Microsoft Licensing Discounts for Schools and Universities

Microsoft Licensing Discounts for Schools and Universities

• Microsoft 365 A1, A3, A5 tiers for educational needs
• Office 365 Education: Free web versions of popular tools
• Discounted Microsoft 365 Personal for students ($2.99/month)
• 40:1 student-to-faculty licensing ratio for A3 and A5 plans
• Volume licensing for cost savings and easy management

Microsoft Licensing Discounts for Schools and Universities

Microsoft offers comprehensive licensing programs specifically tailored for educational institutions, providing them affordable access to various essential software and services.

These programs are designed to meet the needs of K-12 schools, universities, faculty, and students.

Let’s explore Microsoft’s different licensing options and discounts and understand how educational institutions can maximize the benefits of these programs.

Educational License Programs

Microsoft’s educational licensing solutions are designed to make technology accessible, support effective teaching and learning, and reduce administrative burdens. The cornerstone of these efforts is Microsoft 365 Education, which comes in different tiers to meet varying needs.

Microsoft 365 Education Tiers

Microsoft 365 Education has several versions that provide institutions with essential teaching, learning, and administration tools.

Compared to commercial licensing options, these versions offer significant cost savings.

Below is a breakdown of the main licensing tiers:

• Microsoft 365 A1: This basic device-based solution includes essential tools for modern education. It offers cloud-based management capabilities, making it suitable for schools that need fundamental educational tools with easy administration. This plan includes features like Microsoft Teams, OneNote, and other collaboration tools, which allow teachers and students to interact effectively in and out of the classroom.
• Microsoft 365 A3: Besides the features offered in A1, this tier includes desktop versions of popular Microsoft Office applications, advanced security features, and analytics tools. Thus, it is ideal for institutions seeking enhanced security and productivity capabilities. It also includes Intune for Education, which allows schools to manage devices, users, and apps from a single platform, simplifying IT management.
• Microsoft 365 A5: The A5 plan is the most comprehensive, providing all the features of A1 and A3, along with additional advanced security, compliance, and management tools. It is perfect for institutions with complex needs, especially those protecting sensitive data. Microsoft 365 A5 also offers Microsoft Defender, which provides advanced threat protection to protect students and faculty from cyber threats.

Free Education Offerings

One of Microsoft’s standout offerings is Office 365 Education, free to eligible educational institutions. This includes:

• Web versions of Word, Excel, PowerPoint, and OneNote.
• Microsoft Teams is a central platform for virtual classes, collaboration, and communications.
• Microsoft Copilot is a productivity assistant that helps with document creation and editing tasks.

This free version provides essential functionality for schools operating on limited budgets, allowing them to access crucial tools without worrying about high costs. Additionally, OneDrive offers generous storage and cloud-based solutions essential for modern education.

The Office 365 Education plan also offers tools like Forms, which allows educators to create quizzes and surveys to assess student progress, and Sway, a digital storytelling tool that students can use to create creative presentations and reports.

Premium Education Plans

For schools and universities looking for more comprehensive solutions, Microsoft offers premium plans with additional features beyond those included in the free offering.

• Microsoft 365 A1 suits schools needing only basic device-based access and management. It offers a simple, cost-effective solution with cloud tools to facilitate learning and administration.
• Microsoft 365 A3 is ideal for institutions requiring desktop apps, improved security, and analytics capabilities. With A3, schools have access to tools like Exchange Online, which allows faculty and staff to use professional email accounts, improving communication within the institution.
• Microsoft 365 A5 includes advanced security, licensing, and analytics, making it the right fit for institutions with high security and compliance needs. It also includes Power BI Pro, which enables educators to visualize data and create interactive reports that help them understand student performance and engagement.

These premium plans provide flexibility, allowing institutions to choose the right mix of tools based on their unique needs, budgets, and goals. Schools can tailor their licensing to ensure teachers, students, and administrators have the tools to support educational success.

Student Benefits and Discounts

Microsoft also offers significant discounts and benefits for students to ensure they have access to essential tools for learning. These include discounted pricing on Microsoft 365 subscriptions and opportunities for students to leverage premium Microsoft services at a fraction of the cost.

