Microsoft Education Licensing Guidedownload.microsoft.com/documents/australia/education/MS...Microsoft Education Licensing Guide Microsoft creates software that empowers educators

Microsoft Education Licensing Guide


Microsoft creates software that empowers educators and students to do what they do best: interact, collaborate and learn.

With attractive discounts available to educational institutions, faculty, staff and students, you get the best software at great prices.

Designed to reduce the costs associated with acquiring, upgrading, maintaining and managing software, Microsoft Academic Volume Licensing programs provide simple and flexible, volume-based pricing for education customers.If your institution purchases software in quantity and manages software across multiple computers, volume licensing provides an effective way of reducing your total cost of software ownership.


4 Academic Licensing Options Subscription and Transaction Licensing provide different

models to suit your business needs.

5 Comparison Table See at a glance which solution is right for

your institution.

7 Which Licensing Option? Follow our decision tree to help select the most

appropriate licensing option for your business needs.

8 Software Assurance An outline of the features and benefits of Software

Assurance options.

10 Microsoft Developer Network Details of our annual membership program for technical

departments and high schools.

12 Eligibility An easy way to check if you or your institution qualify

for Microsoft Academic Volume Licensing.

14 Frequently Asked Questions Technicalities, rights, types of licensing all explained.

(One- or Three-Year Agreement)

License a single school, multiple schools or the entire school system. Under this agreement you count computers once per year, so you don’t have to track every single computer purchase or lease throughout the 12-month term. Key benefits include:

• Counting computers once per year • One annual payment for all software at academic prices • Access to the most current version of licensed software • Ability to downgrade to an earlier version of software • Broad product selection available in all languages • Microsoft® Windows® or Apple® Macintosh® platform • Optional student licensing for use at home • Automatic media fulfilment

(One- or Three-Year Agreement)

This campus-wide licensing program allows you to install and use a wide range of Microsoft products for a full calendar year without having to track licences during the subscription term. Key benefits include:

• Counting people (full- and part-time equivalent staff) • One annual payment for all software at academic prices • Licensing your entire institution – staff computers and

computer laboratories, administrators and students• Access to the most current version of licensed software • Ability to downgrade to an earlier version of software • Broad product selection available in all languages • Windows® or Apple® Macintosh platform • Optional student licensing for use at home • Automatic media fulfilment

Transactional volume licensing programsTransactional volume licensing enables you to acquire perpetual software licences (meaning you own the licences) while eliminating the costs and packaging of retail software. Microsoft offers two transactional licensing programs:

• Microsoft Academic Open Licence is a cost-effective way for institutions to license Microsoft software, starting with as few as five licences.

• Microsoft Academic Select Licence provides volume licensing for medium-to-large institutions with the ability to forecast their licensing needs over a three-year period.

Academic Licensing Options

Subscription licensing programsSubscription licensing (one- or three-year contract) gives you the right to run a selection of products, and any upgrades, for a year-long term. Even if the number of computers or users increases during the annual agreement period, you remain fully licensed throughout the subscription term. If you choose the three-year agreement option, annual pricing is fixed for the three-year term. Microsoft® has two subscription licensing programs for our academic customers:

• Microsoft School Agreement Subscription makes it easy for primary and secondary schools to license all their computers by counting them just once per year.

• Microsoft Campus Agreement Subscription offers higher education institutions the simplicity of counting people instead of computers.

To find out which licensing options are best for your institution, contact us on 13 20 58 or send an email to [email protected] can contact your local Microsoft Large Account Reseller or Microsoft Reseller by visiting www.microsoft.com/australia/licensing/buyit/resellers/default.aspx

(perpetual licence)

An attractive volume licensing option for small- to medium-sized schools, TAFEs, or university departments requiring five (5) or more licences. Microsoft Academic Open Licence provides an easy way to stay compliant when purchasing and administering smaller quantities of licences. Benefits include:

• Savings off retail Microsoft software • Broad range of products to choose from • Access to current versions via the Software Assurance option • Quick online licence confirmation and purchase

history with eOpen

(perpetual licence)

Flexible, volume-based licensing for academic institutions with extensive and mixed software requirements, who are able to forecast needs over a three-year period. Designed to help reduce total cost of software ownership, Academic Select is a transactional model with regular monthly confirmations of new licences and flexible payment options. Benefits include:

• Simple, convenient licence acquisition • Additional discounts based on volume • Extensive range of products to choose from • Software Assurance option • Optional Student Select program

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Comparison Table

Microsoft Campus Agreement Subscription

Higher education institutions looking for a simple, flexible subscription licensing agreement

300 units per enrolment, Total units = no. of products x no. of full-time equivalent staff (FTE) + server units count

• Office Professional • Microsoft® Windows Professional Desktop Operating System (OS) Upgrades • Microsoft® FrontPage® • Microsoft Project Professional • Microsoft Publisher • Microsoft® Visual Studio® Professional Academic • Microsoft SQL Server™ Client Access Licenses (CAL) • Microsoft Core CAL Includes Client Access Licenses for Windows Server, Exchange Server,

Systems Management Server™, and SharePoint™ Portal Server (CAL)

• Microsoft Windows Terminal Server CAL • Microsoft Class Server CAL (Client Access License) • Microsoft Encarta® Online Deluxe (Encarta Reference Library Subscription) • Microsoft Visio® Professional Edition • Microsoft Office OneNote® • Microsoft Live Communications Server CAL The Campus Agreement product offerings also include Microsoft Server products.

