Licensing for Microsoft Teams in Education

Licensing for Microsoft Teams in Education:

• Included in Microsoft 365 A1 for students and educators
• Paid options with Microsoft 365 A3/A5 plans offer more features
• Available as part of Office 365 A1/A3/A5 plans
• Requires Microsoft 365 subscription for Teams premium features
• Separate licensing for faculty and students may apply

Licensing for Microsoft Teams in Education

Microsoft Teams for Education is transforming how educational institutions connect students and teachers, offering virtual classrooms that enhance collaboration and the learning experience.

The platform allows educators to create dynamic, engaging learning environments that transcend the traditional classroom. However, understanding how to license Microsoft Teams in an educational setting can be complex.

With different licensing tiers, premium features, and specific requirements for deployment, IT administrators and school decision-makers need to navigate this landscape carefully.

This article provides a comprehensive guide to Microsoft Teams licensing for educational institutions. It helps schools maximize the value of this powerful platform and ensure seamless integration into their learning ecosystems.

Teams Education Licensing

Microsoft Teams for Education allows educational institutions to create collaborative learning environments. Eligible institutions can access a free core version of Microsoft Teams, including essential virtual classes and collaboration tools.

However, some premium features and add-ons can significantly enhance Teams’ capabilities, offering students and educators a richer and more customized experience.

Understanding the different licensing options and how to deploy and manage licenses is key to maximizing Microsoft Teams’ full potential.

License Types and Requirements

Basic Requirements

To start using Microsoft Teams in an educational setting, there are certain basic requirements to consider:

• Institutions must have a valid academic tenant in Microsoft 365, which validates their eligibility as educational entities.
• Currently, Microsoft does not offer specific discounts for education on premium features, so understanding how to budget for these add-ons is important.
• It is essential to ensure that all users, including teachers and students, have appropriate access to the necessary licenses for their roles.

License Tiers

Microsoft offers three main licensing tiers for Teams in educational institutions:

1. Microsoft 365 A1 (Free Tier)

• Price: Free for eligible educational institutions.
• Features:
  • Core Teams functionality for online classes.
  • Access basic Microsoft 365 web apps like Word, Excel, and PowerPoint.
  • Cloud storage: Up to 1 TB of cloud storage for each user.
  • Access to OneNote Class Notebook for managing classroom resources.
• This license is ideal for schools with limited budgets looking to establish foundational online learning capabilities.

2. Microsoft 365 A3 (Enhanced Functionality)

• Price: Paid subscription (varies based on the size and location of the institution).
• Features:
  • Full desktop versions of Office applications (Word, Excel, PowerPoint, etc.).
  • Enhanced security and management features include data loss prevention (DLP) and Azure Information Protection.
  • Ability to run team meetings with more participants, making it ideal for bigger schools or multi-class activities.
  • Advanced device management allows IT teams to remotely configure, update, and manage devices students and teachers use.
• This tier is well-suited for schools looking to enhance their digital infrastructure with advanced collaboration and security features.

3. Microsoft Teams Premium Add-on

• Price: Add-on to existing licenses (varies depending on the chosen features).
• Features:
  • Enhanced meeting protection and security features, such as end-to-end encryption for sensitive discussions.
  • Advanced meeting customization tools for personalized experiences include custom meeting templates and branding options.
  • Integration for specialized environments such as education-focused webinars and training sessions with advanced analytics.
  • Translation features that enable real-time translation of meeting captions, making classes accessible to a broader audience.
• The Premium Add-on is perfect for institutions that require additional security and customization options to cater to a diverse student body.

Deployment Options

To efficiently deploy Microsoft Teams for Education, administrators need to understand the available options for assigning licenses and setting up Teams for users. Proper deployment ensures that students and educators can access the necessary tools without interruption.

License Assignment Methods

There are two primary methods for assigning licenses to users in an educational setting:

1. Individual Assignment

• Administrators can assign licenses through the Microsoft 365 Admin Center.
• Best suited for small groups or specific teachers who need specialized roles.
• Provides manual control over user permissions, allowing flexibility for individual needs and special use cases.
• For example, an IT administrator may assign licenses individually to teachers who require specific add-ons for conducting webinars.

