Information on obtaining donations of Geographics Information Systems (GIS) software from ESRI

You can get the latest version of this information by sending a blank email to ''.


If you just want to make basic maps for free right
now you can skip all this and check out the growing
list of free web-based mapping services on page 3.

If you just want basic Arcview or a book you can skip
this general form and get the much simpler "ESRI basic
grant form" by sending a blank email to

"This is the standard email application form and
instructions for the ESRI Nonprofit/Conservation Grants
Program (ECP). Any email sent to the address or is DELETED after
automatically returning this form to the sender.

The ECP grant program provides donations and discounts of
GIS software, data, books and training. We do not have any
deadlines, you can apply for grants at any time. We do not
grant hardware or cash, but we partner with many other
groups who do (see pg 11)

You MUST have the most current form in order to apply and
you can only get the most current form by sending a blank
email to: or

These instructions should answer the most common questions.
If you still need to talk to someone after reading the form
please refer to the help section on page 11.

Please read the instructions COMPLETELY before preparing
and emailing in your application, ESPECIALLY PAGE 13.

Forms are reviewed by a volunteer team who receive dozens
of requests per day. The submission instructions on page 13
are specifically to ensure that your form gets routed
properly into the review database. If you don't follow
those instructions your application will not make it into
the review process. Once accepted for review you will
receive a notice, and review can take from 2 weeks to 2
months depending on the type of request.

Thank You
Charles Convis ESRI Conservation Program
380 New York St., Redlands, CA, 92373 (

-------------------------PAGE 1-----------------------




Other Grant Programs, CTSP, SCGIS PAGE 11



Society for Conservation GIS PAGE 11
Conservation Technology Support Program PAGE 11
CONSGIS Internet Discussion Group PAGE 11





-------------------------PAGE 2-----------------------
GIS stands for geographic information system. A GIS is a
computer-based system for the storage, management,
analysis, and display of geographic and associated data.
GIS is a powerful tool designed specifically for
integrating, analyzing and mapping all types of spatial

GIS as a resource and a tool is spreading into all areas of
society all over the world. It is slowly becoming an
accepted part of public infrastructure, with more and more
spatial services and spatial data becoming available. But
like the US interstate highway system it's still "under
construction" so not everyone can just dial up the map they
need. Our program therefore offers grants and support at
several levels.

At the most basic level, page 3 will direct you to where
you can find free GIS software, data, and websites, no
application form required. In many cases you'll be able to
make a rudimentary map in just one session or so and that
may be all you need. If you decide you need to turn to an
outside GIS service or consultant, these same web sites can
help you refine your understanding of GIS so you can do a
better job selecting and directing a service provider. The
Help Resources listed on page 11 include many organizations
and networks devoted to providing free or low-cost mapping
and analysis services to non-profits of all types. These
groups and the sites on pg. 3 will also help you in the
event you decide to return to the ECP grant program and
submit a formal application.

If you need to actually make maps from your own desktop and
work with some data you already have, the "Basic" level of
ECP grants can provide our basic mapping software like
Arcview or PC Arc/INFO, some basic world and national
datasets, basic live or web-based training courses, and
some self-paced training books and background books. You
can expect to spend 1-4 hours working on a "Basic"

If you need to do analysis and science, to work with data
sets from many other partners, to help others learn GIS, or
to prepare maps or reports for your members, your programs,
the public then the "Advanced" level of grants are for you.
There is no limit to what you can ask for at this level,
but expect to spend a day to a month working on your

Building an effective GIS program takes substantial time
and commitment. Dedicated leadership by a single
individual taking responsibility for building the GIS has
proven to be critical in prior grants. This is not
something that can be done by committee, and prior skill,
background or credentials are not nearly as important as
persistence, patience and commitment. Lack of data
hampers most groups despite their resources and skills and
locating or obtaining good data can consume the lion's
share of your time. In short, learning and utilizing GIS
technology is not easy. The fact that computers can
accomplish these tasks does not mean that you can push a
button and produce an analysis or map. Building a working
GIS will take at least 12 months of half-time work before
you can begin to produce the products (maps, charts,
reports, analyses) useful in conservation activities. This
estimate assumes that you begin with no direct GIS
experience, but that you have average computer skills with
Windows databases and word processing, as well as good
scientific and/or community organizing skills.

-------------------------PAGE 3-----------------------

MAKING MAPS FOR FREE: There are an increasing number of
web-based mapping sites where you can create and print a
growing variety of environmental, social and base maps.
The best starting place to learn about GIS and maps is:

For an overview and sampling of free mapping services, see

You can analyze and map US census data for any state at:

Map the EPA's Toxic Release Inventory System by ZIP Code:

Map local pollution info (via Environmental Defense Fund):

GO TO: Geography Network,

ArcExplorer Web is a custom mapping application that lets
you view one or multiple map services in your Web browser
without any special plug-ins or applets. The free web
page provides 23 functions you can do, anywhere in the
world on the following default datasets: US National
Hydrology, US Census Population Density & USGS National
Elevation Data Map, and Global Land Use & Relief Map. You
can also access the Geography Network servers list (click
the "add services" (+) button) from this mapper and add on
dozens of free map services including:

--United Nations Environment Program and World
Conservation Monitoring Centre: World Heritage Sites,
World Basemaps, Marine, Conservation

--The Nature Conservancy: Maps-to-Place, Parks in Peril,
Last Great Places, US Cities, Roads, Lakes, Ecoregions,
World Wildlife Fund Global Ecoregions, US 1:250k topo
basemaps. The TNC service also includes outlines of all
worldwide Iconos/Space imaging sattelite images with the
ability to link to, examine, print or download each image
(one at a time). You can also access this same data using
TNC's own mapping software at:

--TeleAtlas, Route Server Basemap and USA and European
Roads, Towns, Boundaries, Points of interest

--ESRI: about 80 layers of national and global data
including US and Global basemaps, dams, World Wildlife
Fund, Imagery, Vegetation, Population, soils, pollution,

--NIMA (US National Imagery and Mapping Agency) Global
data sets available include Vector Smart Map (VMap) Level
0, at a scale of 1:1,000,000, and VMap Level 1, at a scale
of 1:250,000. The Digital Chart of the World is an older
version of these data and is widely available free.

ON THE Geography Network (,
The MAPS section will launch the "Geography Network
Explorer" minibrowser, sort of a reduced version of the
Arcexplorer Web, but which will still let you zoom around
and print free from many national and global datasets,
including: Vmap global basemap, World Population Density,
Sattellite Imagery, Elevation, Transportation. You can
download this software for free at:

The FEATURED PUBLISHERS section will let you zoom and
print from any of these publishers datasets, even the ones
that are paid access only. Satellite Imagery however is
only available as small samples. You can see any of GDT's
excellent streets data, updated regularly. Clicking on
"GDT" launches the Geography Network Explorer with info
about GDT, and clicking on page 2 takes you to a "Live
Data and Maps" section for US Street Maps, and clicking on
the "View Map" button will open up a free map into their
full dataset. The further you zoom in the more you will
see, right down to your own streetcorner. For other
functions you'll have to pay.

Another good site to research free data is:

In the US, many state and federal agencies provide free GIS
data download sites that include topo maps and digital
aerial photography (DOQQ's), see:

DEMOGRAPHICS, and type in any
zip code in the
upper left window,
you'll get a report with 15 of the available 10,000
variables on demographics including race, gender, household
income and value and 5-year trend forecasts.
See also the Sourcebook series at
National Park Service Interactive Map Center lets you
create and print your own base maps and park brochure maps
for geographic reference and navigation to and within parks
HUD E-MAPS: Healthy Communities Environmental Mapping (HUD
E-MAPS) is a free Internet application that combines
information on HUD's community development and housing
programs with EPA's environmental data.

NGS Topo! Map Service - Preview, then the "View Map" button
Can zoom in and out anywhere in the USA to see a national
shaded relief map or as you zoom in it changes to a 1:100k
topo and even close it changes to a 1:24k topo maps joined
together seamlessly. You can print anytime for free.

FREE TRAINING: You can take a free sample class in ESRI's
virtual campus at
There are many
specialty classes there as well, growing all the time.

There is also a GIS Implementation Planning tutorial which
teaches the basic principles of GIS and is especially
useful for GIS users who want some help clarifying and
planning all of the different elements that go into a
successful GIS. For a copy of the tutorial, please send a
blank email message to
Please note
that the tutorial is approximately 24 pages, and any
applicant is invited to submit completed tutorials as part
of their ECP grant application.

There are a series of books and magazines on Conservation
GIS that you can order from the following web site:

-------------------------PAGE 4-----------------------

Our ECP grants cover any ESRI-produced software, book,
training or CD-ROM data product, in any quantity, in any

Grants are made on a case-by-case basis to non-profit
organizations and programs active in public service and
nature conservation, including but not limited to 501c3
organizations, University programs, Botanic Gardens &
Museums, Native and First Nations groups, Local Parks,
Watershed commissions, Social Justice and local volunteers.

If you are requesting software, you'll be expected to show
that you have adequate hardware, staff, and training to run
the software you request. See Page 14 for more details on
hardware requirements.

Grants are not normally made to private commercial
organizations. Grants have the condition that they may
only be used for non-profit work and may not be used for
private commercial work. However, individuals who work pro
bono for conservation or social benefit may qualify for a
grant privately 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 document by completing the "advanced"
section of the form. 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.

