About This System
The Makerere Electronic Graduate Supervision (e-Supervision) system is the official digital platform for managing your graduate research journey at Makerere University. It organises your entire supervision process in one place — from your very first concept paper to the final completion of your thesis.
Follow your progress through concept paper, proposal, intent, and thesis with clear status updates.
Receive structured, written feedback from your supervisors on every submission.
Submit periodic progress reports required by your college schedule.
Log milestones and research tasks so supervisors can track your work between formal submissions.
The Dashboard always tells you what action is required from you at each stage.
Supports both Masters and PhD pathways — the same menus apply, with different timelines and committees.
Who Can Use This System
Access is restricted to students meeting both conditions below. Both must be true — meeting only one is not sufficient.
| Condition | Detail |
|---|---|
| Enrolled for 2025/26 Sem II | You must be officially enrolled in the current academic year and semester. Students from prior years or semesters are not automatically included. |
| Set up in the system | Your student record must have been loaded into e-Supervision, typically through synchronisation with ACMIS. This is done by your college — it does not happen automatically on enrolment. |
Before You Log In
Before your first session, make sure you have the following in order:
This is the email the university holds on record — not a personal Gmail or Yahoo. Check the ACMIS portal or ask your college if unsure.
When your account is created, the system may send you a verification link or temporary password. Check your inbox and spam/junk folder before logging in for the first time.
Use an up-to-date version of Google Chrome, Microsoft Edge, or Mozilla Firefox. Older browsers or Internet Explorer are not supported.
Uploads and auto-saves require reliable connectivity. Avoid uploading large documents over a mobile hotspot or intermittent Wi-Fi.
How to Log In
Use the link provided by your college. There may be separate production and staging links — use the production link for all official submissions.
Tap the Login button on the homepage.
Type carefully — the email must match your ACMIS record exactly, including capitalisation.
If prompted, open the verification link sent to your ACMIS email and follow any on-screen instructions, which may include setting a new password.
After a successful login you will be taken to your personal Dashboard — your home base for all supervision activity.
The Dashboard
The Dashboard is your home screen after login. It gives you a real-time summary of your current position in the research workflow and what to do next.
| Dashboard Section | What It Shows |
|---|---|
| Research Progress | Your current stage in the workflow (concept, proposal, intent, thesis) and a visual indicator of progress. |
| Next Step | The specific action the system expects from you right now — always check this first when you log in. |
| Supervisors | Names and contact details of your assigned supervisor(s). If empty, contact your College Registrar immediately. |
| Recent Activities | A summary of your latest logged research activities and submissions. |
Your Overall Research Journey
The system follows a defined sequence of stages. Your Dashboard → Next Step always tells you where you are. Not every student starts at Stage 1 — if you joined mid-process, you will be placed at the appropriate stage.
Running in parallel throughout all stages, these two tools support ongoing supervision:
| # | Stage | Description |
|---|---|---|
| 1 | Concept Paper | First formal document. Supervisors review and either approve, request revision, or reject. |
| 2 | Research Proposal | Full proposal, after concept is approved. Goes through supervisor review then committee review pathway. |
| 3 | Research Intent | Formal declaration of intent to submit thesis, made after the proposal is authorised. |
| 4 | Thesis | Thesis submission, supervisor and committee review, examination, defense, and final completion. |
Research Activities (Activity Log)
The Activities area is your ongoing research logbook. Use it to record milestones, tasks, and progress between formal submissions — for example, blocks of literature review, ethics preparation, or chapter drafting. Supervisors can view your activities and leave comments.
7.1 Where to Find It
Go to Activities in the main navigation. You will see a list of your own activities (as a student). Open your timeline for a chronological view, or open an activity detail page to work with one item.
7.2 What You Can Do
| Action | How and When |
|---|---|
| Create activity | Add a title, description, and start date (and end date if applicable). Use clear, specific titles — e.g. "Literature review — Chapter 2". |
| Update activity | Edit details while work is in progress, where the system allows editing. |
| Upload attachment | Attach PDF files (drafts, notes, evidence) using the upload control on the activity detail page. |
| Mark complete | When the work is done, mark the activity as completed. This updates its status and, where applicable, its end date. |
| Read comments | Supervisors (and sometimes others) may comment on your activities. Read these and respond in line with your college's guidance. |
7.3 Activity Statuses
| Status | What It Means |
|---|---|
| IN_PROGRESS | You are still working on this activity. It is visible to your supervisor. |
| PENDING_REVIEW | You have submitted or flagged this activity as ready for supervisor review. |
| REVIEWED | Your supervisor has reviewed the activity. Check the comments section for feedback. |
| COMPLETED | This piece of work is finished and closed. |
Concept Papers
Your concept paper is the first formal academic document you submit in e-Supervision. It introduces your research idea to your supervisor before you develop the full proposal. Supervisors review it and either approve it, ask for revisions, or reject it.