Individual Student Pricing

Microsoft offers Microsoft 365 Personal to college students at a reduced price of $2.99 per month, representing over 50% savings compared to the regular price. This subscription includes:

• Premium Office Applications: Full versions of Word, Excel, PowerPoint, and more.
• 1TB of Cloud Storage: Students can securely store assignments, notes, and documents using OneDrive.
• Advanced Security Features: Built-in protection to secure accounts and data.
• Cross-Device Compatibility: Seamless access to applications and files from multiple devices, including laptops, tablets, and smartphones.

This discounted rate helps students gain access to the productivity tools they need to succeed, regardless of their financial situation. Students also benefit from Outlook Premium, which includes a professional email address and advanced features to help them stay organized and connected with their peers and instructors.

Student Use Benefits

Institutions that purchase faculty licenses for Microsoft 365 A3 or A5 are eligible for student licenses at a favorable ratio. Specifically, institutions licensing A3 or A5 plans can deploy licenses to students at a 40:1 student-to-faculty ratio.

For every faculty license purchased, institutions can license Microsoft 365 to 40 students, offering great value and making it affordable for schools to equip students with premium tools.

Moreover, these student licenses provide access to critical collaboration tools, including Microsoft Teams, which helps facilitate group projects, discussions, and virtual learning environments, making it easier for students to participate actively in their education.

Eligibility Requirements

Institutions and students must meet certain eligibility criteria for Microsoft’s educational discounts.

For Institutions

• Type of Institution: The institution must be a recognized K-12 or higher education institution.
• In the United States, institutions must meet accreditation requirements, such as Title IV accreditation. This accreditation ensures that the institution meets the standards necessary for eligibility.
• Verification: Institutions must provide valid academic status verification to qualify for academic pricing. This verification process helps Microsoft ensure that only eligible educational entities benefit from discounted rates.

For Students

• Enrollment Status: Students must be currently enrolled in an eligible educational institution. Proof of enrollment may be required to confirm eligibility.
• School Email Address: You need a valid email address to sign up for educational pricing. This ensures that only current students have access to discounted software.
• Annual Verification: Student status must be verified annually to continue receiving the discount. This process ensures that discounts are provided only to active students.
• Credit Card Requirement: A credit card is required for subscriptions, even when discounted pricing applies. This is used for payment processing and subscription management.

These eligibility requirements help ensure that only qualified individuals and institutions receive access to the discounts and licensing options available, keeping Microsoft’s educational programs focused on effectively supporting education.

Learn about best practices for Education of managing Microsoft licensing.

Volume Licensing Benefits

Microsoft also provides volume licensing options for larger educational institutions. These plans are specifically designed to reduce costs, simplify licensing management, and help schools get the most out of Microsoft products.

Enterprise Solutions

Volume licensing allows institutions to streamline software purchasing, making managing costs and license compliance easier across the organization.

Key benefits include:

• Consolidated Purchasing and Budgeting: Institutions can simplify budgeting and avoid multiple purchase processes by purchasing licenses in bulk. This helps schools allocate resources more effectively.
• Significant Cost Savings: Discounts increase with the size of the purchase, helping larger institutions save significantly. Schools can allocate these savings to other crucial areas, such as infrastructure, hiring, or student support.
• Streamlined License Management: Centralizing license management ensures that institutions can assign and revoke licenses as needed without complex administrative processes. This simplifies IT management and reduces administrative overhead.
• Advanced Certifications: Institutions also gain access to role-based certifications that help faculty and IT administrators stay updated on the latest skills and technologies. These certifications can ensure that the IT staff is knowledgeable about Microsoft products and capable of effectively managing the school’s technology.

Licensing Programs for Educational Institutions

Several volume licensing options are available to meet the specific needs of schools and universities:

• Enrollment for Education Solutions (EES): This option is designed for larger institutions. It allows for easy management of Microsoft 365 licenses across the entire organization. It includes benefits like simplified procurement and flexible licensing options, which make it easier for IT administrators to manage software deployments.
• Open Value Subscription – Education Solutions: This provides an affordable way to license software for smaller institutions, with an annual renewal option. It is designed for schools that need flexibility in purchasing licenses based on yearly budget availability.
• School Agreements: These agreements help schools access Microsoft software at discounted rates with predictable annual payments. They also offer flexibility in how licenses are deployed and managed, giving IT administrators control over software installations.