Grant approval is based on a sliding scale of need and
resources. Developing country groups and all-volunteer
organizations typically merit a full donation, while groups
with funding are expected to offer what they feel they can
afford. The more you ask for and the less you offer for
costs, the stronger your case must be. The primary
criteria for approving a basic grant is your commitment to
spend the time needed to learn how to use it. The primary
criteria for advanced grants is the return benefit to other
non-profit organizations, so the more you are involved in
support and teaching to other needy organizations, the

If you receive a grant, you have certain obligations in
terms of status reports and participation in the global
community of wonderful individuals who, like you, have
chosen to devote time, computer & GIS skills to benefit
society and nature conservation.

-------------------------PAGE 5-----------------------


ESRI has many specialized departments for other types of

Other departments who do grants include:

-Universities & Tribal Colleges: Milton Ospina, email:

-Community Colleges: Ann Johnson, email

-International Universities: Mike Phoenix,

-Schools & Libraries: email:

-Humanitarian & Sustainable Development: Carmelle J. CŸt‰

-Public Libraries & Museums:

-Marine & Coastal: email:

- Archaeology: Bob Booth, email:

-Cave and Karst: Bernie Szukalski,

-Local Government: Chris Thomas,

-Resource Conservation Districts: Ann Johnson, To get grant guidelines send a blank
email to:

Regardless of the type of group, you are always welcome to
apply via the Esri Nonprofit/Conservation program.

For Commercial sales, product or pricing questions:
call 1-800-GIS-XPRT, or email, or contact
your ESRI regional sales office:

-------------------------PAGE 6-----------------------
*===TRAINING GRANT GUIDELINES (see also pg 17)
Training to US applicants is offered on a SPACE-AVAILABLE
basis. Once you apply for a course grant you are placed on
a "standby" list and do not have a confirmed seat. 10 days
before the class starts, you MUST call the ESRI learning
center at (909) 793-2853 x1585. If there is space available
in that class you will then be granted a confirmed seat
over the phone. Otherwise, you will be offered the chance
to try for a later class. If you are "bumped", don't worry
as we limit the number of times you can be bumped to 2
before your course application automatically converts to a
standard course seat. Standard course seats retail for
$400/day, and what you offer is on the honor system as
noted above.

If you are able to offer 50% of retail towards your course
fees ($200/day or more), you may apply directly for a
'standard' seat at any time rather than space available,
but bear in mind that courses can still be cancelled due to
unforseen circumstances, even for standard seats. Partial
payment offered at less than $200 per day will entitle you
to a space available seat.

If you really need to apply for a 'standard' seat and you
have no funding, no 50%, no nothing, you may apply for a
free standard seat but please note that this will require
BOTH the "basic" and "advanced" sections of the form to be
completed to justify your request. Please be specific on
what you are requesting in the form. These grants normally
go to grantees arriving from overseas for training or who
are part of an international conference grant or GIS grant
coordinated by SCGIS or CTSP (see pg 11)

You may apply to take classes at any ESRI USA Regional
Offices or at our Headquarters in Redlands, but please note
that classes in Redlands are much more frequent. WE CANNOT
GRANT courses taught by "certified trainers" from other
companies as these are independent of ESRI.

INTERNATIONAL STUDENTS: International applicants are
allowed to request guaranteed spaces in light of the
extensive travel arrangements they must make, but may only
apply for training at USA ESRI locations.

-------------------------PAGE 7-----------------------

You MUST complete the "Course Pre-registration" section at
top section of the form if you want to be considered for
any training grant.

Current Course Schedules and guidelines can be seen at:
, or you may contact
the ESRI Learning Center directly at 909-793-2853 x1585.

in as instructed, and when you are notified your request
was approved, please mail a printed copy of this form
with your check directly to:

ESRI Learning Center
380 New York St., Redlands, CA, 92373
You will receive an acknowledgment letter notifying you of
your payment and space-available seating status.

CLASS SCHEDULE CHANGES AND CANCELLATIONS: Though the class schedule rarely
changes, we sometimes
find it necessary to change the dates on which a class is offered, or to cancel
a class. We contact registrants at our earliest opportunity in the event of a
scheduling change or cancellation.
TRAVEL: Transportation to the training site is the registrants
responsibility. ESRI assumes no responsibility for nonrefundable travel
arrangement losses resulting from course scheduling changes or cancellations.

Registrants are provided a class location map and list of area hotels.
Registrants make their own lodging arrangements.
COURSE MATERIALS: All course materials are provided at the training site.
RECOMMENDED ATTIRE: Casual dress is suggested.

-------------------------PAGE 8-----------------------

The ESRI International Conservation Program provides grants
of ESRI products for NGO's and projects located outside the
USA. You may apply at any time, but you are required to
notify the ESRI distributor for your country at the time
you apply (directions below). You'll need to pay all costs
for direct shipment, or provide a US shipping address who
can then carry the software to you. You can enter this US
address in the "Mentor/Ship data" section, but be sure to
fully complete your direct organizational and contact
information as well.

There are 2 different programs. The standard program
provides grants directly to NGO's outside the USA. The
"Mentor" program provides grants to USA-based organizations
who are conducting GIS projects, training missions or
supporting branch offices outside the USA. The mentor
program allows USA-based international groups to receive
software grants at their USA locations and then send them
out to their different international projects that need it.
The mentor program is described in more detail below.

When submitting your application, Please complete the
subject line as directed on Page 13(SUBJECT LINE PROTOCOL).
When submitting, you are also REQUIRED to email a copy of
your app to your local International Distributor at the
same time as you send it to the ESRI Conservation Program.
We cannot begin review until we have an email from you that
shows (in the header) who you sent it to and the date. The
only way to do this is to cc to the distributor the same
email you send to ECP. Current lists of distributors are
available on the ESRI web site at
( or by calling
ESRI International Marketing: tel: (909) 307-3070, fax:
793-2853 x1235, or email:

Training is an extremely important part of starting a GIS
project/program, and we encourage you to find out about
mentors or organizations who might help you (see below).
If you cannot find a mentor, it is extremely important to
describe where and how you will obtain GIS training. If
you have any available funds, we recommend you contact your
local ESRI Distributor to take advantage of their local GIS
training courses and technical support services. You can
also contact our help team (see page 11).

-------------------------PAGE 9-----------------------
The Esri International Mentor Program allows US
organizations doing work globally to buy ESRI products (see
list pg 15) at significant discounts to use in supporting
your projects and offices worldwide. Software may be
ordered by email and is delivered only to your US address.
You are responsible for further shipment. In addition, the
mentor program allows you the right to install a software
product on more than one computer. Each install is called
a "user license" and each physical product is called a
"product/box". It's generally assumed that a single
product/box is needed for each office or physical location,
but locations that are nearby should try to share
product/boxes if they can. You should be aware that users
on the same local area network using Arc/INFO or ArcGIS are
already part of a user licensing agreement and no special
mentor agreement is required if you want simply want a
grant to add more users.

Pricing guidelines for Mentor grants are based primarily
on the number of product/boxes you ask for. The intent of
the mentor program is to limit the number of product boxes
to keep costs down but allow you to reinstall many times.

Being a mentor also allows you to order product "Install
Kits" or keys at cost. Install kits consist of just the
CD-ROMS and a key, no books or manuals. (Example current
costs are $50 per kit for ArcGIS install kit.) Please note
that being a Mentor does not allow you to copy ESRI media
beyond the backup provisions already described in the
software licensing agreements. The Install kits and keys
are offered so that you will be able to acquire the
physical install media and keys you need in a legal and
cost-effective manner.

Mentor agreements may not be total donations, i.e. you
are expected to pay for the software according to non-
profit guidelines evaluated against your needs and
resources. A minimum guideline would be $100 per
product/box for small products, $500 per product/box for
large products like ArcGIS, and $50 per kit for CD-Only
install kits. You will be billed for your agreement in 3
invoices over the 3 years, once up front for year 1, then
again at the beginning of years 2 and 3. These are assumed
to be equal amounts but if you require another arrangement
please ask.

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 )

To qualify for this program you must start by submitting a
master ECP grant form directly to ESRI headquarters, filled
out so as to describe your international program generally
as it will operate over the next 3 years, and providing the
approximate overall product quantities needed and annual
costs you'll pay.

List the approximate numbers of software product/boxes
needed for each product, each version, each year, then list
separately the user licenses you expect to need for each
product for each year over the next 3 years. Please note
that the Single-user versions and Concurrent-user versions
of Arcview 8.x are separate versions. (Desktop products
like Arcview 3.x and PC Arc/INFO are single user only,
multi-users are allowed only by reinstalling the original
media disks onto other machines as outlined above) Please
include your own headquarters needs but list them as
separate line items. Please also be sure to list domestic
versions of products as separate line items from
international versions. Overall, you table will look
something like this:

Prod/boxes needed User Licenses needed
Year1 Yr2 Yr3 Total Yr1 Yr2 Yr3 Total
International Needs:
Arcview 3.x- 3 32 10 45 9 100 90 199
~other prods~

USA Domestic Needs (outside of head office):
Analysis 3.x- ~ ~ ~ ~ ~ ~ ~

Head Office Needs:
Arcview 3.x
Single User- ~ ~ ~ ~ ~ ~ ~

ArcView 8.x
Single User- 3 5 3 11 6 15 5 26
Concurrent- 2 2 2 6 9 100 90 199


This list is expected to be approximate because needs
change over time and new products appear, but you need to
try to be as accurate as you can because this list will be
used to set the quantity limits of each product each year
and overall. Those limits determine the overall pricing
you'll be asked to pay.

