentiments, urging for clarity on the terms of new staff contracts, which they described as demotivating. “As association members, we are against those contracts because of how they came about—no one was consulted,” said one representative, who also defended the association’s recent prayer gathering, explaining, “When you feel you’re fighting a power you cannot change, sometimes you resort to God.”

In addition to contract and policy grievances, staff highlighted chronic under-staffing, especially in administrative roles. The College’s registrar, Ms. Florence Birawa, was singled out as an example, managing tasks for multiple schools due to the lack of support. A staff member from the School of Liberal and Performing Arts explained, “She leaves the office at 9 or 10 in the night, works throughout the weekend, yet our requests for additional support have gone unaddressed.” Staff have had to volunteer to assist with her workload, taking minutes in PhD and master’s defenses to manage the backlog.

The conversation also touched on the assumption that new staff could readily replace retiring faculty for specialized course units. One staff member disputed this notion, pointing out that certain subject areas are highly specialized, and not all qualified faculty are equipped to teach them. “There is an assumption that a pool of qualified PhD staff is available, but the reality is different. Some course units remain untaught due to a lack of specialized staff,” he said, emphasizing the need for targeted training in specialized academic areas.

The retreat provided a space for CHUSS staff to openly discuss their grievances and propose actions, including the university’s proposed research into the causes of staff discontent. Staff were appreciative of the Makerere Secretary’s acknowledgment of these challenges, with one staff member concluding, “Instead of telling us to leave if we are angry, it’s good that there is going to be a study on this issue. We need to get to the bottom of the matter and address the real causes of dissatisfaction.”

The University Secretary, Mr. Yusuf Kiranda, reassured staff that their voices would be considered as Makerere University seeks solutions to these pressing issues.

Staff Clarified on Housing, Retirement Policies, and Academic Freedom

In the discussion,Mr.  Yusuf Kiranda clarified critical issues concerning housing for staff, post-retirement contracts, and academic freedom, urging for increased transparency and understanding in policy implementation.

Kiranda expressed empathy for custodians, registrars, and security staff who work long hours and travel far to get to campus. “It is a special request,” he noted, “to consider housing provisions for these individuals who work late and sometimes face challenging commutes.” He proposed that instead of staff housing points being based on factors like marital status or family size, points should reflect the service staff provide to the university.

He also addressed the complexities surrounding post-retirement contracts, stressing the need for transparency. Originally, these contracts aimed to retain valuable senior staff due to talent shortages, he explained. “This was never meant to be an entitlement for everyone upon reaching retirement age,” Kiranda said, adding that departments must now demonstrate that retaining a staff member does not disadvantage others awaiting promotion. “The earlier we understand that a post-retirement contract comes at a cost to those who must rise, the quicker we will appreciate the complexity of this issue,” he emphasized.

On the topic of academic freedom and staff perceptions, Kiranda assured employees of their right to speak freely within the university. “There is freedom to express yourself here at Makerere; no one has been sanctioned for merely speaking,” he noted. However, he acknowledged the importance of managing public perceptions, which can affect morale. Kiranda encouraged staff to engage in constructive dialogue while recognizing that academic freedom has reasonable boundaries, especially when it pertains to respectful discourse.

He concluded by affirming the administration’s dedication to supporting staff while balancing the university’s broader operational needs, adding that policies are not static and can be revisited to address evolving challenges.

CHUSS Retreat Foster Staff Engagement, Collaboration, and Well-being

On 1^st – 2^nd November, 2024, the College of Humanities and Social Sciences (CHUSS) held a retreat at Nican Resort to provide an opportunity for staff to engage in discussions about policies and work environments that affect their daily lives and overall well-being.

The Principal Assoc. Prof. Helen Nkabala, emphasized the importance of such gatherings, noting that they create a platform for staff to shape the future direction of the college together.

“This retreat is about engagement, because it’s in environments like this that we determine our own future and how we want to move together,” Nkabala stated. She highlighted that the retreat allows leaders and staff across various categories, including support and administrative staff, to share their perspectives. “We’ve invited different groups, from college leaders to support staff, to discuss their issues and work on fostering a supportive and inclusive environment,” she added.

Nkabala pointed out that creating a positive work environment is essential for maintaining good health and mental well-being, noting that stress and dissatisfaction at work can lead to health issues. “If we’re not happy at work, life becomes harder. We want to find ways to support each other, even if it’s not always financially,” she said. The retreat encouraged staff to contribute ideas on improving their work environment and well-being, with a focus on community, collaboration, and mental health.

Reflecting on CHUSS’s goal to set an example for excellence across the university, Nkabala acknowledged the contributions of CHUSS leaders and coordinators in supporting quality assurance and improving work processes.

The retreat featured presentations and discussions on e-timetabling and biometrics system by DICTS, Higher degrees’ matters, examinations and internships. Other aspects covered were  Quality Assurance and   Academic policies and implementation by the Quality Assurance Directorate,  Human Resource policies and implementation by the Directorate of Human Resources, Audit and accountability, office etiquette and practical  team-building, games and health walks  among others.

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