This webpage provides guidelines for thesis submission to postgraduate students at the Department of Civil & Construction Engineering of the University of Nairobi. This webpage is continuously updated, the student and supervisor are requested to review it each time before corresponding with the department. 

Proposal Document Standards

The student should use the following template to ensure their document is up to standard. 

  1. Faculty of Engineering (FEng) proposal template. The FEng Title Page Proposal template
  2. The student may use this Thesis Proposal Checklist (used to review the student's thesis proposal) as a guide to ensure the document is in order. 

Correspondences and Email Header Guidelines

All correspondences to the department regarding thesis submission must be done using the dedicated department's email. Postgraduate Correspondence, Civil & Construction Engineering civileng-pg@uonbi.ac.ke. Please copy your supervisors in all communications sent; doing so will enable the department to capture the student's and supervisors' email addresses and will make future correspondences with the student and the supervisor much easier. Endeavour to use the students' university email (studentname@students.uonbi.ac.ke). The student must include their registration number in all correspondences to the Department. The subject of every inquiry should be as follows, 'Inquiry - Student Name - Registration Number', for example, 'Thesis Submission Follow Up - Anony Mous - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Use of the title case allows the department to easily copy and record the requests to a spreadsheet without a lot of further formatting. It helps a lot. 

The department keeps the requests in digital form, kindly comply with these requirements of writing the subject to assist in the retrieval of records. Email filters have also been configured to automatically forward the email to the appropriate staff based on the subject header. The sender's compliance will ensure faster delivery of service. 

Because of the large correspondences received, the department may not respond to your email but the request will be recorded in the spreadsheet at the end of this webpage. 

Student University Email Account

Students are encouraged to set up the university email account via the student's portal on https://smis.uonbi.ac.ke.

Students who have forgotten their previous passwords and require recovery of the student email account can request a recovery code by writing an email to ictsupportcae@uonbi.ac.ke through their personal email (Gmail, Yahoo, Work Email etc.). The subject of the email should be 'Student Email Recovery - Student Name - Registration Number', for example, 'Student Email Recovery - Another Student - F16/12345/2021'.The body of the email should also include the student university email account to be recovered and any other relevant information. The student will receive a code to activate the student university email from their personal email. The student is advised to be alert as the code sent to the student will expire six hours after the code is generated. The student should act immediately to restore their account once they receive the code. 

The student can also make a physical visit in to the Faculty of Engineering ICT office on Ground Floor, Mechanical Engineering Block, Harry Thuku Way. 

WhatsApp Support Group

There is a support group on WhatsApp where a student can submit queries, compliments, and complaints. WhatsApp - CCE Thesis Support Group

Extension of Registration

Students whose registration has expired will be required to renew their registration. Students who registered more than five years ago have expired registrations. For example, in the year 2022, students with registration number ending /2016 have their student status expired and must extend their registration. The student should write to the Dean, Faculty of Engineering requesting an extension of their registration.  The Faculty will then process the request for Senate approval according to student progression guidelines. The student may use this Extension of Registration template as a guide. The student should ensure that the supervisor signs next to their name on the document before sending it. The student should send the letter as a signed PDF document to civileng-pg@uonbi.ac.ke. The subject of the email should be 'Extension of Registration - Student Name - Registration Number'. Do not use all uppercase in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. The student should copy all the supervisors' email addresses. 

The student will receive a letter from the academic registrar extending their registration status on the condition that they pay an extension fee. The letter provided will have instructions on how to make the payment. A student who has an overpayment in their fees can direct the excess fees to pay the extension fees by instructing the Finance Department to do so. The narrative for the transfer should be 'Registration Extension Fee Deduction'. The Student Finance Department is in Room G3, Ground Floor, Mahatma Gandhi Wing, Main Campus, Harry Thuku Way, Nairobi. 

Payment of Extension of Registration

Once payment is made. Kindly send the payment receipt to pg@uonbi.ac.ke  as indicated in the letter. Copy civileng-pg@uonbi.ac.ke so that the department can keep the record in your file and assist with follow-up. The subject of the email should be 'Payment of Extension - Student Name - Registration Number'. Do not use all uppercase in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. The student should copy all the supervisors' email addresses. 