These volume licensing options provide flexibility and scalability, enabling institutions to license what they need without breaking the budget.

Schools can effectively plan their software purchases, ensuring they can always access the latest teaching and learning tools and services.

Additional Educational Benefits

In addition to software, Microsoft’s educational licensing programs include many benefits beyond just the tools.

Software and Services

Educational institutions benefit from access to services such as:

• Microsoft Teams for Education: A collaboration platform tailored for schools, enabling online classes, discussions, and virtual office hours. Teams help create an engaging learning environment where students and teachers can interact seamlessly.
• Learning Management Tools include creating assignments, tracking student progress, and organizing resources. Microsoft Forms can be used for quizzes and assessments, and Planner helps educators organize tasks and resources effectively.
• Security and Compliance Features: Advanced security tools to help educational institutions keep data safe and meet compliance requirements. Azure Active Directory and Microsoft Information Protection ensure student data remains secure and privacy standards are met.
• Advanced Analytics Capabilities: Education Insights in Teams provides detailed analytics to help teachers understand how students engage in learning. These insights help educators track student progress and identify areas for additional support.

Professional Development

Microsoft offers professional development opportunities for educators, which include:

• Training Resources: Access to self-paced and instructor-led training to help faculty make the most of Microsoft tools. Training courses cover various aspects of Microsoft 365, from basic use to advanced capabilities, ensuring teachers are well-prepared to use technology effectively.
• Certification Programs: There are opportunities for educators to earn Microsoft certifications that validate their skills. Certifications such as Microsoft Certified Educator (MCE) provide educators with credentials demonstrating their competence in integrating technology into their teaching.
• Technical Support: Access to Microsoft support to assist IT departments in managing and troubleshooting software deployments. Support includes online resources and direct support options, ensuring that schools have the help they need when issues arise.
• Consulting and Expertise: Institutions can benefit from consulting services that help them develop technology strategies tailored to educational environments. Microsoft offers Education Transformation Framework consulting, which helps schools create technology plans that align with their educational goals.

These professional development opportunities ensure educators have the skills to effectively use technology in the classroom, ultimately enhancing students’ learning experiences.

License Management and Compliance

Managing and maintaining software licenses can be challenging, particularly for larger institutions. Microsoft provides tools and guidelines to help schools comply with licensing agreements and manage license assignments effectively.

Administration

Educational institutions are responsible for:

• Maintaining Accurate License Counts: Ensuring that the number of licenses matches the number of active users. This helps avoid issues related to over-licensing or under-licensing, which can have financial and legal implications.
• Verifying Student Eligibility Annually: Institutions must verify that students are still enrolled to maintain compliance. This ensures that only current students continue to receive access to Microsoft services.
• Managing License Assignments: The Microsoft 365 admin center allows institutions to assign, reassign, or revoke licenses as needed. The center provides a centralized dashboard for tracking license usage and effectively managing users.
• Monitoring Compliance: Institutions must also ensure compliance with Microsoft’s licensing terms to avoid legal issues or financial penalties. Compliance Manager is a tool that helps institutions track and manage compliance activities, providing reports and recommendations.

Renewal and Verification

To maintain eligibility for academic pricing, institutions must:

• Verify Academic Status Annually: This helps ensure that only eligible institutions and individuals continue to receive discounts. Verification can be completed through the Microsoft Education Enrollment Portal.
• Review Licensing Needs: Institutions should evaluate their software needs regularly to ensure they use the right licensing tier. Needs may change as schools expand their technology programs or introduce new learning initiatives.
• Renew Subscriptions Timely: Subscriptions must be renewed on time to maintain continuous access to Microsoft services. Expired licenses can disrupt learning and administrative activities, so schools must plan for renewals.
• Compliance with Usage Terms: Institutions must follow Microsoft’s license terms and conditions. This includes using the software only for educational purposes, not commercial activities.