If you do need to go over the annual or total caps on any
product, you can ask permission. ESRI may or may not grant
it. The basic guideline will be to use the current per-
product price in the agreement and calculate the additional
cost to extend a quantity to what you want. That amount
would then be added to the next bill as a supplemental

List your staff and the types of activities you'll carry
out in support of your international GIS program, such as
site visits, expert advice, supporting your country
partners so they can travel to obtain training, etc.
Please also provide a list of the countries, regions or
continents that you expect to be working in over the next 3
years. You are encouraged to submit examples in hardcopy or
digital of your mapping work with past country partners.
This form will be submitted directly to, and
will be used to qualify you as an international mentor for
a 3-year term. To continue as a mentor after 3 years you
will have to send in a new ECP grant form with an updated
plan for the next 3 years.

Once qualified for your 3 year mentorship, you will then
submit another ECP grant form for each specific country
you'll be working in. This will be a single form
describing the software products you expect to need for
that country, and the different contact people and
organizations you'll be working with in that country.

To list these contacts, please cut and paste the
sections as many times as you need to list all of the
different program and project offices you need to include
for this country. For each office please fill out these
sections in detail, and after the last line of each i.e.
"Your job title or role [CROLE]?:" please provide a
description of the relationship between that office and the
home organization. This is important to help justify
grants where a project office may be under a different name
or NGO than your home organization.

You will also have to show that you have checked the USA
export web site (see above) to make sure the country and
the groups listed are not embargoed. You will have to cc a
copy of your country application directly to the ESRI
distributor for the country concerned at the same time as
you submit it to ECP so that we can have a record of who
you sent it to at the Distributor and the date. The ESRI
Distributor will have 2 weeks to approve or deny your 3-
year proposal for their country. They will need to email
their denial back to you with a cc to the ECP. If the ESRI
Distributor does not veto your request after 2 weeks, their
approval is considered to be granted. Your plan then moves
to the next stage of review. In the next stage your
proposal is checked for any technical problems, hardware
incompatibilities and so on, by the ECP grant technical
staff. This technical approval is the final stage. You
will be notified once final approval is granted and your
plan will be kept on file. Individual software requests
can then be placed under that plan with a simple memo to
the ECP grant program listing what you need and for what
country. As mentioned above, software is shipped to your
USA offices only.

-------------------------PAGE 10----------------------
As a mentor, you will also be required to submit an annual
report that:
-Lists your grantees for the prior year
-Provides your running totals for products/boxes and user
licenses granted to them versus your annual and total
approved quanties.
-Describes their progress
-Recounts your work in supporting them
-Predicts what additional work or grants will be needed
-Reviews your 3-year plan and describes any changes.

These reports are an important and necessary part of
evaluating your performance under the mentorship agreement
and whether or not to continue the agreement for another

This report can be any length, but is typically 3-4 pages.
You will need to set a date for this annual report when you
are first accepted as a mentor. In addition, each
individual request you make will ask for a date that the
end grantee will need to report back on their
progress/problems with GIS, and mentors are
welcome/expected to receive copies of these as well.
However they are created, status reports may be inserted in
the [Required Status Report] section at any time. You can
also try sending them as an attachment, but it's a good
idea to also send harcopy maps and graphics as a backup.
Lists of mentors and summaries of their work will be posted
on the ESRI Conservation Program Web site

If you are only interested in supporting a single grant to
a single international partner then you may combine the
mentor qualification application and the specific grant
application in a single application. Be sure to list your
mentor skills and support details in the "advanced" section
and describe the group you plan to support in the "basic"
section. Be sure to cc this to the ESRI distributor for
that country at the same time as you submit it to ECP.

There is a special case of the mentor program for training
missions. In this case you combine the 2 steps above and
just submit a single grant form that lists the participants
involved, how many copies of what software you need, and
general background on your international support and
training operation and prior activities. Follow the
guidelines for a Combined grant listed above, but use the
cut/paste directions for listing multiple country offices
and partners provided in the "COUNTRY SPECIFIC" section on
page 9. You will also have to submit this to the ESRI
distributor for the country(s) you will be working in and
they will have 2 weeks to respond, but since these are not
formally grants, it is unlikely there will be any

Its understood that you might not know all the
participants ahead of time, just do the best you can. In
addition, if you identify good candidates for further GIS
growth in your class, you may grant the course software to
them on the spot, provided you notify the ESRI Conservation
Program and the local International Distributor by email
afterwards, as described next. When the mission is
complete, please send an updated list of who actually
attended and who if any were granted their own copy of the
training software. If you have any example work from the
students or any letters or stories from them, please submit
that also.

We recommend all applicants to work closely with your
local ESRI International Distributor at every opportunity,
as they represent a significant resource that can be
instrumental in the success of your new GIS program. They
are the only source for local-language versions of ESRI
software, and often have specialty add-on products for ESRI
software uniquely suited to the needs and priorities of the
local country. They are also usually able to offer local
training at prices that are highly competitive, sometimes a
fraction of the cost for the same course in the USA.

-------------------------PAGE 11----------------------

ECP supports a network of volunteer Conservation GIS
technical experts, free for all non-profits. Email is the
only method of contact, and don't expect fast answers. You
can ask questions ranging from basic configuration and
software choices up to advanced topics in conservation GIS
theory. The addresses are: basic GIS basic GIS conservation GIS theory, unix

The ECP web site contains complete listings of all other
grantees and provides training and many sources of help,
advice and free data.

CONSGIS: CONSGIS is the conservation GIS email discussion
list which you can subscribe to for free at:

Information other users, GIS research, ESRI products,
and course schedules is also available in Arcnews, ESRI's
quarterly newsletter which you can get free by visiting
ArcUser is our free technical magazine which you can see or
subscribe to at
ECP Periodicals can be purchased at:

or you can request for free copies in your application.

The Society for Conservation GIS:
SCGIS is a membership group of all individuals active in
Conservation and GIS, organized as a non-profit
professional society to help provide technical support,
conferences and scholarships in Conservation GIS. Base
membership is $35/year which gets you into the excellent
annual technical conference and onto the mailing list.

The Conservation Technology Support Program:
CTSP is a partnership granting program that donated
hardware, software, training, and support to US-based
501(c)(3) organizations in an annual national cycle. CTSP
is currently reorganizing to better meet the GIS capacity
needs of nonprofit conservation

Aboriginal Mapping Network:
AMN provides mapping and GIS resources for Native and First
Nation mappers to help with data, methods, training,
funding, legal, conferences and many other areas.

Community Mapping Assistance Program:
The New York Public Interest Research Group's CMAP program
provides affordable GIS and mapping services to over 300
nonprofits, helping them "improve services, win policy
reforms, communicate better, and secure funding for
valuable programs".

Ecotrust provides many important GIS services to help build
"a conservation economy in the coastal temperate rain
forests of North America".

The Nature Conservancy:
TNC's website includes full-text articles on many topics of
Conservation GIS and Conservation Science. You can also
access many of their national and international
biodiversity data layers here.

You can also contact the following people who have agreed
to provide help to applicants via email on an as-available
Joe Breman, Society for Conservation GIS,
Prashant Hedao, Society for Conservation GIS,
Larry Orman, Greeninfo Network,
Charles Convis, ESRI Conservation Program Coordinator
380 New York St., Redlands, CA, 92373
tel: 909-793-2853 x2488 fax: 909-793-5953

Steve Beckwitt, Director, Sierra Biodiversity Institute, PO Box 29, North San
Juan, CA, 95960. Phone: (916)292-3625

Peter Morrison, Pacific Biodiversity Institute, WA

-------------------------PAGE 12----------------------

This is a machine-readable form that will be used to
review, process and ship your grant request. This form is
for email submission only as directed below. There is no
other way to submit grant requests to the ECP.

BASIC versus ADVANCED grants
This form is in two parts, a basic section required for all
applicants, followed by an advanced section required for
all private or "advanced" grants. Even if not required,
anyone may still complete it to tell us more about yourself
and to improve your chances. All advanced applicants are
also requested to read the section on Maintenance Fees.

You are a basic applicant and may submit just the basic
section if your request includes nothing more than any of
the following:
2 copies or less of books, CD's or any of the items below
Arcview 3.x
Arcview 8.x Single User
Training (limit 2 courses or 2 people)
Virtual Campus Passes (limit 2)
ESRI User Conference Pass (limit 2)

You are an advanced applicant and must complete the
advanced section, as best you can, if you are requesting
any of the following:
More than 2 copies of any item, course, pass, book, CD.
ArcView 8.x multi-user version
ArcEditor, Arc/INFO, ArcGIS
Any Extensions
ArcSDE, ArcIMS, MapObjects
Any grant to a private individual or commercial firm
Any "Mentor Program" grant

Your answers can be as long as you want, and the more
detail you can provide about your work, your skills and
qualifications, and your needs, the better. If you don't
answer required questions, or provide too little detail for
questions that are important in the review, your
application may be returned to you for more clarification.
Please read through the entire form once just to get a feel
for which sections require which types of answers, since
the basic section contains questions which in most cases
represent a summary of your answers from the advanced
section so you don't really need to answer them twice.