Change of supervisors

A change of supervisors is usually initiated by the student. Students whose proposals have NOT yet been approved by the department can change at any point during the proposal stage. Students whose proposals have already been approved by the Deputy Vice-Chancellor can request to change their supervisors through a letter. The student should address the letter to the Chairman, Department of Civil & Construction Engineering, requesting a change of supervisor. The student may use this Change of Supervisors template as a guide. The student should ensure that the supervisor signs next to their name on the document before sending it. The student should send the letter as a signed PDF document to civileng-pg@uonbi.ac.ke. The subject of the email should be 'Change of Supervisors - Student Name - Registration Number'. Do not use all uppercase letters in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. The student should copy all the supervisors' email addresses. 

 

Other general queries such as Transcript requests, Missing marks, Course registration, Timetables and other requests must be directed to the Department's main email address: civileng@uonbi.ac.ke. 

Identifying a research topic

Candidates will be required to undertake research guided by at least one supervisor competent in the subject area and field of research in which the candidate proposes to work. The main supervisor must come from the Department where the student is registered. After the research, the candidate shall be required to submit a thesis for examination. 

The student should approach any of the lecturers that hold a PhD degree whose speciality is in a field that the student is interested in researching on. The supervisors should guide the student in the process of writing a thesis proposal. The student may use this Proposal template as a guide. The candidate, in close liaison with the supervisors, shall develop the proposal. When the supervisors are satisfied that the draft proposal has attained a reasonable quality, they will allow the candidate to present it at a seminar with at least 30% of the academic members of staff of the Department.

Requirements for the supervisors

A minimum of two supervisors shall be appointed for each candidate of whom the first should be an academic staff in the Department of Civil & Construction Engineering. The second supervisor must be an academic member of staff. The second supervisor can be from the Department of Civil & Construction Engineering or any other Department at the University of Nairobi. The Department may appoint a third supervisor from any other institution. 

Setting up a Proposal Seminar Online

The candidate should set up an online meeting via Google Meet and invite academic members of staff and other interested stakeholders. The student may use this guide on setting up online classes to schedule and present in the seminar. The main supervisor must attend the meeting. The minutes of the recommendations made during the presentation shall be forwarded to Faculty Postgraduate Studies Committee (FPSC) together with the revised version of the proposal. The student may use this Minutes template as a guide. The student should make arrangements prior to the online meeting on who will take the minutes. 

Getting a Turnitin Similarity Index Report

To get a similarity index report, send the proposal document to civileng-pg@uonbi.ac.ke and copy all the supervisors' emails. Endeavour to use the students' university email (studentname@students.uonbi.ac.ke). The document to be sent should only contain Item No. 1 to Item No. 4 of the list in the requirements below. Item No. 5 to Item No. 7 should not be in the document to be checked. The document to be checked for plagiarism need NOT be signed by the student nor the supervisors. . The document sent must be in editable format (DOCX) format. Documents in Portable Document Format (PDF) will not be scanned. 

The subject of the email should be as follows 'Similarity Index Report - Student Name - Registration Number'. For example. 'Similarity Index Report - Mous Anony - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. It is important that you stick to this format for the following reasons:

  1. The email received is automatically forwarded to the email of the staff responsible for running your document through Turnitin. Email filters have been configured to only forward the document based on the subject header.
  2. The department will capture the student's and supervisors' email addresses and will make future correspondences with the student and the supervisor much easier. Emails requesting the Similarity Index Report without copying the supervisors' email addresses will not be acted on. 

A Turnitin report will be sent back to the student in five business days. The student should extract the summary pages of the similarity index report for signing by the student and the supervisors. Please note that any Similarity Index Report that is not signed and dated by the student and the supervisor is invalid. The student may use this signed Turnitin sample report for guidance. Some technical knowledge of editing PDF documents is necessary. The similarity index report should be below 15% (14% and below only). 

Please note the whole document (Item No. 1 to Item No. 4) should be scanned hence the allowance of below 15%. Sentences in quotes and the bibliography will not be marked as plagiarised. A 30-word source exclusion has been set. The document to be submitted will not be deposited to any repository. 

