Microsoft Academic Volume Licensing Programs:
- Discounted Rates: Significant discounts for educational institutions.
- Open Value Subscription for Education: Flexible licensing, adjust annually based on usage.
- Enrollment for Education Solutions (EES): Covers faculty, staff, and students under one agreement.
- Student Use Benefit: Free licenses for eligible students.
- Cloud and On-Premises: Covers both cloud services and traditional software.
Microsoft Academic Volume Licensing Programs Overview
Microsoft Academic Volume Licensing Programs are designed to help educational institutions acquire Microsoft software and services at reduced costs.
These programs offer customized solutions for schools, colleges, and universities to manage their software more efficiently.
With volume licensing, institutions can streamline the purchasing process, reduce administrative overhead, and provide students and staff access to the latest tools.
Microsoft Academic Volume Licensing enables institutions to deploy software across multiple devices and users, effectively managing technology within an educational environment. It’s particularly useful for schools that must ensure all students and staff access the same digital tools without breaking the budget.
Example: A university wants to provide Microsoft Office to thousands of students and faculty. Instead of purchasing individual licenses, they opt for a volume licensing program, saving costs and ensuring consistent access for everyone.
Benefits of Academic Volume Licensing
Academic Volume Licensing provides numerous benefits tailored to meet the needs of educational institutions:
- Cost Savings: Volume licensing allows institutions to acquire software at significantly reduced prices compared to individual licenses.
- Simplified License Management: Centralized management tools simplify deploying, tracking, and managing software across multiple devices and users.
- Access to the Latest Software: Institutions can access the most up-to-date versions of Microsoft products, ensuring students and staff benefit from the latest features and security improvements.
- Scalability: Licensing programs are scalable, which can easily be adjusted as an institution grows or its needs change.
- Flexible Payment Options: Academic institutions can spread the cost over time, making budgeting more predictable and manageable.
Example: A public school district uses Microsoft’s Enrollment for Education Solutions (EES) to provide Office 365 to all teachers and students. They benefit from predictable costs and easy management of licenses.
Eligibility Requirements for Academic Volume Licensing
To qualify for Microsoft Academic Volume Licensing, institutions must meet specific eligibility criteria set by Microsoft. These criteria ensure that licensing programs are accessible to organizations that genuinely focus on education.
Eligible Institutions Include:
- K-12 Schools: Recognized public and private elementary and secondary schools.
- Higher Education: Colleges, universities, and vocational schools offering degree or certificate programs.
- Nonprofit Educational Organizations: Organizations focused primarily on education that are nonprofit.
Institutions must verify their eligibility by providing appropriate documentation, such as accreditation or proof of non-profit status.
Example: A community college must provide documentation to verify its eligibility for an academic licensing agreement and ensure it meets Microsoft’s criteria for educational pricing.
Different Licensing Models
Microsoft offers several different academic volume licensing models to meet the diverse needs of educational institutions. Each of these models has its unique benefits and ideal use cases:
- Open Value Subscription for Education Solutions (OVS-ES):
- Ideal for Small and Medium Institutions: OVS-ES is perfect for smaller schools that need flexibility.
- Subscription-Based: Schools pay annually for the right to use Microsoft products and licensing counts can be adjusted yearly.
- Includes Software Assurance: Software Assurance benefits include access to the latest software versions and additional tools.
- Enrollment for Education Solutions (EES):
- Scalable Solution: Designed for larger educational institutions with over 1,000 users or devices.
- Full-Time Equivalent (FTE) Model: Licensing is based on the number of full-time employees, making it easy to calculate costs.
- Comprehensive Coverage: This simple policy covers all devices staff and students use, including faculty and administrative offices.
- School Agreement:
- Focus on K-12: Tailored specifically for primary and secondary schools.
- Simple Licensing Calculation: Similar to EES, but focused on K-12 needs.
- Subscription-Based Licensing: Provides predictable costs and includes Software Assurance.
Example: A small vocational school uses an Open Value Subscription to adjust its yearly licensing count as student enrollment changes, ensuring it isn’t overpaying for unused licenses.
Comparison of Licensing Programs
When selecting a licensing program, it’s essential to understand the differences between the available options.
Here’s a quick comparison of OVS-ES, EES, and School Agreement:
- Open Value Subscription for Education Solutions (OVS-ES):
- Best for: Smaller institutions with changing needs.
- Benefits: Flexible, yearly licensing counts, includes Software Assurance.
- Enrollment for Education Solutions (EES):
- Best for: Large universities and colleges.
- Benefits: Cost is calculated by full-time employees, and it is scalable for institution growth.
- School Agreement:
- Best for: K-12 schools and districts.
- Benefits: Simplified for primary and secondary education environments, subscription-based.
