Microsoft Licensing for K-12 Schools

Microsoft Licensing for K-12 Schools

• Offers discounted licensing options tailored for education.
• Includes Microsoft 365 A1, A3, and A5 plans for students and staff.
• Provides cloud-based tools like Teams, OneDrive, and Office apps.
• Includes security and compliance features in advanced tiers.
• Flexible device and user licensing to match school needs.

Microsoft Licensing for K-12 Schools

Microsoft provides specialized licensing options for K-12 schools to simplify software deployment and offer affordable access to essential technology tools.

These licensing solutions are designed to make Microsoft products accessible, manageable, and cost-effective. They ensure educational institutions have the necessary resources while staying within tight budgets.

This guide explains the key licensing programs, benefits, and best practices for managing and optimizing Microsoft software licensing for K-12 schools.

Microsoft’s approach to educational licensing is based on schools’ needs to manage IT resources efficiently while supporting modern teaching and learning environments.

This guide offers a detailed exploration of the various Microsoft licensing options for K-12 schools.

It focuses on the available programs, the specific benefits offered to educational institutions, and strategic insights to help schools maximize their technology investments.

Basics of Microsoft Licensing for K-12 Schools

K-12 schools use Microsoft licensing models based on the number of Full-Time Equivalent (FTE) employees rather than individual devices.

This model makes it easier for schools to manage their software inventory and compliance, offering coverage for all devices and users linked to the institution. Here are some important aspects to understand:

• FTE Employee Licensing Model: The key metric to determine the licensing requirements is the number of FTE employees. This approach enables schools to avoid purchasing individual device licenses and simplifies tracking the number of software installations.
• Simplified Management: Licensing based on employee numbers allows institutions to streamline administration, regardless of the number of devices students and staff use. This makes management easier for both IT administrators and decision-makers.
• Comprehensive Coverage: By licensing based on FTE count, schools can provide coverage for all the necessary software tools across multiple devices without licensing each piece of hardware. This comprehensive approach ensures consistency by allowing educators and students to benefit from the same software solutions.

Example: If a school has 30 full-time staff members, it will need to license based on the FTE model, covering all computers, tablets, and other devices used by students and employees, making it an efficient way to manage licensing.

Read about Microsoft Academic Volume Licensing.

Main Licensing Programs Available for K-12 Schools

Microsoft offers several licensing programs tailored to fit the needs of educational institutions. The following are the primary programs available:

1. Enrollment for Education Solutions (EES)

The EES program is a popular subscription-based licensing option for K-12 institutions. It provides a simple way to license Microsoft products based on the annual count of FTE employees.

The program also includes Software Assurance, which provides access to the latest Microsoft updates and additional support.

Key Features of EES:

• Subscription Licensing: An annual subscription makes budgeting predictable, allowing schools to plan and allocate resources more effectively.
• Software Assurance Benefits include training resources, access to new software releases, and support. Software Assurance also offers deployment tools, providing schools with better support for IT management and software updates.
• Scalable: This feature allows schools to add additional products as needed throughout the year. This flexibility makes it easier for institutions to adapt to changing needs, such as implementing new technologies or adding software for specialized programs.
• Student Use Benefits: If a school licenses its faculty, it often becomes eligible to extend software benefits to students without additional cost, which can be a significant advantage for educational institutions.

Paths to Participate in EES:

• Campus and School Agreement (CASA+EES): Ideal for larger institutions with 1,000+ FTE employees or students. This program is specifically designed to meet the needs of larger schools or districts that need comprehensive software coverage.
• Open Value Subscription for Education Solutions (OVS-ES): Suitable for smaller institutions with as few as five FTE employees. This option allows smaller schools to take advantage of Microsoft’s suite of products without needing to meet the larger FTE requirements of other programs.

2. Microsoft 365 Education Plans

Schools can also leverage Microsoft 365 Education, which offers bundles of services and tools tailored to educational settings. There are three main plans available:

• Microsoft 365 A1: This entry-level version offers essential tools such as Office 365 apps, Teams, and OneNote. It is a cost-effective option but limited in features. This plan suits schools needing basic communication and collaboration tools, making it ideal for smaller institutions with limited budgets.
• Microsoft 365 A3 is the most popular choice. It provides desktop versions of Office apps, additional management tools, and security features. A3 includes cloud and desktop applications, providing more robust features like device management and better security controls. This plan suits schools looking for a balance between affordability and advanced features.
• Microsoft 365 A5: Premium plan with advanced security features and analytics, perfect for schools with more complex needs. A5 includes advanced compliance tools, threat protection, and enhanced analytics, making it suitable for schools with stringent security requirements or those wanting to leverage analytics to enhance learning outcomes.