8.1 Prerequisites
- You are enrolled for 2025/26 Semester II and set up in the system.
- At least one supervisor is assigned to your record (visible on the Dashboard).
- Your concept document is prepared as a PDF, following your college or programme guidelines for length and format.
8.2 Typical Length Expectations
The system does not strictly enforce document length, but institutional guidance typically expects:
- Typically 3–5 pages
- More detailed introduction to the research problem
- Consult your school or department for exact format
- Typically 1–2 pages
- Concise statement of the research problem and objectives
- Consult your school or department for exact format
8.3 What You Do in the System
| Action | When to Do It |
|---|---|
| Create / open concept | From the Concept Papers menu. Fill in the required details and upload your document as a PDF. |
| Submit for review | When your document is ready, submit it. Your supervisor(s) will be notified and the status changes to PENDING_REVIEW. |
| View feedback | Read supervisor comments and approval records on the concept detail page. Check regularly after submission. |
| Resubmit | If the status becomes REVISION_REQUIRED or REJECTED, address the feedback, upload a revised version, and resubmit as instructed by the on-screen prompts. |
8.4 Concept Paper Statuses
| Status | What You Should Do |
|---|---|
| PENDING_REVIEW | Your concept is with your supervisor. Wait for their response. You may view the submission but cannot normally unsubmit — follow your college's rules on withdrawal if needed. |
| APPROVED | Proceed to the Research Proposal stage when the Dashboard prompts you. This is a significant milestone. |
| REVISION_REQUIRED | Read the feedback carefully, update your concept document, and resubmit using the option on the concept detail page. |
| REJECTED | A rejection usually means a substantial rethink is required. Read the feedback, consult with your supervisor directly, and follow your college's process for resubmission. |
8.5 Versions and Files
The system keeps a record of uploaded concept paper versions. Always use the latest version table on your concept page to confirm the current file. Upload only PDF files unless a form field explicitly allows another type.
Research Proposal
After your concept paper is approved, you move on to your full research proposal. This is a more detailed document that goes through supervisor review first, and then committee review (the specific committee depends on whether you are a Masters or PhD student).
9.1 Prerequisite
9.2 What You Do in the System
| Action | When |
|---|---|
| Create / open proposal | From the Proposals menu. Attach your proposal document (PDF). |
| Submit for supervisor review | When your draft is ready and agreed with your supervisor, submit it to begin the review cycle. |
| Address revisions and resubmit | If the status shows any "revisions required" state, read the feedback, make the necessary changes, and use the resubmit option shown on-screen. |
| Track status | Open View Proposal to see the current stage and any comments from supervisors or committee members. |
| Committee-related steps | Follow any prompts for committee review or defense scheduling — your college defines the actual meeting dates and processes. |
9.3 Proposal Statuses Explained
| Status | What It Means For You |
|---|---|
| SUPERVISOR_REVIEW | Your supervisors are reviewing the proposal. Wait; check back regularly for updates. |
| MINOR_REVISIONS_REQUIRED | Small changes needed. Read the comments, revise the document, and resubmit. |
| MAJOR_REVISIONS_REQUIRED | Substantial rework required. Read the feedback carefully, and consider discussing with your supervisor before resubmitting. |
| COMMITTEE_REVIEW | Your proposal is now with the relevant committee (School Higher Degrees Committee for Masters; Doctoral Committee for PhD). |
| COMMITTEE_REVISIONS_REQUIRED | The committee has asked for changes. Address all points raised and resubmit. |
| MAJOR_COMMITTEE_REVISIONS_REQUIRED | Significant committee-driven revisions required. A thorough rework is expected before resubmission. |
| PROPOSAL_APPROVED_RESEARCH_AUTHORIZED | Your proposal is fully approved and your research is authorised. You may proceed towards Research Intent and eventually Thesis. |
9.4 Masters vs PhD — Key Differences
- Reviewed by the Doctoral Committee pathway
- Typically more intensive supervisor and committee cycles
- Longer overall review timeline expected
- Committee meeting rules set by your college/graduate school
- Reviewed by the School Higher Degrees Committee pathway
- Typically fewer revision cycles than PhD
- Shorter overall review timeline expected
- Committee meeting rules set by your college/graduate school
Research Intent
The Research Intent is your formal declaration of intent to submit a thesis. It is submitted after your proposal is fully authorised. Consult your programme handbook for the exact meaning and any accompanying declarations required by your college.
