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46 Posts authored by: geri_miller-esristaff Employee

Education Colleagues:


There are different approaches for off-boarding ArcGIS Online users (students graduating, faculty and staff retiring or leaving the institution).


We often get asked for advice on how best to off-board and what to communicate.


I am taking the liberty to share an example from a fellow institution, University of Michigan, on their practice. Thank you Peter Knoop. Below is the current text of an email they send to everyone in the ArcGIS Online organization a few weeks before the end of each semester. Feel free to think of similar approaches for your institution. 


*Note that the links in the email referring to an FAQ (Google Doc) that will not work outside of the University of Michigan. The relevant sections are excerpted and pasted at the bottom. 




You are receiving this email because you used ArcGIS Online, StoryMaps, GeoPlanner, or some other part of the Esri ArcGIS platform at the University of Michigan during the past year.

Who is this message for?

Graduating students or those otherwise leaving the University of Michigan. 

What is this message about?

After graduating or leaving the University, you will no longer be able to login; however, your content will not be immediately deleted. (Access for students not enrolled over Spring/Summer but returning in the Fall will continue as usual.)

What do I need to do?

If you want to maintain access to ArcGIS and your content, like Web Maps and StoryMaps, then you need to transfer the content from your U-M ArcGIS Online account to another ArcGIS Online location.


You have several options:


  1. Transfer to another U-M user -- If you own content that you created in collaboration with others at U-M, and they are still dependent on it (and they are still eligible to use ArcGIS), then you should transfer the ownership of that content to them. For instance, if you created a StoryMap or Web Map for a faculty member to use in their research or teaching, then you should have ownership of those items transferred to them. (More info in FAQ.)
  2. Transfer to an ArcGIS for Personal Use subscription -- This is a fully functional environment, just like you have been using at U-M, but just for you. You can transfer your content here, and continue to work on it and share it with others, such as potential employers to highlight your skills. It is also a great environment with which to continue developing and expanding your GIS skills, and includes free access to most of Esri’s training materials. It is for professional development purposes and cannot be used in for-profit activities. The cost is $100 per year. (More info in FAQ.)
  3. Transfer to another ArcGIS Online organization -- If you will be heading off to a job or enrolling elsewhere, and your new organization has their own ArcGIS Online subscription, you could transfer your content to their organization, if they permit this. (More info in FAQ.)
  4. Delete your content -- You can delete any content you no longer need. Your content will not be stored indefinitely after you leave the University, and eventually will be deleted. (More info in FAQ.)


If you need help determining what to do with your content, assistance with the various transfer options, or have other questions about ArcGIS, please feel free to contact us at <your GIS support email>.


You may also find the answers you need in our FAQ.




Subset of questions from  the FAQ...




What does our Esri Education Institution License permit me to use the Esri ArcGIS Platform for?


The general terms of the Esri Education Institution License cover functionally unlimited use for university-related academic purposes (teaching and research). Use for university-related administrative purposes is covered as well, but under slightly more restrictive terms (please contact <your GIS support email> for more details.)


Our license covers nearly all products included in the Esri ArcGIS platform. It also covers installation on personally owned devices, as long as you are using it for university-related business, including self-education.


Additional information on permitted use can be found in the Rubric for Determining Permitted Uses under the Esri Education Institution License Program.

If you have any questions or concerns regarding licensing, for any component of the Esri ArcGIS platform, please contact <your GIS support email>.

After I graduate or leave, when will I lose the ability to login?

Graduating students typically lose access a couple weeks after graduation. 


Your access is tied to your role at the University of Michigan. As long as you have at least one role as an active student, staff, faculty, or sponsored affiliate, then your University of Michigan account will remain authorized to use ArcGIS. 


You can check your role(s) by looking yourself up in MCommunity.

What if I can no longer login but need help with managing my content?

Please contact <your GIS support email>for assistance.

What can I do if I have graduated or left U-M but still need to work in ArcGIS on a U-M project?

Ask a U-M faculty or staff member collaborating with you on the project to sponsor you for access. They can request MCommunity Sponsorship for your uniqname at no cost. 


You may only use your access to ArcGIS as a Sponsored Affiliate for the purposes of working on U-M projects.

Can I still access my content after I leave?

You will still be able to access content, if you shared that content publicly with Everyone, even after you can no longer login.


You will not be able to access content whose sharing is limited to private or with a group.

Can group members access my shared content after I leave?

Yes, if you shared content with a group, then other members of the group will still be able to access that content as they were before, as long as they remain active members of the University.

Can I still access my publicly shared content after I leave?

Yes, anyone can access publicly shared content without having to login.

Can I still use ArcGIS Pro or ArcGIS Desktop after I leave?

