Newly Admitted Graduate Students

Welcome to GBSE at UC Davis!

Welcome, Aggies!

We're thrilled to welcome you to the Graduate Program in Biological Systems Engineering (GBSE) within the Department of Biological and Agricultural Engineering (BAE) at UC Davis.

Starting graduate school is exciting, but we know it can also feel overwhelming—especially if you're new to the UC Davis campus or coming from another country. This guide is designed to walk you through your next steps before and after arrival. Please read through each section carefully and don’t hesitate to reach out if you have questions.

📧 Contact us any time at BAEadvising@ucdavis.edu — we’re here to help.

✅ Before You Arrive

Here are the most important steps to take care of before the quarter begins. Try to complete these as early as possible, so your transition is smooth.

  • 1. Graduate Studies New Student Checklist
  • Visit the Graduate Studies Admitted Students page to complete essential university onboarding tasks. These include:
    •    Setting up your UC Davis email and campus login (CAS/Kerberos)
    •    Submitting official transcripts
    •    Completing the Statement of Legal Residence - 🗓️ Due July 1, 2025
    •    Completing the mandatory Sexual Harassment and Sexual Violence Prevention Training (you’ll receive an email invitation later this summer)
  • 2. International Students

  • If you’re an international student, be sure to complete the SISS Pre-Arrival Checklist through UC Davis Services for International Students and Scholars (SISS).

    Important reminders:

    TOEFL Scores
    If your TOEFL score is 104 or below, you'll take an additional English language exam after arrival. Depending on your results, you may be placed in ESL courses to support your academic success. You will be emailed with any action needed, such as classes to register for or tests to take. Please register for these classes early as they fill up quickly. Check the Graduate English Language Requirements for new graduate students.

    Practical matters
    You’ll need a Social Security Number to get paid as a TA or GSR, and you’ll likely want to set up a bank account and cell phone plan soon after arrival. The SISS website has great resources for these.

    Pro tip: Bring or save copies of your offer letters, housing lease, and admittance documents for US entry, setting up accounts, or verifying your identity.

    Remember: US SIM cards may not be compatible with international cell phones, so make a plan to buy a phone, phone plan, prepaid phone, or SIM card here. 

  • 3. Aggie 201: Campus Orientation – Required
  • All new graduate students must complete Aggie 201, the university’s online orientation program. It introduces you to campus resources, services, and policies.

    •    🔗 Access Aggie 201
  • 4. TA Orientation – REQUIRED

  • Whether or not you’ll be a Teaching Assistant this fall, you are required to complete the TA Orientation. There’s an online and an in-person component.

    •    🗓️ Registration opens in May
    •    🗓️ Register by September 1
    •    🔗 Learn more and register here

    More information (including your orientation date and location) will be sent to you over the summer.

  • 5. Department Photo Roster – Due August 31
  • We keep a departmental photo roster to help students, staff, and faculty learn names and faces. Please email a high-resolution, passport-style photo of yourself (face centered, neutral background) to:

    📧 BAEadvising@ucdavis.edu
    🗓️ Deadline: August 31
  • 6. Flu Immunization

  • In accordance with UC policy, all students must receive an annual flu shot and submit documentation to Student Health and Counseling Services by November 1.

    You can receive a flu vaccine at:

    •    UC Davis Student Health & Wellness Center
    •    Local pharmacies
    •    Your personal healthcare provider (documentation required)

    🔗 Submit via Health-e-Messaging

  • 7. Submit FAFSA (Domestic Students Only)

  • If you're a U.S. citizen or permanent resident, make sure to complete the FAFSA as soon as possible. Even if you’re not planning to take out federal loans, having a FAFSA on file is required for:

    •    Work-study eligibility
    •    Supplemental fellowship funding
    •    🗓️ Deadline: June 30

    🔗 Fill out the FAFSA

    Campus Fee Grant (Read This!)
    If you completed a FAFSA and demonstrated financial need, you may be offered a Campus Fee Grant of $200 per quarter ($600/year).

    However, if you receive full funding (e.g. TA, GSR, or Fellowship), you may be required to repay this grant at the end of the academic year.

    If you anticipate full support and prefer not to deal with repayment: you may decline the Campus Fee Grant by contacting UC Davis Financial Aid.

  • 8. Finding Housing

  • Start your housing search early—Davis housing fills up quickly and most leases last the full academic year.

