How to Get Microsoft Academic Volume Licensing

To get Microsoft Academic Volume Licensing, follow these steps:

• Verify eligibility as a Qualified Educational User.
• Choose between subscription or perpetual programs.
• Contact an Authorized Educational Reseller (AER).
• Determine the number of users or devices.
• Complete enrollment and access the Volume Licensing Service Center (VLSC).

How to Get Microsoft Academic Volume Licensing

Acquiring Microsoft Academic Volume Licensing can be a game-changer for educational institutions, providing cost-effective access to essential software tools that support administrative and educational needs.

However, understanding the available licensing options, eligibility requirements, and the implementation process can be complex. This comprehensive guide will help you navigate the key aspects of Microsoft Academic Volume Licensing and make informed decisions for your institution.

Eligibility Requirements

To participate in Microsoft Academic Volume Licensing, an organization must qualify as a Qualified Educational User.

Eligibility varies by region but typically includes traditional primary and secondary schools, colleges, universities, and other educational organizations such as research laboratories and public libraries.

Institutions seeking academic licensing should confirm their eligibility based on local guidelines, as this can determine which programs they may participate in.

Microsoft defines Qualified Educational Users broadly, allowing a wide range of educational organizations to take advantage of these benefits. Nonprofit educational training centers and certain types of research organizations may also qualify.

It’s important to consult local Microsoft representatives or Authorized Educational Resellers (AERs) to confirm eligibility. Meeting the criteria can significantly reduce software costs and simplify management.

Available Academic Licensing Programs

Microsoft offers two main categories of academic volume licensing programs: subscription-based and perpetual licensing.

Each category has distinct features that suit different institutions and requirements.

Subscription-Based Programs

These licensing programs use a subscription model, which can be more budget-friendly for institutions that want to periodically update software without purchasing permanent licenses.

Subscription-based models are ideal for educational institutions that value flexibility and predictable budgeting.

1. Enrollment for Education Solutions (EES) EES is ideal for larger educational institutions that need flexibility in managing licenses. Here are some key features:

• Counting Full-Time Equivalents (FTEs): Institutions determine costs based on the number of Full-Time Equivalent employees, calculated as: “(FTE) = Full-Time Faculty + (Part-Time Faculty ÷ 3) + Full-Time Staff + (Part-Time Staff ÷ 2).”
• Minimum Requirement: The institution must have at least five FTEs.
• Benefits: This subscription provides licensing coverage for the entire institution, including administrative and academic users. Additionally, EES simplifies license management and ensures the latest software versions are available to all users.
• Institution-Wide Coverage: EES provides a comprehensive solution that covers faculty, staff, and even shared devices across the entire institution. This means a consistent software experience for everyone involved.

2. School Enrollment Designed specifically for primary and secondary schools, the School Enrollment program offers institution-wide coverage, making it a popular choice for schools that want a simplified approach to licensing. Key points include:

• PC-Based Commitment: Institutions license based on the number of PCs being used. This model is particularly useful for schools with a defined number of devices used in classrooms and labs.
• Broad Coverage: This program covers all faculty, staff, and students using institution-owned devices. It is structured to ensure every PC has the necessary software, reducing the administrative burden of managing individual licenses.
• Agreement Length: Schools can choose between one-year or three-year agreements. Participation requires a minimum of 50 points. This flexibility allows schools to align licensing commitments with their financial planning cycles.

Perpetual Licensing Programs

These programs are suited for institutions looking to acquire permanent licenses without needing ongoing subscription payments.

The programs available under perpetual licensing include:

Academic Open License

• Entry Requirement: Requires an initial purchase of five licenses.
• Agreement Length: Licenses are valid under a two-year agreement.
• Flexibility: Price levels are determined by points and product pools, and institutions can include Software Assurance for added benefits. Software Assurance provides ongoing value with updates, training, and support options.
• Availability: These licenses are sold through Authorized Educational Resellers (AERs), ensuring that institutions receive appropriate guidance and support throughout purchasing.
• Ideal for Small Institutions: This option is particularly beneficial for smaller institutions that do not require extensive licensing but still want access to core Microsoft products.