Not through U-M. You can obtain your own ArcGIS for Personal Use organization for professional development purposes, and it includes licensing for Pro and Desktop, as well as other ArcGIS components.

How do I transfer ownership of content to another U-M user?

Please use the ArcGIS Online Ownership Transfer Request form to indicate what content needs to be transferred, and to whom it should be transferred. You can organize your content in a folder in ArcGIS Online to simplify identifying what content needs to be transferred.

How do I obtain an ArcGIS for Personal Use subscription?

See the ArcGIS for Personal Use website for details.

How do I transfer content to my ArcGIS for Personal Use subscription?

If you need assistance transferring content to a Personal Use organization, please contact <your GIS support email>.


Most ArcGIS Online content can be transferred using ArcGIS Online Assistant, however, one notable exception is ArcGIS StoryMaps. For assistance with content that cannot be transferred via ArcGIS Online Assistant, please contact <your GIS support email>.

How do I transfer content to another ArcGIS Online Organization?

If you need assistance transferring content to another ArcGIS Online organization, please contact <your GIS support email>. You may also need to contact the administrators of the destination organization.


Most ArcGIS Online content can be transferred using ArcGIS Online Assistant, however, one notable exception is ArcGIS StoryMaps. For assistance with content that cannot be transferred via ArcGIS Online Assistant, please contact <your GIS support email>.

What happens to my Content if I do nothing?

The content you have stored in ArcGIS Online, such as Web Maps, StoryMaps, Feature Layers, etc., will not be deleted immediately when you leave the University. 


While we cannot guarantee your content will kept at all after you leave the University, our plan is to only delete content when:


  • Content owner has not logged in during the last 2-years and no one has viewed the content in the last 3-years.
  • Content owner has not logged in during the last 3-years and no one has viewed the content in the last 2-years.
  • Content owner has not logged in during the last 4-years and no one has viewed the content in the last 1-year.
  • Content owner has not logged in during the last 5-years.


Meeting Recording: Returning to Campus Safely: Plan, Prepare, & Respond to COVID-19 with GIS, recording access password is 7t&w?4J*


Resources page: Returning to Campus Safely


Education Colleagues:


We’ve seen many inquiries for advice on leveraging GIS technology to reopen campus. Given the needs of the community, we are organizing a community web meeting on the topic, see details below.


We look forward to seeing you there. The community meeting will be recorded and posted on GeoNet.





Returning to Campus Safely: Plan, Prepare, & Respond to COVID-19 with GIS



6/23/2020 – 3:00 PM – 4:30 PM EST



How do we maintain safe social distances across campus? How do we track high-traffic area sanitation requirements? How can staff report their daily health status? These are just a handful of the questions that campus administrators are asking as they look to bring students and staff back to campuses this fall. At the heart of these questions is the need to open and operate safely.


To solve these challenges, spatial data and tools play a key role.


This web meeting will explore a range of solutions, some of which you can do with technology provided as part of your Institution Agreement (i.e. site license), some of which may require additional technology, such as ArcGIS Indoors and Tracker for ArcGIS. 



Campus IT, GIS administrative staff, facilities staff




Allowing time for Q&A/discussion



Meeting Recording: Returning to Campus Safely: Plan, Prepare, & Respond to COVID-19 with GIS, recording access password is 7t&w?4J*

As you are aware, the 2020 Esri User Conference is moving to a virtual format.  The event will include Plenary sessions, technical workshops, user sessions, an Expo, and unique networking events. It will take place July 13-15.


Registration will be complimentary for all Esri customers with current licenses/maintenance. In addition, it will be free for all currently enrolled students and 2020 graduates, regardless of whether their institution has Education Program licenses.


This FAQ provides additional details about registration policies and the event format.


Please socialize this broadly across your campus community, as this is a great opportunity to broaden GIS knowledge and learn new skills.


Below is a list of commonly asked questions:


Q: Can really anyone at my institution attend?

A: Yes. Institutions with a current Education Program license may register an unlimited number of participants (e.g., Education Institution Agreement/Site License, Academic Department license/Lab Kit, Administrative Use Department license, Schools Bundle). This means ANYONE in your institution can attend.


Q: Do I need to provide our institution’s Customer Number to register?

A: Yes, a Customer Number is needed for full-conference access for faculty and staff.  This video walks through the registration process.


However, students can register for full-conference access without a customer number - see next question for details on student registration.  In addition, anyone can register for the Plenary session only without a Customer Number.   


Q: I am a student at an institution which does not have an Education program license or would like to register independent of my institution with Education program license.