For example, a school that needs advanced security to protect student data might opt for the A5 plan, while a school with more basic needs could choose A1 or A3. Schools that want to provide faculty and students with the latest productivity tools often find the A3 plan offers the best balance between cost and capabilities.

Read about Microsoft Licensing for K12 Schools.

Benefits of Microsoft Educational Licensing

1. Cost Advantages

One primary benefit of Microsoft licensing for educational institutions is cost savings. Schools can receive discounts of up to 90% off the standard commercial rates, allowing them to access enterprise-grade software while staying within budget constraints.

This makes it feasible for K-12 institutions to deploy powerful software that might otherwise be out of reach.

• Discounted Licensing: Microsoft offers deeply discounted rates to educational institutions, which makes deploying software across multiple devices and users much more affordable.
• Student and Faculty Licensing: When a school licenses its faculty under programs like EES, the students can benefit from free access to many of the same tools, ensuring equal opportunities for learning and productivity.

Example: A small K-12 school with limited funding could access Microsoft 365 tools at a fraction of the cost, allowing it to provide teachers and students with technology that supports learning in a modern classroom environment.

2. Easy Compliance

The FTE-based model simplifies compliance. Schools only need to count their FTE staff once yearly, eliminating the need to track every device or software installation. This makes it easy to remain compliant, even as staff numbers fluctuate throughout the year due to faculty or administrative personnel changes.

• Annual Count: Schools perform a single annual count of FTE employees, making the compliance process straightforward and less time-consuming than other licensing models.
• Automatic Coverage for New Devices: As new devices are introduced into the school environment, they are automatically covered under the licensing agreement, provided the school maintains the appropriate FTE count.

3. Student Benefits

When schools license software for all FTE employees, they also qualify for Student Use Benefits. This means students can access Microsoft tools like Office 365 without additional cost, which can enhance learning outcomes by providing access to professional tools.

• Equal Access: Students receive free access to Office applications such as Word, Excel, PowerPoint, and OneNote, providing the tools necessary to complete assignments and collaborate effectively.
• Cloud Services: Students can access cloud services like Teams for Education, which fosters communication and collaboration between students and teachers, both in-person and online.

Example: A school that licenses Microsoft 365 A3 for its 20 FTE employees will provide all enrolled students free access to the same tools, allowing them to complete assignments and projects at home. This also supports hybrid and remote learning environments, which have become more prevalent recently.

Key Considerations for Microsoft Licensing

1. FTE Calculation

Proper calculation of FTE employees is essential to maintaining compliance and determining costs.

FTE calculations typically include the following:

• Full-time Teaching Staff: Teachers who work full-time and are responsible for delivering educational content.
• Administrative Staff: Employees who manage school operations, such as principals, secretaries, and finance staff.
• Support Personnel: Non-teaching staff such as IT support, custodians, and paraprofessionals who support the school’s day-to-day activities.

Ensuring accuracy in these calculations is crucial, as underestimating FTEs could lead to compliance issues and potential financial penalties. Schools should conduct regular reviews to ensure the correct number of FTEs is reported.

2. Product Selection

Schools must choose at least one core enterprise product to qualify for Microsoft licensing.

Common core products include:

• Windows Education: Operating system licenses designed specifically for education, providing security and productivity features.
• Office Pro Plus: The complete suite of Microsoft Office desktop apps, including Word, Excel, PowerPoint, and others.
• Core Client Access License (CAL) Suite: A collection of licenses that provide access to services like Exchange, SharePoint, and Skype for Business.
• Microsoft 365 Components: A comprehensive suite that includes productivity applications, management tools, and security features.

These products form the foundation of the institution’s digital environment, providing students and staff with essential tools for productivity, communication, and learning. Schools can also add products to meet specific needs, such as data analytics tools or security enhancements.

Microsoft 365 Education Components

Microsoft 365 Education bundles provide schools with comprehensive tools for modern learning environments. The core solutions include:

• Windows 10/11 Education: Designed with built-in security and management tools to meet the needs of educational environments. These editions of Windows are tailored for schools, with specific configurations that help maintain a secure, productive environment.
• Office 365 Applications: This includes Word, Excel, PowerPoint, Teams, and more. These tools facilitate collaboration, content creation, and data analysis, which are key teaching and learning elements.
• Enterprise Mobility + Security (EMS): Offers security management tools to protect devices, users, and data. EMS provides schools with tools to manage devices and data securely, which is particularly important given the increasing prevalence of online threats.
• Management Tools: These tools enable schools to manage devices, users, and applications effectively, which is essential for IT administrators. Tools like Microsoft Intune allow for remote device management, ensuring that devices are up-to-date and secure.

