makerere university for phd students... · makerere university college of health sciences ......

Makerere UniversityCOLLEGE OF HEALTH SCIENCES

Second edition

August 2011

“GUIDE BOOK FOR DOCTORAL TRAINING AT THE COLLEGE OF HEALTH SCIENCES”

“GUIDE BOOK FOR DOCTORAL TRAINING

AT THE COLLEGE OF HEALTH SCIENCES”

Makerere University

COLLEGE OF HEALTH SCIENCES

Second edition

August 2011

This document was developed in consultation with relevant academic authorities at the College of Health Sciences and use of the guidelines for Graduate Training and Research Handbook from the Directorate of Research and Graduate training at Makerere University.

© College of Health Sciences, Makerere University, 2011.

All rights in this document are reserved by the College of Health Sciences, Makerere University. The document may, however, be freely reviewed, abstracted, reproduced or translated but not for sale or for use in conjunction with commercial purposes.

i

TABLE OF CONTENTS

ABBREVIATIONS/ACRONYMS .............................................................................................. iv PREAMBLE .................................................................................................................................. v ACKNOWLEGDEMENT ........................................................................................................... vi1.0 APPLICATION AND ADMISSION AT A GLANCE ................................................................ 1 1.1 General requirements ......................................................................................................... 1

OVERVIEW I: THE PROCESS OF REGISTRATION TO GRADUATION ............................ 32.0 SELECTION OF TOPIC ............................................................................................................. 4

2.1 Supervision .......................................................................................................................... 4

2.4 Mentors ................................................................................................................................ 7

3.0 HOW TO APPLY FOR PROVISIONAL ADMISSION ........................................................... 8

3.4.1 Method of Submission of Application ............................................................ 11APPLICATION TO THE SCHOOL OF POSTGRADUATE STUDIES .................................... 12

4.0 HOW TO APPLY FOR FULL ADMISSION ............................................................................ 154.1 Full Proposal .................................................................................................................. 15

5.0 MONITORING OF PROGRESS ............................................................................................ 19

6.0 EXAMINATION .................................................................................................................. 24 OVERVIEW II: ROAD TO DEFENCE ..................................................................................... 257.0 THESIS ...................................................................................................................................... 26

8.0 THE COLLEGE HEALTH SCIENCES DOCTORAL STUDENTS FORUM ............................. 31

............................................................................ 32 APPENDICES ........................................................................................................................... 35

I Joint Degree Program– College of Health Sciences, Mak and other Institution ...... 35II Forms ..................................................................................................................................... 39III Proposed course requirement for PhD Candidates, MakCHS .................................... 54

ii

ABBREVIATIONS/ACRONYMS

DSc Doctor of Science

DrPhD Doctor of Public Health

DRGT Directorate of Research and Graduate Training

HDREC Higher Degrees Research and Ethics Committee

MD Doctor of Medicine

Mak Makerere University

PhD Doctor of Philosophy

SBU Stanbic Bank Uganda

UNCST Uganda National Council for Science and Technology

iii

PREAMBLE

The Faculty of Medicine was established in 1924 and by 2009 it had become the most complex faculty at Makerere University (Mak), Kampala, Uganda; having the largest number of departments (24 of them), one centre, one institute, two units and a medical library. The Faculty offered both undergraduate and postgraduate education and doctoral programmes. A major objective of the 2000-2004 Strategic Plan for the Faculty was to transform the Faculty of Medicine, together with the School of Public Health, into a College of Health Sciences comprising of four Schools. In addition, there were plans to introduce new pedagogic methods, to strengthen strategic collaborations with other universities and stakeholders in Uganda and around the world, and to enhance research capacity.

On 1st July 2008, the Makerere University College of Health Sciences was established and was reconstituted as a semi-autonomous unit within the university. The College comprises 4 schools: Biomedical Sciences, Health Sciences, Medicine and Public Health. The mission of the College of Health Sciences is to improve the health of the people of Uganda through innovative and responsive teaching, learning, research and provision of services. The overall goal of the transformation of the institutions was to give room for expansion in order to improve the health worker-to-population ratio in Uganda, and strengthen the capacity of the country’s health sector. In this pursuit, strengthening of research and research capacity would improve the quality of under and postgraduate education and in-service continuing health professional development. As part of the process of improving higher degree training at MakCHS, great attention is paid to doctoral education to ensure quality in training and research so as to eventually impact science and health service delivery.