Please visit www.microsoft.com/Education/ProductsResources.aspx

Master Campus Agreement has 12 or 36 months of licensing coverage. Once a Master Campus Agreement is in place, submit a Subscription Order Form for 12 or 36 months of licensing coverage

Two pricing levels for non-perpetual licences covering all your institutions' computers, based on the number of faculty/full- and part-time staff. Level A covers less than 3000 PCs per enrolment and Level B covers more than 3000 PCs per enrolment. Contact your Reseller for specific pricing*

Student Option licences all of your students to use products on their personally owned computers. Minimum requirement of 300 units. Student and faculty/staff orders cannot be combined to meet the minimum requirement

Users are licensed to run any version of products, including product upgrades released during the designated subscription term

Through any Microsoft Large Account Reseller (LAR). Visit www.microsoft.com/australia/licensing/buyit/resellers/default.aspx

Institutions automatically receive one complimentary Product Welcome Kit containing CDs for all products, and receive CDs for product upgrades occurring during the subscription term

Sign a one-off Master Campus Agreement. Then place annual orders for licence coverage through a LAR

Yes

Yes

Organisation-wide or department-wide coverage is required. You must include all full-time equivalent staff (FTE) in your organisation or department

Subscription licensing programs

Customer Profile*

Minimum Requirements

Desktop Products Available

Term

Pricing Levels

Student Licensing

Staying Current on Software

How to Purchase

Product Fulfilment

Initiating Agreement and Licence Confirmation

Access to Software Assurance benefits

Work at Home Rights

Additional Requirements

Microsoft School Agreement Subscription

K-12 schools looking for a simple, flexible subscription licensing agreement

300 units per enrolment, Total units = no. of products x no. of PCs + server units count

• Microsoft School Desktop (consisting of Microsoft Office Professional 2003 edition, Windows Upgrade, and Core CAL) • Microsoft Office Professional • Microsoft® Windows Operating System Upgrade • Microsoft Core Client Access Licenses (CAL) • Microsoft® FrontPage® • Microsoft Project Professional • Microsoft Publisher • Microsoft® Visual Studio® .NET Professional • Microsoft® Encarta® Reference Library and/or Encarta Online Deluxe • Microsoft Online Deluxe (Encarta Reference Library Subscription) • Microsoft® Visio® Professional • Microsoft Office OneNote® • Microsoft Live Communications Server CAL • Microsoft® SQL Server™ CAL • Microsoft Windows Terminal Server Client Access License (CAL) • Microsoft Class Server CAL (Client Access License) The School Agreement product offerings also include Microsoft Server products.

Please visit www.microsoft.com/Education/ProductResources.aspx

Master School Agreement has no expiration date. Once a Master School Agreement is in place, submit a Subscription Order Form for 12 months of licence coverage

Two pricing levels exist for non-perpetual licences. Level A covers less than 2500 PCs per enrolment and Level B covers more than 2500 PCs per enrolment. Contact your Reseller for specific pricing*

Student Option available for licensing a specific number of students to use products on their personal computer (including student laptops). Minimum requirement of 300 units. Student and staff orders cannot be combined to meet the minimum requirement

Users are licensed to run any version of products, including product upgrades released during the designated subscription term


Institutions automatically receive one complimentary Product Welcome Kit containing CDs for all products, and also receive CDs for product upgrades occurring during the subscription term

Sign a Master School Agreement. Then place annual orders for full licence coverage through a LAR

Yes

Yes

Organisation-wide coverage is required. All of the eligible PCs in the participating school(s) must be included. Where multiple schools are covered, a list of participating schools is required

*Applicable for certain products. Contact your Reseller for more information.

Microsoft Academic Select Licence

Medium- to large-sized academic institutions with approximately 250+ PCs and the ability to forecast acquisitions

1,500 points per product over three years. Each Microsoft product is assigned a point value and product pool

All commercially available Microsoft products as listed on the Select product list. Current product list available at: www.microsoft.com/licensing/resources/downloads/default.mspx

Three years with the option to renew for one or three additional years for Software Assurance

One pricing level specifically for academic institutions

Student licences for Microsoft Windows Operating System, Microsoft Office Professional Edition 2003, Standard, Macintosh and some Client Access Licenses (CALs) available through a Student Select Enrolment

Stay current by adding the Software Assurance option for licences purchased


Each enrolment receives one introductory Product Fulfilment Kit, and a secure Web site in addition to mailed status reports and confirmations

Look for the Certificate of Authenticity label on Licence Confirmation. You will receive an original Select Master CD-ROM from Microsoft upon executing the agreement. Customers with later version agreements can view their Licence Confirmation and agreement details online at: www.microsoft.com/licensing/resources

Yes

Yes

N/A

Microsoft Academic Open Licence

Academic customers of any size desiring easy one-off transactions and the flexibility of acquiring licences in small quantities

Five licences in initial order

Extensive software licence product list available for any order. Current product list available at: www.microsoft.com/products/info/default.aspx