Example: Using Windows 10 Education and EMS, a school can ensure that all student devices are secured and that IT administrators can manage software updates and security settings from a central dashboard.

Licensing Best Practices for K-12 Schools

1. Strategic Planning

To get the most out of Microsoft licensing, schools should engage in strategic planning:

• Determine Accurate FTE Count: Count the FTE employees annually to ensure compliance. This count should be thorough and account for changes in staffing levels, such as new hires or departures.
• Assess Product Needs: Identify which product bundles best meet the school’s needs, considering factors like device management, security, and student collaboration. Schools should evaluate their current and future needs, considering any planned expansion of technology infrastructure.
• Consider Long-term Agreements: Three-year agreements can provide better pricing stability and predictability. They also provide cost certainty, which can be valuable when budgeting over several fiscal years.

Example: A school may choose a three-year Microsoft 365 A3 plan to predictably lock in pricing and budget over multiple years. This allows the school to plan for consistent expenditures while providing faculty and students with reliable access to Microsoft tools.

2. License Management

Effective license management can save costs and avoid compliance issues:

• Use Self-Service Tools: Microsoft Volume Licensing Service Center (VLSC) provides tools for schools to track licenses, download software, and manage agreements. Schools should leverage these tools to stay organized and ensure compliance.
• Plan for Renewal: To maintain compliance and ensure necessary software is licensed appropriately, licenses should be reviewed regularly and counted annually. Schools should schedule annual reviews to ensure licenses are renewed on time and accurately reflect the number of FTEs and devices used.

Example: An IT administrator can use the VLSC portal to generate reports showing which licenses are nearing renewal and which products are actively being used. This information can help the administrator make informed decisions about software requirements.

Special Programs for K-12 Schools

1. Shape the Future Program

K-12 institutions may qualify for additional discounts through Microsoft’s Shape the Future program. This initiative helps schools acquire Windows devices at a reduced cost while ensuring they maintain proper licensing. Schools participating in the program can get significant discounts when purchasing new hardware, which helps make technology more accessible to students.

Example: A school district looking to upgrade its classroom technology could use the Shape the Future program to purchase new Windows laptops at a discounted rate, providing students with better learning tools.

2. Copilot for Education

As of February 2024, Microsoft Copilot is available to K-12 institutions through EES partnerships. This AI-powered tool assists educators and students by integrating AI into tools like Word, Excel, and Teams to provide personalized help and enhance productivity. Copilot can help automate administrative tasks, generate content, and provide real-time assignment feedback.

Example: Teachers can use Copilot to create lesson plans, while students can draft reports or gain insights into data for school projects. Copilot’s ability to automate repetitive tasks allows educators to focus more on teaching and less on paperwork.

Cloud Services Integration

Office 365 Education

Schools can leverage cloud services through Office 365 Education, which includes:

• Teams for virtual classrooms and collaboration. Teams provide a platform for students and teachers to communicate and collaborate, whether in person or remotely. Features like video conferencing, chat, and shared documents facilitate learning in diverse environments.
• SharePoint for document storage and sharing. SharePoint is a secure repository for school documents, policies, lesson plans, and more, making sharing resources among staff and students easy.
• Exchange for secure email communication. Exchange provides secure email services, helping schools effectively manage internal and external communication.

These tools support in-person and remote learning by providing communication and resource-sharing platforms. With more schools adopting hybrid models, cloud-based collaboration tools are crucial for the continuity of education.

Device Management

Microsoft provides specialized editions of Windows for education that include default settings optimized for schools:

• Windows 10 Pro Education: Built on the same core as Windows 10 Pro but with default settings that apply to education environments, ensuring that student privacy and security are prioritized.
• Windows 10 Education: Offers comprehensive security and device management capabilities. This edition is designed for students and educators, providing the tools for a productive learning environment.

These editions are designed to meet educational requirements with enhanced privacy, security, and control features. Schools can use these versions to quickly set up new devices, ensuring they meet the unique needs of students and educators.

Example: Using Windows 10 Education, IT administrators can manage all devices from a centralized console and set policies, such as restricting access to certain websites or applications, to help maintain a safe learning environment.

Implementation Support and Cost Management

1. Partner Network

K-12 schools should consider partnering with authorized Microsoft education partners or Licensing Solution Providers (LSPs) to receive proper guidance.