A: Any student or 2020 graduate can attend the Virtual UC for free.  This video walks through the process, or you can follow these instructions:  1. Go to and click on Registration.  2. Click Register now under the heading Student access.  3. Log in with an Esri Account.  (If you do not have an Esri Account, create a Public Esri Account.) 4. The Virtual UC Student access rate will be selected. Please send proof of enrollment to Proof of enrollment can be a photo/screenshot of your most recent course schedule or student ID card (with a date of issue or expiration date). 5. Complete the Personal Information section. 6. Review and accept the policies and submit your registration.


 Q: Is it OK to provide my Customer Number to everyone at my institution and do I need to provide special instructions?

A: Yes, please share your Customer Number with your users across campus. Some of your users may already be linked to your Customer Number in MyEsri.  For these users, the Customer Number will automatically populate when they log into their ArcGIS account to register for the conference. 


If the Customer Number does not automatically populate, the user should enter it manually during the registration process.  The user may then be instructed to request permission to connect their ArcGIS account to the university’s customer account through MyEsri.  


The MyEsri administrator determines what permissions to grant, so providing someone with your Customer Number does not automatically provide access to all licenses or to Technical Support. 


Q: Can I get a list of users who have registered under my customer number?

A: Yes, on MyEsri there is an Events tab that shows a quick summary of who has registered under your customer number.  There also is a more detailed report available under the Reports tab.


On the Events tab, the section showing Complimentary UC Registration should be ignored for this virtual offering, since complimentary UC Registrations are unlimited.


Note: Students who register under the Student rate will not appear in these reports.


Q: Is the Education Summit taking place?

A: The Education Summit will be moved to a later date.  Details about the schedule and format will be shared as they become available.

Amidst COVID-19 closures, many educators have sought to virtualize ArcGIS to support their courses. One of the ways is to leverage the AWS Educate Program, which provides EC2 instances (virtual computers), among other AWS services, as well as enhances student’s knowledge of cloud environments in general.


Given recent experiences shared by a couple of educators, we wanted to take the opportunity to share lessons learned and provide further guidance in terms of running ArcGIS on EC2.


With the AWS Educate Program, there is a an option for a AWS Educate Starter Account, and "regular" AWS Account. The AWS Educate Starter Account does not support access to AWS Marketplace for EC2, which means that access to preconfigured Marketplace AMIs will not be available.


Esri does provide preconfigured AMIs on the AWS Marketplace, which come with pre-installed ArcGIS Enterprise and ArcMap (not ArcGIS Pro), and hence are not available with a Starter Account.


  • Starter Account
    • No credit card required sign-up
    • Eligible for free credits through AWS Educate
    • No access to Esri's ArcGIS Enterprise AMIs in Marketplace; have to share your own custom AMI to students, or have students install ArcGIS on their own.
  • Regular Account
    • Credit card required for sign-up
    • Eligible for free credits through Educate
    • Access to Esri's ArcGIS Enterprise AMIs in Marketplace; can share your own custom AMI to students, or have students install ArcGIS on their own.


The ArcGIS Enterprise AMIs are a wonderful way to start but are highly customized and have a large footprint/overhead. Unless you are teaching ArcGIS Enterprise in your course, if your intent is to just provide access to ArcGIS Pro and ArcMap, the recommendation is to create your own custom AMI, and share that with your students.  Alternatively, have your students start from an appropriate base Windows AMI and install ArcGIS on their own.  


Advantage of creating one’s own AMI, then making it available to the whole class is that you can also include other helpful tools in your own image (7-zip, Notepad++, Chrome, Atom, PyCharm, etc.).  When this approach is taken, you would need to ask the students to send their AWS account IDs, then share the AMI with those IDs (i.e. an additional step).


In terms of covering any outstanding costs, AWS has provided codes that could be distributed to students and redeemed for AWS credits, so consider reaching out to AWS directly.  


Also, it should be mentioned that, yet another approach is to have an AWS centralized account for the class/department, and instructor or staff spins the instances for the students, using a similar pre-configured AMI approach. The advantage of a centralized account is that the students do not need individual AWS accounts (i.e. lesser amount of steps), which has worked well for some institutions. However, there are associated costs, though AWS could also provide codes/credits for educational purposes to cover the costs.


Feel free to review the following webinar on “Enabling Remote Access and Virtualizing ArcGIS, outlining additional virtualization options.


If you are considering Azure as an environment, the videos below from our colleagues from Esri Canada will be very helpful.



Thank you to Peter Knoop, University of Michigan, and James Detwiler, Penn State, for sharing their experiences above.

As part of our continued efforts to support students and educators amidst COVID-19 university closures, we will offer free Student licensing until August 31st, 2020 – via Learn ArcGIS


The following Press Release was published, feel free to share widely - Esri Offers Students Free Access to Software for Continued Education through Coronavirus Closures.