These practices help educational institutions manage costs effectively while ensuring compliance. Schools can leverage Azure Cost Management to monitor spending on cloud services and ensure that their technology investments are being used efficiently.

Future-Ready Education

Microsoft’s licensing programs are not just about software—they are about preparing students for the future by providing them with industry-standard tools and skills they will use in the workforce.

Providing Industry-Standard Tools

Institutions help students develop real-world skills employers highly demand by giving them access to Microsoft’s productivity suite. Familiarity with Microsoft Office, Teams, and other tools helps prepare students for the digital workplace. Skills in using these tools are often prerequisites for internships and job opportunities, providing students with a competitive edge.

Enabling Collaborative Learning Environments

With tools like Microsoft Teams, students and faculty can communicate, collaborate, and share resources. This fosters an interactive learning environment and helps students stay engaged in in-person and remote settings. Teams also have breakout rooms that allow smaller groups to work on projects, simulating the collaborative environments often found in workplaces.

Supporting Inclusive Education

Microsoft also includes accessibility features across its suite of tools, ensuring that all students, including those with disabilities, have the necessary resources to succeed. Features like Immersive Reader help students with reading difficulties, while speech-to-text options assist those with writing challenges. Additionally, Translator for Education helps break down language barriers, enabling more students to participate fully in class activities.

Developing Future-Ready Skills

Beyond productivity, Microsoft offers tools like Power BI and Azure, which allow students to develop data analysis and cloud computing skills. These tools expose students to advanced technology and concepts critical in many future career paths.

Students can also gain experience in app development by using tools like Power Apps, which allow them to build and share their apps and solve real-world problems.

Furthermore, Microsoft’s AI for Education initiatives provide opportunities for students to learn about artificial intelligence and explore how AI shapes the future.

Through the AI School program, students and educators can access free resources, courses, and materials to understand AI concepts and develop skills in this growing field.

FAQ: Microsoft Licensing Discounts for Schools and Universities

What are Microsoft 365 A1, A3, and A5 plans? These are educational licensing tiers with increasing features, from basic tools in A1 to advanced security in A5.

Is Office 365 Education free for schools? Eligible institutions can access Office 365 Education for free, including Word, Excel, and Teams web versions.

What tools are included in Office 365 Education? Office 365 Education includes web-based Word, Excel, PowerPoint, OneNote, Teams, and productivity tools like Microsoft Copilot.

What is the cost of Microsoft 365 for students? Microsoft 365 Personal is available for $2.99 monthly, over 50% off the regular cost.

Do students get additional benefits from faculty licenses? When their institution licenses A3 or A5 plans, students can receive licenses at a 40:1 student-to-faculty ratio.

Are volume licensing options available for schools? Microsoft offers volume licensing for schools to simplify purchasing, reduce costs, and streamline management.

What is Enrollment for Education Solutions (EES)? EES is a volume licensing program designed for larger institutions, making it easier to manage licenses organization-wide.

What is the Open Value Subscription—Education Solutions? This option allows smaller institutions to license software affordably and has flexible annual renewal options.

Are there special pricing options for smaller institutions? Yes, programs like Open Value Subscription – Education Solutions provide affordable pricing for smaller schools.

What support does Microsoft offer for educators? Microsoft provides training resources, certification programs, technical support, and consulting to help educators effectively use their tools.

Can educators earn certifications through Microsoft programs? Microsoft offers certification programs like Microsoft Certified Educator (MCE) to validate educators’ skills.

How do schools effectively manage licenses? They can use the Microsoft 365 admin center for centralized license management, which ensures efficient assignment and compliance.

What security features are included in educational plans? Plans like Microsoft 365 A3 and A5 include advanced security tools like Microsoft Defender and Azure Active Directory.

How often must eligibility be verified for discounts? Institutions and students must verify eligibility annually to maintain access to Microsoft’s educational discounts.

What skills do students gain with Microsoft licensing? Students gain skills in Microsoft Office, collaboration through Teams, cloud computing with Azure, and data analysis with Power BI, preparing them for future careers.