    • UC Davis Graduate and Professional Student Housing
    • Community Housing Listing, operated by Associated Students of UCD. This site is especially helpful if you are interested in renting a room in a larger house.
    • UC Davis Graduate Studies Housing Options: Lots of links and helpful information here!
    • UC Davis Graduate/Professional Housing Facebook Group
    • UC Davis Housing/sublets/Rentals Facebook group
    • UC Davis Housing Facebook group
    • Davis Ecology-Social listserv. This email listserv is open to all UC Davis community members and is an effective way to find housing and even furniture and other items for sale. See full instructions for joining and participating in the listserv.
    • SISS Housing Resources (for international students)
    • The California Aggie: The campus student-run newspaper often carries classifieds and ads for housing.
    • Davis Enterprise annual Housing Day insert (not affiliated with UC Davis): Features individual listings and contact information for local rental management companies
    • Craigslist.org (not affiliated with UC Davis). Some apartments, and room leases will be listed here.
    • Uloop.com (not affiliated with UC Davis). Like craigslist, has individual postings
    • Yelp.com (not affiliated with UC Davis). Includes reviews of apartments near Davis.

    🔎 Looking to connect with other students? Email BAEadvising@ucdavis.edu and we can help connect you with current grad students who might be looking for roommates.

    Note: Always be cautious of scams or misleading information when searching for housing online.

🤝Pre-Arrival Advising & Mentorship

Before Fall Quarter begins, it’s a great idea to reach out to your Major Professor (or Faculty Project Mentor for M.S. Plan II students) and your Graduate Advisor to start planning your research and coursework. Here’s how:

  • 1. Review your Degree Requirements

  • Take some time before Fall Quarter to explore your specific degree objective requirements. 

    Visit the GBSE Graduate Degree webpage for an overview of milestones, coursework expectations, and program details. Be sure to also consult the official GBSE Degree Requirements document, which serves as the authoritative outline of campus-approved requirements for your program. 

    This will help you in your discussions with your Major Professor and/or Graduate Advisor.

  • 2. Learn About Your Advisors

  • Graduate students are supported by an Advising Support Network designed to guide and mentor you throughout your program, including:

    Major Professor (PhD & MS I) – Your primary faculty mentor (often your PI). They guide your research direction, program of study, and career preparation.

    Faculty Project Mentor (MS II only) – A faculty mentor who guides your project or literature review, helps shape your academic focus, and provides professional development support.

    Graduate Faculty Advisor – Your first point of contact for questions about degree requirements and course planning. Graduate Advisors also have official signing authority for Graduate Studies forms.

    Graduate Program Coordinator – Your resource for administrative questions, program policies, procedures, and referrals to campus services.

    👉 More information about these roles—and strategies for getting the most out of your advising relationships—can be found on the GBSE Graduate Mentorship & Advising webpage.

  • 3. Identify Your Advisors

  • PhD and MS I students: Check your acceptance letter, program emails, or the GBSE directory to see who is your major professor. You should contact your major professor to initiate conversations about research and Fall registration.

    MS II students: Often admitted without a Faculty Project Mentor. Your Graduate Advisor will serve in this role by default and will contact you over the summer to discuss course registration and degree planning.

  • 4. Contact Your Advisors

  • Email your Major Professor or Graduate Advisor to request a meeting. When contacting your advisors, include:

    - Your availability for a meeting over the summer
    - The purpose of your meeting (e.g., discussing research ideas, course planning, or degree requirements)
    - Any relevant documents you have (draft plans, forms, or research notes)

    👉 Please note, faculty travel a lot over the summer and this may potentially impact their availability.

  • Tips for a productive summer meeting:
  • - Request meetings at least a week in advance to accommodate busy schedules.
    - Bring questions or materials prepared to make the most of your meeting.
    - Review the GBSE Graduate Mentorship & Advising webpage for guidance on advising roles and responsibilities.
    - By connecting with your advisors early, you’ll be ready to start Fall Quarter with a clear plan for research, coursework, and professional development.

📚 Registering for Classes

You must be enrolled in at least 12 units each quarter to maintain full-time status, employment eligibility, and fellowship funding.

You will register using Schedule Builder, the online course enrollment platform. A short tutorial is here: https://www.youtube.com/watch?v=wqKtJT6DSeg&t=19s.

You can build your Fall quarter schedule and register through Schedule Builder any time during or after Pass 1 registration for new students (mid-late July), as listed in the UC Davis Registration Calendar. 

🗓️ Register by September 1 to ensure your fee remission is processed on time.

  • PhD and MS Plan I (thesis) Students

  • To be considered full-time and qualify for employment or fellowship, you must enroll in at least 12 units (and no more than 16 units) per quarter. Please plan to register for courses by September 1st so that your fee remission can be processed. Note: You will need at least one letter-graded course (as opposed to graded Satisfactory/Unsatisfactory) in the Fall to maintain good academic standing.