In essence, we’re extending the Learn ArcGIS membership from the standard 60 days to August 31st, and anyone who signs up will have that extended access. The membership includes access to ArcGIS Online and over 20 apps including ArcGIS Pro, along with a library of lessons that are available in seven languages. New lessons on public health have just been added. To sign up for a membership in Learn ArcGIS, visit


This offer is retroactive for Learn ArcGIS users who registered since March 1. Any new signups may not see an immediate message communicating August 31 as an end date, but that is the effective end date. Messaging will be communicated later. 


Below is a lists of FAQ we have seen from Educators, please feel free to ask additional questions. For additional questions please check our Student Access FAQs.


Q: What is Learn ArcGIS?

A:  Learn ArcGIS is a free resource for learning to use ArcGIS in the context of real-world problems.  It provides hands-on lessons for many products, such as ArcGIS Online, ArcGIS Pro, Story Maps, Survey123, and more – over twenty in all.   

Lessons can be filtered by capability (e.g., mapping, spatial analysis, real-time visualization); productindustry; resource type; or geographic region.  Learn Paths are curated collections of resources on a given topic, such as spatial analysis or health, providing easy access to a series of activities. 


Q: My institution already provides ArcGIS, how is this different?  

A: If your institution already has ArcGIS deployed successfully, we recommend that students utilize the institution-provided licensing that is already in place. Therefore, this offer may not be applicable.  However, there are still students worldwide, who do not have access. Hence, we wanted to provide access for them.    


Q: Does this offer create another ArcGIS Online account? Are they related? 

A: This offer creates an account in the ArcGIS Online organization managed by Learn ArcGIS. This account is separate, and not related to any ArcGIS Online account provided by the university. To minimize confusion, if your institution already provides student licenses via their institution agreement (i.e. site license) AND if students are leveraging this free student license offer, please ensure that they are aware that the two accounts are separate.  


QHow do I copy content from my Learn membership to my university account? 

ACurrently there are three ways to copy content from one organization to another - 1) ArcGIS Online Assistant, 2) GeoJOBE Admin tools, 3) ArcGIS API for Python 

Q: Where do I get the installation files/executables to install ArcGIS Pro?  

A: Instructions will be sent via email when students register.  Students will receive one email message to activate their account, then a second message with instructions to download ArcGIS Pro Once you've received your account information, log into the Learn ArcGIS Organization and go to 


Q: Does my Learn membership include ArcMap?  

A: ArcGIS Desktop (ArcMap) is not included.  ArcGIS Pro is the desktop application included in the Learn membership.


Q: What support is offered (e.g., download and installation, general software use), and how do I get help? 

A: Community support is available in the Learn ArcGIS GeoNet community .  You can ask questions and search for information in the Content feed.


Q: I’m younger than 18 years; can I use this offer? 

A: No, this offer is available only for students 18 years or older, based on Esri’s Privacy Policies.  If you’re a student under age 18, a parent or guardian can create an account on your behalf. 


For additional questions please check our Student Access FAQs.

Due to coronavirus (COVID-19), many colleges/universities are moving to fully online classes. 


In this webinar, select educators will discuss their approaches of moving a course online.  New media and delivery technologies must be adopted along with shifts in pedagogy – all while keeping course goals and program objectives at the forefront.   We’ll focus on what is practical in a short time-frame and highlight readily available resources.  We’ll hear from both veterans of online learning and educators who have just started teaching online in response to the COVID-19 outbreak.


Presenters include: 

  • Patricia Carbajales, Clemson University
  • Peter Knoop, University of Michigan
  • Diana Ter-Ghazaryan, University of Miami  
  • Joseph Kerski, University of Denver/Esri
  • Jennifer Bernstein, USC/UCGIS


What: “Moving Your Course to Distance Learning”  Webinar 

When:  Tuesday,  March 24, 2020 at 7:00 pm EDT / 4pm PDT 





  •      The Webinar recording can be found here.



  •      The slides from each presenter can be found here.

With COVID-19 causing colleges and universities to close doors for in-person courses, educators are seeking information on approaches to transition to a fully online classroom.


There are many challenges – providing access to technology in absence of the trusty physical classroom, providing licensing, adjusting our teaching style for the virtual classroom – all needing to be solved in a short timeframe!


Amidst of all the disruption, there is a tremendous opportunity ahead of us. While intimidating, this gives us an opportunity to re-invigorate our courses and to innovate.