With the establishment of the College, there is a growing demand for coordination and guidance in the pursuit for higher education. Lessons learnt from the past have dictated the need to have a guide that encompasses the different approaches to doctoral training. The growing number of trainees at MakCHS necessitates the provision of a guide to students irrespective of the school of registration or source of funding. Based on the ongoing research collaboration between our College and the Karolinska Institutet (KI), Stockholm, Sweden, students have the option to register for their postgraduate studies at Makerere and at KI for a joint Doctor of Philosophy (PhD) degree. At KI this process is facilitated by the availability of a practically oriented registration manual. It was therefore imperative that a similar document was developed for our College.

The aim of this document is to clearly lay out the sequential steps a prospective PhD student

thus assisting students who have a research curiosity to pursue their interests. The document provides practical guidance to doctoral students and their supervisors. It is our hope that this guide will thus assist students to successfully navigate the process and challenges which would otherwise deter them from pursuing their research.

iv

ACKNOWLEGDEMENT

The document was originally developed by the then Makerere University Faculty of Medicine (FOM) in collaboration with Dr. Cristina de Carvalho Nicacio as secretary, with additional input from Dr. Stefan Peterson and Prof. Hans Rosling, Dept. of Public Health Sciences, Div. of International Health (IHCAR), KI. Others who made contributions then included Prof. Opuda-Asibo, then Acting Director of the School of Graduate Studies, MU, and Dr. Celestino Obua, Faculty of Medicine, Dept. of Pharmacology and Therapeutics, Mak Chairman of the FOM PhD Student Association, and lastly Dr. Elly T. Katabira, who was then Deputy Dean for Research, at Mak FOM. Their contributions are recognised and greatly acknowledged. Drs. Noeline Nakasujja, Lynn Atuyambe, Elialilia Okello and Fred Bwanga have contributed to the revision of this PhD book and I thank them for this effort. I wish also to thank all other individuals that were involved in the revision process including the Directorate of Research and Graduate Training & the MakCHS Research and Graduate Training committee.

I am grateful to (Wellcome Trust) who supported the revision process through the projects they fund which are the Malaria Capacity Development Consortium and Training Health Researchers into Vocational excellence (THRiVE).

Prof. Nelson K. Sewankambo

Principal, College of Health sciences, Mak

2011

v

1

1.0 APPLICATION AND ADMISSION AT A GLANCE

1.1 General requirements

1.2 Upgrading of candidature

32

OVERVIEW I: THE PROCESS OF REGISTRATION TO GRADUATION STEP 1 CONCEPT TO FULL REGISTRATION STEP II STEP III 4 PAPERS (2 ACCEPTED, 2 SUBMITTED)

Identification of student/topicIdentification of supervisors/co-supervisors

Formation of Doctoral committeeApplication, Concept paper and

credentials of supervisors presented to DRGT

Higher Degrees Research and Ethics Committee (HDREC) Directorate of Research &

Graduate Training

Provisional Registration (<1 year)

Full Registration

Progress report(every 6 months)

Dissertation

Research proposal Higher Degrees Research and Ethics

Committee

Corrections

Examination by three examiners

(incl. one external)

Public Viva voce examination -Presentation and discussion

(5 member examination panel)

Award of degree and Graduation

MakerereUniversity

2012

Conduction of research and course work

Half-time review seminar(after approx. 1 1/2 years)

(after 4 six monthly progressive reports)

Vetting and correction of concept

Admission letter

OVERVIEW I: THE PROCESS OF REGISTRATION TO GRADUATION

4

2.0 SELECTION OF TOPIC

2.1 Supervision

5

2.1.1 Supervisors’ responsibilities

2.1.2 Supervisory meetings

2.1.3 Reviewing written work

6

2. 2 Doctoral committee

2.2.1 Roles of the Doctoral Committee

2.3 PhD student’s responsibilities

7

their work

2.4 Mentors

2.5 The Higher Degrees Research and Ethics Committee

8

3.0 HOW TO APPLY FOR PROVISIONAL ADMISSION

3.1 Upgrading of candidature

3.2 Concept paper preparation

9

3.2.1 Submission of concept paper

10

3.2.2 What next after approval of the concept paper?

11

3.4.1 Method of Submission of Application

12

APPLICATION TO THE SCHOOL OF POSTGRADUATE STUDIES

The application to the DRGT should contain the following documentation:

3.5 Funding for research studies

3.5.2 Payment of fees

For fees currently charged, contact the DRGT.