Instant discount when purchasing as few as five licences. Continued discount for a full two years with no minimum reorder quantity

Instant discount when purchasing as few as five licences. Continued discount for a full two years with no minimum reorder quantity

No

Stay current by adding the Software Assurance option for licences purchased

Contact any reseller

Customers may order media at the time of initial order or acquire media separately through resellers

Please contact any reseller at: www.microsoft.com/australia/licensing/buyit/resellers/default.aspx

Yes

Yes

N/A

Transactional volume licensing programs

Academic Licensing Decision Tree

Microsoft has a range of flexible licensing options designed to suit the diverse needs of educational institutions – from a small school to a university with multiple campuses. The decision tree below can assist you when selecting the most appropriate licensing option for your institution. Before deciding which licence to buy, ask yourself:

• Do you have an annual budget for Information Technology which you could spend on licensing, or do you have sporadic Information Technology funding?

• Do you want to standardise your institution on a single desktop software platform, or do you prefer to have multiple desktop platforms in the institution?

• Do you wish to have access to all the latest upgrades of your software at a known cost for the length of the agreement, or would you prefer to buy the latest software as and when you need it?

• Will your staff/students insist that you upgrade to the latest version of the software when it is released?

• Are additional benefits like Work at Home Rights for staff and eLearning materials valuable for your institution?

* Optional – for the duration of one or three years. ** Select Licensing criteria. Are you able to forecast your licence requirements over a three-year period?

If yes, you are suitable to sign up for a Select licensing agreement.

Are you a School?

Are you a University/TAFE?

Are you a Charitable Organisation/

Public Library?

Do you want to commit your entire school

to a Microsoft product?*

Do you want to commit your entire institution

or department to a Microsoft product?*

Are you able to sign up for a Select licensing?**School Agreement

Academic SelectAcademic Open

Campus Agreement

YES

NO

YES

YES

NO

NO

Which Licensing Option?

Productivity New Version Rights

With Software Assurance, you receive access to new versions of licensed software released during the term of your agreement to deploy at your own pace. New Version Rights simplifies the procurement process and shortens the business process cycle, allowing you to reduce the costs associated with acquiring new version releases and immediately take advantage of the latest technology.

Spread Payments

Software Assurance offers greater flexibility in managing technology expenditure by allowing you to spread payments annually. This allows you to reduce initial costs and forecast annual software budget requirements up to three years in advance.

Software Assurance gives you the right to upgrade licensed software during the agreement term and includes a suite of additional benefits described below, which vary for desktop and server computers (see table.) For further information about any of these features, please visit www.microsoft.com/licensing/programs/sa/offerings_chart.mspx

Software Assurance is optional for Open Licence and Select Licence customers and is included with all Campus and School Agreements. (Important to note: the specific benefits included in Software Assurance vary according to your volume licensing agreement. Not all licence types receive each benefit. Offerings may vary by region.)

* For Academic Open Licence customers, the eLearning benefit includes the ability to install and use eLearning content on licensed computers. The eLearning content media kits (CDs) are not included. You may acquire CDs from your reseller.

† Minimum of five servers must be purchased via Campus/School Agreement to qualify.

Desktop

Individual Academic Open*

• •

Individual Academic Select

••

•

Organisation/Department-wide Campus and School Agreement/Academic Select

Software Assurance Member

• • • • • •

Features

New Version Rights

Spread Payments

TechNet Online Concierge Chat

WinPE

Corporate Error Reporting

eLearning

Server

Individual Academic Open*

• • •*

Individual Academic Select

••

•

Organisation/Department-wide Campus and School Agreement/Academic Select

Software Assurance Member

• • •†

•†

• • • • •

Features

New Version Rights

Spread Payments

TechNet Online Concierge Chat

TechNet Plus

Extended Life Cycle Hotfix Support

Cold Backups for Disaster Recovery

WinPE

Corporate Error Reporting

eLearning

Software Assurance

SupportTechNet Online Concierge Chat

TechNet Online Concierge Chat offers one-on-one, Web-based chat sessions with Microsoft online advisers to help you quickly locate information needed to troubleshoot technology issues.

TechNet Plus

For Server licences with Software Assurance (SA), IT professionals have access to TechNet Plus Subscription content, featuring resources such as the knowledge base, utilities, drivers, and how-to articles. The TechNet Plus Subscription Media also includes access to beta release candidate software and evaluation copies of the latest applications.

Extended Life Cycle Hotfix Support

With Software Assurance (SA), customers may request hotfixes for products in the Extended Life Cycle Support without signing up or paying an initial fee prior to determining a need. This means customers do not pay for extended support unless hotfixes are required. Current Software Assurance customers should note that the 90-day time frame to sign up for two years of additional non-security hotfix support beyond the mainstream period of five years has been removed. As always, security fixes are automatically extended to customers.

Cold Backups for Disaster Recovery

For each server licence for which a customer has active Software Assurance, that customer has the right to install the same software on a cold backup server. Use of any server software under the Software Assurance disaster recovery benefit is subject to the product use rights for that software (including, for example, any requirement to license each processor or copy separately) and the terms and conditions associated with the disaster recovery benefit. The number of disaster recovery licences for which a customer qualifies correlates directly to the number of licences for which the customer has active Software Assurance.

