How Virtual Campus Annual User Licenses Work

A Virtual Campus Annual User License provides ESRI Virtual Campus training to an organization at a reduced price. Virtual Campus Annual User Licenses are good for one year and are renewable.

When a Virtual Campus Annual User License is purchased, the retail value is allocated to your account in Virtual Campus Dollars. For example, a $2,500 Premium License is purchased for $2,250 and yields a starting balance of 2,500 Virtual Campus Dollars.

The organization is required to designate an Administrator to issue course access codes for enrollment. The Administrator of the Annual User License is authorized to issue course access codes to members of the organization. The Administrator can also designate Representatives to help administer the issuing of codes. Each time a course access code is issued, the account is debited.

For more details see the topics listed below:
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• Master Code
  Once an account is created a master code is issued to the Administrator. A master code is the "password" to the Annual User License account, and expires one year from the date issued. A master code is 8 or 10 characters long, and has a combination of letters and numbers.
  
  
• Course Access Code
  A course access code is issued using the master code, providing an individual access to a particular online course. A course access code has 14 letters, is unique to a specific course, and can only be used once. When a course access code is used to enroll in a course, it is linked to the individual's ESRI Global Account and is not transferable. Access to the course will expire one year after the code has been used to enroll.
  
  
• Virtual Campus Dollars
  Virtual Campus Dollars work like a debit system; each time a course access code is issued the price of the course will be deducted from the account total. Virtual Campus Dollars can be used only with an ESRI Virtual Campus Annual User License and cannot be used to purchase other products and services at ESRI.
  
  
• Renewal and Extension
  Purchased Annual User Licenses: One month prior to expiration, a renewal form will be e-mailed to the Administrator. ESRI offers two options:

  • Renew your license account for another year. Your unused Virtual Campus dollars are added to your new account balance.
  • Extend your license account for one year ($600 fee). Your unused Virtual Campus dollars are made available for an additional 12 months.

  If the licenses is not renewed or extended, the unused Virtual Campus Dollars are forfeited.

  Other Annual User Licenses: An Annual User License included with K-12 and Higher Education software licenses are automatically renewed when the software license maintenance is paid for the following year. The renewal and expiration dates of the Master Code coincide with the start and end dates of your site license or ArcGIS Lab Kit. Upon renewal of the site license or Lab Kit, a new Master Code will be e-mailed to the Administrator.
  
  Virtual Campus Annual User Licenses included with a grant or contract will be renewed according to the stipulations in the contract.
  
  
• Administrators and Representatives
  The Administrator is the sole manager of the account, receives an e-mail for each course access code issued, and has the following responsibilities:

  • Serve as a liaison between ESRI and students or staff.
  • Request all changes to the Virtual Campus Annual User License account.
  • Designate Representatives.
  • Control and secure the Master Code.
  • Maintain and issue course access codes.

  A Representative shares the responsibility of issuing course access codes for their organization.
  
  
• Adding or Removing Representatives
  Only the Administrator can add or remove a Representative. To add or remove a Representative, the Administrator can contact us with the Representative's name and e-mail address.
  
  During renewal, all Representatives are cleared from the account. A new list of Representatives can be added by request once the account is renewed.
  
  
• Account and Enrollment History Report
  The Account and Enrollment History Report provide information on used and available Virtual Campus Dollars, and course activity (e.g. course access codes, student names, enrollment dates, and completion dates). This report can be viewed and printed from the Course Selection page.
  
  The Administrator is e-mailed a report on a quarterly basis, as well as when 75% of the Virtual Campus Dollars have been used (except those with unlimited Virtual Campus Annual User License).
  
  
• Available Courses
  Available courses are determined by the Annual User License type. The Types of Annual User Licenses page provides links to course lists for each type of license. The Administrator can find out the type of license you have by logging in with the Master Code. Courses that aren't available through your license may be purchased from the ESRI Course Catalog.
  
  View a complete list of courses available through a Virtual Campus Annual User License included with an ESRI Higher Education Site License or ArcGIS Lab Kit.
  
  
• Switching Courses
  Course access codes issued through a Virtual Campus Annual User License account cannot be exchanged for a different course. An unwanted code may either be offered to another user within your organization or disregarded and another issued in its place. Please note that the account will be debited for each code issued.
  
  
• Trial Software
  ESRI software is required to complete many course exercises. If the required software is not available through your organization or school, you may request evaluation software for the most current version of ArcGIS Desktop.