Policies and Processes: Managing Graduate Training at Makerere University

1. Policies and Processes: Managing Graduate Training at Makerere University The CHUSS Graduate Management Retooling Seminar (21/6/2018) David OkelloOwiny Deputy Director (Admin) DRGT

2. Introduction • On July 1, 1970, Makerere became an independent national university of the Republic of Uganda, offering undergraduate and postgraduate courses • Earlier Makerere offered undergraduate and postgraduate courses under the University of London (from 1949) and University of East Africa (from 1963)

3. Introduction • School of Postgraduate Studies (SPS) was established by Mak Council in 1994 • SPS was renamed School of Graduate Studies (SGS) in 1998 • SGS was to coordinate graduate training, research and outreach for the university • Directorate of Research and Graduate Training (DRGT) was formed in 2010

4. Functions of SGS • The functions of the SGS include the following; • To monitor the registration status and the progress of postgraduate students at different levels and in different faculties/institutes/schools • To identify sources of and solicit for funds to support research and post graduate programmes • To liaise with other universities and institutes/organisations on postgraduate research activities • Producing an annual update on on-going research and publications in the university • To provide courses and organising workshops, seminars, symposia on research activities

5. Functions of DRGT • ADMISSION • Advertise graduate admissions • Receive Application forms • Enter bio-data • Disburse application forms to Colleges • Open files for students • Process Admission letters • Send admission letters to Colleges for disbursement • REGISTRATION • Register all Makerere University Business School Students (MUBS) + Affiliated Institutions

6. Functions of DRGT • EXAMINATION & AWARD • Receive students’ final Thesis • Receive graduation lists for final checking for graduation • Custodian of all graduate student files, data base and examination results • Ensuring quality and uniformity in academic programmes, examination processes and the entire graduate training processes • Formulating guidelines for Thesis/Dissertation examination • Monitoring implementation of university policies and regulations concerning graduate training • Processing and issuance of letter of award

7. Functions of Colleges • ADMISSION • Consider applications • Recommend prospective students to the Board of Research and Graduate Training • REGISTRATION • Registration of first years • Registration of continuing students • Registration of withdrawals/ extensions • Registration of retakes • Send copies of registration forms DRGT for filing

8. Functions of Colleges • EXAMINATIONS AND AWARD • Nominate supervisors (School Level) and appoint supervisors (Academic Board) • Nominate and appoint Internal and External examiners • Send the minutes and details of supervisors, examiners to the students’ file at DRGT • Receive students’ progress reports • Identify and appoint Doctoral Committee members • Receive student books for examination • Send the Thesis for Examination • Receive Reports from Examiners

9. Functions of Colleges • EXAMINATIONS AND AWARD • Organise viva voce/Public defense • Send minutes of viva voce, examiners’ reports to DRGT • Process payment for supervisors, internal and external examiners • Receive, and send the final cleared, endorsed copy of the thesis to DRGT • Approval of results by College Academic Board considers and sends copies of results to DRGT • Clear students for graduation • Send graduation lists to DRGT for final approval by Board

10. Policies & Processes • Policies that guide graduate training can be categorized into the following: • Admission • Registration • Teaching & Learning • Research & Supervision • Examination and Award

11. Admission Policies & Processes • Admission for PGD • Bachelor’s degree or its equivalent from a recognizedUniversity in a subject or subjects relevant to the course applied for • Admission for Masters • Bachelor’s degree or its equivalent from a recognizedUniversity in a subject or subjects relevant to the course applied for • Applicants with lower qualifications must show evidence of academic growth(research, publications or a relevant Postgraduate Diploma)

12. Admission Policies & Processes • Admissions for PhD • Master’s degree from a recognizedUniversity in a field relevant to the area of further studies • First degree graduates who wish to register for PhD would normally register for a master’s degree first and after a year or two of satisfactory progress may apply for upgradingof their candidature to PhD level (policy has not been implemented except for MISR MPhil/PhD)