Getting Academic Transcript for First Year (MSc Students)

The student can request a transcript from the Department through writing and delivering it to the Office of the Chairman. A typed letter is preferred. The letter should have the student's registration number and name. The student can also make the request through the department's main email address: civileng@uonbi.ac.ke

Submission of the Thesis Proposal to the Faculty of Engineering

The requirements to submit the Thesis Proposal to the Faculty of Engineering are as follows: 

  1. Faculty of Engineering (FEng) Title Page without a page number. The FEng Title Page is included in this Proposal template
  2. Declaration and Approval page with all the signatures on the second page [Page number (i)]. The Declaration and Approval Page is included in this Proposal template
  3. Signed UoN Declaration of Originality. The UoN Declaration of Originality Form is included in this Proposal template
  4. Main Proposal Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Budget & Workplan, References and Appendices). The student may use this Proposal template as a guide. 
  5. Minutes of the Proposal Seminar. The student may use this Minutes template as a guide. 
  6. First Year Transcript (MSc Students). 
  7. Turnitin Antiplagiarism Report. The similarity index should be below 15%. (The student and the supervisors should sign and date on the page that shows the percentage). 

Order of Components

Please compile your document into one PDF in the order above. The student should NOT upload the thesis proposal yet. Guidance and requirements for uploading are given further below on this webpage. 

Submit the document through your supervisors, through the Department of Civil & Construction Engineering civileng-pg@uonbi.ac.ke to the Dean, Faculty of Engineering. The student may use this Thesis Proposal Checklist (used to review the student's thesis proposal) as a guide to ensure the document is in order. 

Submission of Thesis Proposal through Email

Submission must be done by email in soft copy. Only one compiled PDF document is to be submitted. The subject of the email should be as follows, 'Fresh Proposal Submission - Student Name - Registration Number'. For example, 'Fresh Proposal Submission - Another Student - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. There are two ways of submitting the document via email. Please use this subject header so that the email received is automatically forwarded to the email of the staff responsible for acting on the document. Email filters have been configured to only forward the document based on the subject header. 

  1. The student can ensure the document is signed by the supervisors before sending it to the Chairman of the Department, civileng-pg@uonbi.ac.ke and copy the supervisors' email, or 
  2. The student can send the document to the Chairman of the Department, through the supervisors via email. 

Option 1 is strongly preferred and recommended. To use Option 2 to submit your document, kindly send an email to the second supervisor asking them to sign and date on the relevant pages and forward it to the first supervisor and to inform them to sign and date on the relevant pages and forward it to the Chairman civileng-pg@uonbi.ac.ke. The student should not just copy all the interested parties in one generic email; the forwarding email should have detailed instructions to the various supervisors on what the supervisors should do. See the sample email below: 

Fresh Thesis Proposal Submission

The chairman will approve and forward the Fresh Thesis proposal to the Faculty Postgraduate Studies Committee (FPSC). At the FPSC, the document is distributed to reviewers at their next scheduled meeting. The reviewers will give comments, suggestions and improvements to the submitted proposal at various dates. The FPSC chairman will consolidate all the reviews into one report and send it to the student through the department. 

Follow Up

It is the student's responsibility to follow up on the approval process of their thesis proposal. If the student has not received feedback after one month from the date of submission, the student should follow up on their thesis status with the Senior Administrative Assistant in the Department of Civil & Construction Engineering.

The office of the Senior Administrative Assistant is: Office Number CBA 4, 1st Floor, Civil Block, Department of Civil & Construction Engineering, Harry Thuku Way, Main Campus, Nairobi. 

 

Resubmission of the Thesis Proposal to the Faculty of Engineering

The thesis proposal will be reviewed and it will be returned with some corrections from the Faculty Postgraduate Studies Committee (FPSC). As you submit the corrected proposal, ensure you meet the following requirements: 

  1. Faculty of Engineering (FEng) Title Page without a page number. The FEng Title Page is included in this Proposal template
  2. Declaration and Approval page with all the signatures on the second page [Page number (i)]. Please note that the supervisors should sign again. Avoid repasting the signatures that were in the initial document. The Declaration and Approval Page is included in this Proposal template
  3. Signed UoN Declaration of Originality. The UoN Declaration of Originality Form is included in this Proposal template
  4. Main Corrected Proposal Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Budget & Workplan, References and Appendices). The student may use this Proposal template as a guide. 
  5. Minutes of the Proposal Seminar. 
  6. First Year Transcript (MSc Students). 
  7. Turnitin Antiplagiarism Report on the Corrected Proposal Document. The Corrected Proposal Document should then be rechecked for plagiarism. The procedure for getting the Turnitin Similarity Index Report is outlined above (The student and the supervisors should sign and date on the page that shows the percentage). Please note that the supervisors should sign again. The student must NOT repaste the signatures that were in the initial document. 
  8. The original Faculty Postgraduate Studies Committee (FPSC) Reviews. 
  9. Table of Corrections. Avoid the use of lazy comments such as 'Ammended', 'Done', 'Corrected in Manuscript' or 'Attached'. Instead, make detailed responses to the reviewers' comments. Be clear about how you responded (copy and paste the updated text next to the reviewers’ comments) and state where this fits into the manuscript (with a page number). This practice allows the reviewers to easily see that you have taken all the reviewers’ comments on board and evaluate your response to each of their concerns. Please read this article on how to properly respond to Reviewers' comments. The student may use this Table of Corrections Sample as a guide
  10. Certificate of Corrections from the supervisors addressed to the Dean, Faculty of Engineering, through the Chairman, Civil & Construction Engineering and through the Faculty Postgraduate Studies Committee (FPSC). The student may use this Certificate of Correction template as a guide. 