Academic Select Plus

• Large Institution Focus: Targeted at institutions with 250 or more PCs.
• Evergreen Agreement: This agreement provides an ongoing license without a fixed end date, providing an indefinite agreement for perpetual licenses. This means the institution owns the licenses outright and can use the software indefinitely.
• Annual Purchase Requirement: Institutions must make a minimum 500-point purchase per year per product pool, allowing for consistency in licensing and updates. This requirement helps ensure that institutions maintain a modern software environment.
• Software Assurance Option: Software Assurance can be purchased with 36-month terms to provide additional support and upgrade options. This can be particularly valuable for institutions that want to stay up-to-date with new software releases without repurchasing licenses.
• Flexible Deployment: Academic Select Plus allows customized deployment strategies, enabling institutions to roll out software as needed across different departments.

Read about Microsoft Dynamics 365 Eduction Licensing.

Enterprise-Wide Products and Platforms

Microsoft Academic Volume Licensing also offers enterprise-wide products and platforms, allowing institutions to license software across their organizations. This facilitates easier management and standardized access.

• Desktop Platform Products: These must be licensed enterprise-wide and can include Windows Enterprise and Microsoft Office Professional Plus. They provide a cohesive software environment for the institution, streamlining software management and access.
• Additional Products: These can be purchased in any quantity but often provide better pricing if licensed enterprise-wide. By choosing enterprise-wide coverage, institutions benefit from reduced administrative overhead and cost savings.
• Advantages of Enterprise-Wide Licensing: Enterprise-wide licensing allows institutions to standardize software across all users, leading to a more unified technology environment. This can simplify IT support, improve collaboration, and ensure all users can access the same tools and resources.

Read about K-12 Licensing.

Student Licensing Options

Many educational institutions wish to extend software access to their students, providing valuable tools that help enhance learning both in the classroom and at home. Microsoft offers student licensing options, allowing institutions to license software for personally-owned devices and institution-owned computers designated for student use.

• Eligibility and Requirements: Institutions must meet minimum FTE counts to participate—5 FTEs for OVS-ES (Open Value Subscription – Education Solutions) and 1,000 FTEs for EES. The eligibility requirements help ensure that the licensing program is appropriate for the size and scope of the institution.
• Coverage: These options require licensing for 100% of the students in a department or institution. The institution ensures equitable access to essential software tools by covering all students, which can significantly enhance the educational experience.
• Student FTE Calculation: All full-time and one-third of part-time students are included in the FTE count. This calculation method fairly represents the student body and helps determine the appropriate licensing level.
• Benefits for Students: Providing students with access to Microsoft software allows them to develop relevant skills in both academic and professional settings. Institutions can help bridge the digital divide by ensuring all students have the tools to succeed.

Read about Microsoft Education Hybrid Licensing Options.

Implementation Process

Implementing a Microsoft Academic Volume Licensing program involves several steps, from assessment to license management.

Below is a breakdown of each phase:

1. Assessment Phase

• Evaluate Software Requirements: Identify the software needed to support academic and administrative needs. Consider the types of software that faculty, staff, and students will require, such as productivity tools, collaboration software, and specialized academic applications.
• Determine the Number of Users and Devices: Count the users and devices to calculate FTEs accurately. Accurate FTE counts are crucial for determining the appropriate licensing model and ensuring cost-effectiveness.
• Choose Licensing Program: Based on FTE counts and software needs, determine which licensing program is most suitable for your institution. Consulting with an Authorized Educational Reseller can provide valuable insights into which program will best meet your institution’s needs.

2. Program Selection

• Review Program Options: Based on the institution’s size, compare available subscription and perpetual licensing options. Consider the benefits of each option, such as cost savings, software coverage, and flexibility.
• Budget and Payment Preferences: Evaluate how the cost structure fits into the institution’s budget and determine if a subscription or perpetual program is preferable. Subscription models may be better for institutions with limited upfront funding, while perpetual licenses provide long-term value.
• Software Assurance Needs: Consider whether the additional benefits of Software Assurance (such as updates, training, and technical support) are worth including. Software Assurance can provide significant value by ensuring that software remains current and users receive adequate support and training.