2. Bulk Assignment

• PowerShell Scripts: Using scripts, administrators can efficiently assign licenses to many users, which is especially useful during peak enrollment periods.
• Active Directory Group-Based Licensing: Ideal for large institutions with hundreds or thousands of students, as licenses can be assigned through pre-configured groups in Azure Active Directory.
• Bulk assignments streamline the onboarding process, ensuring that all students and educators have access to Teams from day one without requiring manual input for each individual.
• For example, an IT administrator can use bulk assignment methods to license all incoming students during the start of a new academic year.

Core Features and Benefits

Microsoft Teams provides numerous features to support the learning environment. Here’s a breakdown of the core functionalities that make Microsoft Teams a robust platform for education:

Collaborative Tools

• Virtual Classroom Setup: Educators can set up virtual classrooms that simulate real-life settings, complete with tools for interaction, multimedia support, and classroom management.
• Teachers can use features like the whiteboard tool to explain concepts visually, enhancing the learning experience for visual learners.
• Real-Time Document Collaboration: Students and teachers can collaborate in real-time using Microsoft Office apps integrated within Teams. For instance, a group of students can collaborate on a PowerPoint presentation, with each student contributing simultaneously.
• Assignment Management: Teachers can create, assign, and grade assignments directly through Teams, ensuring a seamless workflow. Assignments can also include multimedia attachments, such as video instructions, to accommodate diverse learning styles.
• Integrated Grading Systems: Integration with Microsoft OneNote Class Notebook and Microsoft Forms allows educators to keep track of student performance, providing quick feedback and assessments.

Communication Features

• Video Conferencing supports video and audio calls for virtual classes. Educators can use features like breakout rooms to divide students into smaller groups for activities and collaborative work.
• For example, during a group project, students can use breakout rooms to discuss and work on their specific part of the project.
• Supervised Messaging: Messaging in Teams allows teachers to supervise student conversations, ensuring that all communications remain educational and appropriate.
• Teachers can set permissions for messaging, ensuring that students communicate only during designated times or in specific groups.
• Parent Communication Tools: Allows communication with parents to update them on student progress, upcoming events, or general class updates, enhancing parental involvement in education.
• For instance, teachers can send regular progress reports to parents through Teams, ensuring transparency and active involvement.

Special Considerations for Student Licensing

Student Licensing

• Up to 40 student licenses can be issued to institutions for each licensed teacher, making it cost-effective to extend Teams access to all students.
• Features Included:
• We provide 1 TB of cloud storage per student for assignments, coursework, and projects, ensuring students have ample space to store their academic work.
• Full access to Teams classroom features, enabling seamless participation in virtual classes, collaborative group work, and discussions.
• Basic email capabilities and access to Office web applications for assignments, communication, and group projects.
• The inclusion of Microsoft Stream allows students to access recorded lectures and revisit content at their convenience, providing an additional layer of learning support.

Implementation Timeline

New Teams Migration

In January 2024, Microsoft moved from the classic Teams client to the new Teams version.

Here is the implementation timeline:

• January 2, 2024: Microsoft began automatic updates to migrate users to the new Teams experience, which includes improved performance, a more intuitive user interface, and better integration with other Microsoft 365 services.
• February 2024: Institutions must complete their migration by this time for optimal results and to fully utilize the new features.
• March 31, 2024: All institutions must complete the migration to avoid service disruptions. After this date, the classic Teams client will no longer be supported, and users will need to use the new version to access Teams.

Cost Considerations

Free Features

The basic Microsoft Teams for Education (A1) package is free and includes:

• Core classroom management tools (like team meetings, group channels, and calendar scheduling).
• Basic collaboration features, including file sharing, chat, and the ability to create dedicated channels for different subjects or projects.
• Web versions of Office applications (Word, Excel, PowerPoint), provide essential tools for students and teachers to create, edit, and share documents.
• Standard security features like multi-factor authentication (MFA), ensure that users’ accounts remain protected.

Premium Add-ons

Some institutions may wish to explore premium add-ons to improve their Teams capabilities:

• Advanced Management Capabilities: Includes endpoint management and compliance features for better control over institutional data. This is especially important for institutions that must meet strict data protection regulations.
• Enhanced Meeting Protection: This feature provides end-to-end encryption for meetings, lobby controls, and meeting lock options, ensuring sensitive information is protected during virtual discussions.
• Advanced Reporting Tools: These tools allow administrators to gain insights into how Teams is being used, evaluate effectiveness, and identify areas for improvement. For example, insights into student engagement can help educators adjust their teaching strategies.