    Please register for at least the following courses on Schedule Builder:

    •    EBS 200 – Research Methods in Biological Systems Engineering (2 units)
    •    EBS 290 – Department Seminar (1 unit)
    •    EBS 290C – Research with your Major Professor (1 unit)
    •    EBS 299 – Research units (1–8 units; CRN provided by your professor)
    •    Any other courses recommended by your Major Professor

    How to make up to full-time (12 units)
    Add the units of your registered courses; if that total is less than 12, register additional EBS 299 units (with your major professor) to reach 12.

    •    Example: 2 units EBS 200 + 1 unit EBS 290 + 1 unit EBS 290C + 4 units EBS 265 = 8 units → register 4 units of EBS 299 to reach the 12-unit minimum.

  • MS Plan II (Coursework/Exam) Students
  • You’ll follow a suggested 12-unit plan for each quarter. Full details are in your GBSE Handbook, but here’s a quick summary:

    Fall Quarter
    •    EBS 200 (2 units)
    •    EBS 290 (1 unit)
    •    One engineering graduate course (any 200-299 level course within the College of Engineering, 3 units)
    •    One technical elective (200-level, any department, 3 units)
    •    One additional elective (100- or 200-level, 3 units)

    Winter & Spring
    Includes additional required courses:
    •    EBS 270, EBS 265 (core courses)
    •    EBS 299 (Capstone Project research units)

    Summer
    •    You’ll complete your Comprehensive Exam (no enrollment required)
  • Course Registration Tips
  • •    Enroll by 🗓️ September 1 to process your fee remission
    •    Must take at least 12 units/quarter for full-time status and employment eligibility
    •    At least 1 letter-graded course required to stay in good standing
    •    Undergraduate courses (100–199) require a petition if prerequisites aren’t met. The system will prompt you.
    •    Faculty and staff will not be able to start approving those petitions until after Pass 2 starts, so please be patient.
    •    Read more about registration requirements at https://grad.ucdavis.edu/registration.

🧾 Tuition & Fees

Now that you’ve got your registration steps underway, it’s time to focus on something equally important: your finances. Whether you’ve received a fellowship, accepted a TA or GSR position, or you're self-funding your graduate education, this section will walk you through the essentials of tuition, fees, and funding at UC Davis.

  • Tuition & Fees - What to Expect
  • Once you are enrolled in classes, your student account is updated, and the tuition and fees for the term appear on your account. You’ll receive reminders about a September 15 payment deadline, but don’t worry — that doesn’t apply to you. Graduate students receive an automatic 8-week grace period on fee payments.

    For Fall 2025, the actual deadline for tuition and fees is November 13, 2025.

    There are also a couple of mandatory fees that cannot be covered by fellowships or employment:
    •    Document Fee: A one-time fee in your first winter quarter. It covers future transcript requests.
    •    SISS Fee: A quarterly fee for international students to support services from Services for International Students and Scholars.

    Learn more about tuition and fees at: grad.ucdavis.edu/tuition-and-fees
  • SHIP Waiver Process

  • UC Davis students are automatically enrolled in the Student Health Insurance Plan (SHIP) unless they waive out with equivalent coverage.

    If you have your own insurance and want to waive SHIP, you must:

    •    Review coverage requirements
    •    Submit your waiver online

    📌 SHIP Waiver Deadline: Check SHIP Waiver Dates & Submit Here

💼Funding Your Education: Fellowships, TAships, & GSRs

Most GBSE students are funded through a mix of fellowships and academic employment, but not everyone starts with funding in place — especially some MS students. If you’re unsure where you stand, this section is for you.

  • Fellowships

  • Fellowships are merit-based awards that typically include:

    •    A monthly stipend
    •    Tuition fellowships
    •    Often a health insurance subsidy

    Some fellowships are awarded at admission; others are competitive and available to continuing students each year.

    A few key things to know:
    •    Fellowships are not tied to work — no TA or GSR duties required.
    •    Disbursements begin in October for incoming students and are spread across 4 monthly payments.
    •    Continuing students receive 3 payments per quarter.

    📅 Stipend disbursement details:
    🔗 Fellowship Disbursement Schedule

  • Teaching Assistantships (TAs)

  • TA positions allow you to teach or assist in undergraduate courses, and are available each quarter (though spots are limited).