ToolsWinPE

WinPE is a tool based on Microsoft® Windows® XP Professional that allows IT staff to build customised solutions that automatically speed up deployment, allowing staff to spend less time and effort updating desktops. WinPE can run Windows setup, scripts, and imaging applications. Enterprise Agreement (EA) and Software Assurance Membership (SAM) customers received WinPE in their October 2002 updates, and it will continue to be offered as a benefit of Software Assurance.

Corporate Error Reporting (CER)

CER gives IT professionals a clear and easy way to monitor and review error information so they can control deployment of fixes and resolutions. It provides the ability for applications and the operating system to collect and report on crashes in the system, and gives IT staff the ability to control the types of reports sent to Microsoft. Software Assurance is required on both Server and Client Access Licenses (CALs).

Training eLearning

Microsoft’s eLearning delivers a comprehensive student experience, using streaming audio and video software demonstrations, hands-on exercises and animations, and courses designed by professional instructors. Employees can take interactive modules and tutorials on various applications at any time at their own computer, even offline.

The Microsoft Developer Network Academic AllianceThe Microsoft Developer Network Academic Alliance (MSDNAA) is an annual membership program for Computer Science, Engineering, and Information Systems technical departments. Member departments receive an MSDNAA subscription that allows them to install Microsoft developer tools, platform and server software on any number of departmental lab computers. The software must only be used for instructional and research purposes. It may not be used to run the infrastructure of the department. In addition, the department’s faculty and students may check out or download the software to install on their personal computers.

With the release of Campus Agreement 3.4 in May 2005 customers will receive a complimentary MSDNAA subscription. This will apply to all new customers and also to existing customers (when they renew their annual agreement). This will ensure more students and faculty have access to the latest development tools.

The program has two primary goals:

1. To make it easier and less expensive for qualifying departments to obtain Microsoft developer tools, platform and server software for instructional and research purposes.

2. To build a community of instructors who can share curriculum and other learning resources to support the use of these technologies

What are the benefits of the MSDNAA?

• An MSDNAA software subscription includes Microsoft platform, server, and developer tools software, as well as betas, new releases, and tech support

• Special licence rights allowing a department to install MSDNAA software on any number of departmental lab machines for instructional and research purposes only

• Allows students taking at least one credit course offered by the member department to install the software on their personal machines for use in coursework and personal development projects

• A community Web site that features a wide range of resources for faculties teaching Computer Science, Engineering, and Information Systems courses

• MSDN® Subscriber Downloads with instant online access to all MSDNAA content

• No charge access to e-academy’s Licence Management System (ELMS) for automated distribution of software and product keys to eligible users via the Web

• Tutorials, code samples, projects, white papers with an academic focus, case studies, and other content that is appropriate and useful for faculty members

• Monitored newsgroups for faculty members to communicate and collaborate with one another

• Potential discounts and third-party offers tailored specifically for faculty and students

• Chats with our Product Support Services technicians on various technologies

• Project submission area where faculty can share and collaborate on projects

How much does the MSDN® Academic Alliance cost?

New 12-month subscription: A$1295 Annual renewal: A$649

How do I join the MSDN® Academic Alliance?

You can register by filling out a simple application form at www.msdnaa.net – click Register for Membership

Microsoft Developer Network Academic Alliance


MSDN® Academic Alliance Product List

• Microsoft Visual Studio® .NET 2003 Academic • Microsoft .NET Framework Enterprise Servers • Microsoft Windows Server™ 2003 • Microsoft SQL Server • Exchange Server 2003 • Commerce Server 2002 • Microsoft® BizTalk® Server 2002 • Host Integration Server 2000 • Applications Centre 2000 • Systems Management Server 2003 • Mobile Information Server 2002 • Content Management Server • Microsoft Operating Systems, SDKs, and DDKs

Microsoft operating systems include Windows XP Professional, Windows 2000 Professional, Windows 2000 Server, Windows 2000 Advanced Server, Windows 2000 Datacentre Server, Windows 2000 Small Business Server, Windows ME, Windows NT® Embedded, and Windows CE

• MSDN® Library • Development Tools for Windows CE • Microsoft® Visual FoxPro® 8.0 • Microsoft® SharePoint® Portal Server • Microsoft eLearning Library (MELL) 2.0

10

The MSDN® Academic Alliance for High SchoolsThe MSDN® Academic Alliance is also available to high schools. Membership entitles you to install Microsoft Visual Studio® .NET and Visual Studio® 6.0 on every instructional computer within your school and check out the software to students.

How much does the MSDN® Academic Alliance High School cost?

New subscription: A$484

How do I join the MSDN® Academic Alliance High School?

