This webpage provides guidelines for thesis submission to postgraduate students at the Department of Civil & Construction Engineering of the University of Nairobi. 

Correspondences

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).

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.

Setting up an MSc 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

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 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'. 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%. 

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. 

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. There are two ways of submitting the document via email. 

  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: 

Sample Forwarding Email

 

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 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. 

Order of Components

Please compile your document into one PDF in the order above. 

Submit the document through your supervisors, through the Department of Civil & Construction Engineering civileng-pg@uonbi.ac.ke to the Dean, Faculty of Engineering and upload the compiled PDF document to the Postgraduate Tracking System. 

Once this is done, the student will receive a letter from the Faculty accepting their proposal and grant the student the authority to begin their research. 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). 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)]. 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 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 Director, Board of Postgraduate Studies. 

Uploading to the Postgraduate Tracking System 

The student should upload the compiled PDF document onto the Postgraduate Tracking System on the Students Management Information System on smis.uonbi.ac.ke. Once this is done, the student will receive a letter from the Director, Board of Postgraduate Studies accepting their proposal and grant the student the authority to begin their research. The student will also be allocated the supervisors on the Postgraduate Tracking System. 

Progress Report

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 their first progress report and upload it on the Postgraduate Tracking system. The student may use this Progress Report template

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. Publications in predatory journals will not be considered legitimate publications. Read this article on how to avoid predatory journals. The student is also encouraged to see the University of Nairobi's library guide for publishing. 

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 three 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
  3. Signed Turnitin Antiplagiarism report. 

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 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:

Sample Intent Email

Submission of the Thesis

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 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. 

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 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 (Abstract, Acknowledgement, 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). 

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 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

 

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: 2021-12-03