-------------------------PAGE 13----------------------


To complete this form, Please type in your answer at the
end of each and every question, AFTER the colon (?:) You
can type as much text as you want and add or paste in as
many lines as you want between the colon (:) and the * at
the beginning of the next line.

Please do not erase any of the questions. Please DO NOT
erase the (?:) marker at the end of the question.

Make sure your completed form is in plain ASCII text
format. You can do this by editing the form in a plain
ascii text editor, or if using a word processing program
like MS-Word, be sure to save your file out in a "text only
with line breaks" format, and set your line width to 80 or
less. It's convenient to cut out the application questions
and answer them in one window while reading the
instructions in another window.

To submit this form, email as an ASCII email only. ASCII is
also known as "Text Only with Line Breaks" in most word
processors, and as "Plain Text" in Outlook. DO NOT send it
as a word processing file. DO NOT, DO NOT send it as an
attachment as it has to go through several filters and
forwards where attachments are often removed.

Provided your actual grant application form meets the
required email format described above, you may optionally
attach the following graphic materials to your email to
support your case, and for filing annual status reports:
Example maps, High-resolution, High quality (3%) jpegs or
GIF's are best.
Photos of your group at work in the field
Shapefiles of project areas where you work
Press clippings
Word processor documents.
If possible, please also zip your attachement.

For the subject of your email, first type in the # or
"pound sign" (above "3" on many keyboards). Then your
organization's name, state/country and the date, i.e.
"#Rainforest Network, Canada, Nov 13 1997".
Make sure there are NO spaces after the "#". Failure to do
this will result in your grant app being delayed, misrouted
or even deleted. You MUST also ensure that you are
emailing ONLY the form itself and not these instructions,
by deleting everything above the indicated line at the top
of the form on Page 28.

To submit this form, fill out your subject line as directed
above, then email as an ASCII-only email to:

1. ANY of the email addresses listed below, based on what
you are requesting and what type of group you are.

2. You must also cc a copy of your email to our main

3. International Applicants must cc an additional copy to
the ESRI International Distributor for your country. ESRI's
International distributors are listed on our web site at: )

For Marine Organizations:
For Caves/Karst Organizations:
For Basic Grants all types:
For Advanced Arc/INFO ArcGIS grants:
If for Virtual Campus Passes ONLY:
If for ESRI Conference passes
If for Complex grant requests:

remember, for ALL grants, also cc to:, and
all international grants also cc to your distributor.

Example: if your request is just for ESRI Conference passes
and you live in Bolivia, then send your email to lata_iyer,
cc it to ecp2, and cc it to your ESRI distributor.

If your request is for Arc/INFO, virtual campus, and
conference passes and you are in the USA, send your email
to sbeckwitt, with cc to lata_iyer, sferguson, and ecp2.

If you are a marine organization in Italy, you can send to
jbreman regardless of what you are requesting, with a cc to
ecp2, and cc it to your ESRI distributor

If you have any questions after submitting your request or
want to know grant status, direct your questions to the
first email address you submitted the grant to. We do not
have the ability to answer status questions by phone at
this time.

You can just fill out one form for all the things you need.
It's a good idea to also cc to yourself for a file copy.

Forms which are too old, not properly completed, sent with
wrong email subject lines, sent as NON-Ascii text or sent
only as attachments will not be answered.

You will receive an approved copy of your application with
shipping info once your grant is approved. This can take
anywhere from 1 day to 90 days, depending on what you ask
for and how complete your application is. Feel free to send
in a reminder if you haven't heard back in a couple of

If your request is granted, non-confidential information
may be posted on the ESRI Conservation Program (ECP) web
sites at, or used for articles in
the ECP or SCGIS newsletters and books.
This form and the policies and programs are subject to
change. If you got this form more than a month ago (check
the version month.year in the title) you might want to get
an updated form, especially since new grant items,
requirements and options are added regularly.

-------------------------PAGE 14----------------------
Enter today's date at the top of the form.

[*R]==SPECIFIC REQUEST: please enter what you are
requesting in this section. Since there are many versions
and media for ESRI products you must completely specify
your hardware platform, peripherals, and operating system
so that we can get the right software to you. It will help
your chances if you can show that you have done your
research on what specific products you need, especially if
you are a first-time applicant. We provide Web site
addresses for the ESRI web site where comprehensive
information, specs, white papers trial version and free
add-ons are listed.

"Shotgun" requests where you just list all products
without a specific justification for each request are not
favorably reviewed. Each specific product you ask for
should be supported by specific reasons and specific
computer skills needed to operate it. You can find out
about ESRI products at, and at any of the help
resources listed below. If asking for many items in the
same category just list them.

*Hardware platform [RPLATFORM]?: Be sure to completely
specify the hardware platform, GIS peripherals (like
plotters, digitizers, scanners, GPS), and your operating
system version, so that we can get you the right product
versions and can estimate if you have the right level of
hardware for the type of software you are asking for.

ESRI products run on a wide range of hardware. Specific
current recommendations are at:
Click on the "Performance tips and Tricks" links.

Esri's ArcExplorer/ArcReader will run on anything that runs
a web browser, but if you are considering buying new
hardware for GIS, the following guidelines will give you
the best value for your money:

-CPU: Should be INTEL, ESRI software may or may not be
certified on other makes. should be 6-12 months older than
the latest & greatest INTEL release for best value.
-RAM: 128Mb min, 256 Mb recommended
-DISK: Large: ~20-30 Gigabytes Desktop or 6-12 Notebook
-SCREEN: Nineteen inch monitor suitable for CAD/CAM uses,
Resolution of 1024x768 at full color recommended, for
imagery/remote sensing work you'll need more.
-VIDEO Card (3D acceleration) get a good moderate one, and
OGL support is useful on some ESRI products.
-CD-ROM Writer is very useful as many GIS data sets and
projects you'll want to save are 100's of megabytes.
-EXTERNAL/REMOVEABLE DISK storage: i.e. Jaz drive, another
way to add flexibility to your system when working with
several large data/imagery sets that can be gigabytes in
size. (For instance, the new USGS topographic map standard
is called a DOQ and it weighs in at 600mb per quad sheet.)
-COLOR INK JET PRINTER: standard letter size is fine, be
sure to check the cost of supplies as you'll go thru them
in a hurry.
-SCANNER: You can't create a GIS using a desktop scanner
and scanning maps. For that you need a digitizing board
(see below). A Scanner is however useful for scanning some
types of Sattellite/Aerial photos and rectifying them to
use in your GIS, but this is not a casual task.
-DIGITIZING BOARD: Doesn't have to be huge as long as it
can handle most of the maps you want to digitize. If a map
is too big for your board you'll just digitize it in 2
sections and "edge-match" them together later. This takes
longer, but is a neccessary tradeoff for many since the
price of dig boards can go up exponentially by size.

-------------------------PAGE 15----------------------
*Software requested [RSOFT]?:
(see for full list)
-ARCVIEW 3.x: (
ArcView software is the Environmental Systems Research
Institute, Inc. (ESRI), desktop mapping software that
provides access to ARC/INFO databases and network
connectivity via a simple graphic interface. ArcView is
available for PC (Windows and Windows NT), Macintosh,
Power PC, and most UNIX workstations. Arcview works with
optional extensions that expand its functionality into
raster analysis, image processing, 3D, interface design,
network, and others. Arcview Internet Map Server lets you
run Arcview on a web site and publish your maps and data
for access by any browser.

Arcexplorer is our new internet map browser developed in
MapObjects and including some Arcview functions. It is
available for free from our web site.

-ARCPAD ( ArcPad
software is an easy-to-use, lightweight, low-cost solution
for palmtop-based mobile mapping and geographic information
systems (GISs).

a family of software products that form a complete GIS
built on industry standards that provide exceptional,yet
easy to use, capabilities right out of the box. The 8.x
release marks the first release of a complete, single,
integrated system for geographic data creation, management,
integration, and analysis. Much more than a specialized
offering for a small niche of specialists, ArcGIS is
designed as a scalable system that can be deployed in every
organization, from an individual desktop to a globally
distributed network of people.
ARCVIEW 8.x is the base level of ArcGIS, see:
ARC/INFO 8.x is the professional level of ArcGIS, see:
the de facto international standard for GIS analysis,
production, and maintenance. It consists of many different
modules and you must specifically identify and justify each
one that you want. It has mandatory annual maintenance fees
for both UNIX and NT versions, based on the specific
modules included.

ARC/INFO is a Windows program for the PC and uses the dBASE
file format. It has similar but reduced capability compared
to Arc/INFO but comes as a single all-in-one product and
does not have maintenance fees.

software provides full GIS functionality for users of PC

ArcView IMS is an out-of-the-box GIS and mapping solution
for publishing your ArcView GIS maps on the World Wide
Web. ESRI's MapObjects IMS provides everything you need to
quickly create dynamic Web mapping applications for
publishing geographic data. ArcIMS is the only software
that enables users to integrate local data with Internet
data in a simple browser interface. ArcIMS supports serving
data with maps or via intelligent vector streaming.