You can register by filling out a simple application form at www.microsoft.com.au/msdnaahs

MSDN® Academic Alliance High School Product List

• Microsoft Visual Studio® .NET Academic Edition • Microsoft Visual Studio® 6.0 • Three Microsoft eLearning Library (MELL) collections:

General Programming, Microsoft Visual Studio® .NET, Programming in Microsoft®Visual Basic® .NET

• Teaching Tools CD • Student Tools CD • Teaching Tools Manual • Student Tools Manual • Introductory Kit • Monitored Newsgroups • MSDN® Library

Case StudyJohn Paul College (JPC) has 2,250 notebook computers and Tablet PCs, and around 260 desktop computers that all need to be licensed for the latest Microsoft software. With the help of Microsoft Large Account Reseller, Data#3, they chose a Microsoft School Agreement Subscription covering Microsoft Office Professional Edition 2003, Microsoft Windows Upgrade, CORE CAL, Microsoft SQL Server™ CAL, Encarta® and Class Server. Students are covered by the Student Enrolment, enabling them to use their notebooks at school and home to complete assignments. Server licences for Windows Server System® products are also included, making it easy for the school to manage their extensive software licensing requirements and keep their costs down.

Eligibility

Case StudySt Margaret’s, a K-12 girls’ school in Victoria, took out a flexible licensing arrangement to purchase individual perpetual licences for Microsoft® Office Word, Excel, Outlook®, PowerPoint® and Publisher. Computelec, a Microsoft specialist education Large Account Reseller, recommended the school purchase through an Academic Select Agreement. New computers were purchased with Microsoft® Windows® XP Professional and all desktop computers were licensed with Microsoft Office Professional Edition 2003 purchased under the Academic Select licensing option.

Students and TeachersTo be eligible to purchase discounted retail version software off the shelf at participating retail outlets, you must be one of the following:

• Full- or part-time student

• Home-schooled student

• Full- or part-time faculty or staff of an accredited educational institution

• Member of a household meeting any of the above criteria

Eligible Products

• Microsoft Office Student and Teacher Edition 2003

• Microsoft Office Professional 2003 Academic Edition

• Windows XP Professional Upgrade Academic Edition

• Microsoft Office 2004 for Mac Student and Teacher Edition

• Visual Studio® Professional 2003 Academic Edition

How to Buy

If you are a student or a teacher, you are eligible to buy discounted academic versions of Full Packaged Product (FPP) software off the shelf, either through a retail outlet or by mail order. An End User Licence Agreement (EULA), inclusing the CD used for installation and instructions, is issued for each purchase.

Student Select If your higher education institution is currently signed to a Select agreement, you are eligible to participate in the Microsoft Student Select program. This program allows Universities and TAFEs to pass on tremendous software discounts to their currently enrolled students.

Eligible Products

• Microsoft® Office Standard Edition 2003

• Microsoft Office Professional Edition 2003

• Microsoft Office 2004 for Mac Standard Edition

• Microsoft Office 2004 for Mac Professional Edition

• Microsoft Windows® XP Professional Upgrade**

*Software Assurance not available for Student Select licences.

**Upgrade licence only; not a full licence. Students who wish to acquire the Windows XP Professional Upgrade licence through the Student Select program must first have licensed a qualifying operating system for their personal computer or workstation. For more information about Student Select terms and conditions, please visit microsoft.com.au/studentselect.

How to Buy

Students only need to present their student ID cards at participating bookstores to receive their discounted software copy. Orders and individual media (CDs) will be fulfilled by a Microsoft Large Account Reseller.

InstitutionsThe table on the right outlines the eligibility criteria for purchasing volume licensing agreements (Microsoft School Agreement, Microsoft Campus Agreement, Microsoft Academic Open Licence and Microsoft Academic Select Licence).

Defined as an educational institution or establishment, being a school or higher education institution at which any person or body of persons provides, or offers to provide, courses of instruction. An institution or establishment must be:1. A government, non-government, public, non-public or private,

elementary, primary, intermediate, secondary or high school, extraordinary school for the disabled, vocational school, job training establishment, correspondence school, junior college, college of education, university, scientific or technical institution (but not a teaching hospital), polytechnic, academy or religious school meeting all of the following criteria: (i) organised and operated primarily for the purpose of teaching its enrolled students; and (ii) lawfully established, authorised, created, licensed, registered and/or accredited; OR

2. An early childhood centre meeting all of the following criteria: (i) is an early childhood program that serves a minimum of ten children between two and five years of age; (ii) lawfully established, authorised, created, licensed, chartered, registered and/or accredited (iii) has been in operation for at least one year; (iv) provides educational services and (v) is incorporated for the purpose of providing education services to children between two and five years of age;

BUT IN BOTH CASES EXCLUDING3. An institution or establishment conducted, or proposed to be

conducted, for the profit, direct or indirect, of any person. An institution or establishment is not a ‘qualified educational user’ for the purposes of the eligible program when conducting any activity for the profit, direct or indirect of any person.

Defined as full and part time enrolled students of a higher education institution defined as a government, non-government, public, non-public or private, correspondence school, college of education, university, scientific or technical institution, polytechnic, academy or a university level religious school or university level extraordinary

school for the disabled, meeting all criteria defined in section A above. full- and part-time students of schools (other than schools listed in this section) are NOT Qualified Educational Users eligible to purchase under education volume licensing programs.

Defined as corporations and associations validly and lawfully established, authorised, created, licensed, registered and/or accredited under the laws or regulations of an individual state or country, representing members or shareholders of a common institution type (for example, community colleges, independent schools, integrated schools, systems). Each member or shareholder

must be an Educational Institution as defined in section A above. EXCLUDING corporations and associations conducted, or proposed to be conducted, for the profit, direct or indirect, of any person. A corporation or association is not a ‘qualified educational program’ for the purposes of the eligible program when conducting any activity for the profit, direct or indirect of any person.