Now is the time to identify and focus on your course's learning objectives and consider how ArcGIS Online (SaaS) instead of ArcGIS Pro or ArcMap (desktop GIS) will help you meet those objectives.  ArcGIS Online (and other apps) have minimal hardware requirements and run on Macs, tablets, and phones, making them more accessible than desktop GIS.  Web and mobile apps generally have a simpler user interface (fewer buttons and menus) that can be learned more quickly, keeping the focus on concepts and content.


Some more advanced objectives (most likely in advanced GIS course work) may still require desktop GIS; in these cases, consider a blend of SaaS and Desktop GIS.  ArcGIS Online and ArcGIS Pro are designed to work together, so moving between the two is easy.  Starting with SaaS can buy additional time for you and/or your IT support staff to explore virtualization and remote access solutions for desktop GIS. That said, please consider moving your course activities to SaaS – ArcGIS Online and Apps – for which students only need an internet connection.  


A few items to think about:


  •      Desktop-only GIS is a thing of the past - for a while now, we have encouraged the use of SaaS technology such as ArcGIS Online and associated apps. Many educational institutions are highly leveraging apps like Story Maps, Survey123, Collector, among many others. These are now the starting point for geospatial technology in the classroom. And fortunately, there are many online learning resources to get us started quickly.


  •      The technology has grown immensely over the years - many capabilities are possible with ArcGIS Online and Apps. We can maintain our current learning objectives and map them to some of these newer online learning resources. Some examples:
  •      Symbology and Visualization –plenty of basic concepts can be covered with ArcGIS Online and apps such as Insights for ArcGIS.
  •      Spatial analysis –ArcGIS Online has fundamental capabilities for querying and summarizing data, calculating proximity, and overlaying layers.
  •      Field data collection workflows – there are many apps available to collect locations and attributes, such as Collector and Survey123.

Bottom line: Use some of these lessons and e-learning/web courses as a base, as opposed to re-writing your existing materials, then pose additional challenges for your students.


  •      Today’s students are fast learners - they have no problem with new technology and will welcome the opportunity to experiment. In addition, the SaaS technology and apps are easier to work with than desktop applications.


  •      This is a forgiving time – if something doesn’t work, that is OK. Students will be open/receptive in this time of disruptive change. We are not going to design a perfect online course in such a short timeframe, it is not realistic. We need to do what is practical and feasible.


Here are a few quotes from Higher Education colleagues that support the above.


  •      Clemson University: In our pilot to test moving a course to fully online, we limited instruction to ArcGIS Online. This is my advice if institutions haven’t virtualized yet, have little experience with it, and had to rush to move online, as students might not have the right computer/access/space) etc.


  •       NC State University: If our in-house virtual environment were to become overloaded for some reason and all else fails, we would look for ways to supplement our instruction with more ArcGIS Online examples where we can, particularly at the undergraduate level. 


  •      University of Minnesota: ArcGIS Online removes much of the stress associated with quickly moving my in-person courses to all online.

With COVID-19 causing colleges and universities to move their courses online, educators are seeking information on how to provide access to ArcGIS software for students working remotely, and at times, needing additional licenses.   


At Esri, we are fully committed to providing enough licenses to support continuity of courses and ensure no disruption. Below is an outline of availability of licenses and recommendations on how to deploy to students.


In short, Colleges and Universities who already have Education Institution Agreement (former Site License), should have enough licenses for the entire campus. Colleges and Universities with a small or medium Departmental Agreement, or an older LabPack license, can receive a Large Departmental Agreement, to provision sufficient ArcGIS Online, ArcGIS Pro and ArcMap licenses. 


Colleges and Universities with Education Institution Agreement (former Site License):


  •      Use on any device – please encourage students, faculty and staff to install ArcGIS on their own devices (ArcGIS Pro and ArcMap). With the new Institution Agreement (former site license), now technology can be installed and licensed on any student-owned device.
  •      Best way to distribute executables and single use licenses – please use your institutional file share to distribute any desktop executables and licensing (ArcGIS Pro and ArcMap) – GoogleDrive, Box, OneDrive, etc. We recommend licensing ArcGIS Pro via ArcGIS Online Named User. For ArcMap, please share the executable on your institutional file share, and the same single use license file can be used by everyone on campus (total of 5,000). Please read this blog for further information.
  •      Unlimited ArcGIS Online Named Users for teaching and research – with the updated Institution Agreement, we have unlimited named users available for teaching and research. If your institution has not migrated to the new institution agreement, and you are running low on Named Users, please contact your Education Account Manager. We will provision additional Named Users to you, to support your courses.
  •      Provision ArcGIS Online Named User licenses for ALL new users – please leverage New Member Defaults in ArcGIS Online. Ideally, you would work with your IT colleagues to setup Single Sign On (enterprise logins) for students to use their university credentials, but if this is not feasible in a short time frame, New Member Defaults can still be used for ArcGIS-only named users. This enables any new students who login to ArcGIS Online to be provisioned for any licensing.  