SDE is client/server software that enables spatial data
to be stored, managed, and quickly retrieved from leading
commercial database management systems like Oracle,
Microsoft SQL Server, Sybase, IBM DB2, and Informix. SDE

MapObjects lets you build embeddable GIS functionality into
any application development software that supports the OCX
model, such as Visual Basic, C++, Visual Foxpro, Delphi,
etc. MapObjects Internet Map Server lets you put these
applications to work as web site map servers. MapObjects
Light can be downloaded free from our web site. Map
Objects comes in different packages with different types of
royalty or maintenance agreements and you must specify
-MapObjects2 Developer Kit (for in-house network or CD-ROM
developers, 1 Dev License w/50 Deployments)
-Deployment packs, come in packs of 10 or 25
-MapObjects2 Internet Developer Kit (includes one Developer
License and one IMS License, and one 12 months MapObjects
IMS License for one server)

-------------------------PAGE 16----------------------
Grantees with Arc/INFO, IMS or SDE and who have current
maintenance are shipped upgrades automatically.

For all other software, Upgrades are NOT sent
automatically and are handled like a separate grant,
requireing a new separate application form and some
discussion of your work with the prior grant or even a full
status report. Whether you suceeded or failed doesn't
matter, what matters is that you at least tried to use the

To apply for upgrades, get a current email form and send
it in. If your grant was less than 6 months ago you only
need to complete the software request, adress/ contact, and
status report sections.

If you've gotten a grant using version 11.2001 or later
of the grant form, you can "add-on" to that grant later
with just a simple memo. We'll keep your grant form on
file and you can add extensions, as long as they are for
similar-level software. What we can't do is extend a basic
Arcview grant to give you ArcINFO, since that requires an
advanced form. We can add training and books onto any
grant. Extensions do not relieve you of the responsibility
of sending in an annual status report, however. If you ask
for an extension more than a year after your original grant
we may request some sort of status report.

The simplest way to apply for an extension is to clip out
the part of the form for what you want, plus the "Prior
Grantees" part of the form and send just those, with all
the appropriate submission rules per page 11.

DATA: (see
*ESRI-Label data products requested [RDATA]?: These grants
are limited to only those produced by ESRI. Our web site
and catalogs also list many other data products by
different NON-ESRI publishers that you can buy, but these
are not available to grant.

-ArcData represents a host of GIS database products for
immediate use in all of ESRI's GIS software. The ESRI-
produced databases include

-"ESRI Data & Maps" is a seven CDûROM set (including
StreetMap USA) of ready-to-use data that is bundled
with ArcGIS 8.2 (ArcView, ArcEditor, and ArcInfo), ArcView
3.x, ArcIMS, and MapObjects. It comes free with grants
of these products. It includes the former "ArcWorld" and
"ArcUSA" products.

-ArcDCW CD: 1:1 million-scale world data, seventeen
layers including contours and cities

-ArcAtlas CD: 1:10 million-scale world ecological data,
including vegetation, wildlife, geology, environment.
See ( for a
complete listing of the ESRI data sets.

-------------------------PAGE 17----------------------
As with data, ESRI lists many books from different
publishers in it's catalogs. You may only request for
donation those books labelled as "ESRI Press", which
-"Getting to Know Arcview GIS" a basic self-paced tutorial
in Arcview that roughly corresponds to the content of our
5-day Arcview training course.
-"Managing Natural Resources with GIS" an overview of
different case studies and uses of GIS.

See ( for the ESRI bookstore but
we can only grant the "ESRI" published books, see

*Live Training days (Must pre-register below) [RTRN]?:
(See Also Pg 6) Please enter the total number of days you
are asking for and be sure to provide the student's contact
info below. These grants are for tuition waivers only, on
a space-available basis (Please read complete policy below)
ESRI offers year-round training in over a dozen different
GIS topics. Most of these are five-day courses taught
monthly in Redlands and less frequently at any of our
regional offices across the USA.
Recommended Courses include:
-Introduction to Arcview
-Arcview Spatial Analyst
-Programming with Avenue
-Introduction to ARC/INFO
-Spatial Analysis with GRID
-Database Design

*Web-based training passes [RWEB]?: Please list the name of
the course & student in the COURSE/WEB PRE-REGISTRATION
section (you don't need to specify date or location). This
grant is for a pass code which will allow you into the ESRI
Virtual Campus ( for a 6-month
period in which you can take one course, moderated by a
live ESRI trainer. You need one pass per person per course.
There are many different courses and the passes are
specific to one course and one person, so you have to
specifically list which course you want for which person.
All of the courses have a free "test-drive" module and you
are encouraged to try them out before requesting a free
pass to the whole course. Please also note that you may
only request a pass to an entire course, we do not grant
passes to the individual modules and lectures. You are
expected to complete the entire course.

Because there have been some web passes granted that were
not used, we are requesting that you do NOT ask for a web
course pass unless you are prepared to finish that course
within the next month. If you want to take multiple web
courses you may list them all on the grant form but please
list them in the order you want to take them as we may only
be able to grant them in order, so that you complete one
course before getting the pass code to the next and so on.

-------------------------PAGE 18----------------------

*ESRI USA Conference Passes [RPASS]?:

The ESRI Annual User Conference costs $1300 retail to
attend but a special guideline price for ECP/CTSP
applicants of $100 is available. You can also attend the
Thursday night party but you must pay $50 extra (there are
no grants for the Thursday party); please pay $150 if you
want to go to the party. If you really can't afford the
guideline prices, apply anyway but please explain your
circumstances and be sure to volunteer in the "conference
tasks" section.

If you are on a per diem and can afford a larger
contribution please note that your payment of greater than
$100 (or >$150 with party fee) will directly help us extend
conference passes to more nonprofit, tribal and
international applicants."

The ESRI conference is the largest GIS conference in the
world, attracting 10,000 users and offering workshops,
specialized training, annual user group meetings and many
other unique and valuable opportunities. You will find
that the friends you make and the skills you learn will
amply repay your investment to attend.

FORM INSTRUCTIONS: Please first type in the number of
passes you are asking for. After that, please specify the
names of the persons who are applying for passes and after
each name please specify how much you can afford to offer
for your pass. Remember that the big Thursday night party
is only an option if you can offer the $150 guideline.
After you have entered the number of passes and names,
please fill out the "Conference Tasks" section below. Your
ability to volunteer for ECP booth duties and/or give
presentations on your work are an important part of
reviewing your grant request.

your conf pass by credit card or online you CAN! After
submitting this email and receiving back confirmation that
your request was ok'd, you then go to the ESRI Conference
Web Site, and click on "ESRI User Conference"
then on "Register online" Select "Complimentary" as your
Type of Registration, and if you don't have a customer
number just type in "999999" and go to the next page. If
you asked for and got a no charge pass you check
"complimentary" again, otherwise this is a secure web site,
you can safely enter your credit card number, PO number, or
check number and you will be billed for the amount you
listed in your request, no matter what it says at the top
of the page for "amount due".

-------------------------PAGE 19----------------------


*COSTS: what you can offer to pay [RPAY]?:
COST GUIDELINES: This is based on the honor system, you
enter what you can afford and what you think is fair given
your resources. PLEASE BE SPECIFIC and enter a specific
dollar amount. PLEASE DO NOT just enter a percentage
discount figure or we'll send it back to you for a specific
figure. Retail prices vary widely, and outside the US are
set independently based on shipping, customs and local
costs. US Domestic prices are approximately $1,200 for
Arcview, $2,500 for extensions, $3,000 for PC Arc/INFO,
$18,000 for Arc/INFO, SDE or IMS with $3,000-$10,000 per
year for maintenance, and $2500 for Arc/INFO additional
modules (like GRID and Arcpress) with $500 per year for

ESRI costs are based on many things including the research
and development effort behind the product, and the number
of clients willing to pay for it and production volume.
This is why more specialized products like Extensions may
cost more. Schools and Universities have special programs
for multiple copies at a 50% to 95% discount, but there is
no set pricing for non-profits. Many non-profits with
funding have offered anywhere between 10% and 90%
discounts, and most unfunded, volunteer or developing
country groups are approved at 100% discount.

If you want a basic suggested guideline representing the
average costs offered by the averaged middle-sized non-
profit organization with funding, use the following list:
- Arcview 3.x $300,
- Arcview 8.x $500,
- PC Arc/INFO $500
- Extensions 3.x $300,
- Extensions 8.x $500,
- ArcGIS-Arc/INFO $1000,
- ESRI data CD's $50,
- ESRI Press books $25,
- Space-available training $50/day,
- Web-based training $50 per course,
- Conference pass $100, with $50 more if you want to
attend the thursday night party.

Obviously, if you are a larger or well-funded
organization you might offer more, and if you are a smaller
all-volunteer organization with little or no funding you
might offer less or zero. If you decide to request paying
0, it will help your grant if you are able to complete the
advanced section.

*-PAYMENT: Please itemize your payment offer if neccesary.
If offering zero please be sure your justification is
thorough and your status reports are current. If offering
more than zero you MUST answer yes to the billing
authorization question and, if you use them, provide a PO
number. If offering zero you MUST answer no to the billing
authorization question.
PO NUMBERS: If your org only pays through purchase orders,
please provide a purchase order number for this grant
request so that ESRI may reference it in your grant
billing. You are not obligated to provide a PO number.