Are public institutions recognised by the Federal Education Act that teach students as part of their research mission and can provide a copy of Bylaws that state their relationship with controlling

university. Any institution recognised by other government branches such as the Department of Defence or Energy are NOT eligible for academic pricing.

An organisation which:a) Is a Non-Profit Organisation; b) Has as its sole or dominant purpose: (i) The relief of poverty, the needs of the aged and the relief

of sickness or distress; (ii) The advancement of education; or (iii) The advancement of religion. c) Does not receive more than one third of its income from

any one person or entity;

d) Is not substantially engaged in lobbying, political campaigns or other activities designed to influence legislation; and

e) Is not an educational institution, hospital, museum, art gallery or health care organisation.

‘Non-Profit Organisation’ means an organisation which: a) Does not distribute any profit from its operations to any

members, shareholders or individuals involved in the operation of the organisation; and

b) Was not formed for any commercial purpose.

Defined as a public library meeting all of the following criteria: 1. Has as its sole or dominant purpose the provision of general

library services to the public at large;2. Makes its basic book lending services available without charge to

individual users who are residents of a given community (‘Service

Area’), but may impose charges on users outside that Service Area;3. May or may not provide additional library services, beyond

its basic book lending services, or other products or services to the public at large with or without individual charges;

4. Is supported by public and/or private funds.

A. Educational Institutions Programs available

B. Administrative Offices or Authorities or Boards of Education of Educational Institutions

C. Full- and Part-Time Enrolled Students of Higher Education Institutions

D. Educational Consortia and Systems

E. Higher Education Research Laboratories

F. Charitable Organisations

G. Public Libraries

• Academic Open• Academic Select• Campus Agreement

(Higher Ed Only)• School Agreement

(School Ed or PreSchool Only)

Defined as provincial, district, regional, national and state administrative offices and authorities of the educational institutions defined in Section A above.


(Higher Ed Only)

• Academic Student Select


(Higher Ed Only)• School Agreement

(School Ed Only)


• Academic Open

• Academic Open

Qualifying Educational Users

TechnicalitiesHow do I get a holistic view of all my licences?

Microsoft only has records of licences bought through Volume Licensing Agreements. Therefore, in order for you to keep track of all your licences you need to have in place a process that records those licences you have acquired preinstalled on new PCs or through Full Packaged Product (FPP). If you have purchased a FPP, you will have to retain your original invoice, the End User Licence Agreement (EULA), the Certificate of Authenticity (COA) label and all the other contents of the box as proof that you have a legal licence.

Preinstalled licences need to be recorded as part of your PC purchases. You will need to check every single PC for the COA label, which is stuck on the chassis of the PC, as well as the original CDs and the documentation that accompanied the CDs as proof that you have a legal licence.

Are our students licensed to use the software away from school?

Students can access the software while using school devices included in the School Agreement, although this does not extend to external access. However, when submitting a Subscription Enrolment, you may include the Student Option. With this option, students are licensed to use a selection of products on a personally owned computer or a school owned computer designated for a student’s exclusive use (i.e. a computer checked out to a student for the school year).

With the School Agreement Student Option, you license a specific number of students. This number cannot be changed over the course of the subscription term. For the three-year subscription, each annual Subscription Follow-up Order must include at least the same number of students as in the original Subscription Enrolment.

Minimum Order Requirement for Student Option Your student count and the respective product selection for those students must meet the minimum requirement of 300 units. You cannot combine your faculty/staff and student purchases to meet the 300-unit minimum. You must meet both minimums individually; i.e. 300 units for the faculty/staff and 300 units for the Student Option.

What happens at the end of the School Agreement term?

At the end of your School Agreement term you can:

a) Choose to renew your subscription for another term;

b) Buy out of your subscription by purchasing perpetual licences for the products and quantities you want to continue using;

c) If you do not submit a new Subscription Order Form or exercise the Buy out option, you are required to remove all products from every computer on which they are installed;

d) Choose a combination of these options.

How long does Software Assurance (SA) last?

Software Assurance is linked to the term of your Volume Licensing Agreement. SA provides the rights to install the latest product releases during the term of the agreement. You can then choose to renew the SA when the agreement ends.

If you choose to buy SA within an existing Academic Select Licence agreement you only pay for SA for the remaining term of the agreement. If you buy SA within an existing Academic Open Licence agreement the upfront cost is for two years of SA coverage, regardless of the term remaining. Therefore, if you are buying licences with SA in an Academic Open Licence program, we recommend you start a new Academic Open Licence agreement so you can capitalise on a full two-year coverage.

If my school enters into a Microsoft Academic Volume Licensing Agreement (Campus, School, Open, Select) does that mean it is licensed for a full Microsoft operating system (OS) such as Microsoft® Windows®?

No. Microsoft Volume Licensing Agreements only license a school or institution to upgrade a previously acquired and fully licensed Windows operating system. The Academic Volume Licence does not cover the full Windows operating system. Schools and other academic institutions must ensure that they own a fully licensed version of Microsoft Windows before they can take advantage of the upgrade rights in the Microsoft Academic Volume Licence Agreement.