10.1 Prerequisite
10.2 What You Do in the System
| Action | Description |
|---|---|
| Submit intent | Complete the intent form in the Intents menu and upload any required supporting documents (PDF format). |
| View intent | Track the acknowledgement status and any follow-up required from you. |
10.3 Intent Statuses
| Status | Meaning |
|---|---|
| SUBMITTED | Your intent has been lodged in the system. Wait for acknowledgement. |
| ACKNOWLEDGED | Your intent has been officially noted. Proceed as directed by your college or the Dashboard next step. |
Thesis
The Thesis stage is the final and most substantial part of your research journey in e-Supervision. You submit your thesis document, go through supervisor and committee review, face examination by appointed examiners, defend your work, and receive the final completion decision.
11.1 The Four High-Level Phases
11.2 Masters vs PhD — Key Differences
| Topic | PhD (typical) | Masters (typical) |
|---|---|---|
| Supervisor review | Often longer / more revision cycles | Often shorter |
| Examination notice period | Often 6 months advance (institutional rule) | Often 3 months advance |
| Defense committee | Doctoral Committee | School Higher Degrees Committee |
| Review intensity | Typically more intensive with QA steps | Typically fewer formal review layers |
11.3 What You Do in the System
| Action | When |
|---|---|
| Submit thesis | When the thesis stage opens on your Dashboard. Upload your thesis document and any required supporting files (PDF). |
| Resubmit after revisions | If the status shows minor or major revisions required by supervisors or committee, address all feedback and resubmit using the on-screen option. |
| View feedback | Check the comments on your thesis record regularly. Supervisors, committee members, QA reviewers, and examiners may all leave comments at different stages. |
| Follow examination and defense steps | Complete any additional steps shown on your thesis page (e.g. corrections after examination, confirmation of defense date) as your college enables them. |
11.4 Full Status Reference
Statuses move as supervisors, committees, quality assurance reviewers, registrars, and examiners each take their turn. Here is the complete reference:
| Status | What It Means For You |
|---|---|
| SUPERVISOR_REVIEW | Your supervisor(s) are reading and assessing the thesis. Wait; check for comments. |
| MINOR_REVISIONS_REQUIRED | Small changes requested by supervisors. Revise and resubmit. |
| MAJOR_REVISIONS_REQUIRED | Substantial rework required by supervisors. Discuss with your supervisor before resubmitting. |
| COMMITTEE_REVIEW | With the relevant committee (Doctoral or School Higher Degrees). Wait for outcome. |
| COMMITTEE_REVISIONS_REQUIRED | Committee-level revisions requested. Address all points and resubmit. |
| MAJOR_COMMITTEE_REVISIONS_REQUIRED | Major committee-driven revisions. Thorough rework expected. |
| QUALITY_ASSURANCE | Under quality assurance review. Wait for outcome. |
| QUALITY_ASSURANCE_REVISIONS_REQUIRED | QA has identified issues. Address them and resubmit. |
| EXAMINATION_READY | Your thesis is cleared for examiner assignment. No action required from you at this point. |
| UNDER_EXAMINATION | Appointed examiners are reviewing your thesis. This may take several weeks — do not contact examiners directly. |
| EXAMINATION_DECISION | The post-examination decision step is underway. Await the formal outcome communication. |
| DEFENSE | You are at the defense / viva stage. Prepare for and attend your scheduled defense. |
| MINOR_CORRECTIONS | Minor corrections required after defense. Complete and submit within the deadline given. |
| REDEFENSE_REQUIRED | A further defense is required. Follow your college's instructions and prepare accordingly. |
| COMPLETED | The process is finished for awarding purposes. Confirm with your college for formal graduation steps. |
Progress Reports
Progress reports are periodic written accounts of your research progress submitted according to your college's schedule — typically each semester or quarter. They are distinct from the Activities log: a progress report is a formal document covering a whole period, while activities are individual logged tasks.