13. Admission Policies & Processes • Recognized institutions • Makerererecognizes institutions which have been Accreditedor grantedaCharteror which operate by an Act of Parliamentor by aStatute • Foreign universities shall be recognized if the information got from NCHEor Embassy attests to the fact that it merits recognition

14. Admission Policies & Processes • Provisional & Full Admissions • All successful applicants are given Provisional Admission then a Full Admission after paying 60% of the fees and registering • Applicants of PhD by research and thesis are given Provisional Admission (1 year) based on their concepts/synopsis • Full Admission (3 years) of student of PhD by research and thesis is given after defending the proposal (and ethical – IRB – clearance where applicable)

15. Admission Policies & Processes • Credit transfer • Must satisfy the admission requirement for the academic program(s) applied for • Must submit an official academic transcript(s) and certificate from a recognized University/institution in which he/she was previously enrolled • Must have obtained the equivalent of CGPA of ≥3.0 • Will not transfer to Makerere University more than 60% of the graduation load of the programme applied for • Will not transfer the equivalent of credits in a course in which she/he obtained a GP was lower than 3.0 • Application is accompanied with recommendations

16. Registration Policies & Processes • Registration • When you are not registered, you a NOT a student! • Registrations are done at Colleges but copies of documents should be sent to DRGT • Registration is done 3 weeks from the beginning of a Semester • Any student who has not registered according to the timeframe is considered to have declined the offer • No place is reserved for anyone, therefore one who does not register will apply afresh when the place is advertised • Requirement for registration – Evidence of payment of University fees !! • Registration is done annually

17. Registration Policies & Processes • Withdrawal and Extension • First year students may withdraw after paying 60% tuition and all functional fees • Continuing students who cannot complete within the time allowed, may apply for extension • Withdrawal application is the supervisor, is considered by HDRC and granted by College Academic Board • Only 2 withdrawals allowed and each withdrawal shall not exceed a period of 1 academic year. • The student extends at his/her cost (a quarter of 1 year tuition fee and functional fees)

18. Registration Policies & Processes • Deregistration • A student who has overstayed by more than 2 years beyond the allowable extension period shall be deregistered • A de-registered student may apply for a terminal diploma if he/she qualifies • A deregistered student may appeal to the College Board for re-instatement, and if successful a fee is charged (All pending fees + a third of 1 year tuition fee and function fees)

19. Teaching and Learning Policies & Processes • Graduate programmes • Masters programmeshave 4 study plans • Plan A, B, C, & D • Plan A & B are commonly used • PhD Programmes • PhD by coursework and thesis • PhD by research and thesis • MPhil/PhD (only in MISR)

20. Teaching and Learning Policies & Processes • Plan A: • Coursework and dissertation • Dissertation examined externally and internally • Dissertation defended in a viva voce • Plan B: • Course Work and Project/Field Report • Coursework that shall constitute 75% of the entire work load for the Degree • Internal examinations of Projects/Reports is mandatory

21. Teaching and Learning Policies & Processes • Plan C: • Coursework load shall be 85% plus Examinations and 15% Seminar Series • Plan D: • Research and dissertation without coursework. Least popular plan

22. Teaching and Learning Policies & Processes • Crosscutting courses (PhDs) • Advanced Research Methods (Core) • Philosophy of Methods (Core) • Advanced Gender Research Studies • Statistical Methods and Computer Applications in Research • Qualitative Data Management and Analysis • Information Competence and Management • Scholarly Writing and Communication Skills (Core) • Others may be specific to the area of study

23. Teaching and Learning Policies & Processes • Progress reports • Submit thru supervisor twice a year • Progress reports are done using a form • Is one of the checklists for graduation

24. Teaching and Learning Policies & Processes • PhD Study Plan • Helps to plan for the study and research activities • SP specifies the goals of the doctoral research, both in the short and long term • Student works with the supervisors to develop an individual study plan • Once finalised and agreed upon, SP shall be signed by both the supervisor and the student. • SP is the contract between the supervisee (student), the supervisor and College • The study plan is a useful guideline, useful in evaluating progress and subject to periodic reviews