Does my Academic Volume Licence Agreement cover the full Windows operating system?

One important thing to know about Academic Volume Licensing Agreements is that they never cover the initial full Windows operating system licence. Academic Volume Licence Agreements only cover Windows operating system upgrade licences. Windows upgrades are designed to upgrade previously acquired full version Windows licences. A full Windows operating system licence can only be acquired when you purchase a new PC, or certain hardware, or via the retail channel.

A benefit for academic institutions that have purchased the Windows Upgrade licence in their Campus/School/Select agreement is the eligibility to upgrade to the Professional Version of Windows from the Home Edition. For example, this means their institution can purchase a new computer with the Windows XP Home Edition and then upgrade the operating system to Windows XP Professional Edition. Academic versions of a full Windows operating system do not exist.

How do I acquire a licence for the full Microsoft Windows operating system?

There are only two ways to obtain this licence. One, acquire a new PC with preinstalled genuine Windows software from your PC manufacturer. This is the most cost-effective way to get a genuine Windows licence on a new PC. Two, purchase a full packaged retail version.

Frequently Asked Questions

To find out which licensing options are best for your institution, contact us on 13 20 58 or send an email to [email protected] can contact your local Microsoft Large Account Reseller or Microsoft Reseller by visiting www.microsoft.com/australia/licensing/buyit/resellers/default.aspx14

If my school has an Academic Volume Licensing Agreement, can we purchase a new PC without any operating system software and use the Volume Licensing Agreement to install the full Microsoft Windows licence?

No. Microsoft Volume Licensing Agreements only license a school or institution to upgrade a previously acquired full version of a Windows operating system licence.

When should I purchase server ‘Per Processor’ licences?

When you are an external user accessing a server or when you count the CALs required and the total cost is more than the cost of per processor licensing option. This is called break-even point. For example, say you have 120 staff and student computers accessing your server with four processors. You can pay $80 a user or $7,000 per processor (the figures for illustration only). Per user would cost $9,600, while per processor would cost $28,000, making the former option more cost effective.

What is considered an eligible PC?

Eligible PCs include all of the Pentium machines, Power Macs, iMacs or better. You must also include any number of 486 machines or below and any Apple, UNIX, Linux, or Windows Terminals on which any of the software will be run.

Can I install software on Macs?

You can install a Windows or Mac version of the software on your eligible devices.

Do we have access to a Virtual PC for Mac?

School Agreement customers with Microsoft Office Professional Edition 2003 coverage are licensed to install Office for Mac v. X Professional (including Virtual PC 6.1) on their Macs. Because the Mac OS is a qualifying operating system for the upgrade version of Windows XP, School Agreement customers that have Windows Upgrade coverage are also licensed to install Windows on their Macs.

What are the benefits of genuine Microsoft software?

With genuine Microsoft software, you can be confident that you’re receiving fully supported and reliable software. Genuine software gives you access to the latest security enhancements and product updates that help keep your system – and your school – secure and running smoothly. By purchasing from a reputable system builder, you receive all the benefits of genuine, licensed Microsoft software, and the added support and expertise that system builders provide.

RightsWhat is re-imaging, and what are my rights?

Re-imaging is the copying of software onto multiple devices from one standard image using volume licensing media. All Microsoft Volume Licensing customers have this re-imaging right. However, there are certain conditions to using the volume licensing media for re-imaging if you are re-imaging to replace the software previously installed either by the Original Equipment Manufacturer (OEM) or from full packaged retail product. A key benefit to licensing Microsoft software under a Microsoft Volume Licensing program is the use of volume licensing media to deploy the software with the same image across multiple devices. Other benefits are as follows; more timely software deployment, reduced total cost of ownership through easier deployment and standardisation of software on multiple devices.

What are Work at Home Rights? When do they apply?

Work at Home Rights grant usage of software for staff on a laptop or PC that he or she owns or leases. Work at Home Rights do not exist on all Microsoft software. They only exist for specific Microsoft application software e.g. Microsoft® Office. You will need to check the End User Licence Agreement (EULA) to make sure Work at Home Rights exist for your particular Microsoft application software. Work at Home Rights do not exist for full version Operating systems or Server products. Microsoft School and Campus agreement customers can choose to have Work at Home Rights for their staff (products that they have chosen to deploy in the institution) at no additional cost. CD media kits are available from LARs so that staff can easily and inexpensively install software on their home computer using Work at Home Rights.

Can you move software from one PC to another? (Transfer Rights)

Depending on your licence, if software is preinstalled, then the software lives and dies with the PC and can never be transferred to another PC. For boxed or FPP products, you can transfer the software to another PC as long as it is uninstalled from the first PC, and the EULA, Certificate of Authenticity (COA) and CD is transferred with it.

For Microsoft Volume Licensing programs, you can transfer the software from one PC to another as long as you have uninstalled it from the other PC, and you only use the permitted number of copies of each licensed product you have purchased.

Am I entitled to run old versions of software if I have the latest version? (Downgrade Rights)

This depends on the type of product and the type of licence you have. All licences bought through a volume licensing program can be downgraded to an older version. With preinstalled and Full Packaged Product, downgrade rights are not common. You should check your End User Licence Agreement (EULA) for confirmation.