3. License Management

• Volume Licensing Service Center (VLSC): Once licenses are purchased, institutions gain access to the VLSC, which allows them to:
• Download Software: Obtain software media and access license keys. The VLSC is a central hub for managing all licensed software, simplifying the download and installation process.
• Manage Compliance: Track the number of licenses used to ensure compliance with Microsoft’s licensing terms. Maintaining compliance is crucial to avoid potential legal and financial repercussions.
• Access Software Assurance Benefits: You can use additional benefits if software assurance was purchased. These can include training resources, updates, and technical support to help maximize the software’s value.

Benefits of Academic Volume Licensing

Academic Volume Licensing offers several advantages over purchasing retail licenses:

• Cost Savings: Institutions can significantly reduce the cost of essential software per user through volume discounts. These savings can be used for other important areas, such as infrastructure and student programs.
• Simplified License Management: Volume licensing makes it easier to manage licenses across large numbers of users and devices. With centralized management through the VLSC, institutions can easily track usage and maintain compliance.
• Latest Software Versions: Access to the most up-to-date software allows institutions to stay current with the latest technology, ensuring that students and staff have the tools to be productive and successful.
• Flexible Payment Options: Subscription-based programs allow institutions to spread payments over time, easing budget constraints. This flexibility can be particularly helpful for institutions with limited upfront capital.
• Customizable Package Options: Microsoft offers customizable packages, allowing institutions to select software and services that best meet their needs. This ensures that institutions only pay for what they use, making the licensing process more efficient and cost-effective.
• Equitable Access: Volume licensing helps provide equitable access to essential software for all students, faculty, and staff, which is crucial for fostering an inclusive learning environment.

Certification and Training Options

In addition to software licenses, Microsoft offers opportunities for certification and training through academic volume licensing programs.

Certification packs include exam vouchers, allowing educational institutions to offer students or staff the opportunity to gain professional qualifications.

• Exam Vouchers and Certification Packs: Institutions can purchase these packs to offer certification opportunities as part of their IT training programs. Certifications can enhance students’ employability and help staff develop new skills.
• Access Timeline: Certification codes are typically provided within 5-7 business days and are valid for one year. Institutions should plan accordingly to ensure students and staff have enough time to prepare for and take the certification exams.
• Career Development: Certification opportunities can play a key role in career development for students and faculty, helping them gain recognized skills in high demand in the job market.

Software Assurance Benefits

Including or purchasing Software Assurance with an academic license provides valuable benefits that can improve the institution’s experience with Microsoft products:

• Latest Software Updates: Users can access new versions of licensed software without additional cost. This ensures all users can access the latest features and security updates.
• Training Resources: Access online training resources, including e-learning and instructor-led training. These resources can help users become proficient with Microsoft software, improving productivity across the institution.
• Technical Support: Receive technical support services to assist with software issues and deployment. Access to dedicated support can help resolve technical issues quickly, minimizing downtime and disruptions.
• Deployment Tools: Access tools that help streamline the deployment of Microsoft products across multiple devices. These tools can simplify the rolling process of new software, saving time and reducing the burden on IT staff.
• Planning Services: Software Assurance also includes planning services to help institutions optimize their IT infrastructure and develop effective deployment strategies.

Best Practices for Managing Academic Volume Licensing

To make the most of Microsoft Academic Volume Licensing, educational institutions should consider the following best practices:

• Assess Current and Future Needs Accurately: Understanding the institution’s software needs, including anticipated growth, ensures the right licensing choices are made. Regularly reassessing needs can help the institution stay ahead of changing requirements.
• Choose Cost-Effective Programs: Select programs that align with the institution’s size and budget while providing the flexibility to grow. Consider both current needs and future expansion when selecting a licensing program.
• Consider Long-Term Agreement Terms: Ensure that the licensing agreements meet current and future needs, considering the potential for institutional growth and changes in software requirements. Long-term agreements can provide stability and cost savings over time.
• Maintain License Tracking and Compliance: Use the Volume Licensing Service Center (VLSC) to monitor license use and ensure compliance with Microsoft’s licensing terms. Proper tracking helps prevent overspending on unnecessary licenses and ensures adherence to legal requirements.
• Utilize Software Assurance Benefits: To maximize the value of your licensing agreement, use the training resources, software updates, and deployment tools included with Software Assurance. These benefits can enhance the user experience and ensure staff and students can access the necessary resources.
• Engage with AERs for Support: Authorized Educational Resellers can provide valuable insights and support for managing academic licenses, including help selecting the right program and optimizing costs.