25. Research and Supervision Policies & Processes • Supervision • At least 2 supervisors per graduate student • Supervisors are appointed by College Board (D/Principal) • Supervisors must have expertise in the study field • Supervisors’ shall post their profile and academic work/publications on the university website • The maximum supervision load is three (3) doctoral students and not more than five (5) Masters Students at any given time • Before you accept to supervise a student, make sure that you have the time and the competence to do so

26. Research and Supervision Policies & Processes

27. Research and Supervision Policies & Processes • Doctoral committees • Appointed by the College • A DC is based at Dept. level, Composed of 3 – 5 persons • Constituted by Supervisors, HOD/Dean and 2 other experts deemed vital in the field • Monitors the student’s progress throughout the study period • Monitors research proposal development process • Assess the intellectual challenges and merits of the research • Ensure safety/ethical/legal issues in the study • serve as the student’s advisory and performance assessment committee

28. Research and Supervision Policies & Processes • Research • A candidate is not allowed to start on research or project work unless he/she has passed the taught courses • Masters students on Plan A submit proposals 2nd week of year II Semester I (Sem3) • Plan B 2nd Week of year II Semester II (sem4)

29. Research and Supervision Policies & Processes • Introduction • Literature Review • Methodology • Main Findings • Discussion of Results • Conclusions and Recommendations • Appendices • Title Page • Acknowledgments • Table of Contents • List of Tables • List of Figures • Abstract Monograph (e.g)

30. Research and Supervision Policies & Processes • Compilation of published papers/Chapters (e.g) • Title Page • Acknowledgments • Abstract • Table of Contents • General Introduction • General Literature Review • General Methodology • Published article • Published article • Published article • Published article • General Discussion • Conclusions and Recommendations • Appendices

31. Examination and Award Policies & Processes • Intention to submit dissertation/thesis examination • Before submission candidate gives written notice • 6 monthsPhDs • 3 months Masters • must be endorsed by the Supervisor • The written notice contains the proposed title and an outline of the plan and scope of work. • PhD candidates submit their thesis by the end of their 3rdyear of Full Registration. • MUST have been under regular and approved supervision for at least 2 yrs

32. Examination and Award Policies & Processes • Nomination & appointment of examiners • When a candidate gives notice of submission: • The School HDRC recommends the examiners and viva voce panel for approval and appointment by CAB • CAB appoints 2 Internal and 1 Ext. examiner (External to the University!!) (approval and appointment usually done by the Deputy Principal) • On submission, the College sends the books to examiners (given 3 months to examine)

33. Examination and Award Policies & Processes • Examination reports • Examiners are expected to submit their reports within 3 months to the College (Pass mark is 60%) • If the marked is below pass mark .e.g. 50% the student is permitted to re-submit only ONCE • A thesis can be recommended for re-writing and re-examination by any of the examiners • Students who fall under this category shall pay re-submission fees for examination, registration, admission and Library • A re-submission that fails the second time is Rejected/student dismissed and student offered a Certificate of due performance, indicating Failed Dissertation/Thesis, BUT student can appeal

34. Examination and Award Policies & Processes • Public defence/Viva voce • Where two reports are favourable, one of which must be from the External examiner, the School goes ahead to conduct the public defence • After the viva, a copy of the minutes is sent to the DRGT • A student attends to the concerns/queries raised by the examiners and the panel under guidance of one of the internal examiners • The student writes a compliance report • The overseer writes a recommending the candidate for the AWARD

35. Examination and Award Policies & Processes • Documents required for Award • Proof of payment of university dues • Coursework examination results and accompanying minutes of the College Academic Board (PhD by coursework & Masters Plan A) • Proof of registration (registration certificates) • Copy of Intent to submit • Letter of submission of dissertation / theses for examination • Copies of Examiners’ reports

36. Examination and Award Policies & Processes • Documents continued • Minutes of Public defense/viva voce • Clearance letter by the person who over saw corrections • Compliance report by student to show that comments were addressed • Two hard bound copies and a soft copy of thesis • Copies of at least 2 Publications (PhD) • Soft copy of citation (PhD)

37. Thank you