Colleges and Universities with a small/medium Departmental Agreement, or older LabPack license (limited licenses):


  •      We will be offering a donation of a Large Departmental Agreement to our customers with a term end date of 08/31/2020. This will provision (100) each ArcGIS Online, ArcGIS Pro, and ArcMap licenses. Please license ArcGIS Pro via ArcGIS Online Named User. 
  •      To request the donation:

            -  If you are outside the United States, please contact your local Esri Distributor.

            -  If you are inside the United States, please fill out this form. Please disregard the “Site License” notation.                We will make additional licenses available to all customers, not just those with a site license.

  •      Please consider moving to Institution Agreement in the future, as it provides unlimited allocation of named users along with many other benefits. Please contact your Education Account Manager or local Esri Distributor with questions.
  •      Please follow the above recommendations for distributing executables and licensing (desktop and Names Users).


Other recommendations:

  •      We realize that not all students have personal computers, and even if they do, ArcGIS Pro has certain system requirements which may not be met with older hardware. Please check our COVID-19 Educator Support space which lists additional resources, such as this Virtualization of ArcGIS: On-premise and Cloud Options for Higher Education blog.  
  •      Run ArcGIS Pro on a Mac – please refer to the documentation, many students successfully run ArcGIS Pro on Mac machines.
  •      If it is not possible for students to run desktop software on their own machines, and not possible to virtualize ArcGIS in a short timeframe, please consider moving to SAAS – ArcGIS Online and Apps, where students only need an internet connection. The technology has grown immensely over the years, and many capabilities are possible with ArcGIS Online and Apps. While intimidating, this gives us an opportunity to re-invigorate. Please check this blog for many online learning resources - keep your learning objectives and competencies, and map them to some of these existing resources.

COVID-19 has impacted us in many ways. There is an increasing number of institutions who are temporarily postponing or cancelling in-person courses, and on-ground faculty may be faced with having to migrate their courses to online learning. Of course, planning, available support, and clear communication are paramount to helping make such transition and ease both faculty and student anxiety.


We wanted to share several online resources that are available to supplement online learning. You likely know many of them, but they could be a lifeline for those faculty who have not utilized them, as many of these resources are conducive to remote and self-paced student learning.



We would like to express particular appreciation and support to the many colleagues whose role is to support educators across campuses leverage geospatial technology. Folks sitting in libraries, instructional resource centers and technology support offices, may be faced with increased demand to provide support for moving courses to remote instruction. 


Further, we have a close community of GIS educators – a community who has inspired and supported one another. If you have advice to offer, or need advice on approaches to transition courses, please feel free to post here. If a virtual meeting space is a desired mode to share practices, we can help facilitate that. 

Sharing a wonderful resource - a webinar recording and slides on Teaching Practical Spatial Data Science and Deep Learning”.


Huge thanks to Dr. Ilya Zaslavsky, UCSD and Dmitry Kudinov, Esri, for their wonderful presentation.



Thanks to all attended for the wonderful questions/discussion.

With the updated Education Institutional Agreement (former site license), we have simplified Single Use licensing by including the core product and all extensions in one authorization code.  One authorization code now unlocks both the core app and all extensions* for the following products:


  • ArcGIS Pro Advanced (though we encourage a named user license model in most cases)
  • ArcGIS Desktop – ArcMap Advanced
  • ArcGIS Enterprise – ArcGIS GIS Server Advanced


*Note:  The Locate XT and Business Analyst extensions are an exception and have separate authorization codes.


In addition, the Education Institution Agreement now includes 2 sets of licenses for all products:  Academic Use and Administrative Use Separating Administrative Use from Academic Use keeps operational maps and data safe and secure without limiting experimentation and innovation by students and researchers. 


You will see different quantities for Academic and Administrative use under "View Authorizations".


The authorization codes for Administrative Use licenses are explicitly labeled as Administrative Use, e.g.,:

  • Education Site ArcGIS Pro – Education License; Administrative Use License
  • Education Site ArcGIS Desktop – Education License; Administrative Use License
  • Education Site ArcGIS Server Enterprise – Education License; Administrative Use License


The authorization codes for Academic Use licenses are labeled as follows:

  • Education Site ArcGIS Pro – Site License
  • Education Site ArcGIS Desktop – Site License
  • Education Site ArcGIS Server Enterprise – Site License


License files are created on My Esri under the Licensing tab, using the License Esri Products link. Please ensure that you are leveraging this option for any ArcGIS Enterprise GIS Server and ArcGIS Desktop licensing.


