ECP Grant Guidelines:
How to fill out the application:

How to answer each question:

[*O]==ORGANIZATION data: Please fill in the general contact information
for your organization.

ESRI client number if any: This should on any documents or emails you might have gotten from ESRI in the past. If you think you have one and don't know it you can also find out by contacting ESRI Customer Service at 888-377-4575 or by email at

Tax-exempt number: Please enter your 501(c)3 or other number that
certifies you as a tax-exempt or non-government organization. If
your grant is approved, you will be contacted later by our shipping
department who will tell you how to fax them your tax exempt
certification prior to shipping. If you don't have a tax-exempt
or non-government status your grant will be reviewed using
different guidelines and close attention to your descriptions
of your volunteer and service work.

Web Site URL: If you have your own web site, or any sites where your
mapping work is described or your maps are displayed, please list them.
If your grant is approved, please acknowledge it and ESRI at those sites.
(You can include a small or large ECP Grant Emblem if you wish)
If you can, we also request that you include a short description of how
you used your GIS to make those maps

classify your organization and the type of work you do so
that we can properly evaluate you against your peers in the

*-Type of organization [OTYPE]?: What is the fundamental
nature of your organization? If none of these seems to fit,
pick the closest one and after it type in any additional
words that you think best describe your group.
Choose from the following and paste it into the form:
Urban/Social/Justice issues
Tribal/First Nations
Local/State Government
Federal Agency
Agriculture/RCD/Sustainable Development
Public Utility
Technology Support/Data Center
Research Institute/Academia
Museum/Zoo/Aquarium/Botanic Garden
Global Conservation Organization
General Conservation

BUDGET information: Please enter your best estimates of your last
year total organizational budget, and your best estimate of last
year's total Mapping budget if any, including hardware, software,
salaries and maintenance. The ECP actively lobbies other manufacturers
and donors for increased support to non-profit GIS and this information
is important.

[*C]==REQUIRED APPLICANT/STUDENT data: Please fill in your personal
contact information here. Please also use this section to provide
contact information for any additional folks applying for training or passes.

*-Software request: Type 'yes' at the end of this line if you are
asking for ESRI software. At Version 10 the default delivery method for software is download of files that can be large. If you require insted the delivery of physical media please say "Media Disk version" at this line and in your justification explain why.

*-Specific Software requested: DON'T SAY "ARCGIS". Specifically list
the name, version and license level for everything you are
requesting. If in doubt, the ADVANCED guidelines and the "TECHNICAL
ASSESSMENT" section below provide more details and resources.

To learn about the different ArcGIS licensing levels and the capabilities available at each level, please read the ArcGIS 10 Product Functionality Matrix.

ArcGIS Basic and Standard (formerly ArcView and ArcEditor) are available in either single use or concurrent (mutli-user) licensing. ArcGIS Advanced (formerly ArcInfo) is only available with concurrent use licensing. For concurrent licenses and International Licenses you will get a hardware USB key that will match with a license file you receive by email after your products have shipped. While you can install the software and license file on more than one machine, only the machine that boots up with the USB key attached can actually run the software. For US Domestic Single user versions you will instead receive a license number and file-based key that is activated online automatically or can be done manually if needed. Extension licences must match the type of license on the core product. For more info on concurrent licensing click here

If you are applying for ENVI Image Processing software you'll need to
spend time on their site
so that you can specify your needs and justify them in the essay
questions. ITTVIS grants will only cover ENVI, IDL & FX
See also:

ADVANCED REQUESTS: Your answer here is going to be a summary list of
what you have described and justified in your answers to the
"REQUIRED TECHNICAL ASSESSMENT" question below. See that section for
more information. You must justify your core product choices with brief specific technical examples of the tools and data you will use based on categories in the product functionality matrix, or the server functionality matrix for server requests.

*-Hardware platform [RPLATFORM]?: Please describe the computer you'll
use, make, model, RAM and type of CPU. GIS software comes in many
different versions depending on your computer and you need to get
the right version.

*-Operating system & version [ROS]?: Please describe the operating
system and version. Most GIS software runs on Windows 2000 or XP,
but may also be available for other platforms.

*- Online Access Capability [RWEB]?:
Free GIS data, tools and resources are increasing on the web.
Our program is concerned that this leaves behind a lot of people
who lack fast internet access. Your answers here help us understand
these issues and limitations.
Please enter "good" if your access is any type of broadband such
as DSL. If you have dialup access or slower, or can only get online
infrequently, please describe your situation.

*-PAYMENT: $100 (or edit & explain) [RPAY]?: $100
Grant approval is based on a sliding scale evaluation of 3 things:
What you requested and need, what you offered, and what you say in
your justifications. You will get the software that you have shown
a need for and a capability and commitment to use. You will pay what
your financial justification proves. We expect all requests to pay at
least $100 to cover basic costs but if you can't afford that, just
explain why.

It is difficult for us to provide grant value documentation,
you may need to rely on your local ESRI sales office for current
retail values of different products. In general, the
retail values are: Single User ArcGIS Basic=$1,500. Standard=$2,500
Extensions=$2,500 each. Concurrent User ArcGIS Advanced=$10,000 base
for the first user plus lesser fees each additional, Maintenance and
Upgrades=some percentage of the original retail cost depending on
licensing. Live training courses=$500/person/day. Books average $50
each. Conference passes=$1,000/person.

*-I am authorizing you to bill me: _X_Yes __No
ESRI will have to bill you after grant shipment and we
require your approval to do so.