Program Management for Successful Implementation

Successful management of an Academic Volume Licensing program requires ongoing attention to detail. Institutions should:

• Monitor License Usage Regularly: Ensure all users are accounted for, and adjust license counts as necessary. Regular monitoring helps avoid over- or under-licensing, ensuring that the institution is neither overspending nor non-compliant.
• Track Renewal Dates: Keep track of subscription and perpetual agreement renewal dates to avoid disruptions in software availability. Proactively managing renewal dates helps prevent lapses in coverage and maintains consistent access to software tools.
• Maintain Accurate User Counts: Ensure that FTE calculations are regularly updated to reflect changes in staff or student populations. This accuracy helps the institution avoid compliance issues and manage costs effectively.
• Deploy Software Effectively: Ensure all necessary staff and students can access the software and resources they need for educational success. This includes planning for deployment to minimize disruptions and ensure all users are adequately trained.
• Review and Adjust as Needed: Periodically review the licensing agreements and adjust as needed to accommodate institutional changes. This helps ensure that the institution receives the best value and remains compliant with licensing terms.

FAQ: How to Get Microsoft Academic Volume Licensing

What is Microsoft Academic Volume Licensing? Microsoft Academic Volume Licensing provides educational institutions with cost-effective software licenses that cover a range of Microsoft products for faculty, staff, and students.

Who is eligible for Microsoft Academic Volume Licensing? Eligible institutions include primary and secondary schools, universities, and other qualified educational organizations such as research centers and libraries.

What are the main types of academic licensing programs? There are subscription-based programs (like Enrollment for Education Solutions) and perpetual programs (like Academic Open License and Academic Select Plus).

What is the Enrollment for Education Solutions (EES) program? EES is a subscription program that licenses software based on Full-Time Equivalent (FTE) staff counts, providing institution-wide software access for all users.

How do I calculate Full-Time Equivalents (FTEs)? FTEs are calculated using the formula: Full-Time Faculty + (Part-Time Faculty ÷ 3) + Full-Time Staff + (Part-Time Staff ÷ 2).

What is Academic Select Plus? Academic Select Plus is a perpetual licensing program designed for larger institutions that require flexible software deployment with a minimum purchase requirement.

What is the benefit of Software Assurance? Software Assurance provides access to updates, technical support, training, and deployment tools, enhancing the value of purchased licenses.

Can students benefit from Microsoft Academic Licensing? Yes, students can benefit through special licensing options that provide software for institution-owned and personally-owned devices used for educational purposes.

How do I start the licensing process? Confirm eligibility, determine the best program, and contact an Authorized Educational Reseller (AER) to initiate enrollment.

What is the Volume Licensing Service Center (VLSC)? The VLSC is an online portal that allows institutions to manage licenses, download software, and access license keys.

Are there licensing options specifically for small institutions? Yes, the Academic Open License is ideal for small institutions with limited licensing needs. It requires a minimum of five licenses to start.

How long are agreements valid under an Academic Open License? Academic Open License agreements are valid for two years, allowing institutions to use licensed software perpetually without subscription fees.

What is the School Enrollment program? School Enrollment is designed for primary and secondary schools, licensing software based on the number of PCs and providing institution-wide coverage.

How can I ensure compliance with Microsoft licensing terms? Use the VLSC to monitor licenses and track usage, ensuring compliance with Microsoft’s licensing terms.

Why choose enterprise-wide products for academic licensing? Enterprise-wide licensing simplifies software management, improves standardization, and ensures all users have consistent access to essential tools, leading to better collaboration and IT efficiency.