Best Practices for Educational Institutions

To ensure smooth implementation and effective use of Microsoft Teams in schools, administrators should consider the following best practices:

License Management

• Regular Audits: Conduct periodic audits of license assignments to ensure that only active users have access, thereby avoiding unnecessary costs. License audits also help identify any potential misuse of the platform.
• Remove Inactive Licenses: Revoke licenses for students or faculty who no longer need access, preventing the accumulation of unused licenses. This helps manage costs and ensure compliance.
• Monitor Usage: Use administrative tools to monitor usage patterns. This can help determine whether to scale up or down. Monitoring usage also helps identify students who need additional support to use Teams effectively.

Security and Compliance

• Implement Security Policies: Ensure that Team usage complies with institutional policies and regional regulations, such as the Family Educational Rights and Privacy Act (FERPA). This includes setting up conditional access policies to control who can access Teams and from where.
• Monitor Student Interactions: Use supervised chat and compliance tools to monitor student communications to prevent inappropriate usage. Teachers can use the Safe Chat feature to supervise messages between students.
• Maintain Data Protection Standards: Protect student data through encryption and compliance with protection laws. Regularly review data retention policies to ensure compliance and proper handling of student information.

Future-Ready Education

With over 240,000 educational institutions worldwide using Microsoft Teams, it is clear that the platform has a strong role in shaping the future of education.

The ability to create virtual, hybrid, and collaborative learning environments makes Teams a suitable choice for institutions striving to create future-ready learning experiences.

The team’s adaptability also ensures that it can continue to support evolving educational needs, including personalized learning and increased accessibility for diverse student populations.

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Administrative Considerations

IT Management

Microsoft Teams integrates seamlessly with the Microsoft 365 Admin Center for easy management. Here are a few considerations for IT teams:

• Centralized Administration: Teams licensing and settings can be managed through the Admin Center, allowing IT staff to control the features available to different user groups. For example, IT admins can limit certain Teams features for younger students to maintain a safe learning environment.
• Automated License Management: Institutions can use Azure Active Directory to automate license assignments and ensure that new students or staff members receive the appropriate licenses when they join. This helps reduce administrative burdens during the onboarding process.
• Integration with Existing School Systems: Teams can be integrated with existing student information systems (SIS) to streamline data management and user setup, enhancing operational efficiency. Integration also ensures that student data is consistently updated across platforms.
• Customizable Security Policies: The platform allows IT managers to define policies that ensure secure communication and collaboration, including guest access controls and conditional access policies. This flexibility helps maintain the balance between accessibility and security.

FAQ: Licensing for Microsoft Teams in Education

What plans include Microsoft Teams for Education? Microsoft Teams is included with Microsoft 365 A1, A3, and A5 plans for educational institutions.

Is there a free version of Microsoft Teams for education? Yes, Microsoft 365 A1 offers students and educators a free version of Teams.

What are the benefits of upgrading to Microsoft 365 A3/A5? Upgrading to A3/A5 provides additional features, including enhanced security, compliance tools, and advanced management capabilities.

Can students and faculty use Microsoft Teams? Yes, but different licensing may apply.

Do students need separate licenses for Microsoft Teams? Students typically need individual licenses under Microsoft 365 A1/A3/A5 plans.

How do I assign Microsoft Teams licenses to educators? Based on faculty requirements, administrators can assign Teams licenses through the Microsoft 365 admin center.

Are Teams meetings limited in the free A1 plan? The A1 plan includes basic meeting features, while advanced options are available in A3/A5 plans.

How does Team licensing differ for education compared to businesses? Education licensing offers customized pricing, student licenses, and features to support learning environments.

Can Teams be used on mobile devices for education? Teams is available on iOS and Android, making it accessible for students and educators on mobile devices.

Does Microsoft Teams support class collaboration? Yes, Teams supports collaboration with tools like class notebooks, assignments, and chat features tailored for education.

What security features are included with Teams for Education? Basic security is included, but A3/A5 plans offer advanced compliance and data protection options.

Do Teams features vary by education plan? Premium features such as meeting recording and reporting vary between A1, A3, and A5 plans.

Are parental permissions required for student Teams accounts? Depending on local regulations, institutions may require parental consent for students to use Teams.

How do educators use Teams for remote learning? Teams’ collaborative tools allow educators to set up virtual classrooms, share resources, and communicate with students.

Can Microsoft Teams integrate with other learning tools? Teams integrates with popular education apps, learning management systems, and Microsoft 365 tools to facilitate seamless learning experiences.