| Action | Description |
|---|---|
| Submit report | In the Progress Reports menu, create or open the report for the required period (e.g. Semester I, 2025/26). Fill in the required fields and submit by your college's deadline. |
| Upload attachments | If your college requires supporting documents, attach them as PDF files where the form allows. |
| Read supervisor feedback | Supervisors may comment on each report. Check the report detail page regularly after submission and respond as instructed by your college. |
Other Menu Areas
| Area | What It Is For |
|---|---|
| ⚙️ Settings / Profile | Update your password or profile details (name, contact information) where the system permits changes. |
| 📅 Meetings | If your college has enabled meeting scheduling, you can join or view scheduled supervision sessions and defense meetings here. |
Uploading Files
Most formal submissions require a document upload. Follow these rules to avoid rejected uploads and lost work.
File Rules
| Rule | Detail |
|---|---|
| File format | Use PDF for all formal submissions (concept papers, proposals, theses, progress reports) unless a form field explicitly states another format is allowed. |
| File naming | Use a clear, descriptive file name. Example: Surname_ConceptPaper_v2.pdf — this helps supervisors and registrars identify your file quickly. |
| File size | Very large files (generally over 10 MB) may be rejected or time out. Compress the PDF using a tool such as Smallpdf or iLovePDF before uploading if your file is large. |
| Connection | Upload on a stable connection. If your connection drops mid-upload, the file may not be saved. Try again before assuming the upload succeeded. |
If an Upload Fails
Confirm you are uploading PDF (or the format shown on the form). Word documents, images, or zip files will be rejected.
If the file exceeds ~10 MB, compress it. Use Smallpdf, iLovePDF, or Adobe Acrobat's compress feature.
Switch to Chrome, Edge, or Firefox. Browser extensions (ad blockers, script blockers) can sometimes interfere with upload components.
In Chrome: Settings → Privacy and Security → Clear Browsing Data → Cached images and files.
If the problem persists, report it to the IT/technical support contact with a screenshot of the error message and the exact time it occurred.
Troubleshooting
If something is not working as expected, find your problem below and follow the suggested steps.
⚠ Invalid credentials Login fails even though you are entering a password. |
✔ What to doDouble-check your email for typos — use your ACMIS email exactly as registered. If unsure of your password, use Forgot Password on the login page. If still blocked after a reset, contact your College Registrar. |
⚠ No verification email System says an email was sent, but you cannot find it. |
✔ What to doCheck your spam/junk folder first. If it is not there, confirm your institution's email service is working. Request a resend if the option is available, or contact IT support. |
⚠ Account not found The system does not recognise your login at all. |
✔ What to doConfirm you are enrolled for 2025/26 Semester II and that your details are in ACMIS. Then contact your College Registrar to have your record loaded into e-Supervision. |
⚠ No supervisor on Dashboard Supervisors section is blank after login. |
✔ What to doContact your College Registrar and ask for a supervisor to be assigned to your record in e-Supervision. You cannot use most workflow features until this is done. |
⚠ Wrong stage / button disabled A button is greyed out or a stage seems inaccessible. |
✔ What to doCheck your Dashboard → Next Step and the status on each document. Stages unlock sequentially — if a prerequisite stage is not yet approved, the next stage remains locked. If the status looks correct but the button is still disabled, report it to IT support. |
⚠ Page error or blank screen Pages fail to load or show an error/white screen. |
✔ What to doRefresh the page. If that fails, clear your browser cache and try again. Switch to a different supported browser (Chrome, Edge, or Firefox). If the issue continues, report it to IT support with a screenshot and the approximate time of the error. |
Conduct & Data
Your e-Supervision account is for official Makerere University academic purposes only. The following rules apply at all times:
- Never share your password. This includes sharing with fellow students, colleagues, or university staff. You are responsible for all activity on your account.
- Use the system for official academic communication only. All submissions, messages, and uploads must be related to your graduate supervision and research.
- Respect your college's submission deadlines. Late submissions can affect your academic progress and registration status. Check with your registrar for current dates.
Support Contacts
For most issues, start with your College Registrar — they can resolve the majority of access and workflow problems. Use IT support for technical faults.