What Language Rights are available?

During the subscription term, you are granted the right to run the software in any available language.

What is the Fresh Start for Donated Computers program?

The Fresh Start for Donated Computers program is designed to remove licensing barriers that prevent schools from using donated computers. Many computers are donated to schools without the appropriate paperwork or CDs for the original Microsoft Windows operating system. Fresh Start provides proper documentation and Windows Installation CDs to primary and secondary schools, at no cost and with minimal paperwork.

The program assumes that any Pentium II (or equivalent) and older computer donated to a school was originally licensed with Windows. Schools report the number of donated computers they have to the Fresh Start Program through a Web site. Microsoft reviews the information and then sends out a licensing letter, and if requested to do so, a copy of an installation CD of Windows 98 and/or Windows 2000.

Schools must then track and report the number of donated computers every year, and donated computers received between reporting cycles are considered to be licensed to run Windows 98 or Windows 2000 until the next reporting cycle. The computers licensed through this program must be retained by the institution and can’t be transferred to students or other organisations.

For more information on how to join the program, please visit our Web site and apply online www.microsoft.com/education/freshstart

Types of LicensingWhat is OEM Licensing?

OEM (Original Equipment Manufacturer) licensing is the most cost-effective way to acquire a genuine Windows licence, where the original equipment manufacturer builds new PCs and installs the software for its customers. A licence is issued once you purchase a PC with software. However, with OEM software licences, software cannot be transferred from one computer system to another, even if the computer system on which it was originally installed is no longer in use. The alternative is a full retail version available for purchase at participating retailers.

What is Server Licensing?

Server licensing gives you the right to run Microsoft software on a single server. A separate licence is required for each server running the software. It can be bought as an original equipment manufacturing (OEM) licence, on a one-off basis as Full Packaged Product, or as part of a volume licensing agreement. The two main licensing models used for server software are the “Per Processor” model and the “Server/Client Access Licensing” model.

What is Server/Client Access Licensing?

A Client Access License (CAL) gives you the right to connect a PC to a server running Microsoft software. It is needed irrespective of the type of operating system being used on the PC – be it Microsoft, Apple Macintosh or anything else. The number of CALs you need per PC will depend on the server licences you have. A CAL can be included with OEM server software, bought on a one-off basis as a boxed product, or as part of a volume licensing agreement. No separate software is provided with a CAL: it is simply the right to connect to a server.

What is Per Processor Licensing?

Some server products have the option to license each server processor, which removes the need to license each individual desktop or device accessing the server using CALs. This means unlimited users can access the server and, although it is priced considerably higher than the other options, it can prove to be a more cost-effective alternative if you need a high number of CALs. Per processor licensing is also necessary for some products used in an internet-facing environment (for example, an SQL Server).

If Per Processor licensing isn’t available or does not suit you, there are many other ways to license the users accessing the server software.

‘Partitioning’ – Improvements to the Per Processor Licensing Model

Microsoft has made improvements to the Per Processor licensing model, which applies generally to Microsoft e-business server products. These changes are designed to provide customers with an improved ability to license Microsoft server products with


Frequently Asked Questions

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customers’ software usage. These changes will be particularly useful to academic customers who install and run multiple instances of a server application on a server.

What is Hardware Partitioning?

When technology such as partitioning is used, each partition will have its own operating system copy and each operating system copy might not have access to all of the processors in the server. If any processor in the server is made inaccessible to all of the operating system copies set up to run the server software, then that processor does not require a processor licence for that server software. On the other hand, a server software processor licence is required for each processor that is accessible to any operating system copy on which the server software is set up to run.

Microsoft is also making it more cost-effective for you to license server software in the Per Processor model when multiple instances of the software are installed on the same server and accessing the same processors. With the enhancements of the Per Processor model, you may install and run any number of copies of the server software on any processor that is licensed for the server software. This change will eliminate the need to separately license each copy of the server software for each processor in the server.

For more information about multi-core processor licensing, please visit www.microsoft.com/licensing/default.mspx

What is External Connector Licensing?

An External Connector licensing allows for the development of flexible learning solutions, as an unlimited number of non-employees – parents, community members, alumni, prospective students, and current students – can access a given copy of the server software. An External Connector licence is required for each copy of the server software for which you want to provide access. The External Connector does not cover your employees, independent contractors, agents, service providers, or other persons providing services to or on behalf of your organisation: you will still require CALs for these users’ devices. External Connector licences are available for the following products: Windows Server®

2003, Microsoft® Windows Server™ 2003 Terminal Server, Microsoft Exchange 2003, Microsoft® SharePoint® Portal Server and Microsoft Live Communications Server.

Get more information on server and CAL licensing at www.microsoft.com/resources/sam/default.mspx

Case Study At the University of Western Australia (UWA) a heritage of autonomous faculties each responsible for their technology purchasing resulted in a diversity of versions of the predominant operating system, Microsoft Windows. The implementation of a Microsoft Campus Agreement provided a uniform set of products at an affordable price, reducing asset management, administration and purchasing headaches. Moving to a Campus Agreement also saved over $100K per annum and provided cost reductions through the right to acquire additional licences at no additional charge.

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