WHAT IS GAPS?
The Graduate and Professional Schools (GAPS) Program provides monetary support of up to $1,000 to Registered Student Organizations (RSOs) to help pay for educational programs, guest speakers, conferences, performances, cultural shows, publications and other events that enrich UC Davis student life.
General Grant Information
UPDATE: Expanded Funding Opportunities for 2025-2026!
Beginning in the 2025–2026 academic year, the GAPS Program will expand its funding eligibility to include a wider range of expenses that support graduate and professional student engagement.
This year, GAPS funding may be used for:
- Special events such as conferences, celebrations, travel, publications, and socials.
- Reimbursement for expenses related to RSOs’ weekly meetings, such as supplies, online software, and marketing materials that foster community and participation.
These updates were made after reviewing feedback from graduate and professional student organizations and identifying opportunities to better support their ongoing programming needs.
We’re excited to offer this expanded flexibility and hope it helps RSOs build stronger communities and host meaningful activities throughout the year.
APPLICATION PERIODS
● October 27, 2025 - November 23, 2025
● January 5, 2026 - March 1, 2026
● March 30, 2026 - May 24, 2026
All funds are on a first-come-first-serve basis, so the application periods are subject to change.
SPECIAL EVENT RESTRICTIONS & GUIDELINES
Additional Eligibility Requirements
● The application must be submitted at least 30 days before the event date by an RSO officer listed on AggieLife.
● Events must be open to all students (NO MEMBERS-ONLY EVENTS).
Prohibited Items
GAPS will not reimburse items that were purchased before an application is approved.
The following items aren't eligible for funding:
● Scholarships
● Member-only retreats or excursions
● Events that serve or appear as coursework
● Payments or gifts to UC students, staff, and faculty
Allowable Item Examples
● Facility or Venue rental fees
● Event supplies
● Speaker & Performer fees
● Equipment rentals
● Event service fees (i.e., UC Davis Ticket Office, Aggie Hosts, etc.)
● Printing costs (i.e., marketing materials, publications, etc.)
● Reusable Marketing Materials (i.e., banners, T-shirts, stickers, etc.)
● Online Software
● Performance Attire
Application Process
Step 1: Submit a GAPS Application: Create a profile on Submittable and complete the “2025-2026 Club Finance Council Application”.
Step 2: Intake Meeting: Once your application passes the initial review, your RSO will be required to attend an intake meeting to review your application and make any modifications as needed.
Step 3: Finance Agreement: If the application is approved, the Center for Student Involvement Student Grants Manager will send a Finance Agreement indicating the approved award amounts and expenses. All 3 of your RSO officers will need to sign it within 5 calendar days.
Step 4: Expenditure Report: Your Expenditure Report due date will be 10 calendar days after your event date. It’s also listed on your Finance Agreement.
Required Materials:
1. Write a statement of how GAPS funding impacted your event.
2. Take 4-5 photos of your funded event or program
3. ALL receipts for purchases going towards your event.
If applicable:
1. Copies of your funded printing materials (i.e., fliers, banners, publications, etc.).
2. An attendance list for participants who attend a travel-related event with their signatures
REIMBURSEMENT RESTRICTIONS & GUIDELINES
Additional Eligibility Requirements
● RSOs must provide receipts for purchases made no more than 6 weeks (42 days) prior to application submission.
Prohibited Items
The following items aren't eligible for funding:
● Food and beverages
● Reservation Fees
● Travel-related Expenses
● Website Subscriptions (i.e., Squarespace, Wix, etc.)
● One-time Use Marketing Materials (i.e., Flyers, Posters, Programs, etc.)
Allowable Item Examples
GAPS funding is not limited to the items listed below. These are only examples of common expenses RSOs may have.
Meeting & Specialty Supplies
● Reusable name tags or table signs
● Notebooks, clipboards, or reusable binders
● Multi-use markers, pens, or highlighters
● Storage bins or organizers for materials (CSI does not provide storage space)
● Supplies for fundraisers
● Shared art supplies (brushes, easels, sketch pads for ongoing use)
● Musical instruments or sound equipment
● Performance attire or props that can be reused
● Reusable display boards or gallery equipment
● Durable medical training supplies
Organizational Tools & Subscriptions
● Scheduling software (Calendly, Doodle premium)
● Cloud storage upgrades (Google Drive)
● Design tools (i.e., Canva Pro, Adobe Creative Suite)
● Project management tools (Trello, Asana premium)
● Video, photo, or music editing software
Branded & Reusable Marketing (Not Event-Specific)
● Tablecloth or tabletop sign
● Banner stand or retractable sign
● Reusable educational displays (infographics, posters, etc.)
● Custom merchandise (t-shirts, stickers, etc.)
● Branded volunteer vests or shirts
● Jerseys or uniforms
Application Process
Step 1: Submit a GAPS Application
○ Create a profile on Submittable and complete the “2025-2026 Operation Reimbursement Grant Application”.
○ All purchases must be made within 6 weeks (42 days) prior to your application submission, and each purchase must include a receipt.
Step 2: Finance Agreement
○ If the application is approved, the Center for Student Involvement Student Grants Manager will send a Finance Agreement indicating the approved award amounts and expenses. All 3 of your RSO officers will need to sign it within 5 calendar days.
Step 3: Obtaining Award Funding
○ To retrieve your award funding, the RSO must submit an Agency Account Transaction Request Form to receive your reimbursement in the form of a check. You can find more information about this process HERE.
○ It can take up to 2-4 business weeks to get the form approved and receive the check in the mail.