These partners help navigate the complexities of licensing and assist with configuration and support. Working with an experienced partner ensures the school gets the correct licenses and takes advantage of available discounts and benefits.

Example: A school wanting to implement Microsoft 365 and device management solutions could work with an LSP to determine the appropriate licensing structure and configure the environment to meet its specific needs. The LSP can also train IT staff and educators, ensuring a smooth transition.

2. Budgeting Considerations

When budgeting for Microsoft licensing, schools should consider:

• Annual Subscription Fees: Based on the FTE count. Predictable annual fees make it easier to manage the school’s budget.
• Optional Add-ons: Additional products can be licensed as needed, allowing schools to add functionality based on changing requirements. This flexibility helps schools expand their IT capabilities without overcommitting upfront.
• Student Licensing Options: These are often included at no additional cost when staff licenses are purchased. Schools should ensure they leverage these benefits to give students access to essential learning tools.
• Server Requirements: Depending on the school’s infrastructure, server and CAL (Client Access License) costs may also be relevant. Schools with on-premises servers must factor these costs into their overall IT budget.

Example: A school might allocate a portion of its technology budget to ensure all staff are licensed under the Microsoft 365 A3 plan while adding additional security tools, such as Azure Active Directory Premium, to enhance network security.

Future Considerations for Licensing

1. Licensing Evolution

Microsoft’s licensing approach is evolving. Instead of traditional device-based licensing, it increasingly focuses on cloud-based subscriptions and user-based models.

Schools should adapt proactively to these changes, as they offer more flexibility and can better support remote learning environments.

• User-Based Licensing: Moving towards user-based licensing allows schools to provide each student and staff member with individual access, supporting the needs of modern learning environments where users may access resources from multiple devices.
• Cloud Adoption: Cloud-based licensing models, such as Microsoft 365, allow for seamless updates and integration with other Microsoft services, making it easier for schools to maintain up-to-date software and tools.

Example: A school that uses on-premises Microsoft Office could transition to Microsoft 365 to take advantage of automatic updates, cloud storage, and improved collaboration tools.

2. Long-term Strategy

Schools should consider future-proofing their licensing approach by:

• Adopting Cloud Services: Moving towards cloud-based tools like Office 365 for scalability and enhanced collaboration. Cloud services enable more flexible learning, as students and staff can access resources anytime and anywhere.
• Investing in AI Integration: Leveraging tools like Microsoft Copilot to prepare educators and students for the future of learning. AI integration helps automate repetitive tasks, support personalized learning, and improve efficiency.
• Developing IT Infrastructure: Schools should focus on developing their IT infrastructure in alignment with their educational goals, ensuring that the necessary resources are in place to support adopting new technologies.

Example: A school district planning for the next five years may fully integrate Microsoft 365 and Azure-based services, moving from on-premises solutions to a cloud-first strategy. This transition allows the district to improve collaboration, reduce hardware maintenance costs, and support hybrid learning environments.

FAQ: Microsoft Licensing for K-12 Schools

What is Microsoft 365 A1 for schools? This free plan offers students and educators access to core Office apps, Teams, and OneDrive.

How does the A3 plan differ from A1? The A3 plan adds desktop Office apps, advanced security, and management features.

What benefits does A5 licensing provide? A5 includes analytics tools, enhanced security, and compliance features, ideal for larger institutions.

Can licenses be shared among students? Licenses are typically assigned per user, not shared, ensuring personalized access and security.

Do Microsoft licenses include device management? Yes, Intune for Education helps manage devices and apps effectively.

Are these licenses compatible with Chromebooks? Yes, Microsoft web apps are accessible on Chromebooks through a browser.

Is training available for educators? Yes, Microsoft offers free training and resources to help educators maximize tools.

What security features are included? Plans include features like multi-factor authentication and endpoint protection.

Can alumni retain access to Microsoft tools? Schools can decide on alumni access policies based on their licensing agreement.

How are licenses billed for K-12 schools? Billing is typically annual, with discounts based on student and faculty counts.

Are offline Office apps included in all plans? Offline apps are only available in A3 and A5 plans, not A1.

What support does Microsoft offer for schools? Dedicated support is available via phone, email, and online resources.

How do schools transition to Microsoft licensing? Microsoft provides migration tools and support for onboarding users.

Can schools use licenses for hybrid learning? Yes, Microsoft 365 supports remote, hybrid, and in-person learning models.

What accessibility features are included? Microsoft tools include accessibility options like text-to-speech, high contrast, and screen readers.