To generate Portal instances for ArcGIS Enterprise for versions 10.7 and above, use the License Esri Products link. For versions 10.4 - 10.6.1, the licenses are created using the Generate Portal for ArcGIS Licenses link.  


If you require earlier versions of ArcGIS Enterprise for v10.3-10.6.1, these can be created upon request. Please contact your Customer Service representative for assistance. 

The updated Education Institution Agreement enables more students, faculty and staff to leverage ArcGIS technology, such that any ArcGIS product can be accessed on any device and in any location.


ArcGIS has grown beyond the confines of a single desktop GIS application, and ought to be managed as an institution-wide system available to everyone, similar to a learning management system (LMS) or cloud storage. More importantly, it must be managed at scale to take full advantage of the Institution Agreement benefits - maximizing access and minimizing administration time.   


To successfully deploy and manage ArcGIS in a sustainable and secure manner, please follow the below recommendations. These recommendations are designed to help you take full advantage of the Institution Agreement benefits, but they also apply to Site Licenses and K-12 Schools licenses.


  • Single ArcGIS Online organization – use a single ArcGIS Online organization for the entire institution to avoid impeding collaboration and minimize management workload.
  • Enable enterprise logins (Single Sign On, SSO) – leverage your institution’s identity provider to eliminate manual management of users and to prevent unauthorized access when student graduates or faculty/staff leave. Make sure to enable “Automatically” join for new users.
  • Configure New Member Defaultsauto-provision new users with everything they will need, which eliminates manual administration:
    • User Type (GIS Professional)
    • Role (Publisher) – empower users to do most tasks
    • Add-on licenses – such as Business Analyst, Community Analyst, Insights, ArcGIS Pro Extensions, GeoPlanner
    • Credit Quota – set it high enough that most users can get their work done, there is ample amount of credits available with your new Institution Agreement
    • Enable Esri Access – enable users to help themselves by providing access to Esri Training (e-Learning), GeoNet.
  • Software distribution – provide executables and provisioning files via your institutional file share system (Box, OneDrive, GoogleDrive, etc.). The same provisioning file can be used by everyone in your organization. ArcGIS can be accessed on any device.
  • ArcGIS Pro licensing:
    • The new GIS Professional Advanced User Type provides ArcGIS Pro licensing. ArcGIS Pro Extensions still need to be set in New Member Defaults as an Add-on license. Bottom line, ArcGIS Pro licensing is provided via named user in ArcGIS Online.
    • We discourage single use or concurrent use licensing – why maintain a license manager? Single Use licensing is recommended for offline use.
    • Disable “offline” licensing for ArcGIS Pro, as it often results in inquiries to recover the license.
  • Monitor Usage – demonstrate to stakeholders the breadth and depth of GIS on campus. The ArcGIS Online Usage Reports (Organization>Status) are a start and provide easy access to total usage data. Further analysis and efforts are needed to provide information for ongoing, repeat usage, as well as daily reporting.
  • Inactive users and stale content – if you are in the early stages of deploying ArcGIS to your entire institution, the recommendation is that you DO NOT delete users and content, as deleting users and content takes time and effort, it breaks the audit trail of ownership, and may break dependencies that others may have on that content. Deleting content cannot be recovered! Over time, you can work on best practices for your institution on how to manage inactive users and stale content.

Fellow Educators:


ArcGIS Online User Types have been in use for some time now as a way of providing apps and privileges to ArcGIS users. The Creator User Type has been available for Education program licenses.  


With recent updates to the Education Institution Agreements, the GIS Professional Advanced Use Type was added as the default option, versus Creator. GIS Professional Advanced User type differs from the Creator User type in the fact that it provides ArcGIS Pro Advanced licensing.


Everyone who has migrated to the new Institution Agreement (and has the GIS Professional Advanced user type as an option):


  •        Please switch all ArcGIS Online users to GIS Professional Advanced User Type. Instructions are listed here, and further info is below.
  •        If you do not assign GIS Professional Advanced User Type licenses, you will likely get a message “The number of user types and licenses assigned exceeds the number available”. The reason for this message is that users are now all GIS professional User Type licenses instead of Creator, while you may have Creator User Type licenses assigned.  


Please ensure that you utilize the New Member Defaults to auto-provision licensing for new users, preferably with Enterprise Logins (SSO). Note that the GIS Professional User type does NOT include all ArcGIS Pro extensions. When you set your add-on licensing on New Member Defaults, please note that you will have to add the extensions (and not ArcGIS Pro, since it is now part of the user type). Extensions count as one of the 5 add-on apps.