-------------------------PAGE 20----------------------


*MAINTENANCE: All Arc/INFO, IMS, SDE, and all Unix s/w
have recurring annual maintenance fees. Map Objects can
have royalty fees and/or maintenance fees. The first year
maintenance is free but in your second year you will begin
receiving quotes for these fees. These fees are extremely
important in allowing us to cover the costs of providing
technical support to you and the automatic software
upgrades you will receive each year. Depending on the
number of software licenses these fees can run in the
thousands of dollars. Please be sure you understand and are
prepared to pay these annual fees before you submit a grant
request for maintenance-based software. If you are unable
to raise the funds to cover maintenance you may apply each
year for maintenance relief or discount by completing and
returning a current grant form with special attention paid
to the advanced section and to your annual status report.
If you don't pay maintenance fees you are still entitled to
use the original grant software as originally configured
but you will encounter problems if you need to request or
purchase other ESRI software. Fortunately those problems
are easily dealt with via a maintenance grant application.
Maintenance grants are usually for ONE year, except in
cases where we have already given you a couple of one-year
grants and in such cases 2-3 year maintenance grants may be
applied for.
Typical retail maintenance fees are: Arc/INFO Primary
License $3000, Secondary Licenses $1200, Module Licenses
$500 primary, $200 secondary. Government and University
maintenance fees can be much lower. If you recieve invoices
or quotes for maintenance, please don't ignore them as it
will complicate your status as a grantee. Please either pay
them if you can, or apply for maintenance grants if you
If you have any questions about submitting requests you can
email or or call 909-793-
2853 x2488, but telephone response is neither fast nor
reliable depending on workload. This is still a 1-person

-------------------------PAGE 21----------------------
[*O]==ORGANIZATION data: Please fill in the general contact
information for your organization. If applying as an
individual, you can enter your own name here, but you must
still complete the contact data section in full and you
will be required to complete the advanced section.

Tax-exempt number: Please enter your 501(c)3 or other
number that certifies you as a tax-exempt organization.
This will improve your chances of getting a grant. If you
enter a number, 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 status your grant will still be reviewed but
your chances of approval may be affected.

Web Site URL: If you have your own web site, or any site
where your conservation or mapping work is described,
please list them. If you have a web site and you get a
grant, we will check on your web site as time goes by for
progress adding maps or spatial data to your site and to
see if we need to offer more web help. We will also expect
you to participate in the conservation GIS web community by
adding links to your web site to both the ESRI Conservation
Program ( and the Society for
Conservation GIS ( Suggested categories are
"mapping", "GIS" or "technology support" and you are
welcome to use the ECP logo if you want a graphic link.
This is an invaluable gesture to help guide others needing
grants and assistance to our support programs.

-------------------------PAGE 22----------------------

classify your organization and the type of work you do so
that we can properly evaluate you against your peers in the
review. We all do a wide variety of work so it's difficult
to pick one label, that's why you have 3 categories of
labels, and why the "keywords" item lets you include as
many as you want.

*-Type of organization [OTYPE]?: What is the fundamental
nature of your organization? If none of them seems to fit,
paste in "General Conservation" and after it type in what
you think is the best word describing your group.
Choose ONLY ONE of the following and paste it into the
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

*-Seconday Type of organization [OTYPE2]?: What secondarily
describes the type of work your organization does? If none
of them seems to fit, paste in "General Environmental" and
after it type in what you think is the best word describing
the kind of work your group does.
Choose ONLY ONE of the following and paste it into the
Urban greenspaces/open space
Environmental justice
Environmental law
General Advocacy
Tribal, Native and First Nations
Environmental education
Outdoor recreation
Citizen participation, Citizen Science
Alternative Transportation/bicycle/mass transit
Alternative Energy/Recycling
Sustainable development and rural development
Agricultural resource conservation
Technology support and data centers
Remote Sensing
Research and academia
Environmental institutes
Museums, zoos, botanical gardens and arboreta
Marine, coastal and baykeepers
Aquatic Conservation
Watersheds and water policy
River protection
Environmental Health
Environmental epidemiology
Air pollution
Water pollution
Birding and ornithological groups
Forest conservation
Wilderness conservation
Species conservation
Wildlife habitat conservation
Land trusts and conservancies
Parks and reserves
Trails organizations
Environmental planning
Community Environmental Centers
International Conservation
General environmental

*===KEYWORDS LIST: List of standard keywords used in the
Organization and Contact section. (enter any that apply,
separated by commas. You can also add any of your own
keywords, separated by commas, after you have entered
any applicable standard keywords.): admin, advocacy,
agriculture, air quality, alternate energy, anthropology,
aquatic, archeology, biodiversity, biology, birds, botanic
garden, botany, caves karst, climate, climate change,
coast, conservation, core-corridor, critical sites,
database design, data center, data integration, data
source, democracy, desertification, ecology, education,
EIR/EIS, emergency, envir education, envir justice, envir
law, epidemiology, fire, first nations, fish, forest, GAP,
geology, greenways, haz mat, health, herptiles, history,
hydrology, insects, inventory, invertebrates, jobs, K-12,
landscape analysis, land trust, mammals, marine, mediation,
mitigation, modelling, monitoring, museum, native
americans, parks, planning policy, pollution, populations,
open space, ranch, recreation, recycling, religious, remote
sensing, restoration, river, soil, species, statistics,
sustainable development, trails, tribal, vegetation, water,
water quality, watersheds, web, wetlands, wildlife,
wilderness, youth

BUDGET information: Please enter your best estimates of
your last year total organizational budget, and your best
estimate of last year's total GIS budget including
hardware, software, salaries and maintenance. The ECP
actively lobbies other manufacturers and donors for
increased support to conservation 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 students
applying for training.

[*M]==MENTOR/SHIP data: If shipping to a different address
fill in this section and check off the Ship Address box.
If you are applying as an international Mentor (see page 8-
10) please provide billing information and check the bill
address and mentor box.

-------------------------PAGE 23----------------------

*REQUIRED DESCRIPTION of what you'll use the grant for:
This is the most basic question that EVERYONE
contemplating using GIS needs to ask - and satisfactorily
answer before going on to thinking about hardware,
software, etc. Please answer clearly Why do you really
need GIS? Will it really help? Will it be worth the cost
to your organization? Please also provide a description of
what you plan to use your GIS donation for.

Enter here a specific justification for why you need a
grant. You need to address 2 things:

-Financial: explain your funding circumstances that require
you to requst free or discounted products.

-Configuration: explain the specific GIS and analysis
activities you will undertake that require each of the
individual software products, training courses or data sets
that you have requested. This is very important as you can
ask for many different products in a single request, but
each specific product may require it's own review and
therefore has to be specifically justified. If you have
never used a GIS, it is sufficient to just explain the
basic tasks you want start on.

-------------------------PAGE 24----------------------


*REQUIRED STATUS REPORT- All grantees are required to
submit a status report on your use of the grant within 1
year. Please enter here the date you expect to submit this
report (month/day/year, i.e. 11/4/99. Grantees who wish to
continue using granted software are encouraged to submit
annual status reports. These make a big difference in our
ability to find funding and support to continue the grants
program, to create new publications, and any status report
submitted within the past year will exempt you from having
to file one with a new grant request.

There is no formal format for a status report, what we
most want to know are the facts on what a difference,
positive or negative, the grant made to your group and to
your conservation mission. Specific technical methods you
used for analysis or cartography that might be useful to
others are especially welcome. Specific activist methods
you used that allowed your maps, reports or data to have a
greater impact in the public arena are equally welcome.

The status report should include example maps,
descriptions of your methodologies and a recounting of
your efforts and/or successes in research and/or effecting
social/environmental change. You are especially encouraged
to submit photographs of the grant in use in the field.
You can check any of the "GIS Feature Stories" on the ECP
web site for an example of what some status reports look
like. They are very important to our program as they are
the only consistent way we have to learn about you, your
problems in tackling this new technology, it's
appropriateness and value to your overall mission, and the
things you would like us to do to make your GIS and
Computer work more powerful and more effective. You are
encouraged to look at your original grant form to see where
you started from. We don't have any absolute measure of
success or failure in GIS just what it meant to you and
your organization and what you learned. What we like to
find out is:
- Were you able to use the grant?
- How have your needs and skills expanded?
- How has your funding expanded or not?

Status report Submittals are requested to be in ASCII
email with graphics as attached JPG, GIF or TIF files. GIF
is often best for screen shots, JPG is best for photos or
real-color imagery, but use a high DPI and modest
compression i.e. 3%. Your actual image should be about
2,000 x 2,000 pixels minimum in order to be useable by any
of our many publications. TIF is good all-around but large,
so use packbits compression. Please also zip your final
files to make the attachement as small as possible. We can
sometimes handle attached MS-Word files. If in doubt just
send a test email to see if it works. Please confirm with
us that your status report was recieved and if not, or as a
backup, or if you have hardcopy only materials, please also
send a companion hardcopy/graphic report with backup
diskette under a separate cover. In the subject line of
your email please put your Name, Date and "Status Report".
Please contact us if you have any questions. Your
submittal constitutes your permission to post parts of this
report on our web site for the benefit of other
conservation GIS groups. Mentors are expected to submit
additional annual reports that describe the progress of
your grantees, recount your work in supporting them, and
predict what additional work or grants will be needed.

Examples of the kind of material found in status reports
can be seen at:
The publications we create from your submissions are used
to raise money for the scholarship and support programs of
the Society for Conservation GIS. You can see them at:
Ecp Publications Web Sites
"Conservation Geography: Case Studies" book 2001
=3616&CATID=12All Periodicals:
Conservation Geography Magazine 2000
Society Conservation GIS Newsletter 1999
Native Geography Magazine 2001
Native Geography Magazine 2000
Land Trust Geography Magazine 2001

-------------------------PAGE 25----------------------


ECP grants are all unique. Having a grant does not
automatically entitle you to any special status, treatment
or privileges, and when you need another grant you will
need to complete another form just like the first time,
unless you are asking for an extension (see pg. 16). If you
are applying for additions, extensions or upgrades to an
existing grant, please indicate that in this section and
your grant will be processed and describe as an addition to
an existing grant rather than as a new grant.

already received any ECP/CTSP grant in the past you must
submit an annual status report as described on page 24 as
part of any qualification for upgrades, extensions or
additional grants. Enter here the date of your most recent
grant, and the date you sent in your most recent status
report. If you haven't sent one yet and would like to
submit a text summary you can include that in the "PRIOR
GRANTEES ADVANCED SECTION" in the advanced part of the

[*P]==COURSE PRE-REGISTRATION: If you are applying for
training you are required to list below the specific
courses you want, their locations, their dates, and the
specific student applying for that course in case you are
applying on behalf of more than one student. You can re-
apply for training-only at any time by sending in this
same email form with your desired courses specified.

-------------------------PAGE 26----------------------


ESRI, the ESRI Conservation Program, and the Society for
Conservation GIS hold their annual international
conferences in Southern California each summer. You can
apply for conference passes to the ESRI conference only,
beginning in February of any year.

With as many as 10,000 attendees (ESRI) and in beautiful
natural settings (SCGIS) these combine to provide the most
valuable skill and community building experiences of the
year for anyone involved in GIS for conservation action. In
past years there have been significant special
presentations from the National Park Service, The Wildlands
Project, GAP, Native American/First Nations groups, and
many others.

The ESRI conference normally costs $1000 to attend, but
you can apply for a waiver of these fees using this form.
If granted, you must still formally register for the ESRI
conference using the standard registration forms described
on the ESRI web site, and in their billing section, enter
"ECP Pass", so that you can be matched up against your
approved application.

In exchange for a pass, We ask that you consider taking
advantage of your presence at the conference to join with
other ECP volunteers in helping with the many tasks
involved with the conference. The SCGIS conference also
has fees and you must apply directly to them, and SCGIS
also has a travel scholarship program that can pay partial
airfares to help people come to the ESRI and SCGIS

The ESRI and SCGIS conference dates are usually in July,
and are posted on the respective web sites (, If applying for a conference pass, please
review the list of tasks below and cut/paste in the ones
you can do into this section of the application form. If
you are interested but not yet sure what time you'll be
free to help, or want to know more about it, paste it in
anyway since this isn't a strict commitment and we will
contact you in May and June to organize the tasks. You will
be sharing most tasks with 5-10 other people so it's a
great way to socialize.

CONF TASKS: (Cut and paste the ones you can do into your
*Give Small Paper[CFPP]?: give an informal 15-30 minute
talk on what you do to an audience of 10-20 people If
selected please enter your paper title[CFPT]:?
*Give Small Demo[CFDM]?: give an informal 15-30 minute
computer demo on what you do to an audience of 10-20.
If selected please enter your demo title[CFDT]:?
*Give Large Paper[CFLP]?: give a formal 30 minute paper
to an audience of 100, deadline for abstracts is
*Give Long Workshop[CFLW]?: give a 1/2 day workshop or
training at the ECP or SCGIS conference for 20-30 If
selected please describe your workshop[CFLT]:?
*Conservation Booth Setup[CFCB]?: Hang beautiful posters,
help set up NT machines for demos and load demos.
*Booth Teardown[CFTD]?: take down and roll posters, box
*Booth Staffing[CFSF]?: Half-day blocks to help staff the
*Gopher[CFGF]?: If you'll have a car and can be available
Monday or Friday to help with errands

-------------------------PAGE 27----------------------

[*D]===ADVANCED SECTION: Applicant Program Description:
The purpose of the advanced program is to support
organizations who will use advanced software to help other
non-profit organizations gain GIS skills, or to pursue
advanced research in conservation science whose results,
methods and/or benefits they will use to help other
conservation organizations. The questions below are all
essay questions, you can make your answers as short or as
long as you like, and your application will be judged on
clarity, completeness and appropriateness of purpose. You
are encouraged to submit hardcopy or digital (TIF, GIF,
WMF) examples of any of your work, resumes, etc, and if
sent under separate cover please indicate. By submitting
these essays you are also granting permission for all or
part of this section to be posted to our web site in the
event your request is granted. A section of required
confidential financial information is also included here.

*-==EXECUTIVE SUMMARY [OSUMMARY]?: enter here an executive
summary/cover letter of your request, as a well-written
narrative of your overall request and justification. You
can expand upon the proposed use of the grant and your
financial justification, or any other issues you wish.

*-PURPOSE of your organization [ODESORG]?: Please answer
what is the overall mission of your organization, and what
is it's role in local conservation and the global
conservation movement.

*-PURPOSE of your GIS project [ODESGIS]?: Please provide a
detailed answer of the mission and goals of your GIS
program or project.

*-SERVICE- list any groups you help and how [ODESHELP]?:

If you are an existing user of ESRI software, whether
obtained by grant or purchase, please list here the name,
version number, and platform of all of the ESRI software
you currently use. If you use Arc/INFO or any other
products running from the License Manager, please append
your current license manager file as ascii text at the end
of this application.

Enter here the ESRI License Agreement number if any of your
prior grants, if you have already submitted it, and provide
a short text summary of your status report in case you
haven't already submitted it.

*-STAFFING- Who are your GIS staff and what are their
interests and backgrounds? [ODESPAX]?: Please provide a
short work history, list of skills and interests, and
publications of the people who will be working on your GIS
project. You have to be able to show that you have the
people with the skills, resources and commitments needed to
undertake GIS as a program or a project. If requesting
advanced products like IMS, SDE, Arc/INFO, or any
specialized extension product, please make sure you
demonstrate here that you have the specific skills needed
to utilize and benefit from these products.

*-REQUIRED REFERENCES: Please give names, email and contact
data for 2 other people familiar with your work: [OREFS]?:

*-MENTORS - Who are your mentors and advisors who help you
build your GIS program? [ODESMNT]?:

*-LIST of major conservation/social achievements
[ODESACH]?: Please provide a general narrative list of your
major conservation or public service achievements.
*-SPECIFIC conservation achievements [OCONSACH]?:
This is a specific accounting of your conservation work in
a more quantitative form that we will use as the basis for
a more exact tracking of the impact of GIS on global
conservation itself.

*-PROJECT AREAS: We plan to provide better guidance to
grantees and donors on the ECP web site about where
conservation GIS projects are and what they are doing.
Please attach an arcview shapefile with polygons (if
possible) showing your project areas or areas of interest.
Please include 2 attributes: Project name, and Project
Description. Please also attach a .prj projection file or
describe in your answer here what the projection/coordinate
system is. You may compress your shapefile or directory
into an attached ZIP file. If you cannot include a
shapefile, please answer "N" and provide a precise
narrative description of your project locations and names.

*-HISTORY of your organization and GIS program, when were
they founded? How have they expanded? [ODESHIS]?:

*-PLAN: Summary GIS development plans for next year
[OGISPLAN]?: Please provide a detailed description of how
you will implement GIS, what products you will produce,
your timetable and milestones.

*-DESCRIBE your other publications/communications
[ODESPUB]?: Please describe your newsletters, brochures,
slide shows, radio talks, tv shows, journals, and anything
else that represents how you get your message out to the

*-SAMPLE MAP products you have created [ODESMAP]?:
Please describe here the map products you have created.

Please see Pages 9-10 for the guidelines on mentor
eligibility and to determine the type of mentorship
application you will submit.
*-Type of application
"Mentor Qualification" to intially qualify as a mentor
Country-specific" for qualified mentors to
Single Grant Combined"
Training Mission"

*-FOR ALL TYPES OF MENTOR GRANTS: Please be sure to list
and/or designate your international support staff in the
PERSONELL SECTION (basic section, above)
*-REQUIRED STATUS REPORT-Date you expect to submit your
Mentorship satus report (month/day/year, i.e.
*-If you were previously awarded ECP mentor status please
provide the date [MPRIOR]?:
*-DATE you sent in your last mentor report [MSTATDATE]?:
*-REPORT: text summary of your last mentor status report

*-List of Countries or Regions: [MLIST]?:
*-Have you checked list for US Export Laws (Y/N) [MEXP]?:
*-Please be sure to describe your international support
plan in the PLAN section above.

*-==FINANCIAL(CONFIDENTIAL): All following information is
confidential for the ESRI review committee only and will
not be released or disclosed in any other way:

-------------------------PAGE 28----------------------



*====BASIC SECTION: Mandatory for all applicants=====
*-Today's Date [RDATE]?:

*-Hardware platform [RPLATFORM]?:
*-Peripherals, digitizer, etc [RDISKS]?:
*-Operating system & version [ROS]?:
*-Software requested [RSOFT]?:
*-ESRI-Label data products requested [RDATA]?:
*-ESRI-Press books requested [RBOOK]?:
*-Live Training days (Must pre-register below) [RTRN]?:
*-Web training passes (Must pre-register below) [RWEB]?:
*-ESRI USA Conference Passes [RPASS]?:
*-Other in-kind items requested [ROTHER]?:

*-PAYMENT: Specific $ amount you offer to pay [RPAY]?:
*-I am authorizing you to bill me: __Yes __No
*-If applicable, bill the following Purchase order #:

*-Organization Name [ORGNAME]?:
*-your tax-exempt number if any [OTAX]?:
*-your ESRI client number if any [OESRI]?:
*-Street/Fedex address [OADDR1]?:
*-Street Address line 2 [OADDR2]?:
*-Mailing Address [OADDRM]?:
*-City [OCITY]?:
*-State ( 2-letter code) [OSTATE]?:
*-Zip or Postcode [OZIP]?:
*-Province (if any ) [OPROV]?:
*-Country (i.e. USA) [OCNTRY]?:
*-Work phone with area code [OTEL]?:
*-Work fax with area code [OFAX]?:
*-Main email [OEMAIL]?:
*-Org Web site URL if any [OWEB]?:
*-Type of organization (pg 22)[OTYPE]?:
*-Seconday Type of organization (pg 22) [OTYPE2]?:
*-Org subject keywords (pg 22) [OKEYWORD]?:
*-Your Organization's total budget last year [OBUD]?:
*-Your GIS program budget last year [OGISBUD]?:

*-Your full name and any initials [CFIRST]?:
*-Your honorific (i.e. Dr., Mr. Ms.) [CPREFIX]?:
*-Your direct address if different [CADDR]?:
*-Your direct phone number [CTEL]?:
*-Your direct email address [CEMAIL]?:
*-Your own interest keywords [CKEYWORD]?:
*-Your job title or role [CROLE]?:

*-Alternate contact full name, initials [CAFIRST]?:
*-Alternate honorific (i.e. Dr., Mr. Ms.) [CAPREFIX]?:
*-Alternate contact phone number [CATEL]?:
*-Alternate contact email address [CAEMAIL]?:
*-Alternate contact job title [CAROLE]?:

*-==MENTOR/SHIP data:
*-Status: __Ship Address __Billing address __Mentor
*-Ship Contact/Mentor Organization Name [MORGNAME]?:
*-Shipping/Fedex address [MOADDR1]?:
*-Shipping Address line 2 [MOADDR2]?:
*-City [MOCITY]?:
*-State ( 2-letter code) [MOSTATE]?:
*-Zip or Postcode [MOZIP]?:
*-Province (if any ) [MOPROV]?:
*-Country (i.e. USA) [MOCNTRY]?:
*-Ship contact full name & initials [MFIRST]?:
*-Ship contact phone with area code [MTEL]?:
*-Ship contact fax with area code [MFAX]?:
*-Ship contact direct email [MEMAIL]?:
*-Mentor only tax-exempt number if any [MOTAX]?:
*-Mentor only ESRI client number if any [MOESRI]?:
*-Mentor only: Date of your next report [MDATE]?:

*-==REQUIRED BACKGROUND data for all requests:
*-REQUIRED DESCRIPTION What you'll use the grant for

of why you require a grant [OWHY]?:

*-REQUIRED STATUS REPORT-Date you expect to submit your
grant report (month/day/year, i.e. 11/4/99)[OSTATDUE]?:

*-ADDITION: Is this request is an addition, extension or
upgrade to an existing grant? [OADDGRANT]?:
*-DATE: What was the DATE of your first grant [OGNLDATE]?:
*-DATE you sent in your last status report [OSTATDATE]?:

CLASS: Dates: Location: Student:

YOU CAN DO (cut and paste from the instructions) [FTASK]?:

*-=======END BASIC SECTION===========
*For basic grants clip above, below is optional.
*For advanced grant, section below is also required.
*Submission instructions are on pg 13.

*-===ADVANCED SECTION: Applicant Program Description


*-PURPOSE of your organization [ODESORG]?:

*-PURPOSE of your GIS project [ODESGIS]?:

*-SERVICE- list any groups you help and how [ODESHELP]?:

*-PRIOR ESRI License Agreement number if any [OLICENSE]?:
*-DATE you sent in your last status report [OSTATDATE]?:
*-REPORT: summary of your last status report [OSTATTXT]?:

*-STAFFING- Short description of the people who will use
the GIS products you requested & what background, skills &
training they posess relevant to the products you requested

*-REFERENCES: Please give names, email and contact data for
2 other people familiar with your work: [OREFS]?:

*-MENTORS - Who are your mentors and advisors who help you
build your GIS program? [ODESMNT]?:

*-LIST of major conservation/social achievements

*-PROJECT AREAS: Did you attach a shapefile with polygons
of your project areas or areas of interest, project name,
and Description (Y/N) [ODESFOOT]?:

*-SPECIFIC conservation achievements [OCONSACH]?:
*-Please estimate how many people your group reached in the
past year by each of the following means:
*- Visiting your center/site [OPAXVIS]?:
*- Teaching/Education/Schools [OPAXED]?:
*- General Public Events [OPAXEV]?:
*- Volunteer Projects [OPAXVOL]?:
*- Newsletter/Magazine [OPAXNEWS]?:
*- Mass Media/Television [OPAXTV]?:
*- Other (please describe) [OPAXX]?:
*- Please estimate how many acres of land your group
protected or conserved the past year by the following
*- Purchase or create easements [OACREES]?:
*- Purchase outright [OACREBUY]?:
*- Affect public policy on [OACREPOL]?:
*- Influence private landowners [OACREOWNR]?:
*- Influence local communities [OACRELOCL]?:
*- Affect scientific knowledge on [OACRESCI]?:
*- Other (please describe) [OACREX]?:
*- Other specific conservation Impact (please describe)

*-HISTORY of your organization and GIS program, when were
they founded? How have they expanded? [ODESHIS]?:

*-PLAN: Summary GIS development plans for next year

*-DESCRIBE your other publications/communications

*-LIST SOME MAP products you have created [ODESMAP]?:

*-==FINANCIAL(CONFIDENTIAL): This financial information is
confidential for the ESRI review committee only and will
not be released or disclosed in any other way:
*-Your Organization's Current projected total income
*-Your Organization's Current projected total expenses
*-Your Current Year GIS program projected budget
*-Your last year's total GIS program budget [OGISBUD]?:
*-Last year's total hardware budget [OHWBUD]?:
*-Last year's total software budget [OSWBUD]?:
*-Last year's total training budget [OTRNBUD]?:
*-Last year's total salary for all GIS staff [OSALBUD]:?
*-Name and % time commitment of GIS manager [OGISMGR]?:
*-Name and % time commitment of GIS technician [OGISTECH]?:

international mentor grants, see page 9-10):
*-Type of application (Mentor Qualification, Country-
specific, Single Grant Combined, Training Mission)
*-FOR ALL TYPES OF MENTOR GRANTS: Please be sure to list
and/or designate your international support staff in the
PERSONELL SECTION (basic section, above)
*-REQUIRED STATUS REPORT-Date you expect to submit your
Mentorship satus report (month/day/year, i.e.
*-If you were previously awarded ECP mentor status please
provide the date [MPRIOR]?:
*-DATE you sent in your last mentor report [MSTATDATE]?:
*-REPORT: text summary of your last mentor status report

*-List of Countries or Regions: [MLIST]?:
*-Have you checked list for US Export Laws (Y/N) [MEXP]?:
*-Please be sure to describe your international support
plan in the PLAN section above.
*-Please be sure that the software request section above
has clearly distinguished the following 8 figures for each
product & version requested:
Product/boxes requested User Licenses requested
Year1 Year2 Year3 Total Year1 Year2 Year3 Total
*-Please be sure that the Billing section has clearly
indicated the invoice amounts you are willing to pay for
EACH of the 3 years of the agreement, then also indicate
the total over all 3 years. Please also indicate how you
will pay for each year. If PO numbers please indicate them
if known.

*-NOTE TO ESRI DISTRIBUTOR: The Mentor Organization listed
above has been approved as an ESRI International
Conservation Mentor on the basis of a 3-year global
conservation support plan they have submitted to ESRI.
This allows them to order software from their USA
Headquarters offices for installation into office
equipment, training missions, and internal support missions
to their own offices, partners and affiliates located in
your country. This form is their specific 3-year
Conservation GIS support plan for your country. You may
veto this plan by responding to the Mentor organization
with your objections within 2 weeks, and cc'ing to, in which case this organization will not be
allowed to pursue GIS support activities in your country.
If you do not wish to veto their plan you don't have to
respond at all. If you would like to nominate additional
local groups for support by this mentor or the ESRI
Conservation Program, please contact

*-Country checked for US Export Laws? (Y/N) [MCEXP]?:
*-Please be sure to describe this country's specific
support plan in the PLAN section above.
*-Please be sure that the software request section above
has clearly distinguished the following 8 figures for each
product & version requested:
Product/boxes requested User Licenses requested
Year1 Year2 Year3 Total Year1 Year2 Year3 Total
*-Please leave the Billing/Payments section blank
*-Please cut and paste the "REQUIRED ORGANIZATION" and
"REQUIRED CONTACT/STUDENT" sections as many times as you
need to list all of the different program and project
offices you need to include for this country. (see page 9)

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