Example: A large university opted for EES due to its scalability and the ability to cover thousands of devices. At the same time, a small private school chose OVS-ES for its flexibility in licensing numbers year over year.
How to Choose the Right Licensing Program
Choosing the right licensing program requires understanding the needs of your institution and how each program aligns with your goals:
- Institution Size: Larger institutions may find EES more appropriate, while smaller schools can benefit from OVS-ES.
- Budget Considerations: Determine whether your institution prefers a subscription model that can be budgeted annually or a one-time purchase.
- Device Management Needs: If most devices are shared (e.g., in computer labs), a program like School Agreement might be ideal.
Example: A rural school district with limited funding chose the School Agreement for its simple cost calculation and predictability, which made it easier to fit within its tight budget.
Licensing for Staff and Students
Microsoft’s Academic Volume Licensing Programs offer flexibility in how licenses are assigned, either per user or per device:
- User Licensing gives each user access to Microsoft software across multiple devices. This works well for students and teachers who need to access tools on a laptop, tablet, or mobile device.
- Device Licensing: A license is assigned to a device, making it accessible to any user. This is ideal for shared environments, such as computer labs.
Example: A university opts for user licensing for their faculty, allowing them to access Microsoft 365 from their office computer, home laptop, and mobile device. Meanwhile, they use device licensing in their computer labs, where multiple students access the same hardware.
Real-World Examples of Academic Licensing in Action
Case Study 1: University with Enrollment for Education Solutions (EES)
A large university with over 5,000 students decided to implement the EES licensing program to cover all staff and student devices. Using the FTE model, they reduced costs significantly and provided Microsoft 365 to all enrolled students and faculty.
The university benefited from a simplified license management system and ensured everyone could access the latest tools, improving productivity and learning outcomes.
Case Study 2: School District with School Agreement
A K-12 school district opted for the School Agreement to ensure all students had access to the same learning tools. The program allowed the district to budget predictably, and each computer in the classroom had a device license. The result was equitable access to technology across the district, improving students’ digital literacy.
Case Study 3: Vocational School with Open Value Subscription (OVS-ES)
A small vocational school found OVS-ES to be the most cost-effective option. The school’s enrollment numbers fluctuated yearly, and OVS-ES allowed them to adjust licensing counts to match enrollment, ensuring they only paid for what they needed.
This approach provided faculty and students access to Office 365 and Windows, creating a more modern and productive learning environment.
Microsoft Academic Volume Licensing Programs FAQ
Who qualifies for Microsoft academic volume licensing?
Educational institutions, including K-12 schools, universities, and research organizations, can qualify for academic volume licensing.
What are the key benefits of academic volume licensing programs?
These programs offer discounted pricing, access to Microsoft software, and flexible licensing models to meet educational needs.
Which Microsoft products are available through academic licensing?
Institutions can access Office apps, Windows operating systems, and server products like SQL Server through academic volume licensing.
What is the difference between academic and commercial licensing?
Academic licensing provides special pricing and terms for educational institutions, whereas commercial licensing is aimed at businesses.
Can students access the software through academic volume licensing?
Yes, students can access licensed software through specific programs like Microsoft 365 Education or other institutional agreements.
What licensing programs are available for academic institutions?
Programs like Enrollment for Education Solutions (EES) and Open Value Subscription for Education Solutions (OVS-ES) cater to academic needs.
How do academic institutions manage their licenses?
Institutions manage licenses through Microsoft’s Volume Licensing Service Center (VLSC), allowing easy deployment and tracking.
What is the Enrollment for Education Solutions (EES) program?
EES provides simplified licensing for institutions based on the number of full-time employees, allowing flexibility in adding users.
How does Open Value Subscription for Education Solutions (OVS-ES) work?
OVS-ES is a subscription-based program that offers flexible licensing and payment options tailored to academic institutions.
Are there specific programs for student-use licenses?
Programs like Student Use Benefit (SUB) allow students to access Microsoft software at reduced or no cost under certain agreements.
How does Software Assurance work in academic licensing?
Software Assurance is included, offering benefits like software updates, training, and deployment services for institutions.
Is it possible to combine different licensing programs in one institution?
Institutions can combine various Microsoft academic licensing programs based on their software and service needs.
What support is included with academic licensing programs?
Microsoft provides technical support, deployment assistance, and training resources as part of the academic volume licensing agreements.
Can educational institutions use cloud services under academic volume licensing?
Institutions can access cloud services like Microsoft 365, Azure, and Intune through academic licensing agreements.
How can an institution apply for Microsoft academic volume licensing?
Institutions can apply for academic licensing programs through authorized Microsoft resellers or the Microsoft Education website.