IMPORTANT: Please review your work plan to match the current dates. The dates signed on the proposal must also reflect the current dates. The date on the cover page must also be updated. 

Order of Components

Please compile your document into one PDF in the order above. The student should NOT upload the thesis proposal yet. Guidance and requirements for uploading are given further below on this webpage. 

Submit the document through your supervisors, to the Department of Civil & Construction Engineering civileng-pg@uonbi.ac.ke and copy the supervisors' email addresses. The Department will forward the document to the Dean, Faculty of Engineering. The subject of the email should be as follows, 'Revised Proposal Submission - Student Name - Registration Number'. For example, 'Revised Proposal Submission - Another Student - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Please use this subject header so that the email received is automatically forwarded to the email of the staff responsible for acting on the document. Email filters have been configured to only forward the document based on the subject header. 

The chairman will approve and forward the Revised Thesis proposal to the Faculty Postgraduate Studies Committee (FPSC). At the FPSC, the document is distributed to reviewers at their next scheduled meeting. The reviewers will then confirm that the initial comments they gave have been addressed satisfactorily. It is for this reason that the student should include the FPSC reviews as they were. If fully addressed, the proposal is approved. If the comments have not been fully addressed, the FPSC returns the document to the student through the department to address the unattended comments.  The department will send the student further comments. 

Further Revised Proposal

To resubmit the further revised proposal, kindly submit with the subject 'Further Revised Proposal Submission - Another Student - F56/12345/2021' and copy all the supervisors' emails. 

FPSC Approval

Once FPSC approval is done, the student will also receive minutes of the deliberations from the FPSC and the filled out Declaration and Approval Page [Page i] (including the Dean's Signature and Stamp). The student should then compile a single document in the order below. 

Final Approved Document to be Uploaded to Postgraduate Tracking System

  1. Faculty of Engineering (FEng) Title Page without a page number. The FEng Title Page is included in this Proposal template
  2. Declaration and Approval page with all the signatures on the second page [Page number (i)]. This declaration page should have all the parties signatures: the student, the supervisors, the Chairman - Department of Civil & Construction Engineering, the Chairman - FPSC and the Dean - Faculty of Engineering. 
  3. Signed UoN Declaration of Originality. The UoN Declaration of Originality Form is included in this Proposal template
  4. Main Corrected Proposal Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Budget & Workplan, References and Appendices). The student may use this Proposal template as a guide. 
  5. Minutes of the Proposal Seminar. 
  6. First Year Transcript (MSc Students). 
  7. Turnitin Antiplagiarism Report on the Corrected Proposal Document. 
  8. The original Faculty Postgraduate Studies Committee (FPSC) Reviews. 
  9. Table of Corrections. Avoid the use of lazy comments such as 'Ammended', 'Done', 'Corrected in Manuscript' or 'Attached'. Instead, make detailed responses to the reviewers' comments. Be clear about how you responded (copy and paste the updated text next to the reviewers’ comments) and state where this fits into the manuscript (with a page number). This practice allows the reviewers to easily see that you have taken all the reviewers’ comments on board and evaluate your response to each of their concerns. Please read this article on how to properly respond to Reviewers' comments. The student may use this Table of Corrections Sample as a guide
  10. Certificate of Corrections from the supervisors addressed to the Dean, Faculty of Engineering, through the Chairman, Civil & Construction Engineering and through the Faculty Postgraduate Studies Committee (FPSC). The student may use this Certificate of Correction template as a guide. 
  11. Signed Faculty Postgraduate Studies Committee (FPSC) minutes approving the forwarding of the proposal to the Deputy Vice-Chancellor - Academic Affairs. 