    What’s covered:
    •    Salary
    •    In-state tuition and fees

    What’s not covered:
    •    Nonresident Supplemental Tuition (NRST) — also known as out-of-state tuition

    🔗 TA Info and How to Apply

    🕒 Keep in mind: TAs are typically added to payroll starting November 1, which means you won’t receive your first paycheck until then. If you're arriving in September, be sure to plan ahead for those early expenses.

    💡 Tip: Consider applying for the Graduate Student Transition Loan to bridge the gap. In past years, the application opened in late August and closed in late September.

    🔗 Learn about the Transition Loan

  • Graduate Student Researcher (GSR) Positions

  • GSRs work directly with faculty on research projects — often tied to your thesis or dissertation.

    What’s included:
    •    Salary
    •    Full tuition and fees, including NRST (great for international and out-of-state students)

    GSRs are typically appointed by your major professor or other faculty with grant funding. If you’re interested, it’s a good idea to start that conversation early.

    🕒 GSR appointments are limited to 21 academic quarters (not including summer appointments).

  • Getting Paid: Direct Deposit & International Requirements

  • To receive any kind of stipend, salary, or refund, you’ll want to sign up for Direct Deposit through UC Davis. It’s the fastest way to get your funds safely and reliably.

    🔗 Sign Up for Direct Deposit

    If you’re an international student, you’ll also need to complete your GLACIER record before any payments can be processed. UC Davis Graduate Studies will email you instructions, but if you don’t receive them, reach out to us at BAEadvising@ucdavis.edu.

     

🎉Orientation & Start-of-Year Events 

Start your grad journey with key orientation events to help you settle in, meet your cohort, and navigate UC Davis. The GBSE Program Orientation on Sept 22 is required—you’ll get essential info, meet faculty and staff, and tour the department.

Other recommended events, like the Grad Resource Fair and International Orientation, offer extra support and connection as you get started.

  • GBSE Program Orientation – Required

  • 🗓️ Monday, September 22, 2025
    📍 Bainer Hall, Room 2045
    🕘 9:30 AM – 3:00 PM

    Schedule Highlights:

    •    Welcome to BAE
    •    Degree Requirements Overview
    •    UC Davis 101: Navigating campus
    •    Safety & Lab Access Overview
    •    Grad Union Info
    •    Free Lunch with Grad Advisors + GSA
    •    Lab & Building Tours

  • Other Events (Recommended)
  • • Graduate Student Resource Fair: 
    Learn about student orgs, services, and campus life.
    🗓️ Mid-September

    • International Graduate Student Orientation (IGSO)
    Hosted by SISS. Great for getting settled and meeting other international students.

    • Holistic U
    Workshops and activities focused on well-being and academic success.

🏠 Your First Few Weeks at UC Davis 

Once you arrive, there are a few important steps to get fully set up—like completing safety training, getting lab and building access, and receiving your desk assignment. Your major professor and the department will guide you through these first steps so you can hit the ground running.

  • Establishing CA Residency (Domestic Non-Residents Only)

  • If you are a domestic, non-California Resident, you will want to begin establishing California Residency as soon as you arrive in the state. You will need a full year to establish California residence, and there are important deadlines to meet by the end of your first quarter here.

    Start immediately upon arrival

    •    Start immediately upon arrival
    •    Get a CA Driver’s License by day 10
    •    Register vehicle by day 20
    •    Save leases, receipts, and other proof
    •    Must submit Petition for Residency next summer

    🔗 [UCOP Full Residency Policy (PDF)]
    🔗 Registrar: Establishing California Residency

    Full residence policy: The UCOP (UC Office of the President) links include the full 32-page policy for residency. It is your responsibility to understand this policy in full. I encourage you to especially read pages 9-10 which explain ways to establish residency even further, Importantly, they also reference a deadline to gather these documents by the end of your first quarter here.

    Residency requirements: The basic requirements are: physical presence (366 days – with limited time allowed away from California), intent to remain in California (including severing ties with your previous state), financial independence, and status as a citizen or permanent resident of the US. Please read the additional important details at the link above, including how these are defined and when they are due. More information is also available at Office of the University Registrar California Residence for Purposes of Tuition.

    How to establish residency: Read this carefully now, as there are notes in here about deadlines. For example, you must get a Driver’s License (or ID card for non-drivers) by the 10th day of arrival, and register your car by the 20th day of arrival. Be sure to save your lease agreement as soon as you secure a place to live and any other documentation that shows when you arrived in California (for example, receipts for purchases made in the state as soon as you arrive). You should also document your physical presence in California during holidays and school breaks. Ask the residence deputies before leaving California for educational purposes, which sometimes requires special approval.

    Ten things graduate students should know about residency.