*-If applicable, bill the following Purchase order #:
If you use purchase order numbers you can provide one here,
otherwise you can leave blank.

*REQUIRED DESCRIPTION of what you'll use the grant for:
This essay question is the central part of your request.
At the most basic level it's the question that EVERYONE
contemplating their own GIS should ask - and satisfactorily
answer - before going on to thinking about training, data,
hardware, software, etc. Please answer thoughtfully: Why
do you really need a GIS? What do you expect it to achieve?
How much time and effort can you spend? Will it really help?
Even though you can get software and training almost free, it
will still cost you a lot of time and effort to get a GIS going,
get your data into it and get it to the point where it is making
a positive impact on your work, mission, science and advocacy.
Do you think it will be worth that cost to your organization?
How will you communicate your maps and work online?

EXTENSIONS: If you include any extension products in your
request you'll need to explicitly justify your need for that
extension in your essay and describe the functions you need
over and above what is in core ArcGIS Basic.

ArcGIS Standard : If you want to request ArcGIS Standard instead of Basic
you'll need to add more detail to your description to cover the
differences between those 2 products and which specific additional
functions you require for your project. If you want to ask for Advanced
you'll have to use the "advanced" guidelines below.

MULTIPLE COPIES: If you ask for more than one copy, your essay
must include a user profile of each person who will be using
each additional copy, describing their work and GIS background
and skills. If you ask for more than 3 copies you'll need to use the
"advanced" grant guidelines listed below.

Individuals who help as volunteers for conservation or social
benefit causes or organizations may also qualify for an
"individual"grant regardless of their formal employment. We
recognize that groups often have difficulty keeping trained GIS
staff especially as volunteers, whereas a dedicated individual
can contribute broadly to many groups over time. Such "Individual
grants" can have lasting beneficial effect for conservation.

The primary criteria for approving individual grants is
your history and track record of service to non-profit
groups, which you can include in your essay. The "advanced"
guidelines can be very helpful for this section of your essay if
you want to refer to them. The restrictions on individual grants
are that they may never be used for commercial or profit-
making work and you'll be expected to submit annual status
reports on your work like any other grantee.

For help, can provide useful insights, and
if you want a self-paced tutorial on how to plan for a GIS,
send a blank email to: For any requests
beyond the level of basic single-user ArcGIS Basic/Standard, Online
or live training and books you must also address the questions
listed in the "Advanced Grants" heading below.



If your request includes Arc/INFO, ArcServer, subscriptions
or credits, ECP Amazon cloud access, or grants of 4 or more
licenses or copies, then in addition to the questions in the section above,
your descriptive essay must also include answers to the following
questions, and you are encouraged to include attached
supplementary materials (see pg 10):

1. What is the overall mission of your organization?
2. How are you engaged with local communities?
3. How do you distribute/communicate your mapping work online?
. What prior efforts have you tried in web map publishing?
4. Describe your work with global/international communities
5. How do you help others with your existing capabilities?
6. What is the core mission of your GIS program?
7. Describe the skills & background of your GIS staff. For
Multi-user requests, provide one such description for
each user license requested.
8. Please list a reference or 2 who are aware of your work.
9. Please provide a concise plan showing how you plan to
support & expand your GIS program over the next 1-3 years.

ADVANCED GRANT requests are also required to complete a REQUIRED
TECHNICAL ASSESSMENT section and include it at the end of your
"Description" essay. Following explains how to do your assessment:
ArcGIS comes in many levels and use configurations
such as Basic, Standard and Advanced. There is a document called
the "Functionality Matrix List" that describes these levels and the
tools available at each level:Version 9.3 Functionality Matrix,
Version 10 Functionality Matrix , Version 10 Server Functionality Matrix.
Please specify and support your software/licensing request in the
context of this document. ArcGIS Basic is a basic grant. ArcGIS Standard is not
so basic. ArcGIS Advanced is an advanced grant and requires
specific technical justification in the context of the matrix list
above. We also need detailed descriptions of your technical staff
including training and experience with ArcGIS Advanced tools.
If you already own ESRI software you must also clearly differentiate
between the new software you are requesting in this grant and the
existing software you already have.
When you have completed your assessment, please include it in
your description under a sub-title that specifically reads:
"TECHNICAL ASSESSMENT SECTION", and create a summary list of your
request for use in answering the "Specific Software Requested"
item above.

MAINTENANCE REQUESTS can be either basic or advanced, either
way you'll need to complete the requirements on page 4, and
submit a status report. See also our maintenance page

Enter here a financial justifications for why you need a
grant rather than just paying full price. You also need to
provide the project justifications for why you need the specific
products and training you requested. In particular, for each
third party & extension product requested you need to explain the
specific project requirements and match them to the specific
extended abilities and commands that the extension product has.
For ENVI software requests you need to go into detail about your
image processing needs and provide some background about your
existing image processing training, skills, and current software.
Finally, if you are requesting more than one copy of the software
you'll need to describe each user and give some background about
them for each copy you are requesting.

You may NOT obtain grants or send software to any country
which has USA export restrictions, regardless of where your
offices are. This includes any country to which the United
States has embargoed goods, any person on the U.S. Treasury
Department's list of Specially Designated Nationals, any
person or entity on the U.S. Commerce Department's Table of
Denial Orders and any person or entity where such export,
reexport, or provision violates any U.S. export law. (For
current lists, see )


Copyright © ESRI and each respective author/contributor listed herein.
compilation : Charles Convis, ESRI Conservation Program, May 2007 & 2016
Send your comments to: ecp2 at esri dot com