13

3.6 Provisional admission

14

3.8 Registration with hall of residence

15

4.0 HOW TO APPLY FOR FULL ADMISSION

4.1 Full Proposal

16

4.1.2 Research proposal approval

17

4.1.3 Submission of Research proposal to the Directorate of Research and Graduate Studies

4.1.4 Ethical permissions

18

For more information contact;

4.1.5 Full admission

19

5.0 MONITORING OF PROGRESS

Guidelines for Transfer of Credit Units

5.1 Progress report (6 months)

20

5. 2 Half-time review/seminar

5.2.1 Time Limits

21

5.3 Postgraduate courses

22

5.3.1 Statistical support

5.3.2 Meetings

23

6.0 EXAMINATION

and,

2417

OVERVIEW II: ROAD TO DEFENCE

The HDREC of the College of HealthSciences recommends examiners and viva voce panel for consideration by the Board of the DRGT

Six months before submission

StudentUniversity

Give notice of your intent to submit a thesis/dissertation to the Director of the DRGTthrough the supervisor(s) and Dean of your School. The Head of Department and College Registrar should be informed

Dissertation is submitted to the DRGT, within the six months of initial notices of intent to submit

Dissertation is sent toexaminers by the College PhD coordination office

Dissertation examined by three examiners, of which one is external, within three months

Two to four weeks before viva voce

examination

Viva voce examination

Award of degree

The candidate is given notice for viva voce examination by the Dean of the School within MakCHS

Preparation of presentation for viva voce examination

The Dean of the School sends the dissertation to the viva voce panel, which reads it

The examiners send their reports to the DRGT, which forwards them to the Dean of the School/Principal of the College

OVERVIEW II: ROAD TO DEFENCE

25

7.0 THESIS

7.1 Instructions for writing thesis:

26

©

7.1.1 Thesis format

27

7.1.2 Examination by examiners

OR

OR

28

7.1.3 Viva voce examination

7.1.4 Printing and binding of thesis

7.1.5 Award of degrees

29

7.1.6 Graduation ceremony

30

8.0 THE COLLEGE OF HEALTH SCIENCES DOCTORAL STUDENTS FORUM

8.1 Facilities

31

8.2 How to handle unfortunate situations

1. Suspension

2. Ordinance.

3. Withdrawal of the right to be a supervisor.

4. The Postgraduate Ombudsman

5. Problem management procedures

32

7. Academic appeals:

8. Practicalities

33

Identity Cards

Quality assurance

8.2.1 Further information

Addresses:

34

APPENDICES

I Joint Degree Program– College of Health Sciences, Mak and other Institution

Eligibility and Registration

(a) Eligibility

(b) Application process

(c) Registration

Supervision of Research

(a) Requirements for supervisors

35

(b) Ethical Approval

Period of Candidature

Course Requirements

Financial Matters

(a) Fees

(b) Research scholarship and traveling expenses

Continuation, Withdrawal and Termination of Candidature

Examination: Thesis

36

(a) Written thesis

(b) Oral defence of thesis

(c) Examining committee meeting

37

Graduation and Award of Degree

(a) Graduation

(c) Transcript

38

II Forms

39

Form I

MAKERERE UNIVERSITY

COLLEGE OF HEALTH SCIENCES / SCHOOL OF ...........................................

41

Form II

MAKERERE UNIVERSITY


42

Form III

MAKERERE UNIVERSITY


43

Form IV

MAKERERE UNIVERSITY


44

Form V

MAKERERE UNIVERSITY


45

Form VI

MAKERERE UNIVERSITY


46

Form VII page 1(5)

MAKERERE UNIVERSITY


Notice for Submission of thesis for the award of the degree of Doctor of Philosophy of Makerere University

RECOMMENDATION OF EXAMINERS AND VIVA VOCE PANEL BY THE HIGHER DEGREES RESEARCH AND ETHICS COMMITTEE

1. The PhD student:

2. The supervisors:

47

Form VII 2(5)

MAKERERE UNIVERSITY


I.

II.

III.

48

Form VII 3(5)

MAKERERE UNIVERSITY


5. Summary by the main supervisor concerning the development and the independence of the PhD student attained during the research education

49

Form VII 4(5)

MAKERERE UNIVERSITY


6. Six-member viva voce panel recommended by the HDREC, School of ......................:

51

Form VII 5(5)

MAKERERE UNIVERSITY


7. Examiners recommended by the HDREC, Faculty of Medicine:

Recommendation of viva voce panel and examiners by:

52

Form VIII

MAKERERE UNIVERSITY


53

III Proposed course requirement for PhD Candidates, MakCHS

Proposed course curriculum:

Introductory course, 5 weeks (= 5 credit points).

Basic courses, 3-5 weeks (= 3-5 credit points).

Seminar series, journal clubs, workshops, meetings or conferences, 3-5 weeks (= 3-5 credit points).

Makerere UniversityCOLLEGE OF HEALTH SCIENCES

Second edition

August 2011

“GUIDE BOOK FOR DOCTORAL TRAINING AT THE COLLEGE OF HEALTH SCIENCES”

makerere university for phd students... · makerere university college of health sciences ......

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