    In the summer before your second year you will need to submit a Petition for Classification to Resident Status. This is very important, as the GBSE Graduate program does not pay non-resident tuition for domestic non-California residents, meaning you would then be responsible for $5,034 in non-resident tuition each quarter until you establish residency.

    Legally, the only people who are allowed to answer residency questions are the Residency Deputies. If you have any questions or concerns about residency, please contact ResidenceDeputy@ucdavis.edu.The department has a photo roster of grad students so that folks can learn names and faces. Please send a photo of yourself to BAE Advising at BAEadvising@ucdavis.edu by August 31. The guidelines for a photo are similar to a passport or license photo: with your face filling out most of the frame, against a relatively neutral background, and high resolution.

  • BAE Safety Training & Building Access

  • Safety training is coordinated by the GBSE Program and Administered by the BAE Safety Coordinators during the Orientation program. All students must complete building safety training to receive building access and keys.

    🔗 More info on key access

  • Lab Safety Training & Lab Access

  • Lab safety training is initiated by your Major Professor, who will contact the BAE Safety Coordinators to get you started.

    No major professor yet? Email: 📧 BAEsafety@ucdavis.edu

  • Desk Assignments & Office Space
  • Desk assignments will be sent to students before the quarter begins. More details coming soon.
  • Flu Immunization

  • In accordance with UC policy, all students must receive an annual flu shot and submit documentation to Student Health and Counseling Services by November 1.

    You can receive a flu vaccine at:

    •    UC Davis Student Health & Wellness Center
    •    Local pharmacies
    •    Your personal healthcare provider (documentation required)

    🔗 Submit via Health-e-Messaging

🏷️ Additional Resources

Need more support or want to explore campus services? This section includes links to essential resources like the GBSE Graduate Handbook, funding info, mental health services, transportation, and more - everything to help you thrive at UC Davis.

  • Basic Needs & Mental Health Resources

  • Graduate school can be intense — academically, financially, and personally. You're not alone, and UC Davis has resources to support your basic needs and mental health:

    Basic Needs Support:
    •    🥕 Aggie Compass Basic Needs Center – Food, housing, emergency grants
    •    🛒 Graduate Student Pantry – Free groceries for graduate students (email GSA for access)

    Mental Health & Wellness:
    •    💬 UC Davis Student Health and Counseling Services (SHCS)
    •    📘 Workshops, individual counseling, and group support
    •    📱 24/7 Crisis Support Text Line: Text “RELATE” to 741741

    Please don’t hesitate to use these resources — they are confidential and included in your student benefits.

  • Getting Around Davis
  • Biking, buses, and parking info:
    🔗 Transportation Services

📆 Summary of Key Deadlines

Date

Item

July 1Statement of Legal Residence Due
Aug 31Send Photo for Roster
Sept 1Register for Classes + TA Orientation
Sept 18–22Orientation Week
Sept 24Fall Quarter Begins
Oct 1Onboarding Paperwork Due

🧑‍💻 Virtual Office Hours with the Graduate Coordinator

We know starting graduate school can bring up a lot of questions. Our Graduate Program Coordinator holds weekly virtual office hours so students can:

•    Ask onboarding or registration questions
•    Get support or guidance
•    Just say hello!

🗓️ Weekly drop-in hours will be announced in your email and posted here once the quarter begins. Can’t make office hours? Email anytime: 📧 BAEadvising@ucdavis.edu

Learning About the Graduate Program

  • Graduate Handbook and Degree Requirements

  • If you haven’t already, save the website for all things GBSE Graduate Program at UC Davis: https://bae.ucdavis.edu/graduate. Here you can find information on, degree requirements, academic milestones, graduate advisors and committees, graduate courses, financial support and employment, resources for success, and more.

    We will review much of this information at the Graduate Program Orientation in September. Many of your questions can be answered on these webpages, although you’re always welcome to ask the Graduate Program Coordinator, your Faculty Mentor, or the Graduate Chair and Advisors any questions. We know there’s a lot of information and it can be confusing, so we’re here to help!

  • GBSE New Student Guide
  • General information about the department, including facilities, resources, and staff contacts, can be accessed through the Onboarding Guide (this link may not be active until later in the Summer). You don’t need to know all this information right away, but this guide can be used as a helpful reference when these questions come up.
  • Funding and Employment Information
  • Thoroughly read through the GBSE Funding a Degree webpage to learn about all the various different funding opportunities available to UC Davis students, including TA-ships, fellowships, employment, and financial aid.

 

For additional questions or assistance, please contact BAEadvising@ucdavis.edu -- we are here to help you.