Uploading to the Postgraduate Tracking System 

Before uploading the compiled document above, the student should ensure that they have first been assigned supervisors on the Postgraduate Tracking System on the Students Management Information System on smis.uonbi.ac.ke. The student can check the assigned supervisors as shown in the screenshot below:

Assigned Supervisors

If the students has not been assigned, the student should notify the department via email civileng-pg@uonbi.ac.ke with the subject being 'Supervisors - Student Name - Registration Number'. The body of the email should have the names of your supervisors.

Once assigned, the student should upload the compiled PDF document onto the Postgraduate Tracking System. The student should then alert the supervisor that they have uploaded their fully signed proposal (Item No. 1 - Item No. 11) on the Postgraduate Tracking System. The student may use this uploaded thesis sample for reference. Students who had uploaded the proposal before approval will require reuploading the thesis proposal. To reupload, the student should click on the 'Test proposal submit' link (visible in the above image). Once the student clicks on this link, they should click on 'Create Proposal' to reupload. 

Please see this Guide on using the Postgraduate Tracking System. The student and the supervisor are encouraged to review this guide and understand their roles. 

Once uploaded, the student should also send the compiled PDF document to the Department, civileng-pg@uonbi.ac.ke and copy the supervisors, the email subject should be 'Uploaded Thesis Proposal - Student Name - F56/1234/2020'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters.

Based on the fully signed uploaded proposal, the supervisors, Chairman and Dean will then approve the online document for forwarding to the Deputy Vice-Chancellor - Academic Affairs. Once approved by the Office of the Deputy Vice-Chancellor - Academic Affairs, the student will receive a letter from the Academic Registrar, accepting their proposal. The letter will grant the student the authority to officially begin their research and assign the supervisors officially. Please see the sample Letter of Approval that the student and supervisors will receive to commence research

It is at this point that your proposal is considered fully registered in the system. 

Progress Reports

The student can only get the letter to begin research if their compiled PDF (Items No. 1 - 11) has been uploaded to the Postgraduate Tracking System. Once they receive the letter, the candidate should immediately fill out their first progress report, have it commented and signed by the appropriate parties and then upload it on the Postgraduate Tracking system. The student may use this Progress Report template. Please note that comments by the Chairman, Dean and Deputy Vice-Chancellor will be made on the Postgraduate Tracking System. The student may use this Progress Report sample for guidance

The student should also send the Progress Report to the Department department via civileng-pg@uonbi.ac.ke for record-keeping. The student must copy all the supervisors. The subject of the email should be, 'Progress Report Q1 - Another Student - F56/12345/2021' and so on for the other two progress reports for Q2 and Q3. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. The supervisors must be copied to the email sent to the department. 

The student is required to upload three fully signed progress reports by the time the student sends out the 'Intent to Submit Thesis'. 

Follow Up

It is the student's responsibility to follow up on the approval process of their thesis proposal. If the student has not received feedback after one month from the date of submission, the student should follow up on their thesis status with the Senior Administrative Assistant in the Department of Civil & Construction Engineering.

The office of the Senior Administrative Assistant is: Office Number CBA 4, 1st Floor, Civil Block, Department of Civil & Construction Engineering, Harry Thuku Way, Main Campus, Nairobi. 

Conducting the Thesis

The candidate will then perform the research and make a report. The candidate will be required to make progress reports after every quarter. 

Paper Submission to Peer-reviewed Journals

The candidate should make a paper submission to peer-reviewed journals. One journal article is required for MSc students while two journal articles are required for PhD students. This requirement is in line with the Commission for University Education's guidelines. After the publication of the journal article(s), the student may then issue an Intent to Submit the Thesis for Examination. The student may refer to these notes when considering publishing in a peer-reviewed journal. The journals should be indexed in SCOPUS, Directory of Open Access Journals (DOAJ) or Africa Journals Online (AJOL). Publications in predatory journals will not be considered legitimate publications. Read this article on how to avoid predatory journals. A quick method of determining predatory journals is that they have short publishing times and require significant publication fees. The student is also encouraged to see the University of Nairobi's library guide for publishing. Once the student has published a paper, the student should send the final published manuscript to the department with the subject 'Published Paper 1 - Student Name - Registration Number'.For example, 'Published Paper 1 - Another Student - F56/12345/2021' and so on for the other published papers. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. The supervisors must be copied to the email sent to the department. The department will then investigate the journal and confirm that the paper has been published in a reputable and credible journal. 

Intent to Submit the Thesis for Examination

The candidate should submit a letter showing Intent to Submit the Thesis for Examination. The Intent to Submit the Thesis must have TWO attachments: 

  1. Abstract (in one page of approximately 300 words). 
  2. Detailed Fee Statement (showing complete fees). The Detailed Fee Statement can be printed from the Students' Portal

(Update 2021-12-09 Signed Turnitin Antiplagiarism report is not a requirement for 'Intent to Submit'). 

The candidate may use this Intent to Submit Thesis template as a guide. 

Submission of Intent to Submit Thesis for Examination through Email

Submission must be done by email in soft copy. Only one compiled PDF document is to be submitted. To submit your document, kindly send an email to the second supervisor asking them to sign and date on the relevant pages and forward it to the first supervisor and to inform them to sign and date on the relevant pages and forward it to the Chairman civileng-pg@uonbi.ac.ke. The subject of the email should be, 'Intent to Submit Thesis - Another Student - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. The student should not just copy all the interested parties in one generic email; the forwarding email should have detailed instructions to the various supervisors on what the supervisors should do. See the sample email below:

Intent Email

It is recommended that the student ensures the document is signed by the supervisors before sending it to the Chairman of the Department, civileng-pg@uonbi.ac.ke and copy the supervisors' email addresses to the email. 

Submission of the Thesis

Submission must be done by email in soft copy. Only one compiled PDF document is to be submitted. The subject of the email should be as follows, 'Fresh Thesis Submission - Student Name - Registration Number'. For example, 'Fresh Thesis Submission - Another Student - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. All supervisors' email addresses must be copied. 

Requirements for submission of the thesis are:

  1. Faculty of Engineering (FEng) Title Page without a page number. 
  2. Declaration and Approval page with all the signatures on the second page [Page number (i)].  
  3. Signed UoN Declaration of Originality.
  4. Main Thesis Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Results & Discussion, Conclusions & Recommendations, References and Appendices). 
  5. Turnitin Antiplagiarism Report. The similarity index should be below 15%. (The student and the supervisors should sign and date on the page that shows the percentage). 

The thesis will then be forwarded to the Faculty of Engineering for examination. 

Thesis Examination and Defence

This examination and defence shall comprise two parts:

  1. Independent written assessment of the thesis by Internal and external examiners.
  2. Oral examination of the thesis by a board of examiners as prescribed by the University of Nairobi statutes. The student may view a past defence presentation on YouTube via this link

The candidate, in collaboration with the main supervisor, might be given some minor/major corrections to implement. 

Resubmission of the Corrected Thesis after Thesis Defence and Examination

The student should correct the thesis as advised and prepare a Table of Corrections which should be sent to the main supervisor. The main supervisor will compile the following documents for forwarding to the Dean, Faculty of Engineering: 

  1. Table of Corrections made by the student. The student should avoid the use of lazy comments such as 'Ammended', 'Done', 'Corrected in Manuscript' or 'Attached'. Instead, the student should make detailed responses to the examiners' comments. Please read this article on how to properly respond to the examiners' comments. The student may use this Table of Corrections Sample as a guide. 
  2. Certificate of Corrections. The main supervisor may use this Certificate of Correction template as a guide. 

Requirements for submission of the corrected thesis are:

  1. Faculty of Engineering (FEng) Title Page without a page number. 
  2. Declaration and Approval page with all the signatures on the second page [Page number (i)].  
  3. Signed UoN Declaration of Originality. 
  4. Digital Repository Agreement Form
  5. Main Corrected Thesis Document (Acknowledgement, Abstract, Introduction, Literature Review, Methodology, Results & Discussion, Conclusions & Recommendations, References and Appendices). 

 

The candidate will receive a letter from the Faculty of Engineering requesting the student to submit the thesis. The candidate will then submit the thesis to the Dean through the supervisors and the Chairman. 

For the corrected thesis the Turnitin Antiplagiarism Report is submitted separately to the final compiled PDF document. The similarity index should be below 15%. (The student and the supervisors should sign and date on the page that shows the percentage). 

Submission of the Revised Thesis

Submission must be done by email in soft copy. Only one compiled PDF document is to be submitted. The subject of the email should be as follows, 'Fresh Thesis Submission - Student Name - Registration Number'. For example, 'Revised Thesis Submission - Another Student - F56/12345/2021'. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. All supervisors' email addresses must be copied. 

Library Clearance Procedure for Submission of Soft Copy Thesis

1. Graduating student forwards a duly signed PDF version of their Dissertation/Theses/Project alongside other mandatory documents to their respective Deans.

2. Dean confirm that the above documents meet the expected requirements and forward the same to the Graduate Studies Secretariat for verification for graduation.

3. Graduate Studies Secretariat forwards to the Library the above documents (No.1) for printing and binding through periodicals@uonbi.ac.ke for purposes of reference in the respective departments, Libraries and archiving in the repository.

4. The Library Bindery raises invoices and emails to the students to pay for printing and binding services.

5. Printing and Binding Charges are:

  • Four (4) copies for PhD theses @Kshs.3,000.00 per copy totalling to Kshs.12,000.00
  • Four (4) copies for Masters by Thesis @Kshs.1,950 per copy totalling to Kshs.7.800.00
  • Two (2) copies for Postgraduate diploma and Masters by projects/dissertation
  • @Kshs.1,450.00 per copy totalling to Kshs.2,900.00Kindly note that all bound copies shall be retained by the University. Any student who requires an extra copy or copies can place a request to the Library after paying for printing and binding charges.

 

Payment shall be done through either of the following modes:-

LIPA NA MPESA mode. Students using this mode should ensure they use their personal MPESA account and pay by “Buy goods & service” – Till Number 807313.

Deposit to Absa Bank. Account Name: UNES Corporate Account; Branch: Westland Branch; Account Number: 0732255303. Narrative should be the name of the student’s and their Registration Number.

6. Student Scans and forwards a copy of the payment evidence to  bindery@uonbi.ac.ke

7. Bindery confirms payment, clears students for binding services, forwards scanned copies of the
clearance form and payment receipt to Graduate Studies Secretariat, Dean and the Student.
8. The Dean initiates the clearance of the student for him/her to seek clearance from various
departments. 


NB. Original receipts can be collected from Library bindery at Jomo Kenyatta Memorial

Library (JKML) Main Campus after clearance as per No.8 above.

Clearance

The student will be required to clear in the following departments and offices:

  1. Board of Postgraduate Studies
  2. Dean of Students
  3. Library
  4. Halls of Residence
  5. Sports & Games
  6. Faculty/Department
  7. Finance Office
  8. Faculty Registrar

Once you have cleared you will be issued with a Letter of Award from the Senate. 

Completion and Graduation

The student will graduate in the next graduation ceremony after paying the required graduation convocation fee. 

Collection of Certificate

The graduate should plan to collect their Master's or PhD certificate after the announcement for schedule for collection of certificates is made on the University of Nairobi's main website uonbi.ac.ke. The certificate should be collected from the University of Nairobi Central Examinations Centre, Chiromo Campus. The graduate student should register on the University CRM Portal on https://graduates.uonbi.ac.ke/ before going to collect the document physically. 

The following will be required before collection of the certificates: 

  1. Original National Identity Card or Original Passport. 
  2. Convocation fee receipt for KES 1 000.00

Certificates should be collected by the stipulated date. Any certificate not collected by the stipulated date will be liable to a storage charge of KES 1 000/= per year or part thereof. For avoidance of doubt, any part of a year after the expiry of the collection date shall attract a storage charge of KES 1 000/=.
For further information with regards to the collection of the certificate, please contact:

The Academic Registrar
University of Nairobi
P.O. Box 30917-00100
NAIROBI
Telephone: 020-4914201/020-4914202/020-4914204/020-4914203
Mobile: 0700675405
Email: reg-academic@uonbi.ac.ke or
examinations@uonbi.ac.ke

 

Status

Ongoing students can view their status below. The table is sorted by the students' registration numbers in ascending order. 

KEY
Turnitin Rcvd - The department has received a similarity index report request from the student. Action required: The department should take action and respond with a similarity index report in not more than five business days. 

Turnitin Snt - The department has scanned and sent back a similarity index report to the student. Action required: The student should take action and submit the proposal, if the similarity index was less than 15%; or revise the document if the similarity index was 15% or more. 

Prpsl Rcvd - The department has received a proposal document with all seven requirements from the student/supervisor. Action required: The chairman should take action and approve the document for forwarding to the FPSC. 

Prpsl Snt - The chairman has signed and has sent the proposal document to the Faculty Postgraduate Studies Committee. Action required: The FPSC should take action and review the document. 

FPSC Rcvd - The department has received the FPSC reviews. Action required: The department should take action forward the comments to the student. 

FPSC Snt - The department has sent the FPSC reviews to the student. Action required: The student should revise the proposal as per FPSC recommendations. 

NTntn Rcvd - The department has received a similarity index report for the revised thesis proposal from the student. Action required: The department should scan and send the student the similarity index report. 

NTntn Snt - The department has sent a similarity index report for the revised thesis proposal to the student. Action required: The student should send the department a revised thesis proposal. 

Rev Prpsl Rcvd - The department has received the revised thesis proposal with all 10 requirements. Action required: The chairman should approve the revised thesis proposal and send it to the FPSC. 

Rev Prpsl Snt - The department has sent the revised thesis proposal to the FPSC. Action required: The FPSC should confirm that the student has adopted all the recommendations (or provided adequate rebuttals) to the recommendations it has made. 

Fcmnts Rcvd - The department has received further comments, if any, from the FPSC.  Action required: The department should send the FPSC further comments to the student. 

FCmnts Snt - The department has sent the student further comments from the FPSC, if any. Action required: The student should adopt the FPSC further comments. 

FRev Prpsl Rcvd - The department has received the further revised proposal from the student. Action required: The chairman should approve the document and forward it to the FPSC. 

FRev Prpsl Sent - The department has sent the further revised proposal to the FPSC. Action required: The FPSC should review the further revised proposal. 

FPSC Aprvl Rcvd - The department has received the minutes from the FPSC granting approval of proposal. Action required: The department will allocate supervisors to the student on the Postgraduate Tracking System and should forward the signed pages and minutes to the student. 

FPSC Aprvl Snt - The department has sent the minutes from the FPSC to the student. Action required: The student should compile the document, upload the document to the Postgraduate Tracking System and forward the compiled document to the department. 

Upl Rcvd - The department has received the complete thesis proposal (with all signatures) for record-keeping. Action required: The department should also request the Dean to request DVC (AA) for official approval of the thesis proposal. 

Upl Snt - The department has sent the complete proposal to the dean's office for record-keeping. Action required: The Dean will request the DVC (AA) for official approval of the thesis proposal. 

Acd Rgstr LttrRcvd - The department has received the letter from the academic registrar. Action required: The department will forward the student the letter of approval to the student. 

Acd Rgstr Lttr Snt - The department has sent the letter from the academic registrar to the student. Action required: The student should begin the research and upload Progress Report Q1. 

Prg 1 Rcvd - The department has received the fully signed Progress Report 1 from the student. Action required: The student should file the second progress report in not less than a month (from submission of Progress Report 1) and begin publishing in a peer-reviewed journal. 

Prg 2 Rcvd - The department has received the fully signed Progress Report 2 from the student. Action required: The student should file the third progress report in not less than a month (from submission of Progress Report 2) and should be in the publication process in a peer-reviewed journal. 

Prg 3 Rcvd - The department has received the fully signed Progress Report 3 from the student. Action required: The student should complete the publication process in a peer-reviewed journal. 

Intt Submit Rcvd - The department has received an 'Intent to Submit' by the candidate. Action required: The department checks whether the student has filled the three progress reports and whether the publication has been made in a peer-reviewed journal.  

Intt Submit Snt - The department has sent the 'Intent to Submit' to the Dean. Action required: The department, chairman and the supervisor in consultation with the Dean will set up a Committee of Examiners. 

CoE Setup - A committee of examiners has been set up. Action required: The dean will request the student to submit the thesis. 

Submt Ths Rcvd - The department has received instruction from the Dean to ask the student to submit the thesis. Action required: The department will forward the instruction to the student. 

Submt Ths Sent - The department has sent the instruction from the Dean to the student asking the student to submit the thesis. Action required: The student should submit the thesis with all the requirements. 

Ths Rcvd - The department has received the thesis from the student. Action required: The Chairman will approve and send the document to the Dean. 

Ths Snt - The chairman has approved the document and has been sent to the Faculty. Action required: The dean will send the thesis to the reviewers for examination. The student will be called for a defence. 

RThs Rcvd - The department has received a revised thesis from the supervisor. Action required: The department will forward the revised thesis to the Faculty. 

RThs Snt - The department has sent the revised thesis to the Faculty. Action required: The Faculty will forward the document to Graduate Secretariat. Action required: The student should clear and prepare for graduation. 

 

Help improve this page by asking questions or seeking clarifications from muthomi@uonbi.ac.ke. Your comments might be incorporated into this page to assist other students. 

Updated: 2022-09-20