Note: If you have any ArcGIS Pro licenses who have been taken for "offline use", they will have to be recovered prior to making the switch from Creator to GIS Professional User type (for those specific users with offline licenses). All other users can be converted. We generally encourage administrators to "disable" taking ArcGIS Pro offline: Organization>Licenses>"Prevent Members from Taking ArcGIS Pro Offline".


How to Change User types – documentation here:


  1.       Login as an Administrator – Organization>Members tab.
  2.       On the left, filter by User Type – Creator.
  3.       Ensure that you are showing 100 members per page (maximum default currently), bottom right.
  4.       Check the box to in the upper Left to select all Members.
  5.       In the Upper Right, Manage User Types.
  6.       Select GIS Professional Advanced and Save.
  7.       Maintain the selection and click Manage add-on licenses in the Upper Right and enable ArcGIS Pro extensions, then click Save.


Changing User Types can be done in an efficient manner via an ArcGIS API for Python script, such as:


from arcgis.gis import GIS


# Update these values for your ArcGIS Online organization orgURL = ""

orgUser = "an_admin_user"

orgPwd = "admin_password"


gis = GIS(orgURL,username=orgUser,password=orgPwd)


# Enumerate and iterate over all users

users = for user in users:

     # Change user type for each user

     print ("Changing user type for " + user.username +" to GIS




Further feedback is welcome!



Some of you have asked - there are two components/access points for QuickCapture – it is very similar to how Survey123 is accessed/licensed.


  1. Mobile app – download from Apple or Google Play (Note, as of today, June 27th, 2019, the QuickCapture mobile app has not been indexed yet by Apple or Google play, and it will be in 24-48 hours).  You can download  it directly on iOS from:
  2. QuickCapture designer (web tool) - . You can go directly to this URL. It will be part of the AppLauncher in September (for the time being, as an Administrator, you can manually add it to AppLauncher).


Educational institutions currently get Creator user type, which includes the Field Apps bundle that QuickCapture is part of, along with Collector, Survey123 and Workforce. No additional license assignment is needed.

For more info and tutorials:


 AppLauncher (QuickCapture Designer web tool will be part of it in September)


Field Apps Bundle (bottom), available with Creator user type (no additional license assignment needed)


Fellow Educators:


We are excited to share an update about the upcoming release of ArcGIS Online, which was heavily influenced by the Education community (you) – new functionality is added to make it easier to assign licenses and ease access to ArcGIS technology across campus. In addition, we will see improved member search and filter options – two other big asks from Education users.


In the June release of ArcGIS Online we will introduce a new Organizational setting: New Member Defaults. This setting grants Administrators the long-sought ability to configure default Add-on License options, alongside the previous options for default User Type, Role, Credit quota, Groups, and Esri Access.  The New Member Defaults are applied when creating accounts for any new user who is added/invited to the organization.


When combined with enterprise logins and its "Automatically" join option, the result is a fully automated process -- often referred to as auto-provisioning -- for providing access to ArcGIS to your entire campus community. (Some campuses achieved this in the past by implementing automated scripts that granted licensing entitlements when new users were detected in the system. This update eliminates the need for such scripts.)


To easily geo-enable your campus community, please consider taking the following steps:


  1. Enable enterprise logins, commonly known as SSO – integrate with existing business systems and do not create arcgis-only accounts (unless when working with outside affiliates).
  2. Enable "Automatically" join for enterprise logins (also known as auto-provisioning), so that new users are automatically granted access to ArcGIS.
  3. Configure the "New Member Defaults" so that people have access to everything in ArcGIS they might need to do their job:
    1. Leave the default user type set to "Creator". (FYI, the default user type will soon become GIS Professional Advanced for those with institutional agreements.)
    2. Set the role to "Publisher" – empower everyone with the abilities to do the work they need to do
    3. Configure default Add-on Licenses (ArcGIS Pro, Insights, Business Analyst, Community Analyst, GeoPlanner, etc.)
    4. Set a Credit Quota (1000, 2000, 5000, etc.) whatever fits your institution -- enable your community to do their work, yet protect them from accidental mistakes
    5. Enable Esri Access for everyone – allow them to utilize Esri Academy (E-Learning/Esri Training), GeoNet, etc.
  4. Encourage students, faculty, staff to leverage all free options for self-learning, such as Learn ArcGIS, Esri Academy, documentation, etc.


In addition, you will also see improved filter and member search options – enhancements influenced by education community as well - which will make administration easier.


For those of you joining us at Education Summit @ Esri UC, we’ll have this, and more, in some of our workshop offerings.


New Member Defaults:


New Filters:


Improved Search (consolidated) – Full name is no longer the default (no dropdown):

Filter Blog

By date: By tag: