School Board Briefing/Proposed Action Report

School Board Briefing/Proposed Action Report
Informational (no action required by Board)
DATE:
FROM:
LEAD STAFF:
I.
Action Report (Board will be required to take action)
March 29, 2016
Larry Nyland, Superintendent
James Young, IT Manager, jyoung@seattleschools.org
David Oestreicher,
Director of Technology Infrastructure, dsoestreiche@seattleschools.org
Carmen Rahm, Chief Information Officer, carahm@seattleschools.org
TITLE
1-year agreement extension with PCMG for Microsoft
Enrollment for Education Solutions.
II.
For Introduction:
For Action:
May 4, 2016
May 18, 2016
WHY BOARD ACTION IS NECESSARY
Per School Board Policy No. 6220, Procurement, Board action is required for the review and
approval of contracts where the total amount exceeds $250,000. This is a 1-year renewal of an
existing 3-year Microsoft software license agreement with software reseller PCMG in the amount
of $346.098.52. School Board approval is necessary due to the total cost of the licensing
agreement, which exceeds $250,000.
III. FISCAL IMPACT/REVENUE SOURCE
Total fiscal impact of this action will be $346.098.52 before taxes for the one-year agreement
extension. This will be payable in annual installments with a “Subject to Availability of Funds”
clause. The three-year total for this agreement was $1,091,722.31 of which $664,451.04 has been
paid. This year it is a $13,762.96 increase because of product licensing changes that needed to be
adjusted.
The revenue source for this motion has general funds designated for software renewal and
maintenance in the current Department of Technology Services budget.
Expenditure:
One-time
Annual
Other Source
IV. POLICY IMPLICATION
Per Policy No. 6220, Procurement, any contract over $250,000 must be brought before the Board
for approval.
V.
RECOMMENDED MOTION
I move the Board of Directors to authorize the Superintendent to execute a 1-year contract
agreement extension with PCMG, to provide Microsoft Enrollment for Education Solutions from
June 1st 2016 to May 31st 2017, in the amount of $346.098.52, plus Washington State Sales Tax,
in the form of the Purchase Order dated June 25, 2014, and presented to the School Board, with
any minor additions, deletions, and modifications deemed necessary by the Superintendent, and
to take any necessary actions to implement the contract.
VI. BOARD COMMITTEE RECOMMENDATION
The Operations committee met on April 21, 2016. At that meeting, the committee
recommended to move it forward to the full board for approval.
VII. BACKGROUND INFORMATION
Subsequent to a Request for Quote, on June 25, 2014, the District entered into an agreement with
PCMG for the renewal of the Microsoft Enrollment for Education Solutions. SPS has been
renewing the Microsoft Agreement each year with Board approval for over 10 years. The
agreement with PCMG is for a 1-year term with two possible 1-year extensions subject to annual
budget availability. The first term of the agreement with PCMG was approved by the Board on
June 18, 2014.
This renewal will:






Ensure that all SPS District staff and students have access to the most current software
applications and operating system from Microsoft and have maintenance support for the
products. This agreement covers approximately 8,000 staff/instructors and 52,000
students.
Provide Systems Operations with enterprise software for managing Data Center servers
and enterprise software such as Exchange (Microsoft Outlook).
Enable testing and development of new tools for productivity and instructional needs.
Enable the SPS District to take advantage of Microsoft educational initiatives such as
DreamSpark, Live EDU, Kinect for Education, Unified Communications, etc.
Offer District Staff the opportunity to purchase the most current version of Microsoft
Office at greatly reduced pricing and take advantage of Microsoft’s on-line training
resources.
Enable Students to install Microsoft Office on up to 15 devices via Office 365.
VIII. STATEMENT OF ISSUE
Renewal ensures a uniform Microsoft acquisition program for the District which provides for
continual upgrades to the most current versions of software for schools, administrative offices
and home use.
IX. ALTERNATIVES
There are no credible alternatives to the renewal of this software license. If we do not renew this
licensing agreement the following would happen:

No longer provide upgrades of Microsoft applications and operating systems for students
and staff. This is not recommended because the SPS District will have an unsupported
operating system, Windows XP.


X.
No further development for new technical initiatives such as communication tools, instant
messenger for collaboration or new processes for imaging computers.
No new application development using the Microsoft stack of technical tools, so no
enhancements to existing software.
RESEARCH AND DATA SOURCES / BENCHMARKS
Not Applicable.
XI. TIMELINE FOR IMPLEMENTATION / NEXT STEPS
Upon approval of this motion, the 1-year extension will be executed with PCMG.
XII. ATTACHMENTS




List of software to be purchased
Purchase Order No. 7100012429
Campus and School Agreement
Enrollment for Education Solutions (EES)
QUOTE TABULATION
QUOTE NUMBER
RFQ02443 TABULATION
QUOTE DESCRIPTION
MICROSOFT EES 2014-2017
QUOTE DEADLINE
28 MARCH 2014 10:00 AM PDT
PURCHASING CONTACT PERSON
Bidder #1
Craig Murphy/Purchasing Services
Bidder #2
PCMG
Bidder #3
SHI
Bidder #4
ZONES
DELL
Base Quote year 1 (pre-tax)
$
332,335.56
$
351,259.56
$
351,321.60
$
362,115.92
Base Quote year 2 (pre-tax)
$
332,335.56
$
351,259.56
$
351,321.60
$
362,115.92
Base Quote year 3 (pre-tax)
$
332,335.56
$
351,259.56
$
351,321.60
$
362,115.92
Total years 1,2 and 3 (pre-tax)
Freight, shipping, handling,
processing etc.
$
997,006.68
$
1,053,778.68
$
1,053,964.80
$
1,086,347.76
Tax at 9.5%
$
Taxed total FOB SSD#1
$
$
SSD TERMS/COND ACCEPTED
94,715.63
$
1,091,722.31
$
YES
-
$
$
4,589,252.22
1,147,313.06
Average quote - low quote
Percentage of savings
$
55,590.74
$
-
$
-
100,108.97
$
100,126.66
$
103,203.04
1,153,887.65
$
1,154,091.46
$
1,189,550.80
YES
Total of all quotes
Average of all quotes
5%
$
Savings
Savings
YES
NO
ATTACHMENT 3
INFORMAL REQUEST FOR QUOTE FORM
FILE NAME: RFQ02443 REQUEST FOR QUOTE FORM MICROSOFT EES 2014 THRU 2017
SCHOOL/DEPT REQUESTING QUOTE: PURCHASING
CONTACT PERSON : CRAIG MURPHY
BRAND NAME/MAKER/SELLER OF ITEMS REQUESTED: MICROSOFT
VENDOR, PLEASE INDICATE COMPANY NAME AND CONTACT INFORMATION IN YELLOW FIELD BELOW:
PCMG SANDEEP KAPOOR SANDEEP.KAPOOR@PCMG.COM
VENDOR PLEASE INDICATE HERE, YOUR FIRM'S ACCEPTANCE OF SSD#1 STANDARD TERMS & CONDITIONS
MARK WITH EITHER "YES" YOU AGREE OR "NO" YOU DO NOT AGREE HERE:
AUTHORIZED VENDOR SIGNATURE HERE:
QUANTITY
PART#
5,700 2UJ‐00003
6 395‐02412
6 312‐02177
3 6PH‐00298
5 H04‐00232
27 T6L‐00237
200 T9L‐00222
17 77D‐00110
27 P71‐07280
200 P73‐05897
1 R39‐00374
YES
DESCRIPTION
NET UNIT PRICE EXTENDED PRICE
Microsoft® Desktop Education All Lng License/Software Assurance Pack Microsoft Volume License 1 License ECAL
Microsoft® Exchange Server Enterprise All Languages License/Software Assurance Pack Microsoft Volume License
Microsoft® Exchange Server Standard All Languages License/Software Assurance Pack Microsoft Volume License
Microsoft® Lync Server Ent All Lng License/Software Assurance Pack Microsoft y
g
/
Volume License 1 License
Microsoft® SharePoint Server All Lng License/Software Assurance Pack Microsoft Volume License 1 License
SysCtrDatactr ALNG LicSAPk MVL 2Proc SysCtrStd ALNG LicSAPk MVL 2Proc Microsoft® Visual Studio Pro w/MSDN All Lng License/Software Assurance Pack Microsoft Volume License 1 License
WinSvrDataCtr ALNG LicSAPk MVL 2Proc WinSvrStd ALNG LicSAPk MVL 2Proc Microsoft® Windows® Server External Connector All Languages License/Software Assurance Pack Microsoft Volume License
1 of 2
$
50.79
$
289,503.00
$
327.60
$
1,965.60
$
57.24
$
343.44
$
294.84
$
884.52
$
438.12
$
2,190.60
$
194.52
$
5,252.04
$
71.40
$
14,280.00
$
53.04
$
901.68
$
256.68
$
6,930.36
$
42.48
$
8,496.00
$
163.32
$
163.32
5,700 WSB‐00068 Microsoft® Desktop Optimization Pack for SA All Lng Monthly Subscriptions‐
VolumeLicense Microsoft Volume License Per Device for Windows SA
$
60,000 M6K‐00001‐
student
10,000 M6K‐00001‐
faculty
60,000 5XS‐00002
Microsoft® Office 365 Plan A2 Shared All Lng Monthly Subscriptions‐
VolumeLicense Microsoft Volume License 1 License Per User
Microsoft® Office 365 Plan A2 Shared All Lng Monthly Subscriptions‐
VolumeLicense Microsoft Volume License 1 License Per User
Microsoft Office 365 Student Advantage License 1 License Per User
0.25
$
1,425.00
$
-
$
-
$
-
$
-
$
-
$
-
IF PRODUCTS/PRICES YOU ARE OFFERING ARE BASED ON ANY
EXISTING, LOCAL, CITY, COUNTY, STATE, REGIONAL OR NATIONAL
GOVERNMENT CONTRACT THAT IS AVAILABLE TO OTHER COOPERATING GOVERNMENT AGENCIES, PLEASE IDENTIFY THAT
CONTRACT'S LEAD AGENCY, CONTRACT NAME, CONTRACT NUMBER
AND DATE RANGE THAT THE CONTRACT IS AVAILABLE TO BE USED
BY OTHER COOPERATING GOVERNMENT AGENCIES LIKE SEATTLE
SCHOOL DISTRICT NO. 1
INDICATE COOPERATING CONTRACT DETAILS HERE
No contract available. Open market bid
Lync Server part number change to 5HU-00215
PLEASE ADVISE WORST CASE NUMBER OF
BUSINESS DAYS DELIVERY TIME FOR THE ABOVE
INDICATE NUMBER OF DELIVERY DAYS HERE:
3-7 days
TOTAL PRE-TAX DELIVERED VALUE FOR GOODS AND SERVICES FOR YEAR 1 $
332,335.56
ESTIMATED FRT CHARGES IF ANY (TO BE INCLUDED WITHIN ABOVE UNIT/EXTENDED PRICES)
ESTIMATED PROCESSING/HANDLING CHARGES IF ANY (TO BE INCLUDED WITHIN ABOVE UNIT/EXTENDED PRICES)
TOTAL PRE-TAX DELIVERED VALUE FOR GOODS AND SERVICES FOR YEAR 2 (JUNE 2015-MAY 2016)
TOTAL PRE-TAX DELIVERED VALUE FOR GOODS AND SERVICES FOR YEAR 3 (JUNE 2016-MAY 2017)
SALES TAX 9.5% NOMINAL FOR YEARS 1, 2 AND 3
TOTAL TAXED DELIVERED VALUE OF GOODS AND SERVICES FOB SSD#1 SEATTLE FOR YEARS 1, 2 AND 3
2 of 2
$
$
$
$
332,335.56
332,335.56
997,006.68
Seattle School District No. 1 ‐ EES Pricing
Part #
6QK‐00001
54R‐00098
2UJ‐00003
MX3‐00115
312‐02177
M6K‐00001
M6K‐00001
5XS‐00002
H04‐00232
T6L‐00237
T9L‐00222
77D‐00110
P71‐07280
R39‐00374
P73‐05897
7NQ‐00302
5XS‐00002
6MV‐00003
965‐00002
965‐00002
Item Name
AzureMonetaryCommit ShrdSvr ALNG SubsVL MVL Commit
MSImgnAcdmy ALNG SubsVL MVL Srvcs
DsktpEdu ALNG LicSAPk MVL ECAL
VSEntwMSDN ALNG LicSAPk MVL
ExchgSvrStd ALNG LicSAPk MVL
O365Edu ShrdSvr ALNG SubsVL MVL PerUsr
O365Edu ShrdSvr ALNG SubsVL MVL PerUsr
O365ProPlusEdu ShrdSvr ALNG SubsVL MVL PerUsr w/Faculty
SharePointSvr ALNG LicSAPk MVL
SysCtrDatactr ALNG LicSAPk MVL 2Proc
SysCtrStd ALNG LicSAPk MVL 2Proc
VSProwMSDN ALNG LicSAPk MVL
WinSvrDataCtr ALNG LicSAPk MVL 2Proc
WinSvrExtConn ALNG LicSAPk MVL
WinSvrStd ALNG LicSAPk MVL 2Proc
SQLSvrStdCore ALNG LicSAPk MVL 2Lic CoreLic
O365ProPlusEdu ShrdSvr ALNG SubsVL MVL PerUsr w/Faculty
ExchgEntCALSrvcsforEdu ALNG SubsVL MVL PerUsr
AzureActiveDrctryBsc ShrdSvr ALNG SubsVL MVL PerUsr
AzureActiveDrctryBsc ShrdSvr ALNG SubsVL MVL PerUsr
Level
Product Type
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
Monthly Subscriptions‐VolumeLicense
B
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Stuent
Monthly Subscriptions‐VolumeLicense
Add pRod
Monthly Subscriptions‐VolumeLicense
Student
Monthly Subscriptions‐VolumeLicense
add Product
Monthly Subscriptions‐VolumeLicense
Qty
12
1
5,706
1
1
10,000
60,000
60,000
1
28
90
17
28
1
90
100
60,000
5,706
60,000
10,000
Price
$ 103.00
$ 1,299.96
$ 50.79
$ 312.36
$ 57.24
$ ‐
$ ‐
$ ‐
$ 438.12
$ 194.52
$ 71.40
$ 53.04
$ 256.68
$ 163.62
$ 42.48
$ 289.92
$ ‐
$ ‐
$ ‐
$ ‐
Extended
$ 1,236.00
$ 1,299.96
$ 289,807.74
$ 312.36
$
57.24
$
1.00
$
1.00
$
1.00
$ 438.12
$ 5,446.56
$ 6,426.00
$ 901.68
$ 7,187.04
$ 163.62
$ 3,823.20
$ 28,992.00
$
1.00
$
1.00
$
1.00
$
1.00
$ 346,098.52
Page: 1 of
Seattle School District No. 1
Purchasing Services
Mail Stop 23-376
PO Box 34165
Seattle, WA 98124-1165
Vendor
PCMG
1940 E MARIPOSA AVE
EL SEGUNDO, CA 90245
Fax: 310 630 5090
Tel: 800 625 5468
2
Purchase Order
P.O. Number
7100012429
P.O. Date
09/10/2015
Ship Via
Surface, Prepay & Add
Deliver By
08/31/2016
Contact
Craig Murphy
Ph: 206 252-0570
Fax: 206-252-0505
Email: cemurphy@seattleschools.org
Deliver Items To:
Stanford Center
Department:DOTS/JAMES YOUNG
Mail Stop:
Cubicle/Room No:
2445 3rd Ave S.
Seattle WA 98124-1165
P.O. Number: 7100012429
Item Material/Description
Send Invoice To:
Seattle School District No 1.
Accounts Payable
Mail Stop 33-343
PO Box 34165
Seattle, WA 98124-1165
Email:accountspayable@seattleschools.org
Quantity UM
Unit Price
Total
Terms: Net 30 days, Currency USD
PLEASE PROCESS THIS ORDER ASAP, ADVISING
US IF INDICATED PRICING, DELIVERY, TERMS
CANNOT BE MET.
CONSISTING OF THE FOLLOWING "YEAR ONE"
PRODUCTS/SERVICES
.
YEAR TWO TERM COVERS FROM JUNE 2015 THRU
MAY 2016 WITH NO PENALTY/GAP IN COVERAGE
DURING RENEWAL PROCESS
.
SEE ATTACHED "PCMG" RFQ QUOTE FORM FOR
ADDITIONAL DETAILS, TERMS AND CONDITIONS
AGREEMENT, DELIVERY DAYS TO IMPLEMENT,
ETC.
.
Customer Name: Seattle School District
No. 1
Agreement Number: 7730345
Master Agreement Number: 01C35655
Document type: EES
Effective Date of Previous Agreement:
June 2013 thru May 2014
Previous vendor was DELL COMPUTER
Previous PO# was 720034158
Purchase order number must appear on all invoices, shipping labels, packing lists and correspondence.
This purchase order is subject to Seattle School District No. 1 standard terms and conditions.
These can be referenced by clicking on the "Terms and Conditions" link at www.seattleschools.org/procurement
Page: 2 of
Seattle School District No. 1
Purchasing Services
Mail Stop 23-376
PO Box 34165
Seattle, WA 98124-1165
Vendor
PCMG
1940 E MARIPOSA AVE
EL SEGUNDO, CA 90245
Fax: 310 630 5090
Tel: 800 625 5468
2
Purchase Order
P.O. Number
7100012429
P.O. Date
09/10/2015
Ship Via
Surface, Prepay & Add
Deliver By
08/31/2016
Contact
Craig Murphy
Ph: 206 252-0570
Fax: 206-252-0505
Email: cemurphy@seattleschools.org
Deliver Items To:
Send Invoice To:
Stanford Center
Seattle School District No 1.
Department:DOTS/JAMES YOUNG
Mail Stop:
Cubicle/Room No:
2445 3rd Ave S.
Seattle WA 98124-1165
P.O. Number: 7100012429
Accounts Payable
Mail Stop 33-343
PO Box 34165
Seattle, WA 98124-1165
Email:accountspayable@seattleschools.org
Number 01C35655 Anniversary date
2014-05-31
Effective Date(s) for first and possible
future Agreement(s): June 2014 thru May
2017*
*Year 1/initial term is June 2014 thru
May 2015.
*Two possible 1 year extensions (subject
to annual budget availability)
*Year 3 (if funded) term is June 2016
thru May 2017
Item
Material/Description
Quantity UM
Unit Price
Total
00010 OPEN PO - MICROSOFT EES LICENSE SUBSCRIP
1
Total net value excl. tax:
Wash.St.Sales Tax:
Freight:
Total:
EA
380,000.00
380,000.00
380,000.00
0.00
0.00
380,000.00
Purchase order number must appear on all invoices, shipping labels, packing lists and correspondence.
This purchase order is subject to Seattle School District No. 1 standard terms and conditions.
These can be referenced by clicking on the "Terms and Conditions" link at www.seattleschools.org/procurement
Campus and School Agreement
Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Definitions. ............................................................................................................... 2
How the Campus and School program works. ........................................................ 3
Subscription price. ................................................................................................... 3
License grant — what Institution and its Users are licensed to run. ..................... 4
How to know what Product use rights apply. ......................................................... 4
How to order Products. ............................................................................................ 5
Making copies of Products and re-imaging rights. .................................................. 6
Work at home rights. ............................................................................................... 7
Distributing media. .................................................................................................. 7
Redistribution of software updates to students. .................................................... 8
Transfer and reassigning Licenses. ...................................................................... 10
Confidentiality........................................................................................................ 10
Options upon completion of a Licensed Period. ................................................... 11
Term and termination ............................................................................................ 11
Warranties. ............................................................................................................. 12
Defense of infringement and misappropriation claims. ........................................ 13
Limitation of liability. ............................................................................................. 14
Verifying compliance. ............................................................................................ 15
Miscellaneous. ....................................................................................................... 16
This Agreement is entered into between the Institution and Microsoft on the date identified on the
signature form.
Effective Date. The effective date of this agreement will be the date it is accepted by Microsoft;
however, if the first Enrollment entered into under this agreement is given a Licensed Period with a
starting date that is earlier than the date this agreement is accepted by Microsoft, the effective date of this
agreement will be that earlier date.
This agreement consists of (1) these terms and conditions and the signature form, (2) the Product List, (3)
the Product use rights applicable to Products licensed under this agreement, (4) any Enrollment entered
into under this agreement, (5) any order submitted under this agreement, and (6) the eligibility criteria for
Campus and School License program at http://microsoft.com/licensing/contracts as of the effective date of
this agreement.
Terms and Conditions
A Note on Section Summaries: Some sections of this agreement have a summary at the beginning.
These summaries are intended for ease of reference and are not part of the agreement. If any
summary conflicts with the section it is summarizing, the section of the agreement, and not the
summary, controls.
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
Page 1 of 17
Document X20-00397
1.
Definitions.
In this agreement, the following definitions apply:
“Affiliate” means
a. with regard to Institution,
(i) for a non-public entity, any qualified educational user identified at
http://microsoft.com/licensing/contracts that Institution owns and/or control, that owns
and/or controls Institution, or that is under common ownership and/or control with
Institution; “ownership” means, for purposes of the definition, more than 50% ownership,
and
(ii) for a state or local government entity,

any
other
qualified
educational
user
identified
at
http://microsoft.com/licensing/contracts as of the effective date of this agreement that
is an agency, department, office, bureau, division, or other entity of the state or local
government, and

any other qualified educational user expressly authorized by the laws of the state to
purchase under state education contracts;
provided that the state and its Affiliates shall not, for purposes of this definition, be considered
to be Affiliates of the federal government and its Affiliates; and
b. with regard to Microsoft, any legal entity that Microsoft owns, that owns Microsoft, or that is
under common ownership with Microsoft;
“available” means, with respect to a Product, that Microsoft has made Licenses for that Product available
for ordering under a particular licensing program;
“Enrollment(s)” means the form that Institution submits under this agreement to sign up for this program;
“Fix(es)” means Product fixes, modifications or enhancements or their derivatives that Microsoft either
releases generally (such as Product service packs) or that Microsoft provides to Institution when
performing service(s) (such as workarounds, patches, bug fixes, beta fixes and beta builds);
“Institution” means the entity that is a qualified educational
user identified at
http://microsoft.com/licensing/contracts as of the effective date of this agreement that has entered into
this agreement with Microsoft or the Institution’s Affiliate that has entered into an Enrollment under this
agreement. If Institution is a school district, “Institution” also includes all participating schools in the same
district;
“License” means any one of those offerings identified in the Product List (including standard licenses, and
upgrades for desktop operating systems) that provides the right to run the version of the Product ordered;
“Licensed Period” means the period of time beginning on the effective date specified in Institution’s
Enrollment and continuing for the period of time specified in Institution’s Enrollment (either 12 or 36
calendar months);
“Microsoft” means the Microsoft entity that has entered into this agreement or an Enrollment and its
Affiliates;
“run” means to copy, install, use, access, display, run or otherwise interact with;
“Products” means any product Microsoft makes available for license for a fee, including online services
and other web based services;
“Product List” means, with respect to the Campus and School License program, the statement published
by Microsoft from time to time on the World Wide Web at http://microsoft.com/licensing/contracts or at a
successor site that Microsoft identifies, which identifies the Products that are or may be made available to
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
Page 2 of 17
Document X20-00397
qualified educational users (which availability may vary by region) and any Product-specific conditions or
limitations on the acquisition of Licenses for the Product;
“Software Assurance” means an annuity offering that provides benefits for Products that can include new
version rights, spread payments, deployment planning services, training, support and access to
differentiated technologies; and
“Users” means Institution, faculty, staff, and students designated on the Enrollment to run the Products
and members of the public who access PCs located in Institution’s open access labs or libraries. Users
must be qualified educational users as defined at http://microsoft.com/licensing/contracts as of the
effective date of this agreement in order to be eligible for the Campus or School Agreement programs.
2.
How the Campus and School program works.
This agreement allows Institution to license Products on a subscription basis for a one-year Licensed
Period or a three-year Licensed Period.
The Campus and School Agreement allows Institution to license one or more Products on a subscription
basis. To license Products on a subscription basis means that the right to run the Product is nonperpetual and continues only during the Licensed Period.
Institution can participate in this program by submitting an Enrollment. This program allows a one-year
Licensed Period or a three-year Licensed Period. The choice is indicated in the Enrollment.
One-year Licensed Period. An order must be submitted to indicate the Products Institution chooses to
run. Thereafter, extension orders are submitted to continue the subscription each year. If an extension
order is not received, the Enrollment will expire.
Three-year Licensed Period. An order must be submitted to indicate the Products Institution chooses to
run. Thereafter, Institution must submit anniversary orders on the first and second anniversaries of the
effective date of its Enrollment.
Online services. The terms and conditions of this agreement apply to online services subscriptions
throughout the entire term of the online services subscription, except as provided here and in the Product
List at http://microsoft.com/licensing/contracts. Online services are provided as subscription services and
may carry terms that are independent of the agreement terms. Billing terms for online services
subscriptions may also differ from the terms of this agreement.
3.
Subscription price.
If Institution chooses the one-year Licensed Period and submits an extension order prior to expiration of
the subscription, Microsoft will not increase the License prices for an annual extension by more than
10%. If Institution chooses the three-year Licensed Period and meets ordering requirements, the price
Microsoft charges the distributor on each anniversary order will be the same as the price for the
Products when they are first ordered.
This provision shall not apply to Products licensed to Institution at special promotion prices.
One-year Licensed Period. Microsoft will not increase the License prices charged to the Distributor for
an annual extension order by more than ten percent (10%) (as determined with reference to U.S. funds,
regardless of the currency in which amounts are invoiced or payment is made) over the License prices
charged for the immediately preceding 12-month Licensed Period if (i) Institution submits an extension
order prior to the expiration of the Enrollment and (ii) such order is confirmed for the same Products in the
same quantities as ordered in the expiring Licensed Period.
Three-year Licensed Period. If Institution chooses this option and complies with the ordering
requirements within the agreement, for any Products ordered during the Licensed Period, the price
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
Page 3 of 17
Document X20-00397
Microsoft charges the Distributor on each anniversary order will be the same as the price for the Products
when they are first ordered except for step-ups.
4.
License grant — what Institution and its Users are licensed to run.
On the date of confirmation of Microsoft’s acceptance of the Enrollment, Institution is temporarily
licensed to have its Users run the Products as permitted in the Product use rights. There are a number
of restrictions that apply generally to Institution’s and its Users’ use of Products Microsoft provides to
Institution (e.g. prohibitions on renting the Products, on reverse engineering it, etc.).
On the date of Microsoft’s letter to Institution confirming Microsoft’s acceptance of the Enrollment,
Institution is temporarily licensed to have Users run the Products as specifically permitted in the Product
use rights located at http://microsoft.com/licensing/contracts. If Institution is unable to access the Product
use rights from the web location listed above, please contact Microsoft to request a copy.
The Institution’s right to have it’s Users run the Products and Fixes is expressly limited to the rights
described in this agreement, including the following limitations:
a. Neither Institution nor its Users may separate the components of Products made up of
multiple components by running them on different computers by upgrading or downgrading
them at different times or by transferring them separately except as otherwise provided in the
Product use rights.
b. Neither Institution nor its Users may rent, lease, commercially host or lend any copy of the
Products or Fixes, except where agreed by separate agreement.
c. Neither Institution nor its Users may reverse engineer, decompile or disassemble the
Products or Fixes except to the extent expressly permitted by applicable law despite this
limitation.
d. Neither Institution nor its Users may make copies of the Products or Fixes and distribute them
on media to student Users.
e. The components of the Products may vary by platform. Institution may run only the
components of the Products that are included on the platform Institution chooses to deploy.
Neither Institution nor its Users will be entitled to free telephone support for the Products, except as
specified in writing in connection with Software Assurance membership or other Software Assurance
offerings.
These rights apply to the Licenses obtained under an Enrollment and are not related to any order or
fulfillment of media. The ability to run current or later versions of a Product licensed under this agreement
could be affected by minimum system requirements or other factors (e.g. hardware or other Products).
The right to run any Product under this agreement is temporary unless Institution elects to obtain
perpetual Licenses under the buy-out option. This agreement, the applicable Enrollment, and Institution’s
order confirmation, together with proof of payment, will be Institution’s evidence of all Licenses obtained
under its Enrollment as described in this agreement.
5.
How to know what Product use rights apply.
Generally, the use rights in effect at the time Institution signs the Enrollment will apply. Any changes
Microsoft makes to the use rights for existing versions after Institution signs the Enrollment will not
apply to Institution. For versions that were not yet released at the time of signing, the use rights in
effect when that version is first released will apply. Generally, even if Institution chooses to run an
earlier version of a Product than the one Institution is licensing, the use rights for the latest version
Institution is licensed to use will still apply.
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a. Product use rights. Microsoft publishes Product use rights for each Product and each new
version of a Product. The use rights in effect for a Product and version on the effective date
of this agreement or extension will apply to Institution’s use of the Product and version
except:
(i) earlier versions If Institution runs an earlier version of a Product that pre-dates either the Enrollment or
the extension effective date and the current version of the Product as of that date, then
the Product use rights for the version licensed apply. If the earlier version includes
different components, any use rights for those components in the Product use rights that
otherwise apply to the earlier version apply to Institution‘s use of them.
(ii) versions of Products for which Microsoft revises Product use rights
If Microsoft revises the Product use rights for a particular version after an Enrollment or
extension effective date, the Product use rights applicable to that version without those
revisions apply.
(iii) later versions of Products Microsoft makes available after the Enrollment or
extension effective date
If a new version of a Product is made available during the term of the Enrollment or
extension term, the use rights in effect on the date that new version is first released will
apply.
b.
Use rights for different language version. If Institution is using any different language
version of any Product licensed under its agreement, Institution’s use of the different language
version will be governed by the Product use rights for the version licensed under this
agreement.
c. Fixes. Use of any Fixes is defined by the Product use rights for the affected Products or, if
the Fix is not provided for specific Products, any other use terms Microsoft provides. All
Fixes are licensed, not sold.
6.
How to order Products.
Initial order for Products must be submitted within 30 days of the effective date of the Enrollment.
Institution can add new Products not previously ordered by submitting additional orders or run more
copies of Products previously ordered by reporting the increase to Microsoft.
a. Placing the initial order. Orders must be submitted for Products within 30 days of the
effective date of the Enrollment.
b. Price and payment terms. Price and payment terms for all Licenses ordered will be
determined by agreement between Institution and its chosen reseller.
c. Adding new Products not previously ordered. Orders can be submitted for Products that
were not part of the initial order. The order must be placed in the month in which those
copies are first run. The Licensed Period for additional orders will be the same as the
Enrollment Licensed Period.
Microsoft will invoice the distributor for the Products ordered on a pro-rated basis
corresponding to the number of full calendar months remaining in the Licensed Period to a
minimum of 6 months. Microsoft will use the price list in effect on the date of the invoice to
charge Institution’s distributor for the additional Licenses.
d. Adding more copies of Products previously ordered
(i)
Products, other than servers, are licensed on an Institution-wide basis. Institution does
not need to submit orders to increase the number of copies run. However, increases
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must be reported at each anniversary of the effective date of the Enrollment.
(ii) Server Products are licensed based on the number of Licenses. At any time during the
Licensed Period (including any extension), Institution may run additional copies of any
previously ordered server Products, provided it submits orders for such copies. The
order must be placed in the month in which those copies are first run.
e. Placing subsequent annual orders. Institution must submit orders based on the following:
(i) One-year Licensed Period. An extension order must be submitted to extend the
Enrollment for another Licensed Period. The order must be received by Microsoft prior to
the expiration of the Licensed Period. The Products selection and quantity ordered can
be changed at each extension order; provided, the selection and quantity are no less
than the previous order.
(ii) Three-year Licensed Period. An anniversary order must be submitted on or before each
anniversary of the effective date of the three-year Licensed Period. Each of the
anniversary orders must at a minimum be for the same Products selection and quantity of
all Products ordered during the first year of the Licensed Period, except for step-ups. At
the end of the three-year Licensed Period, a new Enrollment is required to continue the
subscription.
f.
How to confirm orders. Microsoft will publish information about orders placed by Institution,
including an electronic confirmation of each order on a password-protected site on the World
Wide Web at https://licensing.microsoft.com or a successor site.
Upon Microsoft’s
acceptance of this agreement and Enrollments entered into under this agreement, the contact
identified for this purpose will be provided access to this site.
g. Step up to a higher Product edition. If a previously ordered Product has multiple editions,
Institution may migrate to the higher edition by stepping up (e.g. from Core CAL to Enterprise
CAL or from SQL Server Standard Edition to SQL Server Enterprise Edition.) The Institution
may step-up at the anniversary when placing the next anniversary or extension order by
replacing the previously ordered edition with the higher edition. The upsize order quantity
needs to be the same or higher quantity as the previous order.
7.
Making copies of Products and re-imaging rights.
Institution can make as many copies as it needs. The copies must be complete and made from
copies obtained from an authorized source. If Institution uses third parties to make copies,
Institution is responsible for them. Institution can make a specified number of complimentary
copies for evaluation. In certain circumstances, Institution has re-imaging rights.
a. Copies necessary for internal deployment. Institution may make as many copies of the
Products licensed as necessary to distribute the Products to its Users. All copies of any
Product must be true and complete copies (including copyright and trademark notices) and
be made from media or a network source acquired from or made available by a Microsoft
approved fulfillment source for that Product. Institution may also have a third party make or
distribute copies in its place but Institution is responsible for third-party actions to the same
extent Institution would be responsible if the third party were its employee. Institution must
make reasonable efforts to make employees, agents, and other individuals running a Product
aware that the Product is licensed from Microsoft and may only be run or transferred subject
to the terms of this agreement.
b. Copies for evaluation. During the term of its Enrollment, Institution may run up to 10
complimentary copies of any Product for a 60-day evaluation period.
c. Re-imaging rights. Re-imaging is permitted using the Product media on the following
conditions. If the Microsoft Product(s) is licensed (i) from an original equipment manufacturer
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(OEM), or (ii) as a full packaged Product through a retail source, then media provided under
this agreement may be used to create images for those licensed machines in place of media
provided through that separate source. This right is conditioned upon the following:
(i) A separate License must be owned from the separate source for each re-image.
(ii) The Product, language, version, and components licensed under the Enrollment must be
identical to the Product, language, version, and components licensed from the separate
source.
(iii) The Product type (e.g. upgrade or full License) must be identical to the Product type from
the separate source.
Re-images made under this subsection remain subject to the terms and use rights provided
with the License from the separate source. This subsection does not create or extend any
warranty or support obligation.
8.
Work at home rights.
Institution’s faculty and staff Users who are licensed to use a particular Product have the right to run
one copy of that Product on their home PC during the Licensed Period.
During the Licensed Period, faculty and staff Users who are licensed to use the particular Product, have
the right to run one copy of that Product on a home PC that they own or lease (or, for work at home rights
for a Client Access License, to access the server Product(s) from a home PC that they own or lease), for
work-related purposes only; provided that in the case of work at home rights for any Product under a
Enrollment, the total number of faculty and staff Users may not exceed the total number of eligible PCs
(for a School Enrollment) or full time equivalent (for a Campus Enrollment) included in that Enrollment.
As Microsoft offers both work at home rights and applicable home use program under Software
Assurance, the Institution will only be entitled for one benefit. Institution’s Users can choose to use either
work at home rights or applicable home use program rights for a particular Product as Microsoft offers
both work at home rights and applicable home use program rights.
9.
Distributing media.
To distribute Products to its faculty and staff, Institution must acquire the Products media from a
Microsoft-approved source for that Product or copy volume licensing media acquired from a Microsoftapproved fulfillment source for distribution to faculty and staff Users only.
a. To the faculty and staff. Institution may acquire the quantity of media as necessary to
distribute the Products to faculty and staff for use in accordance with the agreement. All
media for a particular Product must be acquired from a Microsoft-approved fulfillment source
for that Product. Institution may also copy volume licensing media acquired from a Microsoftapproved fulfillment source for distribution to faculty and staff Users only. All copies must be
true and complete copies (including copyright and trademark notices). Replication guidelines
are posted at http://selectug.mslicense.com/. Institution must maintain the security of any
volume licensing keys provided with volume licensing media in accordance with applicable
Product use rights and other restrictions and may disclose them only to employees
authorized to engage in the installation and support of the Products. Institution may not
disclose volume licensing keys to faculty and staff work-at-home or students or to any other
unauthorized third party.
b. To faculty and staff work at home Users and to student full time equivalent (FTE)
option Users. If Institution chooses faculty and staff work at home rights for selected
Products or selects the Student Option in an Enrollment, access to media by faculty and staff
for work at home purposes and by students must be restricted and regulated by Institution.
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All media for Products distributed to faculty and staff for work at home purposes and to
students must be acquired from a Microsoft approved fulfillment source, and such Products
may be distributed to such Users only in the following ways:
(i) if individual student-media CD-ROM or disk sets (collectively, “student media”) is
purchased for a particular Product, Institution may distribute one copy of such student
media directly to each authorized work at home or students (student media may contain
Product activation features that limit the number of installations); the reseller can identify
media and Products that contains Product activation features. Details on ordering and
distributing student media, including a list of the Products for which student media is
currently available, is at http://www.microsoft.com/education/StudentMedia.mspx); or
(ii) using volume licensing media acquired pursuant to this agreement, via (1) controlled
download from a secure network server(s) or other storage device(s), (2) manual
installation at a central location that Institution controls, or (3) a system of controlled
short-term checkout of applicable volume licensing media solely for purposes of
individual user installation, provided that this option (3) is available only for Products for
which a volume licensing key is not required.
c. To students. Institution may order media to distribute the Products to students for use in
accordance with this agreement. Institution’s order for media must specify version number
and country of usage. Institution may only use the media received under its Enrollment to
transfer Products to eligible student Users. Products may only be transferred in the same
media format that Institution receives under its Enrollment. Orders must be placed with the
reseller named on the Enrollment. Institution may use a third party to complete and process
eligible student Users’ orders for media under its Enrollment and to distribute media to
eligible student Users. Institution remains responsible for the third party’s actions to the
same extent Institution would be if the third party was its employee. Price and payment terms
for media ordered are determined by agreement with Institution’s designated reseller.
Institution’s designated reseller is authorized to purchase media Products from the Microsoft
authorized replicator identified by Microsoft from time to time (the “Microsoft Authorized
Replicator(s)”) solely for the purpose of fulfilling orders placed under the Enrollment.
Institution’s designated reseller may purchase from the Microsoft Authorized Replicators
media and documentation only for those Products available under the Enrollment.
10.
Redistribution of software updates to students.
Institution has limited rights to distribute software updates to its students. If it does so, it must use one
of the distribution methods and comply with the limitations described below. Institution has obligations
with regard to tracking and replacement of software updates that it distributes\. Microsoft disclaims all
warranties and limits its liabilities arising out of software updates. No support is provided for software
updates under this agreement.
a. License Grant. From time to time, Microsoft may make available to the general public
additional or replacement code of any portion of Microsoft’s licensed Products without a fee
(“software updates”). Microsoft grants Institution a limited, non-exclusive, royalty-free, nonassignable, non-transferable, revocable License to distribute the software updates to
Institution’s students in accordance with the terms of this section. Institution’s students must
use the software updates solely for their personal benefit in accordance with the end-user
License Agreement with Microsoft (“EULA”) included with each software update.
b. Redistribution of software updates. Institution may redistribute software updates to its
students (1) by electronic means provided that Institution’s method of electronic distribution is
adequately licensed and incorporates access control and security measures designed to
prevent modification of the software updates and access by the general public or (2) through
acquiring authorized copies on fixed media from a fulfillment source approved by Microsoft.
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c. Limitations. Institution may not (1) produce or replicate software updates on to CDs or other
distributable storage media, (2) combine the software updates with other non-Microsoft
software, (3) distribute any software updates as a stand-alone component via email
attachment, (4) charge for the software updates, other than to recover any reasonable costs
incurred in providing the updates to its students; (5) remove, modify, or interfere with the
EULA or the EULA acceptance functionality included by Microsoft with any software update;
or (6) alter the software updates in any way. Microsoft is not responsible for any cost related
to the acquisition, distribution, or recall of the software updates.
d. Tracking and recall, replacement software updates. Institution must track the quantity
and method of distribution of the software updates by means that will allow it to provide notice
of a recall and offer replacements as provided in this subsection. Institution agrees to stop
redistributing software updates within 10 days of receipt of a notice of recall from Microsoft
and within 30 days of that notice Institution agrees to (1) return to Microsoft or destroy all
copies of software updates in Institution’s possession and (2) notify Institution’s students of
the recall by the same or similar means in which they were notified of the availability of the
software updates.
If Microsoft makes available to Institution a replacement software update, Institution agrees to
make the replacement available to its students, within 10 days of receipt in the same quantity
and method of distribution as Institution made the original software update available. The
distribution of replacement software updates is subject to the same conditions and
restrictions as software updates under this section.
e. No warranties, exclusion of indirect, special, incidental, consequential, and certain
other damages. Notwithstanding anything to the contrary in this agreement, and to the
extent permitted by law, software updates that Institution redistributes to its students are
provided “as is” without any warranties. Institution acknowledges that the provisions of this
paragraph with regard to the software updates are reasonable having regard to, among other
things, the fact that they are complex computer Products, and their performance will vary
depending upon hardware, platform and Products interactions, and configurations.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL
MICROSOFT BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, PUNITIVE,
CONSEQUENTIAL, OR INDIRECT DAMAGES THAT ARISE OUT OF OR ARE IN ANY
WAY RELATED TO INSTITUTION’S REDISTRIBUTION OF THE SOFTWARE UPDATES
TO ITS STUDENTS. FURTHERMORE, IN NO EVENT SHALL MICROSOFT BE LIABLE
FOR ANY SUCH DAMAGES BASED DIRECTLY OR INDIRECTLY UPON THE PROVISION
OF SOFTWARE UPDATES OR UNAVAILABILITY OF SOFTWARE UPDATES —
INCLUDING WITHOUT LIMITATION, DAMAGES DUE TO BUSINESS INTERRUPTION,
LOSS OF PROFITS, REVENUE OR BUSINESS OPPORTUNITY, LOSS OF DATA AND
THE LIKE, FAILURE TO MEET ANY DUTY, OR NEGLIGENCE.
f.
Limitation of liability. With respect to Institution’s redistribution of the software updates, the
limitation of liability provisions in this agreement shall apply in those situations in which
Institution or its Users have a right to claim damages or payment from Microsoft.
g. No support. Software updates that Institution redistributes to its students are provided
without any support obligation by Microsoft, including any benefits accruing from Software
Assurance.
h. Applicability. The provisions of this section shall not apply to distribution of Fixes to
students so long as (1) those students are licensed under Student Option, and (2) the Fix
provided to those students is for Products licensed to them under Student Option. All other
redistribution to students of additional or replacement code is subject to the provisions of this
section.
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11.
Transfer and reassigning Licenses.
Institution must obtain a perpetual License through the buy-out option before it can transfer licenses to
an Affiliate, or to third parties in connection with a divestiture, merger, or consolidation. Institution is
required to provide notice to Microsoft for such a transfer. Institution cannot transfer licenses to third
parties under other circumstances without Microsoft’s prior consent. Transferees must agree to be
bound by applicable terms. License transfers must be permanent and operating system licenses must
stay with the computer system on which they were first installed.
Institution may not transfer any licenses acquired under this agreement except by obtaining perpetual
licenses through the buy-out option described in the section titled “Options upon completion of a License
period” and transferring them in accordance with the procedures described in this section.
a. How to transfer perpetual licenses. Institution may transfer perpetual licenses ordered
under an Enrollment to an Affiliate or unaffiliated third party in connection with a divestiture or
privatization of an operating division, a merger, or a consolidation, as long as it provides
Microsoft with prior written and signed notice, on a form that Microsoft provides, that includes:
(1) the applicable Enrollment number; (2) the quantity of licenses being transferred by
Product and version; (3) the name, address and contact information of the transferee; and (4)
any other information that Microsoft may reasonably request.
For all other transfers of licenses, Microsoft’s written consent is required. Microsoft will not
withhold its consent unreasonably. No License transfer will be valid unless Institution
provides to the transferee, and the transferee accepts in writing, the applicable Product use
rights, use restrictions, limitations of liability, and the transfer restrictions in this section. Any
transfer made in violation of the requirements or restrictions of this section will be void. The
resale of licenses is expressly prohibited.
b. When transfers of perpetual licenses are not permitted. Institution may not transfer (1)
licenses on a short-term basis (either to third parties or by reassignment to different Users or
devices internally), or (2) upgrade Licenses for a desktop operating system Product
separately from the underlying desktop operating system License or from the computer
system on which the Product is first installed.
12.
Confidentiality.
Each party agrees not to use or disclose the other’s confidential information except as necessary to
further the purposes of this agreement. Each party agrees that if either party gives the other party
feedback about the other’s products or services, that feedback is not confidential.
Microsoft may use any technical information it derives from providing services related to Microsoft’s
Products for problem resolution, troubleshooting, product functionality enhancements, and Fixes for
Microsoft’s knowledge base. Microsoft agrees not to identify or disclose any confidential information in
any item in the knowledge base. Microsoft is not obligated to restrict the future work assignments of
people who have had access to Institution’s confidential information. In addition, the parties and these
people are free to use the information that these people remember related to information technology,
including ideas, concepts, know-how, or techniques so long as confidential information of the other party
is not disclosed in the course of such use.
To the extent permitted by applicable law, the terms and conditions of this agreement are confidential.
Neither party will disclose such terms and conditions, or the substance of any discussions that led to
them, to any third party other than Affiliates or agents, or to designated or prospective resellers who: (1)
have a need to know such information in order to assist in carrying out this agreement; and (2) have been
instructed by either party that all such information is to be handled in strict confidence.
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13.
Options upon completion of a Licensed Period.
Prior to completion of a Licensed Period, Institution will have the option to extend the Enrollment under
the Licensed Period; obtain perpetual Licenses for Products licensed under the Enrollment; or allow
the subscription to expire.
Microsoft will provide prior written notice of expiration of the Enrollment. The notice will advise Institution
of the option to: (1) extend the Enrollment under the one-year Licensed Period, (2) submit a new
Enrollment under the three-year Licensed Period, (3) exercise the buy-out option, or (4) allow the
Enrollment to expire. Microsoft will not unreasonably reject any extension order or Enrollment. However,
Microsoft may make a change to this program that will make it necessary for Institution to first enter into
new agreements and Enrollments. Each Licensed Period will start the day following the expiration of the
prior Licensed Period:
a. One-year Licensed Period. Institution may elect to extend its one-year Licensed Period for
12 calendar months by submitting an extension order.
b. Three-year Licensed Period. Institution may elect to extend its three-year Licensed Period
by completing a new Enrollment.
c. Buy-out option. An Institution may elect to obtain perpetual Licenses for Products licensed
under its Enrollment of one-year Licensed Period or three-year Licensed Period. The buy-out
pricing will depend on Institution’s selected and fulfilled Licensed Period.
The minimum buy-out quantity must be no less than the total number of covered devices for
Campus Enrollment or PCs for School Enrollment for:
(i) the Institution-wide Campus and School Desktop Platform Products or its components
defined in the Product List that are licensed under the initial Enrollment or extension term
through the date of its buy-out order; and
(ii) any copies of any new or additional Campus and School Desktop Platform Products or its
components Products added during the term of the initial Enrollment.
d. License confirmation. The order confirmation for the buy-out and any documentation
evidencing transfers of Licenses, together with proof of payment, will be evidence of a
perpetual License to run the latest version then available (or any prior version) for the copies
of Products covered by the buy-out order.
e. Allow the Enrollment to expire. Institution may allow the Enrollment to expire. If the
Enrollment expires, all Products must be deleted as provided in section titled “Term and
termination.”
Because all Licenses acquired under this agreement are temporary, Institution will not be eligible to
obtain Software Assurance for those Licenses under any other Microsoft volume licensing program
without first acquiring a perpetual License or License and Software Assurance (L&SA).
14.
Term and termination
This agreement stays in place until terminated. The term of each Enrollment is stated in the
Enrollment. Either party can terminate the agreement on notice, which will not affect any existing
Enrollments. Existing Enrollments may be terminated if either party breaches the agreement and does
not cure the breach in the time allotted.
a. Term. This agreement will remain in effect until terminated by either party as allowed. These
general terms and conditions apply to all Enrollments submitted. The terms of any
Enrollment(s) will be for the Licensed Period as specified in such Enrollment(s).
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b. Termination of the agreement. Either party may terminate this agreement for any reason
upon 60 days written notice.
Such termination will merely terminate either party’s ability to enter into new Enrollments
under this agreement. Such termination will not affect any Enrollments not otherwise
terminated, and any terms of this agreement applicable to any Enrollments not otherwise
terminated will continue in effect with respect to that Enrollment.
c. Termination of an Enrollment. Either party may terminate any Enrollment(s) if the other
party is in material breach or default of any obligation, which breach or default is not cured
within 30 days written notice of such breach. Microsoft may terminate this agreement and
any Enrollment(s) immediately if Institution fails to continue to qualify as a qualified
educational user as identified at http://microsoft.com/licensing/contracts. If no orders are
received under an Enrollment, the Enrollment will be terminated 13 months after the effective
date of this Enrollment.
d. Effect of termination and Licensed Period expiration. Users may only run the Products
and Fixes according to the terms of this agreement. Users are only licensed to run the
Products and Fixes during the Licensed Period. If this agreement is terminated, or if no
extension or anniversary order is submitted prior to the expiration of the Licensed Period or
the purchase of perpetual Licenses for the Products, then all Products and Fixes that run as a
result of this agreement must be deleted when the Licensed Period expires or is otherwise
earlier terminated.
Similarly, if Institution stops ordering any Products or Product quantities decrease upon an
extension of a Licensed Period, it must delete those Products prior to the beginning of the
extended Licensed Period. Institution must make reasonable efforts to ensure that faculty
and staff Users (1) delete and remove Products and Fixes copies from the temporary ram
(RAM) and permanent memory (e.g., hard disk) of their home PCs, and (2) disconnect
access to any server Products at the end of the Licensed Period.
15.
Warranties.
Microsoft warrants that its Products will work substantially as described in the accompanying
documentation, subject to certain limitations. If not, Microsoft will provide replacement Product or a
refund. Microsoft disclaims all other warranties.
a. Limited Product warranty. Microsoft warrants that each version of a Product licensed by
Institution will perform substantially as described in the applicable Microsoft user
documentation. This warranty is subject to the following limitations:
(i) the warranty applies for one year from the date Institution first runs a copy of the Product;
(ii) any implied warranties, guarantees or conditions last only during the term of the limited
warranty except where applicable law does not permit such a limitation;
(iii) the warranty does not cover problems caused by accident, abuse, or use of the Products
in a manner inconsistent with this agreement or the Product use rights, or resulting from
events beyond Microsoft’s reasonable control;
(iv) the warranty does not apply to components of Products that Institution is permitted to
redistribute; and
(v) the warranty does not apply to problems caused by the failure to meet minimum system
requirements.
b. Remedies for breach of limited Product warranty. If Institution notifies Microsoft within the
warranty period that a Product does not meet the limited warranty, then Microsoft will, at its
option, either (1) return the price paid for the Product, or (2) repair or replace the Product.
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These are Institution’s only remedies for breach of the limited warranty unless other remedies
are required to be provided under applicable law.
c. DISCLAIMER OF OTHER WARRANTIES. OTHER THAN THIS LIMITED WARRANTY,
MICROSOFT PROVIDES NO OTHER EXPRESS OR IMPLIED WARRANTIES.
MICROSOFT DISCLAIMS ANY IMPLIED REPRESENTATIONS, WARRANTIES OR
CONDITIONS, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, SATISFACTORY QUALITY, TITLE OR NON-INFRINGEMENT.
THESE DISCLAIMERS WILL APPLY UNLESS APPLICABLE LAW DOES NOT PERMIT
THEM.
16.
Defense of infringement and misappropriation claims.
Microsoft agrees to defend Institution against claims that Microsoft Product infringes someone else’s
intellectual property rights, and pay any damages awarded by a court or in a settlement. There are a
number of exceptions which limit Microsoft’s obligations in cases where Institution has contributed in
some way to the claim. If something Institution has done has caused the claim and Microsoft is
damaged, Institution must reimburse Microsoft.
If Microsoft believes that it is necessary to avoid an infringement claim, Microsoft may replace or
modify the Products Institution is using. If someone enjoins Institution’s use of a Product, Microsoft
will, at its option, replace the Product, modify it to make it non-infringing, obtain the rights Institution
needs to keep using it, or refund Institution’s money.
a. Agreement to Protect. Microsoft will defend Institution against any claims made by an
unaffiliated third party that any Product or Fix infringes its patent, copyright or trademark or makes
intentional unlawful use of its trade secret or undisclosed information. Microsoft will also pay the
amount of any resulting adverse final judgment (or settlement to which Microsoft consents).
This section provides Institution’s exclusive remedy for these claims. The term “undisclosed
information” is used in accordance with Article 39.2 of the TRIPs agreement.
b. What the Institution must do. Microsoft must be notified promptly in writing of the claim and
given sole control over its defense or settlement. Institution agrees to provide Microsoft with
reasonable assistance in defending the claim, and Microsoft will reimburse Institution for
reasonable out of pocket expenses incurred in providing that assistance.
c. Limitations on defense obligation. Microsoft’s obligations will not apply to the extent that the
claim or adverse final judgment is based on:
(i) running of the Product or Fix after notice to discontinue running due to such a claim;
(ii) combining the Product or Fix with a non-Microsoft product, data or business process;
(iii) damages attributable to the value of the use of a non-Microsoft product, data or business
process;
(iv) altering the Product or Fix;
(v) distribution of the Product or Fix to or its use for the benefit of, any third party;
(vi) use of Microsoft trademark(s) without express written consent to do so; or
(vii)any trade secret or undisclosed information claim, acquiring the trade secret or undisclosed
information (1) through improper means; (2) under circumstances giving rise to a duty to
maintain its secrecy or limit its use; or (3) from a person (other than Microsoft or its Affiliates)
who owed to the party asserting the claim a duty to maintain the secrecy or limit the use of
the trade secret or undisclosed information.
Institution will reimburse Microsoft for any costs or damages that result from these actions.
d. Specific rights and remedies in case of infringement.
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(i) Microsoft’s rights in addressing possible infringement. If Microsoft receives information
concerning an infringement claim related to the Product or a Fix, Microsoft may, at its
expense and without obligation to do so, either

procure the right to continue to run the allegedly infringing Product or Fix, or

modify the Product or Fix or replace it with a functional equivalent, to make it noninfringing, in which case running the allegedly infringing Product or Fix must be stopped
immediately.
(ii) Institution’s specific remedy in case of injunction. If, as a result of an infringement claim,
the use of the Product or a Fix is enjoined by a court of competent jurisdiction, Microsoft will,
at its option, either

procure the right to continue its use, or

replace it with a functional equivalent, modify it to make it non-infringing, or

refund the amount paid and terminate the License for the infringing Product or Fix.
If any other type of third party claim is brought regarding Microsoft’s intellectual property, Institution
must notify Microsoft promptly in writing. Microsoft may, at its option, choose to treat these claims as
being covered by this section. This section provides the exclusive remedy for third party infringement
and trade secret misappropriation claims.
17.
Limitation of liability.
Microsoft limits its and its contractors’ liability to Institution to the amount of money paid under this
agreement to Microsoft for the Product or service giving rise to the claim. This limit does not apply,
however, to Microsoft’s obligations under the section titled “Defense of infringement and
misappropriation claims,” or to damages Institution incurs because of Microsoft’s breach of its
confidentiality obligations or because of Microsoft’s gross negligence or willful misconduct.
Each party agrees that it will not be liable to the other for consequential, indirect, punitive, or special
damages, except those that result from a breach of confidentiality or from one party violating the
other’s intellectual property rights.
a. Limitation on liability. Except as otherwise provided in this section, to the extent permitted
by applicable law, Microsoft’s liability and that of Microsoft’s contractors to Institution arising
under this agreement shall be limited to direct damages up to the amount paid under this
agreement for the Product or services giving rise to that liability. In the case of free product,
services provided free of charge, or code that Institution is authorized to redistribute to third
parties without separate payment to Microsoft, Microsoft’s liability is limited to U.S. $5,000.
These limitations apply regardless of whether the liability is based on breach of contract, tort
(including negligence), strict liability, breach of warranties, or any other legal theory.
However, these limitations will not apply to:
(i) Microsoft’s obligations under the section titled “Defense of infringement and
misappropriation claims;” or
(ii) liability for damages for gross negligence or willful misconduct caused by Microsoft or its
agents and awarded by a court of final adjudication; or
(iii) liabilities arising out of any breach by Microsoft of its obligations under section titled
“Confidentiality”; or
(iv) liability for personal injury or death caused by Microsoft’s negligence or that of its
employees or agents or for fraudulent misrepresentation.
b. EXCLUSION OF CERTAIN DAMAGES. TO THE EXTENT PERMITTED BY APPLICABLE
LAW, WHATEVER THE LEGAL BASIS FOR THE CLAIM, NEITHER PARTY, NOR ANY OF
Campus and School 3.5 Agreement
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ITS AFFILIATES OR SUPPLIERS, WILL BE LIABLE FOR ANY INDIRECT DAMAGES
(INCLUDING, WITHOUT LIMITATION, CONSEQUENTIAL, SPECIAL OR INCIDENTAL
DAMAGES, DAMAGES FOR LOST PROFITS OR REVENUES, BUSINESS
INTERRUPTION, OR LOSS OF BUSINESS INFORMATION) ARISING IN CONNECTION
WITH THIS AGREEMENT, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES OR IF SUCH POSSIBILITY WAS REASONABLY FORESEEABLE.
HOWEVER, THIS EXCLUSION DOES NOT APPLY TO EITHER PARTY’S LIABILITY TO
THE OTHER FOR VIOLATION OF ITS CONFIDENTIALITY OBLIGATIONS OR OF THE
OTHER PARTY’S INTELLECTUAL PROPERTY RIGHTS.
18.
Verifying compliance.
Generally, Microsoft has the right to review Institution’s records or conduct an onsite audit through an
independent auditor. Microsoft will pay for the costs of the audit unless it reveals a material
noncompliance.
a. Right to verify compliance. Institution must keep records relating to the Products it and its
Affiliates use under any license agreement. Microsoft has the right to verify compliance with
the agreement, at Microsoft’s expense during the term of the applicable Enrollment and for a
period of one year thereafter.
b. Verification process and limitations. To verify compliance, Microsoft will engage an
independent accountant from an internationally recognized public accounting firm, which will
be subject to a confidentiality obligation. Verification will take place upon not fewer than 30
days notice, during normal business hours, and in a manner that does not interfere
unreasonably with Institution’s operations. As an alternative, Microsoft will have the option to
require Institution to complete Microsoft’s self-audit questionnaire relating to the Products
Institution and any of its Affiliates use under this agreement.
If Microsoft undertakes verification and does not find material unlicensed use (License
shortage of 5 percent or more), Microsoft will not undertake another verification of the same
entity for at least one year. Microsoft and Microsoft’s auditors will use the information
obtained in compliance verification only to enforce Microsoft’s rights and to determine
whether Institution is in compliance with the terms of this agreement. By invoking the rights
and procedures described above, Microsoft does not waive its rights to enforce this
agreement or to protect its intellectual property by any other means permitted by law.
c. Remedies for noncompliance. If verification or self-audit reveals any unlicensed use,
Institution must promptly order sufficient Licenses to cover its use. If material unlicensed use
is found, Institution must reimburse Microsoft for the costs Microsoft has incurred in
verification and acquire the necessary additional Licenses as single retail Licenses within 30
days.
d. Additionally, Institution must use reasonable efforts to make Users aware of the terms and
conditions upon which they are allowed to run the Products. Accordingly, Institution must:
(i) Notify all Users in advance of running the Products that:

their use of the Products is subject to the terms of this agreement, including but not
limited to limitations on liability, disclaimer of warranties and exclusion of remedies;

they are allowed to run the Products only during the Licensed Period;

if this agreement is terminated, or Institution does not submit an Enrollment or
extension order prior to the expiration of the Licensed Period or purchase perpetual
Licenses for the Products, then all Products run under this agreement must be
deleted when the Licensed Period expires or is otherwise earlier terminated,
whichever is first;
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(ii) Periodically publish in an Institution wide publication and applicable web sites a reference
to the location (either physical or on a computer network) where they can view the
Product List and Product use rights. Microsoft publishes a copy of the Product List and
Product use rights at http://microsoft.com/licensing/;
(iii) Notify Microsoft immediately if Institution becomes aware of any actual or potential
violation of this agreement; and
(iv) Provide all reasonable assistance and cooperation as requested by Microsoft to
investigate and remedy any unauthorized use of the Products by Users.
If Institution complies with this section, Institution will not be responsible for student Users’
failure to comply with the terms of this agreement.
19.
Miscellaneous.
a. Notices to Microsoft. Notices, authorizations, and requests in connection with this
agreement must be sent by regular or overnight mail, express courier, fax, or email to the
addresses and numbers listed on the signature form and in this agreement. Notices will be
treated as delivered on the date shown on the return receipt or on the courier, fax, or email
confirmation of delivery.
Copies should be sent to:
Microsoft Corporation
Law and Corporate Affairs
Volume Licensing Group
One Microsoft Way
Redmond, WA 98052
USA
Via Facsimile:(425) 936-7329
b. No transfer of ownership. Microsoft does not transfer any ownership rights in any licensed
Product. Microsoft reserves all rights not specifically granted. The Products are protected by
copyright and other intellectual property rights laws and international treaties.
c. Severability. If a court holds any provision of this agreement to be illegal, invalid or
unenforceable, the rest of the document will remain in full force and effect and this agreement
will be amended to give effect to the portion of the agreement that was eliminated to the
maximum extent possible. However, this agreement will be voidable by Microsoft at its option
if provisions of this agreement regarding warranty disclaimers, damages disclaimers,
limitations of liability, compliance verification, or obligations on termination are found to be
invalid or unenforceable.
d. Waiver. A waiver of any breach of this agreement is not a waiver of any other breach. Any
waiver must be in writing and signed by an authorized representative of the waiving party.
e. Resellers and other third parties cannot bind Microsoft. Resellers and other third parties
do not have authority to bind or impose any obligation or liability on Microsoft.
f.
This agreement is not exclusive. Institution is free to enter into agreements to license, use
or promote non-Microsoft products or services.
g.
Entire agreement. The documents identified on the cover page of this agreement constitute
the entire agreement concerning the subject matter, and supersede any prior or
contemporaneous communications. In the case of a conflict between any documents
identified in the first page that is not resolved expressly in the documents, their terms will
control in the following order: (1) these terms and conditions and the signature form; (2) the
Product List; (3) the Product use rights; and (4) all other Enrollments under this agreement.
The terms of any purchase order or any general terms and conditions Institution or its Users
maintain do not apply. This agreement (except the Product use rights, the Product List and
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Document X20-00397
the terms of any credit extending under any Enrollment) can be changed only by an
amendment signed by both parties.
h.
Assignment. Assignment or transfer of this agreement or the rights or obligations, must
have Microsoft’s prior written approval. Microsoft may transfer this agreement or its rights
and obligations to one of Microsoft’s Affiliates.
i.
Survival. Provisions regarding Product use rights, restrictions on use, transfer of Licenses,
warranties, defense of infringement and misappropriation claims, limitations of liability,
confidentiality, compliance verification, and obligations on termination or expiration will
survive termination or expiration of this agreement or any Enrollment.
j.
Advisor fee. Microsoft, or its Affiliates, sometimes pays fees to software advisors or other
third parties authorized by Microsoft or one of its Affiliates. The fees are in exchange for their
advisory services. The payment of fees depends upon several factors, including the type of
agreement under which Institution orders Licenses, which Licenses are ordered, and whether
Institution chooses to use an advisor. The fee amounts increase with the size of the orders
placed under this agreement.
k. Applicable law, venue, and jurisdiction. This agreement is governed by the laws of the
state where Institution is organized or formed. Both parties agree that the federal courts have
exclusive jurisdiction over disputes under this agreement and the resolution. Any legal
actions relating to this agreement must be brought in a court of competent jurisdiction within
federal courts located in the jurisdiction of the state where Institution is organized, and the
parties agree that jurisdiction and venue in such courts is appropriate.
l.
Institution’s export obligations. U.S. export laws and regulations apply to Products and
Fixes. Institution must obey all domestic and international export laws and regulations that
apply to Products and Fixes. These laws include restrictions on destinations, end users and
end use. For additional information, go to http://microsoft.com/exporting/.
m. Institution's rights to privacy. Microsoft and Institution will comply with all applicable
privacy and data protection laws and regulations. Institution will not give any data to
Microsoft containing personal information unless the owner of the data has specifically
authorized Institution to do so for use as contemplated in the last sentence of this subsection.
Institution agrees to allow Microsoft to use the contact information Institution gave to
Microsoft to allow Microsoft and other parties to help Institution comply with this agreement.
Any personal information Institution provides in connection with this agreement will be used
and protected according to the privacy statement available at https://licensing.microsoft.com.
n. Natural disaster. In the event of a “natural disaster,” Institution may have special rights,
please go to http://www.microsoft.com.
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Enrollment for Education Solutions Licensing Guide
Volume Licensing Guide
Enrollment for Education
Solutions (EES)
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Table of Contents
Introduction............................................................................................................................................................................................ 1
Content Specific to Individual Contract Options .............................................................................................................. 1
Academic Volume Licensing Overview ........................................................................................................................................ 2
Subscription Licensing ................................................................................................................................................................. 2
Enrollment for Education Solutions (EES) Introduction .................................................................................................. 2
Acquiring EES Coverage .................................................................................................................................................................... 3
EES Features ........................................................................................................................................................................................... 3
Easy Compliance and Administration .................................................................................................................................... 3
Flexibility for On-Premises, Cloud, and Hybrid IT Environments ................................................................................ 3
Software Assurance ...................................................................................................................................................................... 4
Licensing Software Products for On-Premises Deployment ............................................................................................... 4
Minimum Requirements ............................................................................................................................................................. 5
EES Desktop Platform Products ............................................................................................................................................... 5
Additional Software Products ................................................................................................................................................... 6
Licensing Windows Upgrades through EES ........................................................................................................................ 7
Counting Desktop Platform Product Licenses ................................................................................................................... 7
Counting Faculty/Staff Full-Time Equivalent (FTE) Employees .................................................................................... 8
Licensing Microsoft Online Services ............................................................................................................................................. 8
EES Platform Online Services (CASA+EES Only) ................................................................................................................ 8
Additional Online Services ......................................................................................................................................................... 9
Purchasing Office 365 Through an AER (OVS-ES Only) ................................................................................................. 9
Office 365 Add-ons....................................................................................................................................................................... 9
Special Use Rights .............................................................................................................................................................................. 10
Work at Home Rights ................................................................................................................................................................ 10
Distributing Media for Work at Home Use ....................................................................................................................... 10
Home Use Program .................................................................................................................................................................... 10
Multi-Language Rights .............................................................................................................................................................. 11
Product Evaluation Rights ........................................................................................................................................................ 11
Additional Benefits ............................................................................................................................................................................ 11
DreamSpark ................................................................................................................................................................................... 11
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Microsoft IT Academy ................................................................................................................................................................ 12
License Term .................................................................................................................................................................................. 12
How to Buy ........................................................................................................................................................................................... 12
Additional Orders ........................................................................................................................................................................ 15
Extending or Renewing Your EES Coverage ............................................................................................................................ 15
Discontinuing Your Coverage ................................................................................................................................................. 16
Deploying Your EES Licensed Software ..................................................................................................................................... 17
Agreement and Order Confirmation ................................................................................................................................... 17
Receiving Your Software ........................................................................................................................................................... 17
Product System Requirements ............................................................................................................................................... 17
Activating Your Products .......................................................................................................................................................... 18
Activation Through Key Management Service and Multiple Activation Key ....................................................... 18
Activation Through Microsoft Active Directory ............................................................................................................... 18
Online Services ............................................................................................................................................................................. 18
Distributing Media to Faculty and Staff ............................................................................................................................. 19
Replication Rights ....................................................................................................................................................................... 19
Administering Software Assurance Benefits ..................................................................................................................... 19
Education Server Platform Licensing Option .......................................................................................................................... 20
The Student Option ........................................................................................................................................................................... 20
Getting Started with the Student Option .......................................................................................................................... 20
Calculating FTE Students .......................................................................................................................................................... 21
Desktop and CAL Products for Students............................................................................................................................ 21
Online Services for Students ................................................................................................................................................... 23
How to Enroll in the Student Option ................................................................................................................................... 24
Obtaining and Distributing Student Media ...................................................................................................................... 24
Student Use Rights ..................................................................................................................................................................... 25
Changing Your Reseller ................................................................................................................................................................... 25
Redistribution of Software Updates to Students ................................................................................................................... 26
Additional Resources ........................................................................................................................................................................ 26
Glossary .................................................................................................................................................................................................. 27
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Introduction
This guide can help you understand the Microsoft Volume Licensing Enrollment for Education Solutions (EES) subscription
offering. It is provided for informational purposes only. Your use is governed by the terms of your Microsoft Volume
Licensing Agreement and Enrollment if applicable. The Microsoft Licensing Product Use Rights (PUR) document, which is
updated regularly, has additional details regarding use rights for specific Microsoft licensed products acquired through
Volume Licensing programs.
The Microsoft Volume Licensing Enrollment for Education Solutions offering provides qualified academic customers, of all
sizes, a simplified way to acquire Microsoft software and services under a single, subscription agreement. EES provides
assured coverage for desktop platform products through one annual count of employees, the ability to add Additional
Products as needed, student licensing options, and the benefits of Microsoft Software Assurance.
You can obtain EES subscription licenses one of two ways, depending on the size of your organization.

Customers with as few as five (5) full-time equivalent (FTE) employees or students can license through an
Authorized Education Reseller (AER) by signing the simplified Open Value Subscription Agreement for Education
Solutions (OVS-ES), online e-agreement.

Larger customers with a minimum of 1,000 FTE employees or students can also license through a Licensing Solution
Provider (LSP) (formerly referred to as Large Account Reseller [LAR]) by signing the Campus and School Agreement
and the Enrollment for Education Solutions (CASA+EES).
For more information about these purchasing options, please see the How to Buy section in this document.
Content Specific to Individual Contract Options
Some of the content included in this document applies only to one of the above options, and we have noted such sections in
one of two ways:
1.
Marked the section title with “(CASA+EES Only)” or “(OVS-ES Only)”, for example:
2.
Separated the relevant content for each contract option into a two column table, for example:
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Academic Volume Licensing Overview
For education customers who license software in greater quantity and manage software across multiple devices, Microsoft
Volume Licensing programs can provide the most cost-effective way to acquire licenses.
Microsoft offers both “subscription” and “perpetual” Volume Licensing programs for education customers. This guide covers
the subscription licensing. For information on perpetual offerings, please refer to Select Plus for Academic and Open License
for Academic volume licensing programs at Microsoft.com/licensing.
Subscription Licensing
With subscription licensing programs, you have the right to run a selection of products, and any upgrades or downgrades of
those products, for a designated term. A subset of products, including specific application, system, and Client Access License
(CAL) products, designated by Microsoft as “desktop platform products,” are licensed on an organization-wide basis. For
these “desktop platform products,” you place an order for a quantity that is equal to the number of FTE employees in your
organization once per year. This way even if the number of devices or users grows, you remain fully licensed throughout the
designated term, and you only need to report an increase in the number of your FTE employees on your annual order.
The Enrollment for Education Solutions (EES) provides subscription licensing for primary/secondary and higher education
institutions of all sizes. EES offers the simplicity of licensing desktop platform products organization-wide through an annual
count of people instead of PCs/devices and the flexibility to add additional products in any quantity.
The Enrollment for Education Solutions offering is explained in detail in this guide.
Note: The School Enrollment for primary/secondary schools also offers subscription licensing based on counting PCs.
Enrollment for Education Solutions (EES) Introduction
Enrollment for Education Solutions is an easy, cost-effective offer that provides qualified academic customers a simplified
way to acquire Microsoft software and services under a single, subscription agreement. It offers benefits such as assured
coverage for desktop platform products with one annual count of employees, the ability to easily add Additional Products in
any quantity, self-service tools for simplified asset management, and immediate access to benefits such as product upgrades
through Microsoft Software Assurance so that you can boost the productivity of your faculty and staff and optimize the
return on your technology investments. EES offers participating institutions the benefits of the following:

Easy Compliance: Through the simplicity and predictability of counting FTE employees just once per year, you can
be confident you are fully covered for the desktop platform products you selected regardless of yearly fluctuations
in employees or devices.

Customized Solutions: Easily add Additional Products either organization-wide, department-wide, or for individual
licenses at any time during your subscription term so that you can deliver the right mix of technology and services
to your faculty, staff, and students.
o
A broad selection of Microsoft software products, such as Microsoft Visio drawing and diagramming
software, Microsoft Project, Office 365, the Windows Server operating system, and Microsoft Exchange
Server are available as Additional Products through EES.
o
Student Licensing options are also available and provide a convenient and cost-effective way for you to
license software and services for your students so that they can collaborate easily and access the software
they need.

Simplified Asset Management: Self-service tools such as the Microsoft Volume Licensing Service Center (VLSC)
enable you to easily track and manage your software assets and Software Assurance benefits from one convenient,
online location.

Cloud on Your Terms: Free* access to Office 365 Education A2, plus the ability to subscribe to additional Microsoft
Online Services through your EES means you have the flexibility to move users back and forth between on-premises
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software and cloud services, match and adjust online service plans to meet your users’ needs, and add and adjust
Online Services as needed so you can transition to the cloud on at your pace.
*No license fee; doesn’t include deployment or support costs associated with the service.

Low Administration: Subscription licensing eliminates the need to track licenses for the selected desktop platform
products on every PC, which enables your IT staff to be more productive because they no longer have to track
multiple licenses across the organization.

Lower Total Cost of Ownership (TCO): Realize the maximum value from your licensing investment with included
benefits such as access to current technology, Work at Home Rights (WAH) for faculty and staff, product evaluation
rights, Software Assurance for Microsoft Volume Licensing, and Microsoft Office 365 Education A2.

Student Advantage Benefit: When you license Office 365 ProPlus or Office Professional Plus organization-wide for
all of your faculty and staff employees, you qualify for no-cost Office 365 ProPlus subscription licenses for your
students through the EES Student Option.
Acquiring EES Coverage
Depending on the size of your organization, you can acquire EES subscription licenses through:

A Microsoft Authorized Education Reseller (AER) (for organizations with five or more FTE employees or students)

A Microsoft Licensing Solution Provider (LSP) (for organizations with 1,000 or more FTE employees or students and
organizations ordering at least one Platform Online Service for 1,000 or more users)
These resellers are authorized to sell Microsoft academic edition products and volume licenses to qualified education users.
To participate in EES or any of our other academic Volume Licensing programs, or to obtain current pricing, please contact
an AER or LSP.

Find an AER or LSP in the United States or Canada

For other regions, visit your regional Microsoft Volume Licensing website
EES Features
Easy Compliance and Administration
Although you report a faculty/staff FTE employee count when submitting your annual order for on-premises software, all
institution-owned or leased devices are licensed to run all products you choose to license organization-wide, during the
subscription year. Any new faculty or staff members added to the participating organization during the year are licensed to
use the devices running the licensed products.
Your students can also use the licensed product on institution-owned or leased devices located in classrooms or open access
labs within your defined organization. To license your students to run products on a device the student either personally
owns or is institution-owned and is assigned to an individual student for their exclusive use, you can enroll in the Student
Option (see The Student Option).
Flexibility for On-Premises, Cloud, and Hybrid IT Environments
EES makes it easy to transition to the cloud on your terms and at your pace. By participating in EES, you are eligible to order
Office 365 Education A2 at no license charge for you faculty/staff employees and students. You also have the option to order
other Office 365 Education Plans at academic discounts either through your EES or the Microsoft Online Subscription
Program. Get plan details.
For a current list of the available plans, refer to the Microsoft Volume Licensing Product List.
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Software Assurance
Software Assurance is a comprehensive maintenance offering that offers a broad range of benefits to help you get the most
out of your software license purchases. These benefits are available throughout the software management life cycle, so you
can access them when you need them. Software Assurance benefits contribute to the return on your technology investment
by helping you with budget predictability, minimized downtime, and improved productivity. Software Assurance can help you
lower the operating expenses for employee development, deployment, and support costs. This program also offers other
advantages, depending on how you activate and use the benefits.
Software Assurance benefits are included with your subscription, which not only gives you access to Windows Enterprise, but
also now enables flexible work styles by providing access to Windows instances in a variety of ways across devices. With
access to the unique offerings and use rights listed below, Software Assurance for Windows provides the maximum value for
your investment.
Below is a list of Software Assurance benefits that you may be eligible for based on your EES purchases.
New Products
Deployment

New Product
Versions

License Mobility Through
Software Assurance

Step-Up Licensing
Availability

Windows Virtual Desktop
Access (VDA) Rights

Microsoft Desktop
Optimization Pack
(MDOP)

Windows Companion
Subscription License

Windows RT Companion
VDA Rights

Windows To Go Use Rights

Windows Roaming Use
Rights

Windows Thin PC

Office Roaming Use Rights

TechNet Benefits

Microsoft Office MultiLanguage Pack
Training

E-Learning

Home Use Program
Specialized

Cold Backups for
Disaster Recovery

Spread Payments
With EES, Software Assurance is included with your software licenses.
For further details, refer to the following:

Academic Software Assurance Benefits Chart (PDF)

Software Assurance website

Microsoft Volume Licensing Product List (most current information on the benefits for which you qualify)
Licensing Software Products for On-Premises Deployment
The typical way to get started with EES is by licensing software for on-premises deployment. To do so, you must first meet
the minimum order requirement. You then have the option to acquire additional software and services for your faculty/staff
employees and students.
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Minimum Requirements
To qualify for EES by purchasing licenses for on-premises software, you must meet the following minimum requirements:
1.
Meet the minimum number of FTE employees.*
If licensing through an AER (OVS-ES contract option), you must have an organization-wide count of five (5) or more
FTE employees. If licensing through an LSP (CASA+EES options), you must have an organization-wide count of 1,000
or more FTE employees. (See below to learn how to calculate your FTE employee count.)
*There are two alternative ways to meet this minimum requirement: through a qualifying Student Option order or a
qualifying Platform Online Services order. See The Student Option and Licensing Online Services for details.
2.
License at least one desktop platform product.
You must license at least one desktop platform product for the organization-wide FTE employee count defined in
your enrollment or agreement.
You can define your “organization” as:

Your entire institution, including all of its affiliates, departments, and school locations.

Your institution only, including all of its departments and school locations, but not including any affiliates.

Your institution plus named affiliates, departments, school locations, and/or clearly defined user groups.

A selected list of departments, school locations, and/or clearly defined user groups, if your institution is a school
without departments or school locations.
Refer to your contract documents for legal definitions for defining your organization.
Qualifying for EES through on-premises software
EES Desktop Platform Products
EES offers you access to the most recent releases of the EES desktop platform products 1. One way to participate in EES, you
start by choosing at least one of the following desktop platform products that you will license organization-wide. The EES
desktop platform products are as follows:

Windows Enterprise Upgrade

Microsoft Office Professional Plus and Office for Mac

Office Professional Plus Subscription2
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
Microsoft Core CAL Suite3 (Includes Windows Server CAL, SharePoint Server Standard CAL, Exchange Server
Standard CAL, System Center Configuration Manager Client Management License, System Center Endpoint
Protection, and Lync Server Standard CAL.)

Microsoft Enterprise CAL Suite3 (Includes all Core CAL Suite components plus Exchange Server Enterprise CAL with
Services [includes Data Loss Prevention and Exchange Online Protection], Exchange Online Archiving, SharePoint
Server Enterprise CAL, Lync Server Enterprise CAL, Windows Server Active Directory Rights Management Services
CAL, and System Center Client Management Suite)

Education Desktop with Core CAL Suite

Education Desktop with Enterprise CAL Suite
The products listed can be replaced by successor products, which in turn will also be considered desktop platform products.
You must order User Subscription Licenses (USLs) for each employee in the organization on a 1:1 basis.
3
Individual CAL Suite components must be ordered organization-wide but are not desktop platform products.
1
2
You can select individual EES desktop platform products to license organization-wide or you can license an EES Education
Desktop Platform Suite, which combines your Windows upgrade, Microsoft Office, and CAL Suite licenses into one
convenient stock-keeping unit (SKU). The Education Desktop Platform Suites offer savings when compared to the cost of
licensing each of the included products individually.
The EES Education Desktop platform suites include the following:
EDUCATION DESKTOP WITH CORE CAL SUITE
EDUCATION DESKTOP WITH ENTERPRISE CAL SUITE
Windows Enterprise Upgrade
Windows Enterprise Upgrade
Microsoft Office Professional Plus and Office for Mac
Microsoft Office Professional Plus and Office for Mac
Microsoft Core CAL Suite
Microsoft Enterprise CAL Suite
Note: You cannot substitute Office 365 ProPlus Subscription for Microsoft Office Professional Plus and Office for Mac in the desktop suites.
As with all software products licensed through the EES subscription offering, you can access the most recent releases and
choose to deploy downgrade versions (previous versions) in place of the current licensed version. For instance, you can
choose to deploy the Windows 7 Enterprise operating system instead of the Windows 8.1 Enterprise operating system.
For desktop platform products and certain additional products available to be licensed organization-wide, when a product is
licensed organization-wide (in a quantity equal to the FTE count), all devices and all users within the organization are fully
licensed to use that product in accordance with the Product Use Rights.
Additional Software Products
For on-premises deployment, a broad selection of software is available as additional products under your EES. They provide
the same License & Software Assurance coverage as desktop platform products. With the exception of Core CAL Suite or
Enterprise CAL Suite component CALs (which must be licensed organization-wide based on your FTE employee count), the
organization can license additional products for any quantity specified, ranging from one license to the entire FTE employee
count.
Examples of software products available as additional products include Microsoft Office Visio, Microsoft Project, Windows
Server, and Exchange Server. Examples of CALs available as additional products include the Microsoft SQL Server database
software CALs and Microsoft Dynamics CRM CALs. Examples of Online Services include Microsoft Office Live Meeting and
Microsoft Forefront Protection for Exchange. You can see a complete list of additional products on the Microsoft Volume
Licensing Product List.
When you license additional products organization-wide, the software can be deployed on any institution-owned or leased
device, including the institution’s labs, and can be used by any faculty, staff, or student belonging to the institution. (Not
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covered by the organization-wide count are student-owned devices and organization-owned devices that are assigned to an
individual student.)
If you choose to license a specific number of copies of the software:

Desktop application licenses are device-based, meaning for each license you acquire, you can only run the
software on one device in accordance with the PUR for the specific product.

CALs are device- or user-based, meaning you can choose whether to license a device (which can be used by
multiple users under a single CAL), or a user (who can use multiple devices under a single CAL).*
CALs Licensed Organization-Wide
CALs licensed organization-wide may be assigned as User and/or Device CALs. For each CAL licensed organization-wide, you
may assign it as Device CAL to each institution Qualified Desktop and as a User CAL to each faculty and staff member. All
CALs that are included in the Core CAL Suite or in the Enterprise CAL Suite (for example, Windows Server CAL, SharePoint
CAL, Exchange CAL, etc.) must be licensed organization-wide and therefore may be assigned to a user and/or a device.
CALs Licensed Non-Organization-Wide
CALs that are not licensed organization-wide (for example, SQL Server CAL, Microsoft Dynamics CRM CAL, etc.) may be
assigned as either a Device CAL or a User CAL, in accordance with the PUR. Each Device CAL permits one device, used by any
user, to access instances of the server software on your licensed servers. Each User CAL permits one user, using any device, to
access instances of the server software on your licensed servers. You may use a combination of Device and User CALs.
Server Products
When you license server products, you license a specific number of copies and you can use the software in accordance with
the PUR for the specific product.
Licensing Windows Upgrades through EES
When you license a desktop operating system through this Microsoft Volume Licensing offering, it is important to
understand that only upgrade licenses for Windows are available—full operating system licenses are not offered. Prior to
licensing a Windows upgrade license through your EES desktop platform, you need to have a full underlying license for a
qualifying operating system for each PC. Qualifying operating systems are listed in the Microsoft Volume Licensing Product
List.
Typically, customers purchase the full Windows operating system license in the following two ways:

For newly manufactured PCs, the best way to acquire a full Windows license is to have the original equipment
manufacturer (OEM) preinstall Windows on the PC.

If the OEM has not preinstalled Windows on the PC, you can purchase a full Windows license through retail fullpackaged product (FPP).
If you discover that you have existing PCs that lack the necessary full license for a qualifying operating system, talk to your
Microsoft reseller about the Get Genuine Windows Agreement for Academic (GGWA-A). GGWA-A provides a simple, costeffective way for you to acquire full licenses for Windows 8.1. These licenses fulfill the requirement for a full qualifying
operating system and may only be purchased to fulfill the underlying license requirement for the Windows Pro Upgrade or
the Education Desktop licenses. Once you have acquired the full operating system license, you are then eligible to license
those PCs for Windows Pro Upgrade through EES. Learn more.
Counting Desktop Platform Product Licenses
EES offers the convenience of licensing desktop software products and CALs based on the number of faculty/staff (FTE)
employees in the organization. Licenses for the desktop platform products and certain additional products require
organization-wide coverage.
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You can define your “organization” as:

Your entire institution, including all of its affiliates, departments, and school locations.

Your institution only, including all of its departments and school locations, but not including any affiliates.

Your institution plus named affiliates, departments, school locations, and/or clearly defined user groups.

A selected list of departments, school locations, and/or clearly defined user groups, if your institution is a school
without departments or school locations.
Counting Faculty/Staff Full-Time Equivalent (FTE) Employees
Use the formula below to determine the number of faculty/staff FTE employees you have. You will use this calculation when
licensing desktop software and CALs.
Note: Employees such as maintenance, grounds keeping, and cafeteria staff can be excluded from the faculty/staff FTE employee
count if they do not use institutional devices.
For example, you have 2,000 full-time faculty, 3,000 part-time faculty, 1,000 full-time staff, and 1,000 part-time staff. The FTE
employee count is calculated as follows:
2,000 + (3,000 ÷ 3) + 1,000 + (1,000 ÷ 2) = 4,500 FTE employees
In this case, your desktop platform product licenses would be based on 4,500 FTE employees.
Note: If you are outside the United States, the method for counting FTE employees may differ. Contact your local reseller for details.
Licensing Microsoft Online Services
If you are purchasing through an LSP, you can order any of the available Microsoft Online Services through your EES.
If you are purchasing through an AER, you can order Office 356 Education A3 or Office 365 ProPlus through your EES. You
can order additional Online Services (such as Microsoft Dynamics CRM Online and Windows Intune) separately through the
Microsoft Online Subscription Program.
Note: Refer to the Microsoft Volume Licensing Product List to confirm currently-available products and services.
EES Platform Online Services (CASA+EES Only)
Platform Online Services must be ordered for a minimum of 1,000 users. If you have not already met the minimum
requirement for participating in EES through an order for on-premises software, you can use your order for one or more
Platform Online Services to fulfill the requirement.
The EES Platform Online Services are as follows:

Office 365 Education A3 (includes Exchange Online Plan 2, SharePoint Online Plan 2, Lync Online Plan 2, Office
Professional Plus, and Office Web Apps)

Office 365 Education A4 (includes everything in Plan 3 and Lync Online Plus voice)
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Note: If you choose the Student Option, enrolling 1,000 or more students in at least one Platform Online Service also fulfills this minimum
requirement. See The Student Option for more information.
Qualifying for EES through Online Services for Faculty/Staff Employees
Additional Online Services
You may also order additional Microsoft Online Services (beyond Office 365 Education Plans) through your EES. All Microsoft
Online Services licensed through the EES have the same expiration date as the EES. When adding Online Services midterm,
the User Subscription License (USL) is prorated to the month. The minimum term length for the services is one month.
Purchasing Office 365 Through an AER (OVS-ES Only)
If you are purchasing through an AER and you have met the minimum requirement of ordering at least one desktop platform
product organization-wide (for a minimum of 5 FTE employees), you can order user subscription licenses (USLs) for the
offerings listed below in any quantity. USLs are user-based (not FTE-based), so you order the number of USLs equal to the
number of individuals who will use the service. You can order additional USLs at any time.

Office 365 Education A3

Project Pro for Office 365

Office 365 ProPlus

Project Online

A3 Add-on from Office Professional Plus

Project Online with Project Pro for Office 365

Exchange Online Plan 2

Visio Pro for Office 365
Office 365 Add-ons
If you have licensed Office Professional Plus and/or the Core CAL Suite or Enterprise CAL Suite for on-premises deployment
and you want to take advantage of the additional functionality provided by Office 365, you may do so by adding an Office
365 Add-on. In essence, these Add-ons give you credit for your existing Office Professional Plus and/or CAL Suite
investments by allowing you to subscribe to Plan A3 or Plan A4 (if purchasing through an LSP) at a discounted price. The
available Add-ons are as follows:

A3 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus

A4 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus*

A3 Add-on from Core CAL/Enterprise CAL

A4 Add-on from Core CAL/Enterprise CAL*

A3 Add-on from Office Professional Plus

A4 Add-on from Office Professional Plus*
*Available only when purchasing through an LSP.
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Special Use Rights
Work at Home Rights
Your institution can offer limited Work at Home (WAH) rights to your faculty and staff members only with no additional
license charge. These limited rights permit using application, system, and CAL products on a personally owned device for
work-related purposes only. You can choose to extend these rights to your faculty and staff members only for licensed
products for which you have institutional licenses through your EES.
If you extend WAH rights, your institution accepts responsibility for communicating the terms and conditions to your faculty
and staff members. This includes keeping accurate records of licensed product use and distribution and ensuring that your
faculty and staff agree to the stated terms and conditions.
For your convenience, we have provided a Faculty/Staff Acceptance Form that you may want to have your users sign when
granting WAH rights to them.
Employees who do not use institutional devices, such as maintenance, grounds keeping, and cafeteria staff are excluded from
WAH rights if they were not included in the FTE employee count when placing your order.
*The school may incur some costs for obtaining and distributing the WAH media.
Distributing Media for Work at Home Use
Electronic software distribution services are offered by Microsoft’s authorized Digital Distribution Service Provider (DDSP).
The DDSP sets up a web store for you or your reseller to facilitate delivering software and any keys necessary for activating
individual products to your faculty/staff for Work at Home. (You can also use this facility to distribute software to eligible
students under the Student Option.) For more information, contact your reseller.
If you do not use this electronic software distribution service, you may distribute software to licensed users in the following
ways:
For All Products (Including Those That Require Activation):
Purchase and distribute one copy of each applicable CD-ROM or disk set to each authorized user. You must purchase these
CDs or disk sets (known as “student media”) from your reseller in minimum quantities of five (5) per title up to the number of
licensed users. You cannot replicate media for Work at Home use.
Note: Most products, including Windows and Microsoft Office suites, require activation. For those products, you can use the option above
which use non-Volume Licensing media and activation keys. You CANNOT distribute Volume Licensing media and Volume License Keys
(VLKs) for products that require activation to users for WAH use. See a complete list of products that require activation.
For Products That Do Not Require Activation:

Have users bring in their devices for manual installation by you at a central location that you control using
Volume Licensing media acquired from a Microsoft-approved fulfillment source.

Use a system of controlled short-term checkout of applicable Volume Licensing media (acquired from a
Microsoft-approved fulfillment source) solely for the purposes of individual user installation.
Home Use Program
In addition to WAH rights, EES also provides your faculty and staff members access to the Microsoft Office system desktop
PC programs to use on their personally owned PC through the Home Use Program (HUP). This is a benefit of Microsoft
Software Assurance. With HUP, your faculty and staff members can get the Microsoft Office system programs to use on their
home PC for both work and personal use at a nominal cost. Providing the HUP licensed product is easy for the institution,
because the institution does not have to handle distributing the software. After your Software Assurance benefits
administrator activates the benefit, individual faculty and staff members can order and pay for shipping of their licensed
product online.
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Note: Though Microsoft may offer both WAH and HUP rights under Software Assurance for a Product, you must choose either WAH or HUP
rights for such Product.
HUP and WAH availability by product pool:
PRODUCT POOL
HUP
WAH
X*
X*
Applications
Systems
X*
Servers
X*
*You cannot provide licensed product for the same title to your faculty and staff using both HUP and WAH.
Get information about HUP.
Multi-Language Rights
During the term of the subscription, you are granted the right to run the licensed product in any available language. This
includes the right to run the Multi-Language version of Microsoft Office and its corresponding features, such as a global
interface and multi-language proofing tools.
Upgrade/Downgrade Rights
You are allowed to run any new versions of the licensed products included in your subscription coverage that are released
during the licensed term. Additionally, you can run any previous version of the licensed product in place of the current
version. These upgrade and downgrade rights also apply to the individual components of the licensed product.
Product Evaluation Rights
During the term of your subscription, you can also download products for trial purposes. The evaluation bits for certain
software products are available for download from the Volume Licensing Service Center . After you receive the product bits,
you will have 60 days to evaluate the product, after which you can place a license order or uninstall the software.
Online Services can be evaluated for a 30-day trial via the Microsoft Online Subscription Program portal.
Note: To transfer account information from your trial to a paid subscription, you must use the same Windows Live ID for the trial account as
the subscription account.
Additional Benefits
DreamSpark
With an EES subscription, your institution is eligible to receive an organization-wide, free online subscription of DreamSpark
Standard for instructional use by your teachers and students in your classrooms and labs. DreamSpark enables you to outfit
your labs with the latest Microsoft developer, design, and server tools to support personal or in-class learning for your
students and educators. With a DreamSpark Standard membership, students get the professional-level developer and
designer tools they would use to build real sites, apps, and games for Xbox Live/360, Kinect, Windows Phone, and more.
DreamSpark enables students to get a head start on a career or do better in class.
DreamSpark Premium is also available for departments that teach Science, Technology, Engineering, or Math (STEM
Departments). DreamSpark Premium makes available additional premium design, development, and server tools software as
well as additional Microsoft Office applications and Windows client solely for instructional use inside the STEM Departments.
DreamSpark Premium is not available for use institution-wide and additional terms and restrictions apply that are found in
DreamSpark Premium use rights.
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Software acquired through the DreamSpark Standard subscriptions may be used for instructional purposes only and may not
be used for commercial purposes or for institution’s production use. See the complete terms and conditions.
Information about how to activate your free DreamSpark memberships will be included in your EES welcome letter, which
you will receive when your enrollment is processed. Get more information about DreamSpark,
While we provide the complimentary membership to customers with an EES subscription, the DreamSpark Standard and
DreamSpark Premium membership is completely separate from the EES subscription. The software licenses provided through
the DreamSpark membership carry certain restrictions that EES subscription licenses do not. You can use DreamSpark
licensed product only for instructional and not-for-profit research purposes within your organization. You cannot use the
licensed product to run the infrastructure of your department or institution.
Microsoft IT Academy
The Microsoft IT Academy Program is an annual subscription-based program designed for accredited academic institutions
worldwide. It empowers academic institutions to help students realize their skills and career potential through relevant, highquality and latest technology training resources. With these resources, educators can prepare their students to enter the
workforce with skills that are in demand by employers. The Microsoft IT Academy Program resources are flexible, and easy to
integrate into new or existing curricula. And, with today’s tighter budgets, they help schools keep pace with technology and
save money.
The IT Academy membership is available through the EES offering as a Services Subscription License (SSL). Rather than
counting FTE employees, the SSL can be acquired to license the entire institution or department.
License Term
The IT Academy membership has the same expiration date as the EES subscription under which it is licensed. When adding IT
Academy mid-term, the SSL is pro-rated to the month.
Get more information about Microsoft IT Academy.
How to Buy
You can participate in the EES offering in two ways. The best contract option for your organization depends primarily on
whether you have five (5) or more FTE employees (Microsoft Open Value Subscription Agreement for Education Solutions
[OVS-ES] contract) or 1,000 or more FTE employees (Campus and School Agreement plus Enrollment for Education Solutions
[CASA+EES] contracts).
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How to buy depending on organization size
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OVS-ES CONTRACT OPTION
CASA+EES CONTRACTS OPTION
(FOR ORGANIZATIONS WITH FIVE OR
(FOR ORGANIZATIONS WITH 1,000 OR
MORE FTE EMPLOYEES)
MORE FTE EMPLOYEES OR STUDENTS, OR 1,000 USERS
LICENSE FOR A PLATFORM ONLINE SERVICE)
If your organization has five (5) FTE employees or
more*, you can subscribe to the EES offer through a
Microsoft Authorized Education Reseller by signing an
electronic agreement (e-Agreement) called the
Microsoft Open Value Subscription Agreement for
Education Solutions (OVS-ES). The agreement contains
general terms and conditions, program terms and
definitions, and is used to provide contact information,
define your organization, and enroll in the Student
Option. This document also specifies the licensed
period (one or three years) and the total FTE count
that you will cover in the first annual order. The OVSES agreement is designed for smaller academic
customers to provide a simplified purchasing
experience. The OVS-ES subscription offers
comparable benefits to the enrollment under the
Campus and School Agreement. The primary
difference in the programs is that Office 365 Education
A3 and Office 365 ProPlus are the only Online Service
available through OVS-ES. Other You can, however,
order other Online Services through the Microsoft
Online Subscription Program.
*An FTE student count (if you elect the Student Option)
of five or more also fulfills this minimum requirement.
See The Student Option for more information.
Find an AER in the United States or Canada, or refer to
your regional Microsoft Volume Licensing website for
other regions.
Note: You will be an “Open Value Subscription”
customer and will be referred to and identified as such
in communications to you from Microsoft and in
Microsoft tools to which you have access.
If your organization has 1,000 or more FTE employees*
(or you are licensing at least one Platform Online
Service for at least 1,000 users), you can instead
subscribe to the EES offer through a Microsoft
Licensing Solution Provider (LSP).
*An FTE student count (if you include the Student
Option) of 1,000 or more also fulfills this minimum
requirement. See The Student Option for more
information.
Working with your LSP, you will complete and sign the
following documents:
Campus and School Agreement (CASA)
For organizations with 1,000 or more FTE employees,
the EES is an enrollment under the Campus and School
Agreement. This agreement contains an overview of
the program and general terms and conditions, plus
details on such topics as distributing software to
licensed users and Work at Home rights. The Campus
and School Agreement has no expiration date. After
this agreement is in place, you do not have to sign
another one when renewing your annual coverage. If
your organization has a current Campus Enrollment or
School Enrollment under a Campus and School
Agreement, you do not need to sign a new CASA; you
only need to sign the EES form, which will replace your
previous Campus Enrollment or School Enrollment.
Enrollment for Education Solutions
The Enrollment for Education Solutions form provides
an overview of enrollment, includes additional
program terms and definitions, and is used to provide
contact information, define your organization, and
enroll in the Student Option. This document also
specifies the licensed period (one or three years) and
the total FTE count (for on-premises products) that you
will cover in the first annual order.
Find an LSP in the United States or Canada, or refer to
your regional Microsoft Volume Licensing website for
other regions.
Note: You will be a “Campus” program customer and
will be referred to and identified as such in
communications to you from Microsoft and in Microsoft
tools to which you have access.
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Additional Orders
Whether you choose the one-year or three-year option, you can place licensed product orders with your reseller at any time
during the year after your initial order.
Note (CASA+EES Only): When you place an additional order for on-premises software through your LSP (CASA+EES contract option), you
will be charged a prorated price based on the number of months remaining in the annual term, with a minimum price of 50 percent of the
full annual per-product price. For instance, if you order a product at month three, you will pay for nine months (.75 x the annual per-product
price). If you order a product at month nine, you will pay for six months (.5 x the annual per-product price). Proration is not available under
the OVS-ES contract, therefore, customers with the OVS-ES contract will be charged the full annual per-product price when placing an
additional order midterm.
When placing an additional order for Online Services through your LSP (CASA+EES contract option), you will be charged a
prorated price based on the number of months remaining in your EES term, with a minimum price of one month's
subscription.
Extending or Renewing Your EES Coverage
OVS-ES CONTRACT OPTION
CASA+EES CONTRACT OPTION
(FOR ORGANIZATIONS WITH FIVE OR
(FOR ORGANIZATIONS WITH 1,000 OR
MORE FTE EMPLOYEES)
MORE FTE EMPLOYEES OR STUDENTS, OR 1,000 USERS
LICENSED FOR A PLATFORM ONLINE SERVICE)
Extending Your Coverage
Extending Your Coverage
Your institution can extend the temporary
licenses after your initial term for one
additional three-year term, after which you
must complete a new OVS-ES agreement
to continue with the program.
If you have a one-year subscription, your institution can extend the
temporary licenses after the first year for an additional one year at a
time (up to five times) or for one three-year term, after which you
must complete a new EES to continue with the program.
With your extension order, you include an
updated FTE employee count, any changes
to your product selections, and a new FTE
student count (if you chose the Student
Option on your OVS-ES contract).
If you choose to extend the agreement,
the price level will be reset at the start of
the extension term based on your
organization-wide count at the time that
the extension order is placed. Extension
orders are subject to the five FTE
minimum.
Renewing Your Coverage
If you have already extended your
coverage for one three-year term, or you
want to add coverage for only one year
(instead of using the three-year extension),
you can do so by submitting a new OVSES agreement through your reseller.
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With your extension order, you include an updated FTE employee
count, any changes to your product selections, and a new FTE
student count (if you chose the Student Option on your EES).
If you have a three-year subscription, your institution submits an
anniversary order at the end of year one and year two. At the end of
year three, you can extend your EES coverage for an additional one
year at a time (up to three times) or once for an additional three-year
term by submitting an extension order through your reseller before
the expiration of your initial EES subscription term. With your
extension order, you can change orders to reflect a new FTE count,
product selection, and/or new FTE student count (if you chose the
Student Option on your EES). Extension orders are subject to the
same EES minimum requirements as your initial EES.
If you choose to extend the enrollment, the price level will be reset at
the start of the extension term based on your organization-wide
count at the time that the extension order is placed.
Renewing Your Coverage
If you have reached the maximum number of EES extensions and you
want to continue your coverage, you can do so by submitting a new
one-year or three-year enrollment.
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Discontinuing Your Coverage
If you choose not to extend or renew your EES subscription, you have the following options at the end of your licensed
period:
1.
Purchase perpetual licenses using the Buy-out Option.
If you had three years or more of coverage, you can purchase perpetual licenses for the products and quantities you want to
continue using by acquiring discounted “buy-out” licenses offered under the program.
When exercising the Buy-out Option, the following limitations apply:
2.

You can purchase perpetual licenses for your on-premises software through the Buy-out Option only for the
product(s) covered under your EES enrollment or OVS-ES agreement.

The Buy-out Option is not available for products licensed under the Student Option or for Online Services.

Devices that were not covered by the subscription cannot be included. For example, if the corresponding
subscription is limited to a particular department, perpetual licenses cannot be purchased through the Buy-out
Option for devices outside of that department.

You can only exercise the Buy-out Option prior to the expiration of your subscription term.

For products licensed organization-wide, the buy-out quantity shall be at least equal to the organization-wide
count, but shall not exceed the total quantity of devices covered by EES on the date of the buy-out order. For
example, during the subscription term, if you have ordered licenses for 1,000 FTEs and have run software on 1,100
devices, during the buy-out, you must purchase at least 1,000 but no more than 1,100 perpetual licenses per
applicable product through the Buy-out Option.

For additional products that you have licensed non-organization wide, you must acquire perpetual licenses in the
lowest total quantity of copies ordered during any of the three 12-month periods immediately preceding expiration
of the enrollment or agreement.

If you have fewer than three years of EES coverage and want to migrate to perpetual licenses, you can acquire the
licenses you need through the Microsoft Volume Licensing Open for Academic or Select Plus for Academic
programs.
Remove the software.
If you do not submit an extension order (after a one-year term) or anniversary order (during a three-year term), and do not
sign a new EES or OVS-ES, or exercise the Buy-out Option, you are required to remove all products from every device, and
your institution must revert to using the product that you had licenses for prior to the start of your EES coverage.
3.
Choose a combination.
You can choose a combination of the choices listed above.
For example, you want an additional 12 months of EES coverage for Windows Pro Upgrade, perpetual licenses for Visual
Studio, and you no longer want to use any of the other products covered under your current enrollment. To obtain this, you
can submit a new order for Windows upgrade, purchase perpetual licenses for Visual Studio using the Buy-out Option, and
remove the remaining products from all devices.
Online Service Expiration or Termination
Upon expiration or termination of your online service subscription, you may contact Microsoft and tell whether to do one of
the following with your data:
1.
Disable your account and then delete the customer data; or
2.
Retain your customer data stored in the online service in a limited function account for at least 90 days after expiration
or termination of your subscription (the “retention period”) so that you may extract the data.
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If you indicate (1), you will not be able to extract the customer data from your account. If you do not indicate (1) or (2), we
will retain the customer data in accordance with (2).
Following the expiration of the retention period, we will disable your account and then delete your customer data. Cached or
back-up copies will be purged within 30 days of the end of the retention period.
The online service may not support retention or extraction of software provided by you to run in the online service.
Deploying Your EES Licensed Software
Agreement and Order Confirmation
When your enrollment has been processed and activated, you will receive an acceptance letter from Microsoft.
Note: You will be referred to and identified as an “Open Value Subscription” (OVS-ES Option) or “Campus” (CASA+EES Option) customer in
all communications from Microsoft.) The acceptance letter will include the effective start and end dates of your licensed period, confirmation
of your distributor and reseller, and the promotion code for activating your complimentary DreamSpark membership.
With your acceptance letter, you will also receive your Open Value Subscription for Education Solutions Agreement Number
(OVS-ES Option) or your Campus and School Agreement and Enrollment for Education Solutions numbers (CASA+EES
Option). These numbers are very important because they are required to place orders for CDs with your reseller. You must
place all CD orders with the reseller listed on your acceptance letter. If you want to change your reseller, see Changing Your
Reseller in this guide.
Once an order has been processed, you will receive a letter confirming your order with details such as products ordered and
agreement details in a summary table, and Microsoft will publish order confirmation information to the Microsoft Volume
Licensing Service Center (VLSC). The VLSC is the single location for Microsoft Volume Licensing customers to view their
licensing information, download licensed software, find the appropriate product keys, and view a Software Assurance
summary. In the VLSC, customers can also view or manage Microsoft Subscriptions, including MSDN Subscriptions, TechNet
Subscriptions, and Expression Subscriptions from the VLSC.
You will need a Windows Live ID to access the VLSC.
Note: When you access tools such as VLSC, your EES information will be listed under the “Open Value Subscription” program (OVS-ES
Option) or “Campus” program (CASA+EES Option).
When you accept your EES subscription order, the contact you identified will have access to the VLSC. Your order
confirmation will also include any required Volume License Product Keys, part numbers for your licensed products, product
descriptions, and quantities for the products you have ordered.
Receiving Your Software
The default method for receiving your licensed software is by accessing the software digitally through the VLSC. This aligns
to Microsoft's efforts to reduce our carbon footprint by eliminating the need to produce, package, and store discs.
Digital by Choice
Through the Digital by Choice initiative, customers have the option to access your licensed software digitally, instead of
receiving physical media. By choosing this option, you help Microsoft in our efforts to reduce our carbon footprint by
eliminating the need for discs, packaging, and shipping.
Product System Requirements
You can find detailed product information, including system requirements, in the Microsoft Volume Licensing Product List.
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Activating Your Products
Windows product activation is a set of technologies enabling customers to confirm that their copy of Windows is properly
licensed. Volume Activation allows enterprise customers to automate the activation process and make it transparent to users.
Volume Activation applies to computers that are covered under a Volume Licensing program, and for customers using
Volume Licensing media that were first introduced with Windows Vista and have since been enhanced. It is used strictly as a
tool for activation, and it is not tied to license invoicing or billing.
Activation Through Key Management Service and Multiple Activation Key
Key Management Service (KMS) allows organizations to activate computers within customer environment through an
internally hosted service (KMS), and Multiple Activation Key (MAK) activates computers on a one-time basis by using the
hosted activation services provided by Microsoft. Customers can use either or both key types to activate computers in their
environments.
Note: You may not provide unsecured access to your KMS machines over an uncontrolled network such as the Internet. Microsoft may
prevent further activations, deactivate, or otherwise block the key from activation or validation in the case of unauthorized use or disclosure
of MAK or KMS keys. Refer to the “PROPER USE OF KMS” and “UNAUTHORIZED USE OF MAK OR KMS KEYS” sections in the Microsoft
Volume Licensing PUR for specifics.
Activation Through Microsoft Active Directory
During Active Directory-based activation, any computers connected to the domain and running Windows 8 or Windows
Server 2012 (or later versions) will activate automatically during computer setup. These clients stay activated as long as they
remain members of the domain and maintain periodic contact with a domain controller.
Learn more about volume activation at www.technet.com/volumeactivation.
Online Services
The activation process for online services depends on the online service and the program under which those online services
are purchased.
How to activate your Online Services purchased through EES Agreement (CASA+EES Only):
You must first activate a service before you can use it. You can activate the service by using the link provided in your
Activation email. Please make sure to choose the right option:
1.
Sign In: If you have used Microsoft Online Services before and know your Microsoft Online Services ID, choose this
option if you wish to retain your previous settings.
2.
Sign Up: If you haven’t used Microsoft Online Services before, select Sign Up.
How to activate your Online Services purchased through OVS-ES Agreement (OVS-ES Only):
1.
2.
Please obtain your Product Key from VLSC. The Online Service Activation (OSA) Keys can be found at either of the
following locations from the VLSC Home page:

Download & Keys > find the Product/Service name > click Key

Licenses > Relationship Summary > Click the License Number > Product Key
Copy the Keys and activate Office 365 at http://www.office.com/setup/365.
If you are already an Office 365 customer, choose the Sign In option to apply your product key to your existing account. If
you have not used Office 365, get started with Office 365 at http://www.office.com/setup/365.
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Distributing Media to Faculty and Staff
Institutions that purchase subscription licenses using the EES offering can distribute the licensed product to faculty and staff
for installation on covered institution devices using the methods below. You must acquire all installation media from a
Microsoft-approved fulfillment source.
1.
Load the licensed product on a secured site and have eligible faculty and staff download the licensed product to
covered institution devices that they manage.
2.
Have faculty and staff bring the licensed devices that they manage to a central location designated by the university
and download from the campus network or CDs.
3.
Set up a library checkout system for CDs for faculty and staff.
4.
Replicate CDs for faculty and staff. (See Replication Rights below.)
5.
Purchase individual CDs to distribute to your faculty and staff. You can obtain CD pricing information from your
reseller.
For information on distributing media to faculty and staff members for Work at Home use, see the Special Use Rights section
of this guide.
Replication Rights
Your EES subscription allows you to acquire the quantity of media necessary to distribute the licensed product to your users
for installation on covered institution devices. This includes the right to replicate media acquired from a Microsoft-approved
fulfillment source. All such copies must be true and complete copies (including copyright and trademark notices).
You do not have the right to replicate media for the Student Option or WAH use. For information on acquiring and
distributing media to students under the Student Option and teachers and staff under WAH rights, see the Student Option
and Use Rights sections of this guide.
Authorized Replicator
We recommend that you contact a Microsoft Authorized Replicator for assistance. The following Microsoft Authorized
Replicator can assist you with CD replication:
Arvato Services Inc.
29011 Commerce Center Drive
Valencia, CA 91355
Tel: (866) 618-0020
Fax: (661) 702-2944
Administering Software Assurance Benefits
To get the most from Software Assurance, we recommend that you assign responsibility to a Benefits Administrator who will
manage your benefits and track benefits consumption at the VLSC. Information on how to access the VLSC and how to
receive these benefits is sent to all Software Assurance customers. You can designate a specific person as your Software
Assurance benefits administrator on your EES order.

Find additional information about Software Assurance.

If you need help using the VLSC, please contact the Support Center at 1-866-230-0560 or
mvlshelpa@msdirectservices.com (United States and Canada only). Worldwide VLSC Support Center contact
information is available on the VLSC site.
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Education Server Platform Licensing Option
If you are purchasing through the CASA+EES option, you have an additional option that simplifies server licensing. When you
license one or more of the CAL Products listed in the table below organization-wide for all your faculty, staff, and students,
and you license the corresponding Server Platform Product(s), you may run unlimited instances of the corresponding Server
Products. This option requires licensing a minimum of 1,000 FTE employees and 1,000 FTE students.
Server Platform Products licensed under this licensing option may only be used by your licensed faculty, staff and students
and by licensed external users using the Server Platform Products for the benefit of your institution.
CAL PRODUCT
CORRESPONDING SERVER
PLATFORM PRODUCT
CORRESPONDING SERVER PRODUCTS (FOR
UNLIMITED DEPLOYMENT)
SQL Server CAL
SQL Server Platform Academic
SQL Server Enterprise
SQL Server Standard
SQL Server Business Intelligence
Microsoft BizTalk Server (all editions)
Core CAL Suite
Core Server Platform
Academic
Windows Server (all editions)
Microsoft SharePoint Server (all editions)
Microsoft Exchange Server (all editions)
Microsoft Lync Server (all editions)
Windows Sever External Connector
Enterprise CAL Suite
Enterprise Server Platform
Academic
Microsoft System Center Datacenter
Windows RMS External Connector
Note: The products listed may be replaced from time to time by successor products.
The Student Option
The EES Student Option provides a convenient and cost-effective way for you to license selected software and services for
use by your students on a personally owned device or an institution-owned device assigned to the student’s exclusive use
(for example, a device checked out to a student for the school year). If you choose the three-year subscription, each
anniversary order must include at least the same number of student users as in the year 1 order.
Getting Started with the Student Option
To get started with EES Student Option, you license at least one desktop platform product or Platform Online Service for an
organization-wide FTE student count of five (5) or more.
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Qualifying for EES through software for students
Calculating FTE Students
Use the following formula to calculate the number of FTE students in the participating organization:
Notes:

If you are outside the United States, the method for counting FTE students may differ. Contact your local reseller for details.

The Student FTE calculation is used for licensing desktop software products and CALs organization-wide for use of the licensed
products on a personally owned device or an institution-owned device assigned to a student’s exclusive use. It is not used for
licensing Online Services. Online Services are licensed per user on a 1:1 basis.
Like with the faculty/staff subscription, you can define your “organization” for purposes of the Student Option as students
within:

Your entire institution, including all of its affiliates, departments, and school locations

Your institution only, including all of its departments and school locations, but not including any affiliates

Your institution plus named affiliates, departments, school locations, and/or clearly defined user groups

A selected list of departments, school locations, and/or clearly defined user groups if your institution is a school
without departments or school locations
Desktop and CAL Products for Students
Desktop Platform Products
As with your faculty and staff FTE employees, EES offers the convenience of licensing Student Option products based on the
number of FTE students in the organization. All Desktop Platform Products licensed through Student Option require
organization-wide coverage. EES offers you access to the most recent releases of the EES desktop platform products 4 for
students. The EES desktop platform products are as follows:
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4

Windows Enterprise Upgrade5

Microsoft Office Professional Plus and Office for Mac

Office 365 ProPlus Subscription

Microsoft Core CAL Suite6 (Includes Windows Server CAL, SharePoint Server Standard CAL, Exchange Server
Standard CAL, System Center Configuration Manager Client Management License, System Center Endpoint
Protection, and Lync Server Standard CAL.)

Microsoft Enterprise CAL Suite7 (Includes all Core CAL Suite components plus Exchange Server Enterprise CAL with
Services (includes Data Loss Prevention and Exchange Online Protection),, SharePoint Server Enterprise CAL, Lync
Server Enterprise CAL, Windows Server Active Directory Rights Management Services CAL, and System Center Client
Management Suite)

Education Desktop with Core CAL Suite

Education Desktop with Enterprise CAL Suite
The products listed can be replaced by successor products, which in turn will also be considered desktop platform products.
5
Windows Pro Upgrade and Education Desktop products purchased through Student Option exclude the right to install Volume Licensing media
and Windows Enterprise on students’ personally owned devices. See Obtaining and Distributing Student Media.
6
You must order User Subscription Licenses (USLs) for each employee in the organization on a 1:1 basis.
7
Individual CAL Suite components must be ordered organization-wide but are not desktop platform products.
You can select individual EES desktop platform products to license organization-wide for students, or you can license an EES
Education Desktop platform suite, which combines your Windows Upgrade, Microsoft Office, and CAL Suite licenses into one
convenient SKU at a price that offers savings when compared to the cost of licensing those products individually.
The EES Education Desktop platform suites include:
EDUCATION DESKTOP WITH CORE CAL SUITE
EDUCATION DESKTOP WITH ENTERPRISE CAL SUITE
Windows Enterprise Upgrade
Windows Enterprise Upgrade
Microsoft Office Professional Plus and Office for Mac
Microsoft Office Professional Plus and Office for Mac
Microsoft Core CAL Suite
Microsoft Enterprise CAL Suite
Note: You cannot substitute Office 365 ProPlus Subscription for Microsoft Office Professional Plus and Office for Mac in the desktop suites.
Price Levels
Tiered pricing is available for desktop platform products ordered under the CASA+EES contract option. These levels are as
follows:
STUDENT FTE COUNT
PRICE LEVEL
1,000
A
3,000
B
10,000
C
25,000
D
Notes:

There is a single price level under CASA+EES for Online Services

There is a single price level under the OVS-ES contract option, which is equivalent to CASA+EES Level A.
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Additional Desktop and CAL Products for Students
Several Additional Products are available under the Student Option. They provide the same License & Software Assurance
coverage as desktop platform products. All Additional Products licensed through Student Option (at student pricing) must be
licensed for the organization-wide Student FTE count. Please see the Product List for a list of products available through the
Student Option (denoted by an “ST” in the product table).
Note: Additional Products available at faculty/staff pricing (for example, those products that are not available at student pricing) can also be
licensed for students in any quantity and at the published price. Please refer to the Product List for a list of Additional Products.
Online Services for Students
You have following two options for Licensing Online services for students:
1.
Student Advantage Benefit
When you license Office 365 ProPlus or Office Professional Plus for all of your faculty/staff FTE employees
organization-wide, you are eligible to license Office 365 ProPlus for students within the same defined organization
at no additional charge. Order the no-cost Office 365 ProPlus A for Students under the Student Option to receive
this benefit.
2.
Paid Online Services
If you do not license Office 365 ProPlus or Office Professional Plus for all of your faculty/staff FTE employees
organization-wide, or you want to license students for Online Services other than Office 365 ProPlus, you have the
options detailed below.
Ordering Platform Online Services for Students (CASA+EES Only)
When you purchase through an LSP (CASA+EES contract option), you can order one or more of the following Platform Online
Services for a minimum of 1,000 students:

Office 365 Education A3 (includes Exchange Online Plan 2, SharePoint Online Plan 2, Lync Online Plan 2, Office
Professional Plus, and Office Web Apps)

Office 365 Education A4 (includes everything in Plan 3 and Lync Online Plus voice)
Note: An order of one or more Platform Online Services for students can be used to fulfill the minimum requirement for participating in EES.
Qualifying for EES through online services for students
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Ordering Office 365 Add-Ons
If you have licensed Office Professional Plus and/or the Core CAL Suite or Enterprise CAL Suite for students and you want to
take advantage of the additional functionality provided by Office 365, may do so by adding an Office 365 Add-on. In essence,
these Add-ons give you credit for your existing Office Professional Plus and/or CAL Suite investments by allowing you to
subscribe to Plan A3 or Plan A4 (through LSP only) at a discounted price. You may order Office 365 Add-ons in any quantity.
The available Add-ons are as follows:

A3 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus

A4 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus*

A3 Add-on from Core CAL/Enterprise CAL

A4 Add-on from Core CAL/Enterprise CAL*

A3 Add-on from Office Professional Plus

A4 Add-on from Office Professional Plus*
*Available only when purchasing through an LSP (CASA+EES contract option).
Ordering Office 365 for Students through OVS-ES
Under the OVS-ES contract option, you can order the following for students on a per-user basis:

Office 365 Education A3

Project Pro for Office 365

Office 365 ProPlus

Project Online

A3 Add-on from Office Professional Plus

Project Online with Project Pro for Office 365

Exchange Online Plan 2

Visio Pro for Office 365
Ordering Additional Online Services through CASA+EES
Beyond Office 365 Education Plans, you may also order additional Microsoft Online Services for students (such as Microsoft
Dynamics CRM Online and Windows Intune) through the CASA+EES contract option. All Microsoft Online Services licensed
through the CASA+EES have the same expiration date as the EES. When adding Online Services midterm, the User
Subscription License (USL) is prorated to the month. The minimum term length for the services is one month. You may order
these additional Online Services in any quantity.
Note: If you are purchasing through and AER (OVS-ES contract option), you can order additional Online Services for students separately
through the Microsoft Online Subscription Program.
How to Enroll in the Student Option
How you enroll in the Student Options depends upon which EES contract option you use:

OVS-ES Contract Option: Complete an OVS-ES e-agreement specifically for students. This is separate from your
OVS-ES e-agreement for faculty and staff.
Note: You may include your student and faculty/staff on a single OVS-ES agreement if you order the same desktop platform
products for students and faculty/staff.

CASA+EES Contract Option: Include Student Option on the same enrollment as your faculty and staff.
Note: You may qualify for the CASA+EES contract option with either a faculty/staff FTE employee count of 1,000 or more, a FTE student
count of 1,000 or more, or by subscribing to one or more Platform Online Services for at least 1,000 users. You may not combine your
faculty/staff and student counts to meet this minimum requirement.
Obtaining and Distributing Student Media
To help make it simple and cost effective to provide software for your students, Microsoft provides free electronic software
distribution services through an authorized Digital Distribution Service Provider (DDSP). The DDSP sets up a web store for
you or your reseller to facilitate delivering software and any keys necessary for activating individual products to your licensed
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students. Free phone- and email-based activation support is also provided to students by the DDSP. For more information,
contact your reseller.
If you choose to not take advantage of the free electronic software distribution service, you may distribute software to
licensed users in the following ways:
For All Products (Including Those That Require Activation):
Purchase and distribute one copy of each applicable CD-ROM or disk set to each authorized user. You must purchase these
CDs or disk sets (known as “student media”) from your reseller in minimum quantities of five (5) per title up to the number of
licensed users. You cannot replicate media for Work at Home use. For a list of products for which CDs or disk sets are
currently available, please contact your reseller.
Note: Most products, including Windows desktop operating system and Microsoft Office, require activation. For those products, you can use
the option above, which use non-Volume Licensing media and activation keys. You may not distribute Volume Licensing media and Volume
License Keys (VLKs) for products that require activation to Student users or for WAH use. Click here for a complete list of products that
require activation.
For Products That Do Not Require Activation:
1.
Have users bring in their devices for manual installation by you at a central location that you control using
Volume Licensing media acquired from a Microsoft-approved fulfillment source.
2.
Use a system of controlled short-term checkout of applicable Volume Licensing media (acquired from a
Microsoft-approved fulfillment source) solely for the purposes of individual user installation.
Student Use Rights
The terms of your license agreement governs your student licensed product use. The Microsoft Volume Licensing Product
Use Rights, which are published quarterly, provide additional details regarding current use rights for specific Microsoft
products acquired through Volume Licensing programs. For a copy of the current PUR, please go to
www.microsoft.com/licensing/about-licensing/product-licensing.aspx.
Students are only licensed to use the product during the subscription term. These licenses are non-perpetual (meaning the
student does not own the license). On leaving the school or expiration of the EES, students are required to remove the
licensed product (unless the student has graduated). Your institution is responsible for communicating the appropriate use
rights to students when distributing the licensed product.
Guidelines for facilitating compliance are outlined in the EES contracts’ subscription terms and conditions. Provided that your
institution follows these guidelines, you will not be held responsible for students’ failure to remove the licensed product.
Perpetual Use Rights for Graduating Students
On graduation, graduate students licensed under the Student Option can be granted perpetual use rights for the current
version of the licensed products as of graduation. “Graduate” means a student has completed (i) a grade or a level in a
school or an educational institution that qualifies the student for enrollment into college or university, or (ii) a diploma or
degree from college or university. To transfer perpetual use rights, you must provide each graduate with a license agreement
and must secure from the graduate his or her acceptance of the terms of the license agreement. On accepting the license
agreement, the graduate’s right to run the products identified in the license confirmation becomes perpetual. These rights do
not apply to access licenses, including CALs, or to Online Services.
Changing Your Reseller
If for some reason you want to change your reseller, you can select a new one. You are responsible as the customer to drive
the change of reseller process from start to finish. To do so, complete, sign, and submit a Change of Channel Partner form to
Microsoft. Detailed instructions are included on the form. You can download the form for your region and language.
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Redistribution of Software Updates to Students
From time to time, we can make available to the general public additional or replacement code of any portion of our licensed
products without a fee, which we refer to as “Software Updates.” To help academic Volume Licensing customers provide a
more secure technology environment, you are allowed to redistribute these Software Updates to your students even if you
have not included the Student Option. With these rights, you can better manage the electronic distribution of Software
Updates within your networks.
You can redistribute Software Updates to your students in the following ways:
1.
By electronic means provided that your method is adequately licensed and incorporates access control and
security measures designed to prevent modification of the Software Updates and prevent access by the general
public.
2.
By physical means provided that you acquire authorized copies on fixed media from a Microsoft-approved
fulfillment source.
Note: You cannot replicate the Software Updates onto CDs or other media for distribution to students.
Additional terms and limitations apply to the redistribution of Software Updates. For complete details, refer to your Campus
and School Agreement or OVS-ES Agreement.
Additional Resources
Locating an Authorized Education Reseller (AER)
To find an AER in the United States or Canada, use our search tool at www.microsoft.com/education/enus/buy/licensing/Pages/resellers.aspx.
Software Assurance
Learn more about the Software Assurance benefits you receive as an EES customer at
http://download.microsoft.com/download/0/0/3/0039F316-45CF-4083-AA6EC35DA9D25C1B/SA_Customer_Academic_Benefits_Chart.pdf.
Microsoft Volume Licensing Service Center (VLSC)
Track licenses, access Volume License Keys, download software, and administer Software Assurance benefits at
https://www.microsoft.com/licensing/servicecenter/.
Microsoft DreamSpark
Find information about the DreamSpark program at http://dreamspark.com.
TechNet
You can find a wealth of how-to details on evaluating, deploying, maintaining, and supporting Microsoft technology at
technet.microsoft.com.
Volume Licensing for Education Customers
For a complete list of licensing options for education customers, please visit our website at
http://www.microsoft.com/licensing/licensing-options/for-industries.aspx#tab=2 or contact a reseller.
Microsoft Online Subscription Program
Learn about Online Services, including Office 365, and start a trial subscription at www.microsoft.com/online.
Microsoft IT Academy
Find out more about the opportunities for students, faculty, and staff through Microsoft IT Academy at
www.microsoft.com/education/MSITAcademy/default.mspx.
Electronic Software Distribution
To sign up for ESD, contact your Channel Partner who can manage this on your behalf.
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Glossary
Academic Edition (AE)
Microsoft products available for purchase by Qualified Education Users.
Authorized Education Reseller (AER)
Reseller that is authorized to sell licenses for Microsoft Academic Edition products and Volume Licensing programs.
Buy-out Option
Option in EES by which customers can stop running products on a subscription basis on expiration of the enrollment and
purchase perpetual licenses for products they want to continue using.
CAL (Client Access License)
License permitting the user to access a Microsoft server.
Deploy
Install and use the licensed products as permitted in a license agreement.
Downgrade
Any version of a licensed product that was released prior to the most recent version (for example, Word 2007 is a downgrade
of Word 2010).
DreamSpark
Online subscription providing labs with the latest Microsoft developer, design, and server tools to support personal or inclass learning for your students and educators.
Fulfillment
Process by which media is obtained.
EES
The new subscription licensing offering from Microsoft available to qualified education customers with as few as five FTE.
Customers with five or more FTE can acquire the EES subscription through an AER by signing the OVS-ES agreement.
Customers with 1,000 or more FTE can acquire the EES subscription through an LSP by signing the CASA+EES contracts.
Full-time Equivalent (FTE)
Calculation of the population size that equates a combination of full- and part-time faculty/staff or students to the equivalent
number of full-time employees or students.
Licensing Solution Provider (LSP)
Reseller who is qualified to sell licenses through Microsoft Select Plus, Enterprise Agreement, and CASA+EES.
Media
Storage device (typically CD-ROM) that contains the files needed to install a software program.
Non-perpetual License
License granting the rights to run a software program for a limited period of time.
Open License for Academic
Specialized version of the Microsoft Open License program through which perpetual licenses can be purchased by academic
institutions of any size through a reseller.
Perpetual License
License granting the rights to run a specific version of a program for an unlimited period of time.
Product List
Document published monthly that provides information about Microsoft software and Online Services licensed through
Microsoft Volume Licensing programs, including product availability, point or unit values, migration paths, and Software
Assurance benefits.
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Product Use Rights (PUR)
Part of the Microsoft license agreements that outlines the rights the customer and its users have to deploy, use, and copy
specific Microsoft licensed products.
Qualified Education Users
Customers who are permitted to purchase academic Volume Licensing agreements or Academic Edition products by meeting
a set of criteria (see www.microsoft.com/education/en-us/buy/Pages/eligible.aspx for criteria in the United States).
Replication
Making a copy or copies of software media (for example, burning a CD).
Reseller
Third-party vendor that sells Microsoft licenses for Microsoft products, including licenses sold through Microsoft Volume
Licensing agreements.
Select Plus for Academic
Specialized version of Microsoft Select Plus through which perpetual licenses can be purchased by qualifying institutions
through a Licensing Solution Provider (LSP).
Software Assurance
Software Assurance is an offering for Microsoft Volume Licensing customers. It provides you with the ability to spread out
payments annually and gives you licensed product upgrades, support and tools, and training.
User Subscription License (USL)
Licenses a user to access Microsoft Online Service.
Student Employee
Student of an institution who is employed by the institution in a full- or part-time position.
Student Option
Option in EES by which an institution can license its students for use of a selection of licensed products on a personally
owned or leased device or an institution-owned or leased device designated for a student’s exclusive use.
Subscription Licensing
Licensing programs that grant the rights to use licensed products for a specified period of time (temporary licenses).
Temporary License
License granting the rights to run a software program for a limited period of time.
Update Subscription
Subscription service through which EES customers automatically receive CDs for new versions of the products included in the
Welcome CD Kit and new products.
Upgrade
A more recent version of a product (for example, Windows 8 is an upgrade of Windows 7).
User
The institution and the faculty, staff, and students of the institution or institutions that are designated on the OVS-ES
Agreement or EES enrollment form under the CASA agreement to run the licensed product. Users must also be Qualified
Education Users (see www.microsoft.com/education/en-us/buy/Pages/eligible.aspx for criteria in the United States).
Volume Licensing Service Center (VLSC)
Self-service tool where customers can access and manage their Microsoft software and services licenses, Software Assurance
benefits, subscriptions, and product downloads.
Work at Home Rights
Set of limited rights that academic institutions can offer to their faculty/staff granting permission to use certain Microsoft
products on a personally owned or leased device for work-related purposes only.
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© 2014 Microsoft Corporation. All rights reserved.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. This information is
provided to help guide your authorized use of products you license; it is not your agreement. Your use of products licensed under your volume license
agreement is governed by the terms and conditions of that agreement. In the case of any conflict between this information and your agreement, the terms and
conditions of your agreement control. Prices for licenses acquired through Microsoft resellers are determined by the reseller.
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School Board Briefing/Proposed Action Report
Informational (no action required by Board)
DATE:
FROM:
LEAD STAFF:
I.
Action Report (Board will be required to take action)
March 29, 2016
Larry Nyland, Superintendent
James Young, IT Manager, jyoung@seattleschools.org
David Oestreicher,
Director of Technology Infrastructure, dsoestreiche@seattleschools.org
Carmen Rahm, Chief Information Officer, carahm@seattleschools.org
TITLE
1-year agreement extension with PCMG for Microsoft
Enrollment for Education Solutions.
II.
For Introduction:
For Action:
May 4, 2016
May 18, 2016
WHY BOARD ACTION IS NECESSARY
Per School Board Policy No. 6220, Procurement, Board action is required for the review and
approval of contracts where the total amount exceeds $250,000. This is a 1-year renewal of an
existing 3-year Microsoft software license agreement with software reseller PCMG in the amount
of $346.098.52. School Board approval is necessary due to the total cost of the licensing
agreement, which exceeds $250,000.
III. FISCAL IMPACT/REVENUE SOURCE
Total fiscal impact of this action will be $346.098.52 before taxes for the one-year agreement
extension. This will be payable in annual installments with a “Subject to Availability of Funds”
clause. The three-year total for this agreement was $1,091,722.31 of which $664,451.04 has been
paid. This year it is a $13,762.96 increase because of product licensing changes that needed to be
adjusted.
The revenue source for this motion has general funds designated for software renewal and
maintenance in the current Department of Technology Services budget.
Expenditure:
One-time
Annual
Other Source
IV. POLICY IMPLICATION
Per Policy No. 6220, Procurement, any contract over $250,000 must be brought before the Board
for approval.
V.
RECOMMENDED MOTION
I move the Board of Directors to authorize the Superintendent to execute a 1-year contract
agreement extension with PCMG, to provide Microsoft Enrollment for Education Solutions from
June 1st 2016 to May 31st 2017, in the amount of $346.098.52, plus Washington State Sales Tax,
in the form of the Purchase Order dated June 25, 2014, and presented to the School Board, with
any minor additions, deletions, and modifications deemed necessary by the Superintendent, and
to take any necessary actions to implement the contract.
VI. BOARD COMMITTEE RECOMMENDATION
The Operations committee met on April 21, 2016. At that meeting, the committee recommended
_________________________________.
VII. BACKGROUND INFORMATION
Subsequent to a Request for Quote, on June 25, 2014, the District entered into an agreement with
PCMG for the renewal of the Microsoft Enrollment for Education Solutions. SPS has been
renewing the Microsoft Agreement each year with Board approval for over 10 years. The
agreement with PCMG is for a 1-year term with two possible 1-year extensions subject to annual
budget availability. The first term of the agreement with PCMG was approved by the Board on
June 18, 2014.
This renewal will:






Ensure that all SPS District staff and students have access to the most current software
applications and operating system from Microsoft and have maintenance support for the
products. This agreement covers approximately 8,000 staff/instructors and 52,000
students.
Provide Systems Operations with enterprise software for managing Data Center servers
and enterprise software such as Exchange (Microsoft Outlook).
Enable testing and development of new tools for productivity and instructional needs.
Enable the SPS District to take advantage of Microsoft educational initiatives such as
DreamSpark, Live EDU, Kinect for Education, Unified Communications, etc.
Offer District Staff the opportunity to purchase the most current version of Microsoft
Office at greatly reduced pricing and take advantage of Microsoft’s on-line training
resources.
Enable Students to install Microsoft Office on up to 15 devices via Office 365.
VIII. STATEMENT OF ISSUE
Renewal ensures a uniform Microsoft acquisition program for the District which provides for
continual upgrades to the most current versions of software for schools, administrative offices
and home use.
IX. ALTERNATIVES
There are no credible alternatives to the renewal of this software license. If we do not renew this
licensing agreement the following would happen:

No longer provide upgrades of Microsoft applications and operating systems for students
and staff. This is not recommended because the SPS District will have an unsupported
operating system, Windows XP.


X.
No further development for new technical initiatives such as communication tools, instant
messenger for collaboration or new processes for imaging computers.
No new application development using the Microsoft stack of technical tools, so no
enhancements to existing software.
RESEARCH AND DATA SOURCES / BENCHMARKS
Not Applicable.
XI. TIMELINE FOR IMPLEMENTATION / NEXT STEPS
Upon approval of this motion, the 1-year extension will be executed with PCMG.
XII. ATTACHMENTS




List of software to be purchased
Purchase Order No. 7100012429
Campus and School Agreement
Enrollment for Education Solutions (EES)
QUOTE TABULATION
QUOTE NUMBER
RFQ02443 TABULATION
QUOTE DESCRIPTION
MICROSOFT EES 2014-2017
QUOTE DEADLINE
28 MARCH 2014 10:00 AM PDT
PURCHASING CONTACT PERSON
Bidder #1
Craig Murphy/Purchasing Services
Bidder #2
PCMG
Bidder #3
SHI
Bidder #4
ZONES
DELL
Base Quote year 1 (pre-tax)
$
332,335.56
$
351,259.56
$
351,321.60
$
362,115.92
Base Quote year 2 (pre-tax)
$
332,335.56
$
351,259.56
$
351,321.60
$
362,115.92
Base Quote year 3 (pre-tax)
$
332,335.56
$
351,259.56
$
351,321.60
$
362,115.92
Total years 1,2 and 3 (pre-tax)
Freight, shipping, handling,
processing etc.
$
997,006.68
$
1,053,778.68
$
1,053,964.80
$
1,086,347.76
Tax at 9.5%
$
Taxed total FOB SSD#1
$
$
SSD TERMS/COND ACCEPTED
94,715.63
$
1,091,722.31
$
YES
-
$
$
4,589,252.22
1,147,313.06
Average quote - low quote
Percentage of savings
$
55,590.74
$
-
$
-
100,108.97
$
100,126.66
$
103,203.04
1,153,887.65
$
1,154,091.46
$
1,189,550.80
YES
Total of all quotes
Average of all quotes
5%
$
Savings
Savings
YES
NO
ATTACHMENT 3
INFORMAL REQUEST FOR QUOTE FORM
FILE NAME: RFQ02443 REQUEST FOR QUOTE FORM MICROSOFT EES 2014 THRU 2017
SCHOOL/DEPT REQUESTING QUOTE: PURCHASING
CONTACT PERSON : CRAIG MURPHY
BRAND NAME/MAKER/SELLER OF ITEMS REQUESTED: MICROSOFT
VENDOR, PLEASE INDICATE COMPANY NAME AND CONTACT INFORMATION IN YELLOW FIELD BELOW:
PCMG SANDEEP KAPOOR SANDEEP.KAPOOR@PCMG.COM
VENDOR PLEASE INDICATE HERE, YOUR FIRM'S ACCEPTANCE OF SSD#1 STANDARD TERMS & CONDITIONS
MARK WITH EITHER "YES" YOU AGREE OR "NO" YOU DO NOT AGREE HERE:
AUTHORIZED VENDOR SIGNATURE HERE:
QUANTITY
PART#
5,700 2UJ‐00003
6 395‐02412
6 312‐02177
3 6PH‐00298
5 H04‐00232
27 T6L‐00237
200 T9L‐00222
17 77D‐00110
27 P71‐07280
200 P73‐05897
1 R39‐00374
YES
DESCRIPTION
NET UNIT PRICE EXTENDED PRICE
Microsoft® Desktop Education All Lng License/Software Assurance Pack Microsoft Volume License 1 License ECAL
Microsoft® Exchange Server Enterprise All Languages License/Software Assurance Pack Microsoft Volume License
Microsoft® Exchange Server Standard All Languages License/Software Assurance Pack Microsoft Volume License
Microsoft® Lync Server Ent All Lng License/Software Assurance Pack Microsoft y
g
/
Volume License 1 License
Microsoft® SharePoint Server All Lng License/Software Assurance Pack Microsoft Volume License 1 License
SysCtrDatactr ALNG LicSAPk MVL 2Proc SysCtrStd ALNG LicSAPk MVL 2Proc Microsoft® Visual Studio Pro w/MSDN All Lng License/Software Assurance Pack Microsoft Volume License 1 License
WinSvrDataCtr ALNG LicSAPk MVL 2Proc WinSvrStd ALNG LicSAPk MVL 2Proc Microsoft® Windows® Server External Connector All Languages License/Software Assurance Pack Microsoft Volume License
1 of 2
$
50.79
$
289,503.00
$
327.60
$
1,965.60
$
57.24
$
343.44
$
294.84
$
884.52
$
438.12
$
2,190.60
$
194.52
$
5,252.04
$
71.40
$
14,280.00
$
53.04
$
901.68
$
256.68
$
6,930.36
$
42.48
$
8,496.00
$
163.32
$
163.32
5,700 WSB‐00068 Microsoft® Desktop Optimization Pack for SA All Lng Monthly Subscriptions‐
VolumeLicense Microsoft Volume License Per Device for Windows SA
$
60,000 M6K‐00001‐
student
10,000 M6K‐00001‐
faculty
60,000 5XS‐00002
Microsoft® Office 365 Plan A2 Shared All Lng Monthly Subscriptions‐
VolumeLicense Microsoft Volume License 1 License Per User
Microsoft® Office 365 Plan A2 Shared All Lng Monthly Subscriptions‐
VolumeLicense Microsoft Volume License 1 License Per User
Microsoft Office 365 Student Advantage License 1 License Per User
0.25
$
1,425.00
$
-
$
-
$
-
$
-
$
-
$
-
IF PRODUCTS/PRICES YOU ARE OFFERING ARE BASED ON ANY
EXISTING, LOCAL, CITY, COUNTY, STATE, REGIONAL OR NATIONAL
GOVERNMENT CONTRACT THAT IS AVAILABLE TO OTHER COOPERATING GOVERNMENT AGENCIES, PLEASE IDENTIFY THAT
CONTRACT'S LEAD AGENCY, CONTRACT NAME, CONTRACT NUMBER
AND DATE RANGE THAT THE CONTRACT IS AVAILABLE TO BE USED
BY OTHER COOPERATING GOVERNMENT AGENCIES LIKE SEATTLE
SCHOOL DISTRICT NO. 1
INDICATE COOPERATING CONTRACT DETAILS HERE
No contract available. Open market bid
Lync Server part number change to 5HU-00215
PLEASE ADVISE WORST CASE NUMBER OF
BUSINESS DAYS DELIVERY TIME FOR THE ABOVE
INDICATE NUMBER OF DELIVERY DAYS HERE:
3-7 days
TOTAL PRE-TAX DELIVERED VALUE FOR GOODS AND SERVICES FOR YEAR 1 $
332,335.56
ESTIMATED FRT CHARGES IF ANY (TO BE INCLUDED WITHIN ABOVE UNIT/EXTENDED PRICES)
ESTIMATED PROCESSING/HANDLING CHARGES IF ANY (TO BE INCLUDED WITHIN ABOVE UNIT/EXTENDED PRICES)
TOTAL PRE-TAX DELIVERED VALUE FOR GOODS AND SERVICES FOR YEAR 2 (JUNE 2015-MAY 2016)
TOTAL PRE-TAX DELIVERED VALUE FOR GOODS AND SERVICES FOR YEAR 3 (JUNE 2016-MAY 2017)
SALES TAX 9.5% NOMINAL FOR YEARS 1, 2 AND 3
TOTAL TAXED DELIVERED VALUE OF GOODS AND SERVICES FOB SSD#1 SEATTLE FOR YEARS 1, 2 AND 3
2 of 2
$
$
$
$
332,335.56
332,335.56
997,006.68
Seattle School District No. 1 ‐ EES Pricing
Part #
6QK‐00001
54R‐00098
2UJ‐00003
MX3‐00115
312‐02177
M6K‐00001
M6K‐00001
5XS‐00002
H04‐00232
T6L‐00237
T9L‐00222
77D‐00110
P71‐07280
R39‐00374
P73‐05897
7NQ‐00302
5XS‐00002
6MV‐00003
965‐00002
965‐00002
Item Name
AzureMonetaryCommit ShrdSvr ALNG SubsVL MVL Commit
MSImgnAcdmy ALNG SubsVL MVL Srvcs
DsktpEdu ALNG LicSAPk MVL ECAL
VSEntwMSDN ALNG LicSAPk MVL
ExchgSvrStd ALNG LicSAPk MVL
O365Edu ShrdSvr ALNG SubsVL MVL PerUsr
O365Edu ShrdSvr ALNG SubsVL MVL PerUsr
O365ProPlusEdu ShrdSvr ALNG SubsVL MVL PerUsr w/Faculty
SharePointSvr ALNG LicSAPk MVL
SysCtrDatactr ALNG LicSAPk MVL 2Proc
SysCtrStd ALNG LicSAPk MVL 2Proc
VSProwMSDN ALNG LicSAPk MVL
WinSvrDataCtr ALNG LicSAPk MVL 2Proc
WinSvrExtConn ALNG LicSAPk MVL
WinSvrStd ALNG LicSAPk MVL 2Proc
SQLSvrStdCore ALNG LicSAPk MVL 2Lic CoreLic
O365ProPlusEdu ShrdSvr ALNG SubsVL MVL PerUsr w/Faculty
ExchgEntCALSrvcsforEdu ALNG SubsVL MVL PerUsr
AzureActiveDrctryBsc ShrdSvr ALNG SubsVL MVL PerUsr
AzureActiveDrctryBsc ShrdSvr ALNG SubsVL MVL PerUsr
Level
Product Type
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
Monthly Subscriptions‐VolumeLicense
B
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
Monthly Subscriptions‐VolumeLicense
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Non‐Specific
License/Software Assurance Pack
Stuent
Monthly Subscriptions‐VolumeLicense
Add pRod
Monthly Subscriptions‐VolumeLicense
Student
Monthly Subscriptions‐VolumeLicense
add Product
Monthly Subscriptions‐VolumeLicense
Qty
12
1
5,706
1
1
10,000
60,000
60,000
1
28
90
17
28
1
90
100
60,000
5,706
60,000
10,000
Price
$ 103.00
$ 1,299.96
$ 50.79
$ 312.36
$ 57.24
$ ‐
$ ‐
$ ‐
$ 438.12
$ 194.52
$ 71.40
$ 53.04
$ 256.68
$ 163.62
$ 42.48
$ 289.92
$ ‐
$ ‐
$ ‐
$ ‐
Extended
$ 1,236.00
$ 1,299.96
$ 289,807.74
$ 312.36
$ 57.24
$ 1.00
$ 1.00
$ 1.00
$ 438.12
$ 5,446.56
$ 6,426.00
$ 901.68
$ 7,187.04
$ 163.62
$ 3,823.20
$ 28,992.00
$ 1.00
$ 1.00
$ 1.00
$ 1.00
$ 346,098.52
Page: 1 of
Seattle School District No. 1
Purchasing Services
Mail Stop 23-376
PO Box 34165
Seattle, WA 98124-1165
Vendor
PCMG
1940 E MARIPOSA AVE
EL SEGUNDO, CA 90245
Fax: 310 630 5090
Tel: 800 625 5468
2
Purchase Order
P.O. Number
7100012429
P.O. Date
09/10/2015
Ship Via
Surface, Prepay & Add
Deliver By
08/31/2016
Contact
Craig Murphy
Ph: 206 252-0570
Fax: 206-252-0505
Email: cemurphy@seattleschools.org
Deliver Items To:
Stanford Center
Department:DOTS/JAMES YOUNG
Mail Stop:
Cubicle/Room No:
2445 3rd Ave S.
Seattle WA 98124-1165
P.O. Number: 7100012429
Item Material/Description
Send Invoice To:
Seattle School District No 1.
Accounts Payable
Mail Stop 33-343
PO Box 34165
Seattle, WA 98124-1165
Email:accountspayable@seattleschools.org
Quantity UM
Unit Price
Total
Terms: Net 30 days, Currency USD
PLEASE PROCESS THIS ORDER ASAP, ADVISING
US IF INDICATED PRICING, DELIVERY, TERMS
CANNOT BE MET.
CONSISTING OF THE FOLLOWING "YEAR ONE"
PRODUCTS/SERVICES
.
YEAR TWO TERM COVERS FROM JUNE 2015 THRU
MAY 2016 WITH NO PENALTY/GAP IN COVERAGE
DURING RENEWAL PROCESS
.
SEE ATTACHED "PCMG" RFQ QUOTE FORM FOR
ADDITIONAL DETAILS, TERMS AND CONDITIONS
AGREEMENT, DELIVERY DAYS TO IMPLEMENT,
ETC.
.
Customer Name: Seattle School District
No. 1
Agreement Number: 7730345
Master Agreement Number: 01C35655
Document type: EES
Effective Date of Previous Agreement:
June 2013 thru May 2014
Previous vendor was DELL COMPUTER
Previous PO# was 720034158
Purchase order number must appear on all invoices, shipping labels, packing lists and correspondence.
This purchase order is subject to Seattle School District No. 1 standard terms and conditions.
These can be referenced by clicking on the "Terms and Conditions" link at www.seattleschools.org/procurement
Page: 2 of
Seattle School District No. 1
Purchasing Services
Mail Stop 23-376
PO Box 34165
Seattle, WA 98124-1165
Vendor
PCMG
1940 E MARIPOSA AVE
EL SEGUNDO, CA 90245
Fax: 310 630 5090
Tel: 800 625 5468
2
Purchase Order
P.O. Number
7100012429
P.O. Date
09/10/2015
Ship Via
Surface, Prepay & Add
Deliver By
08/31/2016
Contact
Craig Murphy
Ph: 206 252-0570
Fax: 206-252-0505
Email: cemurphy@seattleschools.org
Deliver Items To:
Send Invoice To:
Stanford Center
Seattle School District No 1.
Department:DOTS/JAMES YOUNG
Mail Stop:
Cubicle/Room No:
2445 3rd Ave S.
Seattle WA 98124-1165
P.O. Number: 7100012429
Accounts Payable
Mail Stop 33-343
PO Box 34165
Seattle, WA 98124-1165
Email:accountspayable@seattleschools.org
Number 01C35655 Anniversary date
2014-05-31
Effective Date(s) for first and possible
future Agreement(s): June 2014 thru May
2017*
*Year 1/initial term is June 2014 thru
May 2015.
*Two possible 1 year extensions (subject
to annual budget availability)
*Year 3 (if funded) term is June 2016
thru May 2017
Item
Material/Description
Quantity UM
Unit Price
Total
00010 OPEN PO - MICROSOFT EES LICENSE SUBSCRIP
1
Total net value excl. tax:
Wash.St.Sales Tax:
Freight:
Total:
EA
380,000.00
380,000.00
380,000.00
0.00
0.00
380,000.00
Purchase order number must appear on all invoices, shipping labels, packing lists and correspondence.
This purchase order is subject to Seattle School District No. 1 standard terms and conditions.
These can be referenced by clicking on the "Terms and Conditions" link at www.seattleschools.org/procurement
Campus and School Agreement
Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Definitions. ............................................................................................................... 2
How the Campus and School program works. ........................................................ 3
Subscription price. ................................................................................................... 3
License grant — what Institution and its Users are licensed to run. ..................... 4
How to know what Product use rights apply. ......................................................... 4
How to order Products. ............................................................................................ 5
Making copies of Products and re-imaging rights. .................................................. 6
Work at home rights. ............................................................................................... 7
Distributing media. .................................................................................................. 7
Redistribution of software updates to students. .................................................... 8
Transfer and reassigning Licenses. ...................................................................... 10
Confidentiality........................................................................................................ 10
Options upon completion of a Licensed Period. ................................................... 11
Term and termination ............................................................................................ 11
Warranties. ............................................................................................................. 12
Defense of infringement and misappropriation claims. ........................................ 13
Limitation of liability. ............................................................................................. 14
Verifying compliance. ............................................................................................ 15
Miscellaneous. ....................................................................................................... 16
This Agreement is entered into between the Institution and Microsoft on the date identified on the
signature form.
Effective Date. The effective date of this agreement will be the date it is accepted by Microsoft;
however, if the first Enrollment entered into under this agreement is given a Licensed Period with a
starting date that is earlier than the date this agreement is accepted by Microsoft, the effective date of this
agreement will be that earlier date.
This agreement consists of (1) these terms and conditions and the signature form, (2) the Product List, (3)
the Product use rights applicable to Products licensed under this agreement, (4) any Enrollment entered
into under this agreement, (5) any order submitted under this agreement, and (6) the eligibility criteria for
Campus and School License program at http://microsoft.com/licensing/contracts as of the effective date of
this agreement.
Terms and Conditions
A Note on Section Summaries: Some sections of this agreement have a summary at the beginning.
These summaries are intended for ease of reference and are not part of the agreement. If any
summary conflicts with the section it is summarizing, the section of the agreement, and not the
summary, controls.
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
Page 1 of 17
Document X20-00397
1.
Definitions.
In this agreement, the following definitions apply:
“Affiliate” means
a. with regard to Institution,
(i) for a non-public entity, any qualified educational user identified at
http://microsoft.com/licensing/contracts that Institution owns and/or control, that owns
and/or controls Institution, or that is under common ownership and/or control with
Institution; “ownership” means, for purposes of the definition, more than 50% ownership,
and
(ii) for a state or local government entity,

any
other
qualified
educational
user
identified
at
http://microsoft.com/licensing/contracts as of the effective date of this agreement that
is an agency, department, office, bureau, division, or other entity of the state or local
government, and

any other qualified educational user expressly authorized by the laws of the state to
purchase under state education contracts;
provided that the state and its Affiliates shall not, for purposes of this definition, be considered
to be Affiliates of the federal government and its Affiliates; and
b. with regard to Microsoft, any legal entity that Microsoft owns, that owns Microsoft, or that is
under common ownership with Microsoft;
“available” means, with respect to a Product, that Microsoft has made Licenses for that Product available
for ordering under a particular licensing program;
“Enrollment(s)” means the form that Institution submits under this agreement to sign up for this program;
“Fix(es)” means Product fixes, modifications or enhancements or their derivatives that Microsoft either
releases generally (such as Product service packs) or that Microsoft provides to Institution when
performing service(s) (such as workarounds, patches, bug fixes, beta fixes and beta builds);
“Institution” means the entity that is a qualified educational
user identified at
http://microsoft.com/licensing/contracts as of the effective date of this agreement that has entered into
this agreement with Microsoft or the Institution’s Affiliate that has entered into an Enrollment under this
agreement. If Institution is a school district, “Institution” also includes all participating schools in the same
district;
“License” means any one of those offerings identified in the Product List (including standard licenses, and
upgrades for desktop operating systems) that provides the right to run the version of the Product ordered;
“Licensed Period” means the period of time beginning on the effective date specified in Institution’s
Enrollment and continuing for the period of time specified in Institution’s Enrollment (either 12 or 36
calendar months);
“Microsoft” means the Microsoft entity that has entered into this agreement or an Enrollment and its
Affiliates;
“run” means to copy, install, use, access, display, run or otherwise interact with;
“Products” means any product Microsoft makes available for license for a fee, including online services
and other web based services;
“Product List” means, with respect to the Campus and School License program, the statement published
by Microsoft from time to time on the World Wide Web at http://microsoft.com/licensing/contracts or at a
successor site that Microsoft identifies, which identifies the Products that are or may be made available to
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
Page 2 of 17
Document X20-00397
qualified educational users (which availability may vary by region) and any Product-specific conditions or
limitations on the acquisition of Licenses for the Product;
“Software Assurance” means an annuity offering that provides benefits for Products that can include new
version rights, spread payments, deployment planning services, training, support and access to
differentiated technologies; and
“Users” means Institution, faculty, staff, and students designated on the Enrollment to run the Products
and members of the public who access PCs located in Institution’s open access labs or libraries. Users
must be qualified educational users as defined at http://microsoft.com/licensing/contracts as of the
effective date of this agreement in order to be eligible for the Campus or School Agreement programs.
2.
How the Campus and School program works.
This agreement allows Institution to license Products on a subscription basis for a one-year Licensed
Period or a three-year Licensed Period.
The Campus and School Agreement allows Institution to license one or more Products on a subscription
basis. To license Products on a subscription basis means that the right to run the Product is nonperpetual and continues only during the Licensed Period.
Institution can participate in this program by submitting an Enrollment. This program allows a one-year
Licensed Period or a three-year Licensed Period. The choice is indicated in the Enrollment.
One-year Licensed Period. An order must be submitted to indicate the Products Institution chooses to
run. Thereafter, extension orders are submitted to continue the subscription each year. If an extension
order is not received, the Enrollment will expire.
Three-year Licensed Period. An order must be submitted to indicate the Products Institution chooses to
run. Thereafter, Institution must submit anniversary orders on the first and second anniversaries of the
effective date of its Enrollment.
Online services. The terms and conditions of this agreement apply to online services subscriptions
throughout the entire term of the online services subscription, except as provided here and in the Product
List at http://microsoft.com/licensing/contracts. Online services are provided as subscription services and
may carry terms that are independent of the agreement terms. Billing terms for online services
subscriptions may also differ from the terms of this agreement.
3.
Subscription price.
If Institution chooses the one-year Licensed Period and submits an extension order prior to expiration of
the subscription, Microsoft will not increase the License prices for an annual extension by more than
10%. If Institution chooses the three-year Licensed Period and meets ordering requirements, the price
Microsoft charges the distributor on each anniversary order will be the same as the price for the
Products when they are first ordered.
This provision shall not apply to Products licensed to Institution at special promotion prices.
One-year Licensed Period. Microsoft will not increase the License prices charged to the Distributor for
an annual extension order by more than ten percent (10%) (as determined with reference to U.S. funds,
regardless of the currency in which amounts are invoiced or payment is made) over the License prices
charged for the immediately preceding 12-month Licensed Period if (i) Institution submits an extension
order prior to the expiration of the Enrollment and (ii) such order is confirmed for the same Products in the
same quantities as ordered in the expiring Licensed Period.
Three-year Licensed Period. If Institution chooses this option and complies with the ordering
requirements within the agreement, for any Products ordered during the Licensed Period, the price
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
Page 3 of 17
Document X20-00397
Microsoft charges the Distributor on each anniversary order will be the same as the price for the Products
when they are first ordered except for step-ups.
4.
License grant — what Institution and its Users are licensed to run.
On the date of confirmation of Microsoft’s acceptance of the Enrollment, Institution is temporarily
licensed to have its Users run the Products as permitted in the Product use rights. There are a number
of restrictions that apply generally to Institution’s and its Users’ use of Products Microsoft provides to
Institution (e.g. prohibitions on renting the Products, on reverse engineering it, etc.).
On the date of Microsoft’s letter to Institution confirming Microsoft’s acceptance of the Enrollment,
Institution is temporarily licensed to have Users run the Products as specifically permitted in the Product
use rights located at http://microsoft.com/licensing/contracts. If Institution is unable to access the Product
use rights from the web location listed above, please contact Microsoft to request a copy.
The Institution’s right to have it’s Users run the Products and Fixes is expressly limited to the rights
described in this agreement, including the following limitations:
a. Neither Institution nor its Users may separate the components of Products made up of
multiple components by running them on different computers by upgrading or downgrading
them at different times or by transferring them separately except as otherwise provided in the
Product use rights.
b. Neither Institution nor its Users may rent, lease, commercially host or lend any copy of the
Products or Fixes, except where agreed by separate agreement.
c. Neither Institution nor its Users may reverse engineer, decompile or disassemble the
Products or Fixes except to the extent expressly permitted by applicable law despite this
limitation.
d. Neither Institution nor its Users may make copies of the Products or Fixes and distribute them
on media to student Users.
e. The components of the Products may vary by platform. Institution may run only the
components of the Products that are included on the platform Institution chooses to deploy.
Neither Institution nor its Users will be entitled to free telephone support for the Products, except as
specified in writing in connection with Software Assurance membership or other Software Assurance
offerings.
These rights apply to the Licenses obtained under an Enrollment and are not related to any order or
fulfillment of media. The ability to run current or later versions of a Product licensed under this agreement
could be affected by minimum system requirements or other factors (e.g. hardware or other Products).
The right to run any Product under this agreement is temporary unless Institution elects to obtain
perpetual Licenses under the buy-out option. This agreement, the applicable Enrollment, and Institution’s
order confirmation, together with proof of payment, will be Institution’s evidence of all Licenses obtained
under its Enrollment as described in this agreement.
5.
How to know what Product use rights apply.
Generally, the use rights in effect at the time Institution signs the Enrollment will apply. Any changes
Microsoft makes to the use rights for existing versions after Institution signs the Enrollment will not
apply to Institution. For versions that were not yet released at the time of signing, the use rights in
effect when that version is first released will apply. Generally, even if Institution chooses to run an
earlier version of a Product than the one Institution is licensing, the use rights for the latest version
Institution is licensed to use will still apply.
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a. Product use rights. Microsoft publishes Product use rights for each Product and each new
version of a Product. The use rights in effect for a Product and version on the effective date
of this agreement or extension will apply to Institution’s use of the Product and version
except:
(i) earlier versions If Institution runs an earlier version of a Product that pre-dates either the Enrollment or
the extension effective date and the current version of the Product as of that date, then
the Product use rights for the version licensed apply. If the earlier version includes
different components, any use rights for those components in the Product use rights that
otherwise apply to the earlier version apply to Institution‘s use of them.
(ii) versions of Products for which Microsoft revises Product use rights
If Microsoft revises the Product use rights for a particular version after an Enrollment or
extension effective date, the Product use rights applicable to that version without those
revisions apply.
(iii) later versions of Products Microsoft makes available after the Enrollment or
extension effective date
If a new version of a Product is made available during the term of the Enrollment or
extension term, the use rights in effect on the date that new version is first released will
apply.
b.
Use rights for different language version. If Institution is using any different language
version of any Product licensed under its agreement, Institution’s use of the different language
version will be governed by the Product use rights for the version licensed under this
agreement.
c. Fixes. Use of any Fixes is defined by the Product use rights for the affected Products or, if
the Fix is not provided for specific Products, any other use terms Microsoft provides. All
Fixes are licensed, not sold.
6.
How to order Products.
Initial order for Products must be submitted within 30 days of the effective date of the Enrollment.
Institution can add new Products not previously ordered by submitting additional orders or run more
copies of Products previously ordered by reporting the increase to Microsoft.
a. Placing the initial order. Orders must be submitted for Products within 30 days of the
effective date of the Enrollment.
b. Price and payment terms. Price and payment terms for all Licenses ordered will be
determined by agreement between Institution and its chosen reseller.
c. Adding new Products not previously ordered. Orders can be submitted for Products that
were not part of the initial order. The order must be placed in the month in which those
copies are first run. The Licensed Period for additional orders will be the same as the
Enrollment Licensed Period.
Microsoft will invoice the distributor for the Products ordered on a pro-rated basis
corresponding to the number of full calendar months remaining in the Licensed Period to a
minimum of 6 months. Microsoft will use the price list in effect on the date of the invoice to
charge Institution’s distributor for the additional Licenses.
d. Adding more copies of Products previously ordered
(i)
Products, other than servers, are licensed on an Institution-wide basis. Institution does
not need to submit orders to increase the number of copies run. However, increases
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must be reported at each anniversary of the effective date of the Enrollment.
(ii) Server Products are licensed based on the number of Licenses. At any time during the
Licensed Period (including any extension), Institution may run additional copies of any
previously ordered server Products, provided it submits orders for such copies. The
order must be placed in the month in which those copies are first run.
e. Placing subsequent annual orders. Institution must submit orders based on the following:
(i) One-year Licensed Period. An extension order must be submitted to extend the
Enrollment for another Licensed Period. The order must be received by Microsoft prior to
the expiration of the Licensed Period. The Products selection and quantity ordered can
be changed at each extension order; provided, the selection and quantity are no less
than the previous order.
(ii) Three-year Licensed Period. An anniversary order must be submitted on or before each
anniversary of the effective date of the three-year Licensed Period. Each of the
anniversary orders must at a minimum be for the same Products selection and quantity of
all Products ordered during the first year of the Licensed Period, except for step-ups. At
the end of the three-year Licensed Period, a new Enrollment is required to continue the
subscription.
f.
How to confirm orders. Microsoft will publish information about orders placed by Institution,
including an electronic confirmation of each order on a password-protected site on the World
Wide Web at https://licensing.microsoft.com or a successor site.
Upon Microsoft’s
acceptance of this agreement and Enrollments entered into under this agreement, the contact
identified for this purpose will be provided access to this site.
g. Step up to a higher Product edition. If a previously ordered Product has multiple editions,
Institution may migrate to the higher edition by stepping up (e.g. from Core CAL to Enterprise
CAL or from SQL Server Standard Edition to SQL Server Enterprise Edition.) The Institution
may step-up at the anniversary when placing the next anniversary or extension order by
replacing the previously ordered edition with the higher edition. The upsize order quantity
needs to be the same or higher quantity as the previous order.
7.
Making copies of Products and re-imaging rights.
Institution can make as many copies as it needs. The copies must be complete and made from
copies obtained from an authorized source. If Institution uses third parties to make copies,
Institution is responsible for them. Institution can make a specified number of complimentary
copies for evaluation. In certain circumstances, Institution has re-imaging rights.
a. Copies necessary for internal deployment. Institution may make as many copies of the
Products licensed as necessary to distribute the Products to its Users. All copies of any
Product must be true and complete copies (including copyright and trademark notices) and
be made from media or a network source acquired from or made available by a Microsoft
approved fulfillment source for that Product. Institution may also have a third party make or
distribute copies in its place but Institution is responsible for third-party actions to the same
extent Institution would be responsible if the third party were its employee. Institution must
make reasonable efforts to make employees, agents, and other individuals running a Product
aware that the Product is licensed from Microsoft and may only be run or transferred subject
to the terms of this agreement.
b. Copies for evaluation. During the term of its Enrollment, Institution may run up to 10
complimentary copies of any Product for a 60-day evaluation period.
c. Re-imaging rights. Re-imaging is permitted using the Product media on the following
conditions. If the Microsoft Product(s) is licensed (i) from an original equipment manufacturer
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(OEM), or (ii) as a full packaged Product through a retail source, then media provided under
this agreement may be used to create images for those licensed machines in place of media
provided through that separate source. This right is conditioned upon the following:
(i) A separate License must be owned from the separate source for each re-image.
(ii) The Product, language, version, and components licensed under the Enrollment must be
identical to the Product, language, version, and components licensed from the separate
source.
(iii) The Product type (e.g. upgrade or full License) must be identical to the Product type from
the separate source.
Re-images made under this subsection remain subject to the terms and use rights provided
with the License from the separate source. This subsection does not create or extend any
warranty or support obligation.
8.
Work at home rights.
Institution’s faculty and staff Users who are licensed to use a particular Product have the right to run
one copy of that Product on their home PC during the Licensed Period.
During the Licensed Period, faculty and staff Users who are licensed to use the particular Product, have
the right to run one copy of that Product on a home PC that they own or lease (or, for work at home rights
for a Client Access License, to access the server Product(s) from a home PC that they own or lease), for
work-related purposes only; provided that in the case of work at home rights for any Product under a
Enrollment, the total number of faculty and staff Users may not exceed the total number of eligible PCs
(for a School Enrollment) or full time equivalent (for a Campus Enrollment) included in that Enrollment.
As Microsoft offers both work at home rights and applicable home use program under Software
Assurance, the Institution will only be entitled for one benefit. Institution’s Users can choose to use either
work at home rights or applicable home use program rights for a particular Product as Microsoft offers
both work at home rights and applicable home use program rights.
9.
Distributing media.
To distribute Products to its faculty and staff, Institution must acquire the Products media from a
Microsoft-approved source for that Product or copy volume licensing media acquired from a Microsoftapproved fulfillment source for distribution to faculty and staff Users only.
a. To the faculty and staff. Institution may acquire the quantity of media as necessary to
distribute the Products to faculty and staff for use in accordance with the agreement. All
media for a particular Product must be acquired from a Microsoft-approved fulfillment source
for that Product. Institution may also copy volume licensing media acquired from a Microsoftapproved fulfillment source for distribution to faculty and staff Users only. All copies must be
true and complete copies (including copyright and trademark notices). Replication guidelines
are posted at http://selectug.mslicense.com/. Institution must maintain the security of any
volume licensing keys provided with volume licensing media in accordance with applicable
Product use rights and other restrictions and may disclose them only to employees
authorized to engage in the installation and support of the Products. Institution may not
disclose volume licensing keys to faculty and staff work-at-home or students or to any other
unauthorized third party.
b. To faculty and staff work at home Users and to student full time equivalent (FTE)
option Users. If Institution chooses faculty and staff work at home rights for selected
Products or selects the Student Option in an Enrollment, access to media by faculty and staff
for work at home purposes and by students must be restricted and regulated by Institution.
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All media for Products distributed to faculty and staff for work at home purposes and to
students must be acquired from a Microsoft approved fulfillment source, and such Products
may be distributed to such Users only in the following ways:
(i) if individual student-media CD-ROM or disk sets (collectively, “student media”) is
purchased for a particular Product, Institution may distribute one copy of such student
media directly to each authorized work at home or students (student media may contain
Product activation features that limit the number of installations); the reseller can identify
media and Products that contains Product activation features. Details on ordering and
distributing student media, including a list of the Products for which student media is
currently available, is at http://www.microsoft.com/education/StudentMedia.mspx); or
(ii) using volume licensing media acquired pursuant to this agreement, via (1) controlled
download from a secure network server(s) or other storage device(s), (2) manual
installation at a central location that Institution controls, or (3) a system of controlled
short-term checkout of applicable volume licensing media solely for purposes of
individual user installation, provided that this option (3) is available only for Products for
which a volume licensing key is not required.
c. To students. Institution may order media to distribute the Products to students for use in
accordance with this agreement. Institution’s order for media must specify version number
and country of usage. Institution may only use the media received under its Enrollment to
transfer Products to eligible student Users. Products may only be transferred in the same
media format that Institution receives under its Enrollment. Orders must be placed with the
reseller named on the Enrollment. Institution may use a third party to complete and process
eligible student Users’ orders for media under its Enrollment and to distribute media to
eligible student Users. Institution remains responsible for the third party’s actions to the
same extent Institution would be if the third party was its employee. Price and payment terms
for media ordered are determined by agreement with Institution’s designated reseller.
Institution’s designated reseller is authorized to purchase media Products from the Microsoft
authorized replicator identified by Microsoft from time to time (the “Microsoft Authorized
Replicator(s)”) solely for the purpose of fulfilling orders placed under the Enrollment.
Institution’s designated reseller may purchase from the Microsoft Authorized Replicators
media and documentation only for those Products available under the Enrollment.
10.
Redistribution of software updates to students.
Institution has limited rights to distribute software updates to its students. If it does so, it must use one
of the distribution methods and comply with the limitations described below. Institution has obligations
with regard to tracking and replacement of software updates that it distributes\. Microsoft disclaims all
warranties and limits its liabilities arising out of software updates. No support is provided for software
updates under this agreement.
a. License Grant. From time to time, Microsoft may make available to the general public
additional or replacement code of any portion of Microsoft’s licensed Products without a fee
(“software updates”). Microsoft grants Institution a limited, non-exclusive, royalty-free, nonassignable, non-transferable, revocable License to distribute the software updates to
Institution’s students in accordance with the terms of this section. Institution’s students must
use the software updates solely for their personal benefit in accordance with the end-user
License Agreement with Microsoft (“EULA”) included with each software update.
b. Redistribution of software updates. Institution may redistribute software updates to its
students (1) by electronic means provided that Institution’s method of electronic distribution is
adequately licensed and incorporates access control and security measures designed to
prevent modification of the software updates and access by the general public or (2) through
acquiring authorized copies on fixed media from a fulfillment source approved by Microsoft.
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c. Limitations. Institution may not (1) produce or replicate software updates on to CDs or other
distributable storage media, (2) combine the software updates with other non-Microsoft
software, (3) distribute any software updates as a stand-alone component via email
attachment, (4) charge for the software updates, other than to recover any reasonable costs
incurred in providing the updates to its students; (5) remove, modify, or interfere with the
EULA or the EULA acceptance functionality included by Microsoft with any software update;
or (6) alter the software updates in any way. Microsoft is not responsible for any cost related
to the acquisition, distribution, or recall of the software updates.
d. Tracking and recall, replacement software updates. Institution must track the quantity
and method of distribution of the software updates by means that will allow it to provide notice
of a recall and offer replacements as provided in this subsection. Institution agrees to stop
redistributing software updates within 10 days of receipt of a notice of recall from Microsoft
and within 30 days of that notice Institution agrees to (1) return to Microsoft or destroy all
copies of software updates in Institution’s possession and (2) notify Institution’s students of
the recall by the same or similar means in which they were notified of the availability of the
software updates.
If Microsoft makes available to Institution a replacement software update, Institution agrees to
make the replacement available to its students, within 10 days of receipt in the same quantity
and method of distribution as Institution made the original software update available. The
distribution of replacement software updates is subject to the same conditions and
restrictions as software updates under this section.
e. No warranties, exclusion of indirect, special, incidental, consequential, and certain
other damages. Notwithstanding anything to the contrary in this agreement, and to the
extent permitted by law, software updates that Institution redistributes to its students are
provided “as is” without any warranties. Institution acknowledges that the provisions of this
paragraph with regard to the software updates are reasonable having regard to, among other
things, the fact that they are complex computer Products, and their performance will vary
depending upon hardware, platform and Products interactions, and configurations.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL
MICROSOFT BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, PUNITIVE,
CONSEQUENTIAL, OR INDIRECT DAMAGES THAT ARISE OUT OF OR ARE IN ANY
WAY RELATED TO INSTITUTION’S REDISTRIBUTION OF THE SOFTWARE UPDATES
TO ITS STUDENTS. FURTHERMORE, IN NO EVENT SHALL MICROSOFT BE LIABLE
FOR ANY SUCH DAMAGES BASED DIRECTLY OR INDIRECTLY UPON THE PROVISION
OF SOFTWARE UPDATES OR UNAVAILABILITY OF SOFTWARE UPDATES —
INCLUDING WITHOUT LIMITATION, DAMAGES DUE TO BUSINESS INTERRUPTION,
LOSS OF PROFITS, REVENUE OR BUSINESS OPPORTUNITY, LOSS OF DATA AND
THE LIKE, FAILURE TO MEET ANY DUTY, OR NEGLIGENCE.
f.
Limitation of liability. With respect to Institution’s redistribution of the software updates, the
limitation of liability provisions in this agreement shall apply in those situations in which
Institution or its Users have a right to claim damages or payment from Microsoft.
g. No support. Software updates that Institution redistributes to its students are provided
without any support obligation by Microsoft, including any benefits accruing from Software
Assurance.
h. Applicability. The provisions of this section shall not apply to distribution of Fixes to
students so long as (1) those students are licensed under Student Option, and (2) the Fix
provided to those students is for Products licensed to them under Student Option. All other
redistribution to students of additional or replacement code is subject to the provisions of this
section.
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11.
Transfer and reassigning Licenses.
Institution must obtain a perpetual License through the buy-out option before it can transfer licenses to
an Affiliate, or to third parties in connection with a divestiture, merger, or consolidation. Institution is
required to provide notice to Microsoft for such a transfer. Institution cannot transfer licenses to third
parties under other circumstances without Microsoft’s prior consent. Transferees must agree to be
bound by applicable terms. License transfers must be permanent and operating system licenses must
stay with the computer system on which they were first installed.
Institution may not transfer any licenses acquired under this agreement except by obtaining perpetual
licenses through the buy-out option described in the section titled “Options upon completion of a License
period” and transferring them in accordance with the procedures described in this section.
a. How to transfer perpetual licenses. Institution may transfer perpetual licenses ordered
under an Enrollment to an Affiliate or unaffiliated third party in connection with a divestiture or
privatization of an operating division, a merger, or a consolidation, as long as it provides
Microsoft with prior written and signed notice, on a form that Microsoft provides, that includes:
(1) the applicable Enrollment number; (2) the quantity of licenses being transferred by
Product and version; (3) the name, address and contact information of the transferee; and (4)
any other information that Microsoft may reasonably request.
For all other transfers of licenses, Microsoft’s written consent is required. Microsoft will not
withhold its consent unreasonably. No License transfer will be valid unless Institution
provides to the transferee, and the transferee accepts in writing, the applicable Product use
rights, use restrictions, limitations of liability, and the transfer restrictions in this section. Any
transfer made in violation of the requirements or restrictions of this section will be void. The
resale of licenses is expressly prohibited.
b. When transfers of perpetual licenses are not permitted. Institution may not transfer (1)
licenses on a short-term basis (either to third parties or by reassignment to different Users or
devices internally), or (2) upgrade Licenses for a desktop operating system Product
separately from the underlying desktop operating system License or from the computer
system on which the Product is first installed.
12.
Confidentiality.
Each party agrees not to use or disclose the other’s confidential information except as necessary to
further the purposes of this agreement. Each party agrees that if either party gives the other party
feedback about the other’s products or services, that feedback is not confidential.
Microsoft may use any technical information it derives from providing services related to Microsoft’s
Products for problem resolution, troubleshooting, product functionality enhancements, and Fixes for
Microsoft’s knowledge base. Microsoft agrees not to identify or disclose any confidential information in
any item in the knowledge base. Microsoft is not obligated to restrict the future work assignments of
people who have had access to Institution’s confidential information. In addition, the parties and these
people are free to use the information that these people remember related to information technology,
including ideas, concepts, know-how, or techniques so long as confidential information of the other party
is not disclosed in the course of such use.
To the extent permitted by applicable law, the terms and conditions of this agreement are confidential.
Neither party will disclose such terms and conditions, or the substance of any discussions that led to
them, to any third party other than Affiliates or agents, or to designated or prospective resellers who: (1)
have a need to know such information in order to assist in carrying out this agreement; and (2) have been
instructed by either party that all such information is to be handled in strict confidence.
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13.
Options upon completion of a Licensed Period.
Prior to completion of a Licensed Period, Institution will have the option to extend the Enrollment under
the Licensed Period; obtain perpetual Licenses for Products licensed under the Enrollment; or allow
the subscription to expire.
Microsoft will provide prior written notice of expiration of the Enrollment. The notice will advise Institution
of the option to: (1) extend the Enrollment under the one-year Licensed Period, (2) submit a new
Enrollment under the three-year Licensed Period, (3) exercise the buy-out option, or (4) allow the
Enrollment to expire. Microsoft will not unreasonably reject any extension order or Enrollment. However,
Microsoft may make a change to this program that will make it necessary for Institution to first enter into
new agreements and Enrollments. Each Licensed Period will start the day following the expiration of the
prior Licensed Period:
a. One-year Licensed Period. Institution may elect to extend its one-year Licensed Period for
12 calendar months by submitting an extension order.
b. Three-year Licensed Period. Institution may elect to extend its three-year Licensed Period
by completing a new Enrollment.
c. Buy-out option. An Institution may elect to obtain perpetual Licenses for Products licensed
under its Enrollment of one-year Licensed Period or three-year Licensed Period. The buy-out
pricing will depend on Institution’s selected and fulfilled Licensed Period.
The minimum buy-out quantity must be no less than the total number of covered devices for
Campus Enrollment or PCs for School Enrollment for:
(i) the Institution-wide Campus and School Desktop Platform Products or its components
defined in the Product List that are licensed under the initial Enrollment or extension term
through the date of its buy-out order; and
(ii) any copies of any new or additional Campus and School Desktop Platform Products or its
components Products added during the term of the initial Enrollment.
d. License confirmation. The order confirmation for the buy-out and any documentation
evidencing transfers of Licenses, together with proof of payment, will be evidence of a
perpetual License to run the latest version then available (or any prior version) for the copies
of Products covered by the buy-out order.
e. Allow the Enrollment to expire. Institution may allow the Enrollment to expire. If the
Enrollment expires, all Products must be deleted as provided in section titled “Term and
termination.”
Because all Licenses acquired under this agreement are temporary, Institution will not be eligible to
obtain Software Assurance for those Licenses under any other Microsoft volume licensing program
without first acquiring a perpetual License or License and Software Assurance (L&SA).
14.
Term and termination
This agreement stays in place until terminated. The term of each Enrollment is stated in the
Enrollment. Either party can terminate the agreement on notice, which will not affect any existing
Enrollments. Existing Enrollments may be terminated if either party breaches the agreement and does
not cure the breach in the time allotted.
a. Term. This agreement will remain in effect until terminated by either party as allowed. These
general terms and conditions apply to all Enrollments submitted. The terms of any
Enrollment(s) will be for the Licensed Period as specified in such Enrollment(s).
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b. Termination of the agreement. Either party may terminate this agreement for any reason
upon 60 days written notice.
Such termination will merely terminate either party’s ability to enter into new Enrollments
under this agreement. Such termination will not affect any Enrollments not otherwise
terminated, and any terms of this agreement applicable to any Enrollments not otherwise
terminated will continue in effect with respect to that Enrollment.
c. Termination of an Enrollment. Either party may terminate any Enrollment(s) if the other
party is in material breach or default of any obligation, which breach or default is not cured
within 30 days written notice of such breach. Microsoft may terminate this agreement and
any Enrollment(s) immediately if Institution fails to continue to qualify as a qualified
educational user as identified at http://microsoft.com/licensing/contracts. If no orders are
received under an Enrollment, the Enrollment will be terminated 13 months after the effective
date of this Enrollment.
d. Effect of termination and Licensed Period expiration. Users may only run the Products
and Fixes according to the terms of this agreement. Users are only licensed to run the
Products and Fixes during the Licensed Period. If this agreement is terminated, or if no
extension or anniversary order is submitted prior to the expiration of the Licensed Period or
the purchase of perpetual Licenses for the Products, then all Products and Fixes that run as a
result of this agreement must be deleted when the Licensed Period expires or is otherwise
earlier terminated.
Similarly, if Institution stops ordering any Products or Product quantities decrease upon an
extension of a Licensed Period, it must delete those Products prior to the beginning of the
extended Licensed Period. Institution must make reasonable efforts to ensure that faculty
and staff Users (1) delete and remove Products and Fixes copies from the temporary ram
(RAM) and permanent memory (e.g., hard disk) of their home PCs, and (2) disconnect
access to any server Products at the end of the Licensed Period.
15.
Warranties.
Microsoft warrants that its Products will work substantially as described in the accompanying
documentation, subject to certain limitations. If not, Microsoft will provide replacement Product or a
refund. Microsoft disclaims all other warranties.
a. Limited Product warranty. Microsoft warrants that each version of a Product licensed by
Institution will perform substantially as described in the applicable Microsoft user
documentation. This warranty is subject to the following limitations:
(i) the warranty applies for one year from the date Institution first runs a copy of the Product;
(ii) any implied warranties, guarantees or conditions last only during the term of the limited
warranty except where applicable law does not permit such a limitation;
(iii) the warranty does not cover problems caused by accident, abuse, or use of the Products
in a manner inconsistent with this agreement or the Product use rights, or resulting from
events beyond Microsoft’s reasonable control;
(iv) the warranty does not apply to components of Products that Institution is permitted to
redistribute; and
(v) the warranty does not apply to problems caused by the failure to meet minimum system
requirements.
b. Remedies for breach of limited Product warranty. If Institution notifies Microsoft within the
warranty period that a Product does not meet the limited warranty, then Microsoft will, at its
option, either (1) return the price paid for the Product, or (2) repair or replace the Product.
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These are Institution’s only remedies for breach of the limited warranty unless other remedies
are required to be provided under applicable law.
c. DISCLAIMER OF OTHER WARRANTIES. OTHER THAN THIS LIMITED WARRANTY,
MICROSOFT PROVIDES NO OTHER EXPRESS OR IMPLIED WARRANTIES.
MICROSOFT DISCLAIMS ANY IMPLIED REPRESENTATIONS, WARRANTIES OR
CONDITIONS, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, SATISFACTORY QUALITY, TITLE OR NON-INFRINGEMENT.
THESE DISCLAIMERS WILL APPLY UNLESS APPLICABLE LAW DOES NOT PERMIT
THEM.
16.
Defense of infringement and misappropriation claims.
Microsoft agrees to defend Institution against claims that Microsoft Product infringes someone else’s
intellectual property rights, and pay any damages awarded by a court or in a settlement. There are a
number of exceptions which limit Microsoft’s obligations in cases where Institution has contributed in
some way to the claim. If something Institution has done has caused the claim and Microsoft is
damaged, Institution must reimburse Microsoft.
If Microsoft believes that it is necessary to avoid an infringement claim, Microsoft may replace or
modify the Products Institution is using. If someone enjoins Institution’s use of a Product, Microsoft
will, at its option, replace the Product, modify it to make it non-infringing, obtain the rights Institution
needs to keep using it, or refund Institution’s money.
a. Agreement to Protect. Microsoft will defend Institution against any claims made by an
unaffiliated third party that any Product or Fix infringes its patent, copyright or trademark or makes
intentional unlawful use of its trade secret or undisclosed information. Microsoft will also pay the
amount of any resulting adverse final judgment (or settlement to which Microsoft consents).
This section provides Institution’s exclusive remedy for these claims. The term “undisclosed
information” is used in accordance with Article 39.2 of the TRIPs agreement.
b. What the Institution must do. Microsoft must be notified promptly in writing of the claim and
given sole control over its defense or settlement. Institution agrees to provide Microsoft with
reasonable assistance in defending the claim, and Microsoft will reimburse Institution for
reasonable out of pocket expenses incurred in providing that assistance.
c. Limitations on defense obligation. Microsoft’s obligations will not apply to the extent that the
claim or adverse final judgment is based on:
(i) running of the Product or Fix after notice to discontinue running due to such a claim;
(ii) combining the Product or Fix with a non-Microsoft product, data or business process;
(iii) damages attributable to the value of the use of a non-Microsoft product, data or business
process;
(iv) altering the Product or Fix;
(v) distribution of the Product or Fix to or its use for the benefit of, any third party;
(vi) use of Microsoft trademark(s) without express written consent to do so; or
(vii)any trade secret or undisclosed information claim, acquiring the trade secret or undisclosed
information (1) through improper means; (2) under circumstances giving rise to a duty to
maintain its secrecy or limit its use; or (3) from a person (other than Microsoft or its Affiliates)
who owed to the party asserting the claim a duty to maintain the secrecy or limit the use of
the trade secret or undisclosed information.
Institution will reimburse Microsoft for any costs or damages that result from these actions.
d. Specific rights and remedies in case of infringement.
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(i) Microsoft’s rights in addressing possible infringement. If Microsoft receives information
concerning an infringement claim related to the Product or a Fix, Microsoft may, at its
expense and without obligation to do so, either

procure the right to continue to run the allegedly infringing Product or Fix, or

modify the Product or Fix or replace it with a functional equivalent, to make it noninfringing, in which case running the allegedly infringing Product or Fix must be stopped
immediately.
(ii) Institution’s specific remedy in case of injunction. If, as a result of an infringement claim,
the use of the Product or a Fix is enjoined by a court of competent jurisdiction, Microsoft will,
at its option, either

procure the right to continue its use, or

replace it with a functional equivalent, modify it to make it non-infringing, or

refund the amount paid and terminate the License for the infringing Product or Fix.
If any other type of third party claim is brought regarding Microsoft’s intellectual property, Institution
must notify Microsoft promptly in writing. Microsoft may, at its option, choose to treat these claims as
being covered by this section. This section provides the exclusive remedy for third party infringement
and trade secret misappropriation claims.
17.
Limitation of liability.
Microsoft limits its and its contractors’ liability to Institution to the amount of money paid under this
agreement to Microsoft for the Product or service giving rise to the claim. This limit does not apply,
however, to Microsoft’s obligations under the section titled “Defense of infringement and
misappropriation claims,” or to damages Institution incurs because of Microsoft’s breach of its
confidentiality obligations or because of Microsoft’s gross negligence or willful misconduct.
Each party agrees that it will not be liable to the other for consequential, indirect, punitive, or special
damages, except those that result from a breach of confidentiality or from one party violating the
other’s intellectual property rights.
a. Limitation on liability. Except as otherwise provided in this section, to the extent permitted
by applicable law, Microsoft’s liability and that of Microsoft’s contractors to Institution arising
under this agreement shall be limited to direct damages up to the amount paid under this
agreement for the Product or services giving rise to that liability. In the case of free product,
services provided free of charge, or code that Institution is authorized to redistribute to third
parties without separate payment to Microsoft, Microsoft’s liability is limited to U.S. $5,000.
These limitations apply regardless of whether the liability is based on breach of contract, tort
(including negligence), strict liability, breach of warranties, or any other legal theory.
However, these limitations will not apply to:
(i) Microsoft’s obligations under the section titled “Defense of infringement and
misappropriation claims;” or
(ii) liability for damages for gross negligence or willful misconduct caused by Microsoft or its
agents and awarded by a court of final adjudication; or
(iii) liabilities arising out of any breach by Microsoft of its obligations under section titled
“Confidentiality”; or
(iv) liability for personal injury or death caused by Microsoft’s negligence or that of its
employees or agents or for fraudulent misrepresentation.
b. EXCLUSION OF CERTAIN DAMAGES. TO THE EXTENT PERMITTED BY APPLICABLE
LAW, WHATEVER THE LEGAL BASIS FOR THE CLAIM, NEITHER PARTY, NOR ANY OF
Campus and School 3.5 Agreement
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ITS AFFILIATES OR SUPPLIERS, WILL BE LIABLE FOR ANY INDIRECT DAMAGES
(INCLUDING, WITHOUT LIMITATION, CONSEQUENTIAL, SPECIAL OR INCIDENTAL
DAMAGES, DAMAGES FOR LOST PROFITS OR REVENUES, BUSINESS
INTERRUPTION, OR LOSS OF BUSINESS INFORMATION) ARISING IN CONNECTION
WITH THIS AGREEMENT, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES OR IF SUCH POSSIBILITY WAS REASONABLY FORESEEABLE.
HOWEVER, THIS EXCLUSION DOES NOT APPLY TO EITHER PARTY’S LIABILITY TO
THE OTHER FOR VIOLATION OF ITS CONFIDENTIALITY OBLIGATIONS OR OF THE
OTHER PARTY’S INTELLECTUAL PROPERTY RIGHTS.
18.
Verifying compliance.
Generally, Microsoft has the right to review Institution’s records or conduct an onsite audit through an
independent auditor. Microsoft will pay for the costs of the audit unless it reveals a material
noncompliance.
a. Right to verify compliance. Institution must keep records relating to the Products it and its
Affiliates use under any license agreement. Microsoft has the right to verify compliance with
the agreement, at Microsoft’s expense during the term of the applicable Enrollment and for a
period of one year thereafter.
b. Verification process and limitations. To verify compliance, Microsoft will engage an
independent accountant from an internationally recognized public accounting firm, which will
be subject to a confidentiality obligation. Verification will take place upon not fewer than 30
days notice, during normal business hours, and in a manner that does not interfere
unreasonably with Institution’s operations. As an alternative, Microsoft will have the option to
require Institution to complete Microsoft’s self-audit questionnaire relating to the Products
Institution and any of its Affiliates use under this agreement.
If Microsoft undertakes verification and does not find material unlicensed use (License
shortage of 5 percent or more), Microsoft will not undertake another verification of the same
entity for at least one year. Microsoft and Microsoft’s auditors will use the information
obtained in compliance verification only to enforce Microsoft’s rights and to determine
whether Institution is in compliance with the terms of this agreement. By invoking the rights
and procedures described above, Microsoft does not waive its rights to enforce this
agreement or to protect its intellectual property by any other means permitted by law.
c. Remedies for noncompliance. If verification or self-audit reveals any unlicensed use,
Institution must promptly order sufficient Licenses to cover its use. If material unlicensed use
is found, Institution must reimburse Microsoft for the costs Microsoft has incurred in
verification and acquire the necessary additional Licenses as single retail Licenses within 30
days.
d. Additionally, Institution must use reasonable efforts to make Users aware of the terms and
conditions upon which they are allowed to run the Products. Accordingly, Institution must:
(i) Notify all Users in advance of running the Products that:

their use of the Products is subject to the terms of this agreement, including but not
limited to limitations on liability, disclaimer of warranties and exclusion of remedies;

they are allowed to run the Products only during the Licensed Period;

if this agreement is terminated, or Institution does not submit an Enrollment or
extension order prior to the expiration of the Licensed Period or purchase perpetual
Licenses for the Products, then all Products run under this agreement must be
deleted when the Licensed Period expires or is otherwise earlier terminated,
whichever is first;
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Document X20-00397
(ii) Periodically publish in an Institution wide publication and applicable web sites a reference
to the location (either physical or on a computer network) where they can view the
Product List and Product use rights. Microsoft publishes a copy of the Product List and
Product use rights at http://microsoft.com/licensing/;
(iii) Notify Microsoft immediately if Institution becomes aware of any actual or potential
violation of this agreement; and
(iv) Provide all reasonable assistance and cooperation as requested by Microsoft to
investigate and remedy any unauthorized use of the Products by Users.
If Institution complies with this section, Institution will not be responsible for student Users’
failure to comply with the terms of this agreement.
19.
Miscellaneous.
a. Notices to Microsoft. Notices, authorizations, and requests in connection with this
agreement must be sent by regular or overnight mail, express courier, fax, or email to the
addresses and numbers listed on the signature form and in this agreement. Notices will be
treated as delivered on the date shown on the return receipt or on the courier, fax, or email
confirmation of delivery.
Copies should be sent to:
Microsoft Corporation
Law and Corporate Affairs
Volume Licensing Group
One Microsoft Way
Redmond, WA 98052
USA
Via Facsimile:(425) 936-7329
b. No transfer of ownership. Microsoft does not transfer any ownership rights in any licensed
Product. Microsoft reserves all rights not specifically granted. The Products are protected by
copyright and other intellectual property rights laws and international treaties.
c. Severability. If a court holds any provision of this agreement to be illegal, invalid or
unenforceable, the rest of the document will remain in full force and effect and this agreement
will be amended to give effect to the portion of the agreement that was eliminated to the
maximum extent possible. However, this agreement will be voidable by Microsoft at its option
if provisions of this agreement regarding warranty disclaimers, damages disclaimers,
limitations of liability, compliance verification, or obligations on termination are found to be
invalid or unenforceable.
d. Waiver. A waiver of any breach of this agreement is not a waiver of any other breach. Any
waiver must be in writing and signed by an authorized representative of the waiving party.
e. Resellers and other third parties cannot bind Microsoft. Resellers and other third parties
do not have authority to bind or impose any obligation or liability on Microsoft.
f.
This agreement is not exclusive. Institution is free to enter into agreements to license, use
or promote non-Microsoft products or services.
g.
Entire agreement. The documents identified on the cover page of this agreement constitute
the entire agreement concerning the subject matter, and supersede any prior or
contemporaneous communications. In the case of a conflict between any documents
identified in the first page that is not resolved expressly in the documents, their terms will
control in the following order: (1) these terms and conditions and the signature form; (2) the
Product List; (3) the Product use rights; and (4) all other Enrollments under this agreement.
The terms of any purchase order or any general terms and conditions Institution or its Users
maintain do not apply. This agreement (except the Product use rights, the Product List and
Campus and School 3.5 Agreement
(North America)United States(English) March 1, 2009
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Document X20-00397
the terms of any credit extending under any Enrollment) can be changed only by an
amendment signed by both parties.
h.
Assignment. Assignment or transfer of this agreement or the rights or obligations, must
have Microsoft’s prior written approval. Microsoft may transfer this agreement or its rights
and obligations to one of Microsoft’s Affiliates.
i.
Survival. Provisions regarding Product use rights, restrictions on use, transfer of Licenses,
warranties, defense of infringement and misappropriation claims, limitations of liability,
confidentiality, compliance verification, and obligations on termination or expiration will
survive termination or expiration of this agreement or any Enrollment.
j.
Advisor fee. Microsoft, or its Affiliates, sometimes pays fees to software advisors or other
third parties authorized by Microsoft or one of its Affiliates. The fees are in exchange for their
advisory services. The payment of fees depends upon several factors, including the type of
agreement under which Institution orders Licenses, which Licenses are ordered, and whether
Institution chooses to use an advisor. The fee amounts increase with the size of the orders
placed under this agreement.
k. Applicable law, venue, and jurisdiction. This agreement is governed by the laws of the
state where Institution is organized or formed. Both parties agree that the federal courts have
exclusive jurisdiction over disputes under this agreement and the resolution. Any legal
actions relating to this agreement must be brought in a court of competent jurisdiction within
federal courts located in the jurisdiction of the state where Institution is organized, and the
parties agree that jurisdiction and venue in such courts is appropriate.
l.
Institution’s export obligations. U.S. export laws and regulations apply to Products and
Fixes. Institution must obey all domestic and international export laws and regulations that
apply to Products and Fixes. These laws include restrictions on destinations, end users and
end use. For additional information, go to http://microsoft.com/exporting/.
m. Institution's rights to privacy. Microsoft and Institution will comply with all applicable
privacy and data protection laws and regulations. Institution will not give any data to
Microsoft containing personal information unless the owner of the data has specifically
authorized Institution to do so for use as contemplated in the last sentence of this subsection.
Institution agrees to allow Microsoft to use the contact information Institution gave to
Microsoft to allow Microsoft and other parties to help Institution comply with this agreement.
Any personal information Institution provides in connection with this agreement will be used
and protected according to the privacy statement available at https://licensing.microsoft.com.
n. Natural disaster. In the event of a “natural disaster,” Institution may have special rights,
please go to http://www.microsoft.com.
Campus and School 3.5 Agreement
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Enrollment for Education Solutions Licensing Guide
Volume Licensing Guide
Enrollment for Education
Solutions (EES)
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Table of Contents
Introduction............................................................................................................................................................................................ 1
Content Specific to Individual Contract Options .............................................................................................................. 1
Academic Volume Licensing Overview ........................................................................................................................................ 2
Subscription Licensing ................................................................................................................................................................. 2
Enrollment for Education Solutions (EES) Introduction .................................................................................................. 2
Acquiring EES Coverage .................................................................................................................................................................... 3
EES Features ........................................................................................................................................................................................... 3
Easy Compliance and Administration .................................................................................................................................... 3
Flexibility for On-Premises, Cloud, and Hybrid IT Environments ................................................................................ 3
Software Assurance ...................................................................................................................................................................... 4
Licensing Software Products for On-Premises Deployment ............................................................................................... 4
Minimum Requirements ............................................................................................................................................................. 5
EES Desktop Platform Products ............................................................................................................................................... 5
Additional Software Products ................................................................................................................................................... 6
Licensing Windows Upgrades through EES ........................................................................................................................ 7
Counting Desktop Platform Product Licenses ................................................................................................................... 7
Counting Faculty/Staff Full-Time Equivalent (FTE) Employees .................................................................................... 8
Licensing Microsoft Online Services ............................................................................................................................................. 8
EES Platform Online Services (CASA+EES Only) ................................................................................................................ 8
Additional Online Services ......................................................................................................................................................... 9
Purchasing Office 365 Through an AER (OVS-ES Only) ................................................................................................. 9
Office 365 Add-ons....................................................................................................................................................................... 9
Special Use Rights .............................................................................................................................................................................. 10
Work at Home Rights ................................................................................................................................................................ 10
Distributing Media for Work at Home Use ....................................................................................................................... 10
Home Use Program .................................................................................................................................................................... 10
Multi-Language Rights .............................................................................................................................................................. 11
Product Evaluation Rights ........................................................................................................................................................ 11
Additional Benefits ............................................................................................................................................................................ 11
DreamSpark ................................................................................................................................................................................... 11
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Microsoft IT Academy ................................................................................................................................................................ 12
License Term .................................................................................................................................................................................. 12
How to Buy ........................................................................................................................................................................................... 12
Additional Orders ........................................................................................................................................................................ 15
Extending or Renewing Your EES Coverage ............................................................................................................................ 15
Discontinuing Your Coverage ................................................................................................................................................. 16
Deploying Your EES Licensed Software ..................................................................................................................................... 17
Agreement and Order Confirmation ................................................................................................................................... 17
Receiving Your Software ........................................................................................................................................................... 17
Product System Requirements ............................................................................................................................................... 17
Activating Your Products .......................................................................................................................................................... 18
Activation Through Key Management Service and Multiple Activation Key ....................................................... 18
Activation Through Microsoft Active Directory ............................................................................................................... 18
Online Services ............................................................................................................................................................................. 18
Distributing Media to Faculty and Staff ............................................................................................................................. 19
Replication Rights ....................................................................................................................................................................... 19
Administering Software Assurance Benefits ..................................................................................................................... 19
Education Server Platform Licensing Option .......................................................................................................................... 20
The Student Option ........................................................................................................................................................................... 20
Getting Started with the Student Option .......................................................................................................................... 20
Calculating FTE Students .......................................................................................................................................................... 21
Desktop and CAL Products for Students............................................................................................................................ 21
Online Services for Students ................................................................................................................................................... 23
How to Enroll in the Student Option ................................................................................................................................... 24
Obtaining and Distributing Student Media ...................................................................................................................... 24
Student Use Rights ..................................................................................................................................................................... 25
Changing Your Reseller ................................................................................................................................................................... 25
Redistribution of Software Updates to Students ................................................................................................................... 26
Additional Resources ........................................................................................................................................................................ 26
Glossary .................................................................................................................................................................................................. 27
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Introduction
This guide can help you understand the Microsoft Volume Licensing Enrollment for Education Solutions (EES) subscription
offering. It is provided for informational purposes only. Your use is governed by the terms of your Microsoft Volume
Licensing Agreement and Enrollment if applicable. The Microsoft Licensing Product Use Rights (PUR) document, which is
updated regularly, has additional details regarding use rights for specific Microsoft licensed products acquired through
Volume Licensing programs.
The Microsoft Volume Licensing Enrollment for Education Solutions offering provides qualified academic customers, of all
sizes, a simplified way to acquire Microsoft software and services under a single, subscription agreement. EES provides
assured coverage for desktop platform products through one annual count of employees, the ability to add Additional
Products as needed, student licensing options, and the benefits of Microsoft Software Assurance.
You can obtain EES subscription licenses one of two ways, depending on the size of your organization.

Customers with as few as five (5) full-time equivalent (FTE) employees or students can license through an
Authorized Education Reseller (AER) by signing the simplified Open Value Subscription Agreement for Education
Solutions (OVS-ES), online e-agreement.

Larger customers with a minimum of 1,000 FTE employees or students can also license through a Licensing Solution
Provider (LSP) (formerly referred to as Large Account Reseller [LAR]) by signing the Campus and School Agreement
and the Enrollment for Education Solutions (CASA+EES).
For more information about these purchasing options, please see the How to Buy section in this document.
Content Specific to Individual Contract Options
Some of the content included in this document applies only to one of the above options, and we have noted such sections in
one of two ways:
1.
Marked the section title with “(CASA+EES Only)” or “(OVS-ES Only)”, for example:
2.
Separated the relevant content for each contract option into a two column table, for example:
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Academic Volume Licensing Overview
For education customers who license software in greater quantity and manage software across multiple devices, Microsoft
Volume Licensing programs can provide the most cost-effective way to acquire licenses.
Microsoft offers both “subscription” and “perpetual” Volume Licensing programs for education customers. This guide covers
the subscription licensing. For information on perpetual offerings, please refer to Select Plus for Academic and Open License
for Academic volume licensing programs at Microsoft.com/licensing.
Subscription Licensing
With subscription licensing programs, you have the right to run a selection of products, and any upgrades or downgrades of
those products, for a designated term. A subset of products, including specific application, system, and Client Access License
(CAL) products, designated by Microsoft as “desktop platform products,” are licensed on an organization-wide basis. For
these “desktop platform products,” you place an order for a quantity that is equal to the number of FTE employees in your
organization once per year. This way even if the number of devices or users grows, you remain fully licensed throughout the
designated term, and you only need to report an increase in the number of your FTE employees on your annual order.
The Enrollment for Education Solutions (EES) provides subscription licensing for primary/secondary and higher education
institutions of all sizes. EES offers the simplicity of licensing desktop platform products organization-wide through an annual
count of people instead of PCs/devices and the flexibility to add additional products in any quantity.
The Enrollment for Education Solutions offering is explained in detail in this guide.
Note: The School Enrollment for primary/secondary schools also offers subscription licensing based on counting PCs.
Enrollment for Education Solutions (EES) Introduction
Enrollment for Education Solutions is an easy, cost-effective offer that provides qualified academic customers a simplified
way to acquire Microsoft software and services under a single, subscription agreement. It offers benefits such as assured
coverage for desktop platform products with one annual count of employees, the ability to easily add Additional Products in
any quantity, self-service tools for simplified asset management, and immediate access to benefits such as product upgrades
through Microsoft Software Assurance so that you can boost the productivity of your faculty and staff and optimize the
return on your technology investments. EES offers participating institutions the benefits of the following:

Easy Compliance: Through the simplicity and predictability of counting FTE employees just once per year, you can
be confident you are fully covered for the desktop platform products you selected regardless of yearly fluctuations
in employees or devices.

Customized Solutions: Easily add Additional Products either organization-wide, department-wide, or for individual
licenses at any time during your subscription term so that you can deliver the right mix of technology and services
to your faculty, staff, and students.
o
A broad selection of Microsoft software products, such as Microsoft Visio drawing and diagramming
software, Microsoft Project, Office 365, the Windows Server operating system, and Microsoft Exchange
Server are available as Additional Products through EES.
o
Student Licensing options are also available and provide a convenient and cost-effective way for you to
license software and services for your students so that they can collaborate easily and access the software
they need.

Simplified Asset Management: Self-service tools such as the Microsoft Volume Licensing Service Center (VLSC)
enable you to easily track and manage your software assets and Software Assurance benefits from one convenient,
online location.

Cloud on Your Terms: Free* access to Office 365 Education A2, plus the ability to subscribe to additional Microsoft
Online Services through your EES means you have the flexibility to move users back and forth between on-premises
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software and cloud services, match and adjust online service plans to meet your users’ needs, and add and adjust
Online Services as needed so you can transition to the cloud on at your pace.
*No license fee; doesn’t include deployment or support costs associated with the service.

Low Administration: Subscription licensing eliminates the need to track licenses for the selected desktop platform
products on every PC, which enables your IT staff to be more productive because they no longer have to track
multiple licenses across the organization.

Lower Total Cost of Ownership (TCO): Realize the maximum value from your licensing investment with included
benefits such as access to current technology, Work at Home Rights (WAH) for faculty and staff, product evaluation
rights, Software Assurance for Microsoft Volume Licensing, and Microsoft Office 365 Education A2.

Student Advantage Benefit: When you license Office 365 ProPlus or Office Professional Plus organization-wide for
all of your faculty and staff employees, you qualify for no-cost Office 365 ProPlus subscription licenses for your
students through the EES Student Option.
Acquiring EES Coverage
Depending on the size of your organization, you can acquire EES subscription licenses through:

A Microsoft Authorized Education Reseller (AER) (for organizations with five or more FTE employees or students)

A Microsoft Licensing Solution Provider (LSP) (for organizations with 1,000 or more FTE employees or students and
organizations ordering at least one Platform Online Service for 1,000 or more users)
These resellers are authorized to sell Microsoft academic edition products and volume licenses to qualified education users.
To participate in EES or any of our other academic Volume Licensing programs, or to obtain current pricing, please contact
an AER or LSP.

Find an AER or LSP in the United States or Canada

For other regions, visit your regional Microsoft Volume Licensing website
EES Features
Easy Compliance and Administration
Although you report a faculty/staff FTE employee count when submitting your annual order for on-premises software, all
institution-owned or leased devices are licensed to run all products you choose to license organization-wide, during the
subscription year. Any new faculty or staff members added to the participating organization during the year are licensed to
use the devices running the licensed products.
Your students can also use the licensed product on institution-owned or leased devices located in classrooms or open access
labs within your defined organization. To license your students to run products on a device the student either personally
owns or is institution-owned and is assigned to an individual student for their exclusive use, you can enroll in the Student
Option (see The Student Option).
Flexibility for On-Premises, Cloud, and Hybrid IT Environments
EES makes it easy to transition to the cloud on your terms and at your pace. By participating in EES, you are eligible to order
Office 365 Education A2 at no license charge for you faculty/staff employees and students. You also have the option to order
other Office 365 Education Plans at academic discounts either through your EES or the Microsoft Online Subscription
Program. Get plan details.
For a current list of the available plans, refer to the Microsoft Volume Licensing Product List.
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Software Assurance
Software Assurance is a comprehensive maintenance offering that offers a broad range of benefits to help you get the most
out of your software license purchases. These benefits are available throughout the software management life cycle, so you
can access them when you need them. Software Assurance benefits contribute to the return on your technology investment
by helping you with budget predictability, minimized downtime, and improved productivity. Software Assurance can help you
lower the operating expenses for employee development, deployment, and support costs. This program also offers other
advantages, depending on how you activate and use the benefits.
Software Assurance benefits are included with your subscription, which not only gives you access to Windows Enterprise, but
also now enables flexible work styles by providing access to Windows instances in a variety of ways across devices. With
access to the unique offerings and use rights listed below, Software Assurance for Windows provides the maximum value for
your investment.
Below is a list of Software Assurance benefits that you may be eligible for based on your EES purchases.
New Products
Deployment

New Product
Versions

License Mobility Through
Software Assurance

Step-Up Licensing
Availability

Windows Virtual Desktop
Access (VDA) Rights

Microsoft Desktop
Optimization Pack
(MDOP)

Windows Companion
Subscription License

Windows RT Companion
VDA Rights

Windows To Go Use Rights

Windows Roaming Use
Rights

Windows Thin PC

Office Roaming Use Rights

TechNet Benefits

Microsoft Office MultiLanguage Pack
Training

E-Learning

Home Use Program
Specialized

Cold Backups for
Disaster Recovery

Spread Payments
With EES, Software Assurance is included with your software licenses.
For further details, refer to the following:

Academic Software Assurance Benefits Chart (PDF)

Software Assurance website

Microsoft Volume Licensing Product List (most current information on the benefits for which you qualify)
Licensing Software Products for On-Premises Deployment
The typical way to get started with EES is by licensing software for on-premises deployment. To do so, you must first meet
the minimum order requirement. You then have the option to acquire additional software and services for your faculty/staff
employees and students.
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Minimum Requirements
To qualify for EES by purchasing licenses for on-premises software, you must meet the following minimum requirements:
1.
Meet the minimum number of FTE employees.*
If licensing through an AER (OVS-ES contract option), you must have an organization-wide count of five (5) or more
FTE employees. If licensing through an LSP (CASA+EES options), you must have an organization-wide count of 1,000
or more FTE employees. (See below to learn how to calculate your FTE employee count.)
*There are two alternative ways to meet this minimum requirement: through a qualifying Student Option order or a
qualifying Platform Online Services order. See The Student Option and Licensing Online Services for details.
2.
License at least one desktop platform product.
You must license at least one desktop platform product for the organization-wide FTE employee count defined in
your enrollment or agreement.
You can define your “organization” as:

Your entire institution, including all of its affiliates, departments, and school locations.

Your institution only, including all of its departments and school locations, but not including any affiliates.

Your institution plus named affiliates, departments, school locations, and/or clearly defined user groups.

A selected list of departments, school locations, and/or clearly defined user groups, if your institution is a school
without departments or school locations.
Refer to your contract documents for legal definitions for defining your organization.
Qualifying for EES through on-premises software
EES Desktop Platform Products
EES offers you access to the most recent releases of the EES desktop platform products 1. One way to participate in EES, you
start by choosing at least one of the following desktop platform products that you will license organization-wide. The EES
desktop platform products are as follows:

Windows Enterprise Upgrade

Microsoft Office Professional Plus and Office for Mac

Office Professional Plus Subscription2
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
Microsoft Core CAL Suite3 (Includes Windows Server CAL, SharePoint Server Standard CAL, Exchange Server
Standard CAL, System Center Configuration Manager Client Management License, System Center Endpoint
Protection, and Lync Server Standard CAL.)

Microsoft Enterprise CAL Suite3 (Includes all Core CAL Suite components plus Exchange Server Enterprise CAL with
Services [includes Data Loss Prevention and Exchange Online Protection], Exchange Online Archiving, SharePoint
Server Enterprise CAL, Lync Server Enterprise CAL, Windows Server Active Directory Rights Management Services
CAL, and System Center Client Management Suite)

Education Desktop with Core CAL Suite

Education Desktop with Enterprise CAL Suite
The products listed can be replaced by successor products, which in turn will also be considered desktop platform products.
You must order User Subscription Licenses (USLs) for each employee in the organization on a 1:1 basis.
3
Individual CAL Suite components must be ordered organization-wide but are not desktop platform products.
1
2
You can select individual EES desktop platform products to license organization-wide or you can license an EES Education
Desktop Platform Suite, which combines your Windows upgrade, Microsoft Office, and CAL Suite licenses into one
convenient stock-keeping unit (SKU). The Education Desktop Platform Suites offer savings when compared to the cost of
licensing each of the included products individually.
The EES Education Desktop platform suites include the following:
EDUCATION DESKTOP WITH CORE CAL SUITE
EDUCATION DESKTOP WITH ENTERPRISE CAL SUITE
Windows Enterprise Upgrade
Windows Enterprise Upgrade
Microsoft Office Professional Plus and Office for Mac
Microsoft Office Professional Plus and Office for Mac
Microsoft Core CAL Suite
Microsoft Enterprise CAL Suite
Note: You cannot substitute Office 365 ProPlus Subscription for Microsoft Office Professional Plus and Office for Mac in the desktop suites.
As with all software products licensed through the EES subscription offering, you can access the most recent releases and
choose to deploy downgrade versions (previous versions) in place of the current licensed version. For instance, you can
choose to deploy the Windows 7 Enterprise operating system instead of the Windows 8.1 Enterprise operating system.
For desktop platform products and certain additional products available to be licensed organization-wide, when a product is
licensed organization-wide (in a quantity equal to the FTE count), all devices and all users within the organization are fully
licensed to use that product in accordance with the Product Use Rights.
Additional Software Products
For on-premises deployment, a broad selection of software is available as additional products under your EES. They provide
the same License & Software Assurance coverage as desktop platform products. With the exception of Core CAL Suite or
Enterprise CAL Suite component CALs (which must be licensed organization-wide based on your FTE employee count), the
organization can license additional products for any quantity specified, ranging from one license to the entire FTE employee
count.
Examples of software products available as additional products include Microsoft Office Visio, Microsoft Project, Windows
Server, and Exchange Server. Examples of CALs available as additional products include the Microsoft SQL Server database
software CALs and Microsoft Dynamics CRM CALs. Examples of Online Services include Microsoft Office Live Meeting and
Microsoft Forefront Protection for Exchange. You can see a complete list of additional products on the Microsoft Volume
Licensing Product List.
When you license additional products organization-wide, the software can be deployed on any institution-owned or leased
device, including the institution’s labs, and can be used by any faculty, staff, or student belonging to the institution. (Not
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covered by the organization-wide count are student-owned devices and organization-owned devices that are assigned to an
individual student.)
If you choose to license a specific number of copies of the software:

Desktop application licenses are device-based, meaning for each license you acquire, you can only run the
software on one device in accordance with the PUR for the specific product.

CALs are device- or user-based, meaning you can choose whether to license a device (which can be used by
multiple users under a single CAL), or a user (who can use multiple devices under a single CAL).*
CALs Licensed Organization-Wide
CALs licensed organization-wide may be assigned as User and/or Device CALs. For each CAL licensed organization-wide, you
may assign it as Device CAL to each institution Qualified Desktop and as a User CAL to each faculty and staff member. All
CALs that are included in the Core CAL Suite or in the Enterprise CAL Suite (for example, Windows Server CAL, SharePoint
CAL, Exchange CAL, etc.) must be licensed organization-wide and therefore may be assigned to a user and/or a device.
CALs Licensed Non-Organization-Wide
CALs that are not licensed organization-wide (for example, SQL Server CAL, Microsoft Dynamics CRM CAL, etc.) may be
assigned as either a Device CAL or a User CAL, in accordance with the PUR. Each Device CAL permits one device, used by any
user, to access instances of the server software on your licensed servers. Each User CAL permits one user, using any device, to
access instances of the server software on your licensed servers. You may use a combination of Device and User CALs.
Server Products
When you license server products, you license a specific number of copies and you can use the software in accordance with
the PUR for the specific product.
Licensing Windows Upgrades through EES
When you license a desktop operating system through this Microsoft Volume Licensing offering, it is important to
understand that only upgrade licenses for Windows are available—full operating system licenses are not offered. Prior to
licensing a Windows upgrade license through your EES desktop platform, you need to have a full underlying license for a
qualifying operating system for each PC. Qualifying operating systems are listed in the Microsoft Volume Licensing Product
List.
Typically, customers purchase the full Windows operating system license in the following two ways:

For newly manufactured PCs, the best way to acquire a full Windows license is to have the original equipment
manufacturer (OEM) preinstall Windows on the PC.

If the OEM has not preinstalled Windows on the PC, you can purchase a full Windows license through retail fullpackaged product (FPP).
If you discover that you have existing PCs that lack the necessary full license for a qualifying operating system, talk to your
Microsoft reseller about the Get Genuine Windows Agreement for Academic (GGWA-A). GGWA-A provides a simple, costeffective way for you to acquire full licenses for Windows 8.1. These licenses fulfill the requirement for a full qualifying
operating system and may only be purchased to fulfill the underlying license requirement for the Windows Pro Upgrade or
the Education Desktop licenses. Once you have acquired the full operating system license, you are then eligible to license
those PCs for Windows Pro Upgrade through EES. Learn more.
Counting Desktop Platform Product Licenses
EES offers the convenience of licensing desktop software products and CALs based on the number of faculty/staff (FTE)
employees in the organization. Licenses for the desktop platform products and certain additional products require
organization-wide coverage.
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You can define your “organization” as:

Your entire institution, including all of its affiliates, departments, and school locations.

Your institution only, including all of its departments and school locations, but not including any affiliates.

Your institution plus named affiliates, departments, school locations, and/or clearly defined user groups.

A selected list of departments, school locations, and/or clearly defined user groups, if your institution is a school
without departments or school locations.
Counting Faculty/Staff Full-Time Equivalent (FTE) Employees
Use the formula below to determine the number of faculty/staff FTE employees you have. You will use this calculation when
licensing desktop software and CALs.
Note: Employees such as maintenance, grounds keeping, and cafeteria staff can be excluded from the faculty/staff FTE employee
count if they do not use institutional devices.
For example, you have 2,000 full-time faculty, 3,000 part-time faculty, 1,000 full-time staff, and 1,000 part-time staff. The FTE
employee count is calculated as follows:
2,000 + (3,000 ÷ 3) + 1,000 + (1,000 ÷ 2) = 4,500 FTE employees
In this case, your desktop platform product licenses would be based on 4,500 FTE employees.
Note: If you are outside the United States, the method for counting FTE employees may differ. Contact your local reseller for details.
Licensing Microsoft Online Services
If you are purchasing through an LSP, you can order any of the available Microsoft Online Services through your EES.
If you are purchasing through an AER, you can order Office 356 Education A3 or Office 365 ProPlus through your EES. You
can order additional Online Services (such as Microsoft Dynamics CRM Online and Windows Intune) separately through the
Microsoft Online Subscription Program.
Note: Refer to the Microsoft Volume Licensing Product List to confirm currently-available products and services.
EES Platform Online Services (CASA+EES Only)
Platform Online Services must be ordered for a minimum of 1,000 users. If you have not already met the minimum
requirement for participating in EES through an order for on-premises software, you can use your order for one or more
Platform Online Services to fulfill the requirement.
The EES Platform Online Services are as follows:

Office 365 Education A3 (includes Exchange Online Plan 2, SharePoint Online Plan 2, Lync Online Plan 2, Office
Professional Plus, and Office Web Apps)

Office 365 Education A4 (includes everything in Plan 3 and Lync Online Plus voice)
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Note: If you choose the Student Option, enrolling 1,000 or more students in at least one Platform Online Service also fulfills this minimum
requirement. See The Student Option for more information.
Qualifying for EES through Online Services for Faculty/Staff Employees
Additional Online Services
You may also order additional Microsoft Online Services (beyond Office 365 Education Plans) through your EES. All Microsoft
Online Services licensed through the EES have the same expiration date as the EES. When adding Online Services midterm,
the User Subscription License (USL) is prorated to the month. The minimum term length for the services is one month.
Purchasing Office 365 Through an AER (OVS-ES Only)
If you are purchasing through an AER and you have met the minimum requirement of ordering at least one desktop platform
product organization-wide (for a minimum of 5 FTE employees), you can order user subscription licenses (USLs) for the
offerings listed below in any quantity. USLs are user-based (not FTE-based), so you order the number of USLs equal to the
number of individuals who will use the service. You can order additional USLs at any time.

Office 365 Education A3

Project Pro for Office 365

Office 365 ProPlus

Project Online

A3 Add-on from Office Professional Plus

Project Online with Project Pro for Office 365

Exchange Online Plan 2

Visio Pro for Office 365
Office 365 Add-ons
If you have licensed Office Professional Plus and/or the Core CAL Suite or Enterprise CAL Suite for on-premises deployment
and you want to take advantage of the additional functionality provided by Office 365, you may do so by adding an Office
365 Add-on. In essence, these Add-ons give you credit for your existing Office Professional Plus and/or CAL Suite
investments by allowing you to subscribe to Plan A3 or Plan A4 (if purchasing through an LSP) at a discounted price. The
available Add-ons are as follows:

A3 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus

A4 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus*

A3 Add-on from Core CAL/Enterprise CAL

A4 Add-on from Core CAL/Enterprise CAL*

A3 Add-on from Office Professional Plus

A4 Add-on from Office Professional Plus*
*Available only when purchasing through an LSP.
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Special Use Rights
Work at Home Rights
Your institution can offer limited Work at Home (WAH) rights to your faculty and staff members only with no additional
license charge. These limited rights permit using application, system, and CAL products on a personally owned device for
work-related purposes only. You can choose to extend these rights to your faculty and staff members only for licensed
products for which you have institutional licenses through your EES.
If you extend WAH rights, your institution accepts responsibility for communicating the terms and conditions to your faculty
and staff members. This includes keeping accurate records of licensed product use and distribution and ensuring that your
faculty and staff agree to the stated terms and conditions.
For your convenience, we have provided a Faculty/Staff Acceptance Form that you may want to have your users sign when
granting WAH rights to them.
Employees who do not use institutional devices, such as maintenance, grounds keeping, and cafeteria staff are excluded from
WAH rights if they were not included in the FTE employee count when placing your order.
*The school may incur some costs for obtaining and distributing the WAH media.
Distributing Media for Work at Home Use
Electronic software distribution services are offered by Microsoft’s authorized Digital Distribution Service Provider (DDSP).
The DDSP sets up a web store for you or your reseller to facilitate delivering software and any keys necessary for activating
individual products to your faculty/staff for Work at Home. (You can also use this facility to distribute software to eligible
students under the Student Option.) For more information, contact your reseller.
If you do not use this electronic software distribution service, you may distribute software to licensed users in the following
ways:
For All Products (Including Those That Require Activation):
Purchase and distribute one copy of each applicable CD-ROM or disk set to each authorized user. You must purchase these
CDs or disk sets (known as “student media”) from your reseller in minimum quantities of five (5) per title up to the number of
licensed users. You cannot replicate media for Work at Home use.
Note: Most products, including Windows and Microsoft Office suites, require activation. For those products, you can use the option above
which use non-Volume Licensing media and activation keys. You CANNOT distribute Volume Licensing media and Volume License Keys
(VLKs) for products that require activation to users for WAH use. See a complete list of products that require activation.
For Products That Do Not Require Activation:

Have users bring in their devices for manual installation by you at a central location that you control using
Volume Licensing media acquired from a Microsoft-approved fulfillment source.

Use a system of controlled short-term checkout of applicable Volume Licensing media (acquired from a
Microsoft-approved fulfillment source) solely for the purposes of individual user installation.
Home Use Program
In addition to WAH rights, EES also provides your faculty and staff members access to the Microsoft Office system desktop
PC programs to use on their personally owned PC through the Home Use Program (HUP). This is a benefit of Microsoft
Software Assurance. With HUP, your faculty and staff members can get the Microsoft Office system programs to use on their
home PC for both work and personal use at a nominal cost. Providing the HUP licensed product is easy for the institution,
because the institution does not have to handle distributing the software. After your Software Assurance benefits
administrator activates the benefit, individual faculty and staff members can order and pay for shipping of their licensed
product online.
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Note: Though Microsoft may offer both WAH and HUP rights under Software Assurance for a Product, you must choose either WAH or HUP
rights for such Product.
HUP and WAH availability by product pool:
PRODUCT POOL
HUP
WAH
X*
X*
Applications
Systems
X*
Servers
X*
*You cannot provide licensed product for the same title to your faculty and staff using both HUP and WAH.
Get information about HUP.
Multi-Language Rights
During the term of the subscription, you are granted the right to run the licensed product in any available language. This
includes the right to run the Multi-Language version of Microsoft Office and its corresponding features, such as a global
interface and multi-language proofing tools.
Upgrade/Downgrade Rights
You are allowed to run any new versions of the licensed products included in your subscription coverage that are released
during the licensed term. Additionally, you can run any previous version of the licensed product in place of the current
version. These upgrade and downgrade rights also apply to the individual components of the licensed product.
Product Evaluation Rights
During the term of your subscription, you can also download products for trial purposes. The evaluation bits for certain
software products are available for download from the Volume Licensing Service Center . After you receive the product bits,
you will have 60 days to evaluate the product, after which you can place a license order or uninstall the software.
Online Services can be evaluated for a 30-day trial via the Microsoft Online Subscription Program portal.
Note: To transfer account information from your trial to a paid subscription, you must use the same Windows Live ID for the trial account as
the subscription account.
Additional Benefits
DreamSpark
With an EES subscription, your institution is eligible to receive an organization-wide, free online subscription of DreamSpark
Standard for instructional use by your teachers and students in your classrooms and labs. DreamSpark enables you to outfit
your labs with the latest Microsoft developer, design, and server tools to support personal or in-class learning for your
students and educators. With a DreamSpark Standard membership, students get the professional-level developer and
designer tools they would use to build real sites, apps, and games for Xbox Live/360, Kinect, Windows Phone, and more.
DreamSpark enables students to get a head start on a career or do better in class.
DreamSpark Premium is also available for departments that teach Science, Technology, Engineering, or Math (STEM
Departments). DreamSpark Premium makes available additional premium design, development, and server tools software as
well as additional Microsoft Office applications and Windows client solely for instructional use inside the STEM Departments.
DreamSpark Premium is not available for use institution-wide and additional terms and restrictions apply that are found in
DreamSpark Premium use rights.
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Software acquired through the DreamSpark Standard subscriptions may be used for instructional purposes only and may not
be used for commercial purposes or for institution’s production use. See the complete terms and conditions.
Information about how to activate your free DreamSpark memberships will be included in your EES welcome letter, which
you will receive when your enrollment is processed. Get more information about DreamSpark,
While we provide the complimentary membership to customers with an EES subscription, the DreamSpark Standard and
DreamSpark Premium membership is completely separate from the EES subscription. The software licenses provided through
the DreamSpark membership carry certain restrictions that EES subscription licenses do not. You can use DreamSpark
licensed product only for instructional and not-for-profit research purposes within your organization. You cannot use the
licensed product to run the infrastructure of your department or institution.
Microsoft IT Academy
The Microsoft IT Academy Program is an annual subscription-based program designed for accredited academic institutions
worldwide. It empowers academic institutions to help students realize their skills and career potential through relevant, highquality and latest technology training resources. With these resources, educators can prepare their students to enter the
workforce with skills that are in demand by employers. The Microsoft IT Academy Program resources are flexible, and easy to
integrate into new or existing curricula. And, with today’s tighter budgets, they help schools keep pace with technology and
save money.
The IT Academy membership is available through the EES offering as a Services Subscription License (SSL). Rather than
counting FTE employees, the SSL can be acquired to license the entire institution or department.
License Term
The IT Academy membership has the same expiration date as the EES subscription under which it is licensed. When adding IT
Academy mid-term, the SSL is pro-rated to the month.
Get more information about Microsoft IT Academy.
How to Buy
You can participate in the EES offering in two ways. The best contract option for your organization depends primarily on
whether you have five (5) or more FTE employees (Microsoft Open Value Subscription Agreement for Education Solutions
[OVS-ES] contract) or 1,000 or more FTE employees (Campus and School Agreement plus Enrollment for Education Solutions
[CASA+EES] contracts).
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How to buy depending on organization size
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OVS-ES CONTRACT OPTION
CASA+EES CONTRACTS OPTION
(FOR ORGANIZATIONS WITH FIVE OR
(FOR ORGANIZATIONS WITH 1,000 OR
MORE FTE EMPLOYEES)
MORE FTE EMPLOYEES OR STUDENTS, OR 1,000 USERS
LICENSE FOR A PLATFORM ONLINE SERVICE)
If your organization has five (5) FTE employees or
more*, you can subscribe to the EES offer through a
Microsoft Authorized Education Reseller by signing an
electronic agreement (e-Agreement) called the
Microsoft Open Value Subscription Agreement for
Education Solutions (OVS-ES). The agreement contains
general terms and conditions, program terms and
definitions, and is used to provide contact information,
define your organization, and enroll in the Student
Option. This document also specifies the licensed
period (one or three years) and the total FTE count
that you will cover in the first annual order. The OVSES agreement is designed for smaller academic
customers to provide a simplified purchasing
experience. The OVS-ES subscription offers
comparable benefits to the enrollment under the
Campus and School Agreement. The primary
difference in the programs is that Office 365 Education
A3 and Office 365 ProPlus are the only Online Service
available through OVS-ES. Other You can, however,
order other Online Services through the Microsoft
Online Subscription Program.
*An FTE student count (if you elect the Student Option)
of five or more also fulfills this minimum requirement.
See The Student Option for more information.
Find an AER in the United States or Canada, or refer to
your regional Microsoft Volume Licensing website for
other regions.
Note: You will be an “Open Value Subscription”
customer and will be referred to and identified as such
in communications to you from Microsoft and in
Microsoft tools to which you have access.
If your organization has 1,000 or more FTE employees*
(or you are licensing at least one Platform Online
Service for at least 1,000 users), you can instead
subscribe to the EES offer through a Microsoft
Licensing Solution Provider (LSP).
*An FTE student count (if you include the Student
Option) of 1,000 or more also fulfills this minimum
requirement. See The Student Option for more
information.
Working with your LSP, you will complete and sign the
following documents:
Campus and School Agreement (CASA)
For organizations with 1,000 or more FTE employees,
the EES is an enrollment under the Campus and School
Agreement. This agreement contains an overview of
the program and general terms and conditions, plus
details on such topics as distributing software to
licensed users and Work at Home rights. The Campus
and School Agreement has no expiration date. After
this agreement is in place, you do not have to sign
another one when renewing your annual coverage. If
your organization has a current Campus Enrollment or
School Enrollment under a Campus and School
Agreement, you do not need to sign a new CASA; you
only need to sign the EES form, which will replace your
previous Campus Enrollment or School Enrollment.
Enrollment for Education Solutions
The Enrollment for Education Solutions form provides
an overview of enrollment, includes additional
program terms and definitions, and is used to provide
contact information, define your organization, and
enroll in the Student Option. This document also
specifies the licensed period (one or three years) and
the total FTE count (for on-premises products) that you
will cover in the first annual order.
Find an LSP in the United States or Canada, or refer to
your regional Microsoft Volume Licensing website for
other regions.
Note: You will be a “Campus” program customer and
will be referred to and identified as such in
communications to you from Microsoft and in Microsoft
tools to which you have access.
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Additional Orders
Whether you choose the one-year or three-year option, you can place licensed product orders with your reseller at any time
during the year after your initial order.
Note (CASA+EES Only): When you place an additional order for on-premises software through your LSP (CASA+EES contract option), you
will be charged a prorated price based on the number of months remaining in the annual term, with a minimum price of 50 percent of the
full annual per-product price. For instance, if you order a product at month three, you will pay for nine months (.75 x the annual per-product
price). If you order a product at month nine, you will pay for six months (.5 x the annual per-product price). Proration is not available under
the OVS-ES contract, therefore, customers with the OVS-ES contract will be charged the full annual per-product price when placing an
additional order midterm.
When placing an additional order for Online Services through your LSP (CASA+EES contract option), you will be charged a
prorated price based on the number of months remaining in your EES term, with a minimum price of one month's
subscription.
Extending or Renewing Your EES Coverage
OVS-ES CONTRACT OPTION
CASA+EES CONTRACT OPTION
(FOR ORGANIZATIONS WITH FIVE OR
(FOR ORGANIZATIONS WITH 1,000 OR
MORE FTE EMPLOYEES)
MORE FTE EMPLOYEES OR STUDENTS, OR 1,000 USERS
LICENSED FOR A PLATFORM ONLINE SERVICE)
Extending Your Coverage
Extending Your Coverage
Your institution can extend the temporary
licenses after your initial term for one
additional three-year term, after which you
must complete a new OVS-ES agreement
to continue with the program.
If you have a one-year subscription, your institution can extend the
temporary licenses after the first year for an additional one year at a
time (up to five times) or for one three-year term, after which you
must complete a new EES to continue with the program.
With your extension order, you include an
updated FTE employee count, any changes
to your product selections, and a new FTE
student count (if you chose the Student
Option on your OVS-ES contract).
If you choose to extend the agreement,
the price level will be reset at the start of
the extension term based on your
organization-wide count at the time that
the extension order is placed. Extension
orders are subject to the five FTE
minimum.
Renewing Your Coverage
If you have already extended your
coverage for one three-year term, or you
want to add coverage for only one year
(instead of using the three-year extension),
you can do so by submitting a new OVSES agreement through your reseller.
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With your extension order, you include an updated FTE employee
count, any changes to your product selections, and a new FTE
student count (if you chose the Student Option on your EES).
If you have a three-year subscription, your institution submits an
anniversary order at the end of year one and year two. At the end of
year three, you can extend your EES coverage for an additional one
year at a time (up to three times) or once for an additional three-year
term by submitting an extension order through your reseller before
the expiration of your initial EES subscription term. With your
extension order, you can change orders to reflect a new FTE count,
product selection, and/or new FTE student count (if you chose the
Student Option on your EES). Extension orders are subject to the
same EES minimum requirements as your initial EES.
If you choose to extend the enrollment, the price level will be reset at
the start of the extension term based on your organization-wide
count at the time that the extension order is placed.
Renewing Your Coverage
If you have reached the maximum number of EES extensions and you
want to continue your coverage, you can do so by submitting a new
one-year or three-year enrollment.
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Discontinuing Your Coverage
If you choose not to extend or renew your EES subscription, you have the following options at the end of your licensed
period:
1.
Purchase perpetual licenses using the Buy-out Option.
If you had three years or more of coverage, you can purchase perpetual licenses for the products and quantities you want to
continue using by acquiring discounted “buy-out” licenses offered under the program.
When exercising the Buy-out Option, the following limitations apply:
2.

You can purchase perpetual licenses for your on-premises software through the Buy-out Option only for the
product(s) covered under your EES enrollment or OVS-ES agreement.

The Buy-out Option is not available for products licensed under the Student Option or for Online Services.

Devices that were not covered by the subscription cannot be included. For example, if the corresponding
subscription is limited to a particular department, perpetual licenses cannot be purchased through the Buy-out
Option for devices outside of that department.

You can only exercise the Buy-out Option prior to the expiration of your subscription term.

For products licensed organization-wide, the buy-out quantity shall be at least equal to the organization-wide
count, but shall not exceed the total quantity of devices covered by EES on the date of the buy-out order. For
example, during the subscription term, if you have ordered licenses for 1,000 FTEs and have run software on 1,100
devices, during the buy-out, you must purchase at least 1,000 but no more than 1,100 perpetual licenses per
applicable product through the Buy-out Option.

For additional products that you have licensed non-organization wide, you must acquire perpetual licenses in the
lowest total quantity of copies ordered during any of the three 12-month periods immediately preceding expiration
of the enrollment or agreement.

If you have fewer than three years of EES coverage and want to migrate to perpetual licenses, you can acquire the
licenses you need through the Microsoft Volume Licensing Open for Academic or Select Plus for Academic
programs.
Remove the software.
If you do not submit an extension order (after a one-year term) or anniversary order (during a three-year term), and do not
sign a new EES or OVS-ES, or exercise the Buy-out Option, you are required to remove all products from every device, and
your institution must revert to using the product that you had licenses for prior to the start of your EES coverage.
3.
Choose a combination.
You can choose a combination of the choices listed above.
For example, you want an additional 12 months of EES coverage for Windows Pro Upgrade, perpetual licenses for Visual
Studio, and you no longer want to use any of the other products covered under your current enrollment. To obtain this, you
can submit a new order for Windows upgrade, purchase perpetual licenses for Visual Studio using the Buy-out Option, and
remove the remaining products from all devices.
Online Service Expiration or Termination
Upon expiration or termination of your online service subscription, you may contact Microsoft and tell whether to do one of
the following with your data:
1.
Disable your account and then delete the customer data; or
2.
Retain your customer data stored in the online service in a limited function account for at least 90 days after expiration
or termination of your subscription (the “retention period”) so that you may extract the data.
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If you indicate (1), you will not be able to extract the customer data from your account. If you do not indicate (1) or (2), we
will retain the customer data in accordance with (2).
Following the expiration of the retention period, we will disable your account and then delete your customer data. Cached or
back-up copies will be purged within 30 days of the end of the retention period.
The online service may not support retention or extraction of software provided by you to run in the online service.
Deploying Your EES Licensed Software
Agreement and Order Confirmation
When your enrollment has been processed and activated, you will receive an acceptance letter from Microsoft.
Note: You will be referred to and identified as an “Open Value Subscription” (OVS-ES Option) or “Campus” (CASA+EES Option) customer in
all communications from Microsoft.) The acceptance letter will include the effective start and end dates of your licensed period, confirmation
of your distributor and reseller, and the promotion code for activating your complimentary DreamSpark membership.
With your acceptance letter, you will also receive your Open Value Subscription for Education Solutions Agreement Number
(OVS-ES Option) or your Campus and School Agreement and Enrollment for Education Solutions numbers (CASA+EES
Option). These numbers are very important because they are required to place orders for CDs with your reseller. You must
place all CD orders with the reseller listed on your acceptance letter. If you want to change your reseller, see Changing Your
Reseller in this guide.
Once an order has been processed, you will receive a letter confirming your order with details such as products ordered and
agreement details in a summary table, and Microsoft will publish order confirmation information to the Microsoft Volume
Licensing Service Center (VLSC). The VLSC is the single location for Microsoft Volume Licensing customers to view their
licensing information, download licensed software, find the appropriate product keys, and view a Software Assurance
summary. In the VLSC, customers can also view or manage Microsoft Subscriptions, including MSDN Subscriptions, TechNet
Subscriptions, and Expression Subscriptions from the VLSC.
You will need a Windows Live ID to access the VLSC.
Note: When you access tools such as VLSC, your EES information will be listed under the “Open Value Subscription” program (OVS-ES
Option) or “Campus” program (CASA+EES Option).
When you accept your EES subscription order, the contact you identified will have access to the VLSC. Your order
confirmation will also include any required Volume License Product Keys, part numbers for your licensed products, product
descriptions, and quantities for the products you have ordered.
Receiving Your Software
The default method for receiving your licensed software is by accessing the software digitally through the VLSC. This aligns
to Microsoft's efforts to reduce our carbon footprint by eliminating the need to produce, package, and store discs.
Digital by Choice
Through the Digital by Choice initiative, customers have the option to access your licensed software digitally, instead of
receiving physical media. By choosing this option, you help Microsoft in our efforts to reduce our carbon footprint by
eliminating the need for discs, packaging, and shipping.
Product System Requirements
You can find detailed product information, including system requirements, in the Microsoft Volume Licensing Product List.
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Activating Your Products
Windows product activation is a set of technologies enabling customers to confirm that their copy of Windows is properly
licensed. Volume Activation allows enterprise customers to automate the activation process and make it transparent to users.
Volume Activation applies to computers that are covered under a Volume Licensing program, and for customers using
Volume Licensing media that were first introduced with Windows Vista and have since been enhanced. It is used strictly as a
tool for activation, and it is not tied to license invoicing or billing.
Activation Through Key Management Service and Multiple Activation Key
Key Management Service (KMS) allows organizations to activate computers within customer environment through an
internally hosted service (KMS), and Multiple Activation Key (MAK) activates computers on a one-time basis by using the
hosted activation services provided by Microsoft. Customers can use either or both key types to activate computers in their
environments.
Note: You may not provide unsecured access to your KMS machines over an uncontrolled network such as the Internet. Microsoft may
prevent further activations, deactivate, or otherwise block the key from activation or validation in the case of unauthorized use or disclosure
of MAK or KMS keys. Refer to the “PROPER USE OF KMS” and “UNAUTHORIZED USE OF MAK OR KMS KEYS” sections in the Microsoft
Volume Licensing PUR for specifics.
Activation Through Microsoft Active Directory
During Active Directory-based activation, any computers connected to the domain and running Windows 8 or Windows
Server 2012 (or later versions) will activate automatically during computer setup. These clients stay activated as long as they
remain members of the domain and maintain periodic contact with a domain controller.
Learn more about volume activation at www.technet.com/volumeactivation.
Online Services
The activation process for online services depends on the online service and the program under which those online services
are purchased.
How to activate your Online Services purchased through EES Agreement (CASA+EES Only):
You must first activate a service before you can use it. You can activate the service by using the link provided in your
Activation email. Please make sure to choose the right option:
1.
Sign In: If you have used Microsoft Online Services before and know your Microsoft Online Services ID, choose this
option if you wish to retain your previous settings.
2.
Sign Up: If you haven’t used Microsoft Online Services before, select Sign Up.
How to activate your Online Services purchased through OVS-ES Agreement (OVS-ES Only):
1.
2.
Please obtain your Product Key from VLSC. The Online Service Activation (OSA) Keys can be found at either of the
following locations from the VLSC Home page:

Download & Keys > find the Product/Service name > click Key

Licenses > Relationship Summary > Click the License Number > Product Key
Copy the Keys and activate Office 365 at http://www.office.com/setup/365.
If you are already an Office 365 customer, choose the Sign In option to apply your product key to your existing account. If
you have not used Office 365, get started with Office 365 at http://www.office.com/setup/365.
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Distributing Media to Faculty and Staff
Institutions that purchase subscription licenses using the EES offering can distribute the licensed product to faculty and staff
for installation on covered institution devices using the methods below. You must acquire all installation media from a
Microsoft-approved fulfillment source.
1.
Load the licensed product on a secured site and have eligible faculty and staff download the licensed product to
covered institution devices that they manage.
2.
Have faculty and staff bring the licensed devices that they manage to a central location designated by the university
and download from the campus network or CDs.
3.
Set up a library checkout system for CDs for faculty and staff.
4.
Replicate CDs for faculty and staff. (See Replication Rights below.)
5.
Purchase individual CDs to distribute to your faculty and staff. You can obtain CD pricing information from your
reseller.
For information on distributing media to faculty and staff members for Work at Home use, see the Special Use Rights section
of this guide.
Replication Rights
Your EES subscription allows you to acquire the quantity of media necessary to distribute the licensed product to your users
for installation on covered institution devices. This includes the right to replicate media acquired from a Microsoft-approved
fulfillment source. All such copies must be true and complete copies (including copyright and trademark notices).
You do not have the right to replicate media for the Student Option or WAH use. For information on acquiring and
distributing media to students under the Student Option and teachers and staff under WAH rights, see the Student Option
and Use Rights sections of this guide.
Authorized Replicator
We recommend that you contact a Microsoft Authorized Replicator for assistance. The following Microsoft Authorized
Replicator can assist you with CD replication:
Arvato Services Inc.
29011 Commerce Center Drive
Valencia, CA 91355
Tel: (866) 618-0020
Fax: (661) 702-2944
Administering Software Assurance Benefits
To get the most from Software Assurance, we recommend that you assign responsibility to a Benefits Administrator who will
manage your benefits and track benefits consumption at the VLSC. Information on how to access the VLSC and how to
receive these benefits is sent to all Software Assurance customers. You can designate a specific person as your Software
Assurance benefits administrator on your EES order.

Find additional information about Software Assurance.

If you need help using the VLSC, please contact the Support Center at 1-866-230-0560 or
mvlshelpa@msdirectservices.com (United States and Canada only). Worldwide VLSC Support Center contact
information is available on the VLSC site.
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Education Server Platform Licensing Option
If you are purchasing through the CASA+EES option, you have an additional option that simplifies server licensing. When you
license one or more of the CAL Products listed in the table below organization-wide for all your faculty, staff, and students,
and you license the corresponding Server Platform Product(s), you may run unlimited instances of the corresponding Server
Products. This option requires licensing a minimum of 1,000 FTE employees and 1,000 FTE students.
Server Platform Products licensed under this licensing option may only be used by your licensed faculty, staff and students
and by licensed external users using the Server Platform Products for the benefit of your institution.
CAL PRODUCT
CORRESPONDING SERVER
PLATFORM PRODUCT
CORRESPONDING SERVER PRODUCTS (FOR
UNLIMITED DEPLOYMENT)
SQL Server CAL
SQL Server Platform Academic
SQL Server Enterprise
SQL Server Standard
SQL Server Business Intelligence
Microsoft BizTalk Server (all editions)
Core CAL Suite
Core Server Platform
Academic
Windows Server (all editions)
Microsoft SharePoint Server (all editions)
Microsoft Exchange Server (all editions)
Microsoft Lync Server (all editions)
Windows Sever External Connector
Enterprise CAL Suite
Enterprise Server Platform
Academic
Microsoft System Center Datacenter
Windows RMS External Connector
Note: The products listed may be replaced from time to time by successor products.
The Student Option
The EES Student Option provides a convenient and cost-effective way for you to license selected software and services for
use by your students on a personally owned device or an institution-owned device assigned to the student’s exclusive use
(for example, a device checked out to a student for the school year). If you choose the three-year subscription, each
anniversary order must include at least the same number of student users as in the year 1 order.
Getting Started with the Student Option
To get started with EES Student Option, you license at least one desktop platform product or Platform Online Service for an
organization-wide FTE student count of five (5) or more.
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Qualifying for EES through software for students
Calculating FTE Students
Use the following formula to calculate the number of FTE students in the participating organization:
Notes:

If you are outside the United States, the method for counting FTE students may differ. Contact your local reseller for details.

The Student FTE calculation is used for licensing desktop software products and CALs organization-wide for use of the licensed
products on a personally owned device or an institution-owned device assigned to a student’s exclusive use. It is not used for
licensing Online Services. Online Services are licensed per user on a 1:1 basis.
Like with the faculty/staff subscription, you can define your “organization” for purposes of the Student Option as students
within:

Your entire institution, including all of its affiliates, departments, and school locations

Your institution only, including all of its departments and school locations, but not including any affiliates

Your institution plus named affiliates, departments, school locations, and/or clearly defined user groups

A selected list of departments, school locations, and/or clearly defined user groups if your institution is a school
without departments or school locations
Desktop and CAL Products for Students
Desktop Platform Products
As with your faculty and staff FTE employees, EES offers the convenience of licensing Student Option products based on the
number of FTE students in the organization. All Desktop Platform Products licensed through Student Option require
organization-wide coverage. EES offers you access to the most recent releases of the EES desktop platform products 4 for
students. The EES desktop platform products are as follows:
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4

Windows Enterprise Upgrade5

Microsoft Office Professional Plus and Office for Mac

Office 365 ProPlus Subscription

Microsoft Core CAL Suite6 (Includes Windows Server CAL, SharePoint Server Standard CAL, Exchange Server
Standard CAL, System Center Configuration Manager Client Management License, System Center Endpoint
Protection, and Lync Server Standard CAL.)

Microsoft Enterprise CAL Suite7 (Includes all Core CAL Suite components plus Exchange Server Enterprise CAL with
Services (includes Data Loss Prevention and Exchange Online Protection),, SharePoint Server Enterprise CAL, Lync
Server Enterprise CAL, Windows Server Active Directory Rights Management Services CAL, and System Center Client
Management Suite)

Education Desktop with Core CAL Suite

Education Desktop with Enterprise CAL Suite
The products listed can be replaced by successor products, which in turn will also be considered desktop platform products.
5
Windows Pro Upgrade and Education Desktop products purchased through Student Option exclude the right to install Volume Licensing media
and Windows Enterprise on students’ personally owned devices. See Obtaining and Distributing Student Media.
6
You must order User Subscription Licenses (USLs) for each employee in the organization on a 1:1 basis.
7
Individual CAL Suite components must be ordered organization-wide but are not desktop platform products.
You can select individual EES desktop platform products to license organization-wide for students, or you can license an EES
Education Desktop platform suite, which combines your Windows Upgrade, Microsoft Office, and CAL Suite licenses into one
convenient SKU at a price that offers savings when compared to the cost of licensing those products individually.
The EES Education Desktop platform suites include:
EDUCATION DESKTOP WITH CORE CAL SUITE
EDUCATION DESKTOP WITH ENTERPRISE CAL SUITE
Windows Enterprise Upgrade
Windows Enterprise Upgrade
Microsoft Office Professional Plus and Office for Mac
Microsoft Office Professional Plus and Office for Mac
Microsoft Core CAL Suite
Microsoft Enterprise CAL Suite
Note: You cannot substitute Office 365 ProPlus Subscription for Microsoft Office Professional Plus and Office for Mac in the desktop suites.
Price Levels
Tiered pricing is available for desktop platform products ordered under the CASA+EES contract option. These levels are as
follows:
STUDENT FTE COUNT
PRICE LEVEL
1,000
A
3,000
B
10,000
C
25,000
D
Notes:

There is a single price level under CASA+EES for Online Services

There is a single price level under the OVS-ES contract option, which is equivalent to CASA+EES Level A.
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Additional Desktop and CAL Products for Students
Several Additional Products are available under the Student Option. They provide the same License & Software Assurance
coverage as desktop platform products. All Additional Products licensed through Student Option (at student pricing) must be
licensed for the organization-wide Student FTE count. Please see the Product List for a list of products available through the
Student Option (denoted by an “ST” in the product table).
Note: Additional Products available at faculty/staff pricing (for example, those products that are not available at student pricing) can also be
licensed for students in any quantity and at the published price. Please refer to the Product List for a list of Additional Products.
Online Services for Students
You have following two options for Licensing Online services for students:
1.
Student Advantage Benefit
When you license Office 365 ProPlus or Office Professional Plus for all of your faculty/staff FTE employees
organization-wide, you are eligible to license Office 365 ProPlus for students within the same defined organization
at no additional charge. Order the no-cost Office 365 ProPlus A for Students under the Student Option to receive
this benefit.
2.
Paid Online Services
If you do not license Office 365 ProPlus or Office Professional Plus for all of your faculty/staff FTE employees
organization-wide, or you want to license students for Online Services other than Office 365 ProPlus, you have the
options detailed below.
Ordering Platform Online Services for Students (CASA+EES Only)
When you purchase through an LSP (CASA+EES contract option), you can order one or more of the following Platform Online
Services for a minimum of 1,000 students:

Office 365 Education A3 (includes Exchange Online Plan 2, SharePoint Online Plan 2, Lync Online Plan 2, Office
Professional Plus, and Office Web Apps)

Office 365 Education A4 (includes everything in Plan 3 and Lync Online Plus voice)
Note: An order of one or more Platform Online Services for students can be used to fulfill the minimum requirement for participating in EES.
Qualifying for EES through online services for students
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Ordering Office 365 Add-Ons
If you have licensed Office Professional Plus and/or the Core CAL Suite or Enterprise CAL Suite for students and you want to
take advantage of the additional functionality provided by Office 365, may do so by adding an Office 365 Add-on. In essence,
these Add-ons give you credit for your existing Office Professional Plus and/or CAL Suite investments by allowing you to
subscribe to Plan A3 or Plan A4 (through LSP only) at a discounted price. You may order Office 365 Add-ons in any quantity.
The available Add-ons are as follows:

A3 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus

A4 Add-on from Core CAL/Enterprise CAL + Office
Professional Plus*

A3 Add-on from Core CAL/Enterprise CAL

A4 Add-on from Core CAL/Enterprise CAL*

A3 Add-on from Office Professional Plus

A4 Add-on from Office Professional Plus*
*Available only when purchasing through an LSP (CASA+EES contract option).
Ordering Office 365 for Students through OVS-ES
Under the OVS-ES contract option, you can order the following for students on a per-user basis:

Office 365 Education A3

Project Pro for Office 365

Office 365 ProPlus

Project Online

A3 Add-on from Office Professional Plus

Project Online with Project Pro for Office 365

Exchange Online Plan 2

Visio Pro for Office 365
Ordering Additional Online Services through CASA+EES
Beyond Office 365 Education Plans, you may also order additional Microsoft Online Services for students (such as Microsoft
Dynamics CRM Online and Windows Intune) through the CASA+EES contract option. All Microsoft Online Services licensed
through the CASA+EES have the same expiration date as the EES. When adding Online Services midterm, the User
Subscription License (USL) is prorated to the month. The minimum term length for the services is one month. You may order
these additional Online Services in any quantity.
Note: If you are purchasing through and AER (OVS-ES contract option), you can order additional Online Services for students separately
through the Microsoft Online Subscription Program.
How to Enroll in the Student Option
How you enroll in the Student Options depends upon which EES contract option you use:

OVS-ES Contract Option: Complete an OVS-ES e-agreement specifically for students. This is separate from your
OVS-ES e-agreement for faculty and staff.
Note: You may include your student and faculty/staff on a single OVS-ES agreement if you order the same desktop platform
products for students and faculty/staff.

CASA+EES Contract Option: Include Student Option on the same enrollment as your faculty and staff.
Note: You may qualify for the CASA+EES contract option with either a faculty/staff FTE employee count of 1,000 or more, a FTE student
count of 1,000 or more, or by subscribing to one or more Platform Online Services for at least 1,000 users. You may not combine your
faculty/staff and student counts to meet this minimum requirement.
Obtaining and Distributing Student Media
To help make it simple and cost effective to provide software for your students, Microsoft provides free electronic software
distribution services through an authorized Digital Distribution Service Provider (DDSP). The DDSP sets up a web store for
you or your reseller to facilitate delivering software and any keys necessary for activating individual products to your licensed
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students. Free phone- and email-based activation support is also provided to students by the DDSP. For more information,
contact your reseller.
If you choose to not take advantage of the free electronic software distribution service, you may distribute software to
licensed users in the following ways:
For All Products (Including Those That Require Activation):
Purchase and distribute one copy of each applicable CD-ROM or disk set to each authorized user. You must purchase these
CDs or disk sets (known as “student media”) from your reseller in minimum quantities of five (5) per title up to the number of
licensed users. You cannot replicate media for Work at Home use. For a list of products for which CDs or disk sets are
currently available, please contact your reseller.
Note: Most products, including Windows desktop operating system and Microsoft Office, require activation. For those products, you can use
the option above, which use non-Volume Licensing media and activation keys. You may not distribute Volume Licensing media and Volume
License Keys (VLKs) for products that require activation to Student users or for WAH use. Click here for a complete list of products that
require activation.
For Products That Do Not Require Activation:
1.
Have users bring in their devices for manual installation by you at a central location that you control using
Volume Licensing media acquired from a Microsoft-approved fulfillment source.
2.
Use a system of controlled short-term checkout of applicable Volume Licensing media (acquired from a
Microsoft-approved fulfillment source) solely for the purposes of individual user installation.
Student Use Rights
The terms of your license agreement governs your student licensed product use. The Microsoft Volume Licensing Product
Use Rights, which are published quarterly, provide additional details regarding current use rights for specific Microsoft
products acquired through Volume Licensing programs. For a copy of the current PUR, please go to
www.microsoft.com/licensing/about-licensing/product-licensing.aspx.
Students are only licensed to use the product during the subscription term. These licenses are non-perpetual (meaning the
student does not own the license). On leaving the school or expiration of the EES, students are required to remove the
licensed product (unless the student has graduated). Your institution is responsible for communicating the appropriate use
rights to students when distributing the licensed product.
Guidelines for facilitating compliance are outlined in the EES contracts’ subscription terms and conditions. Provided that your
institution follows these guidelines, you will not be held responsible for students’ failure to remove the licensed product.
Perpetual Use Rights for Graduating Students
On graduation, graduate students licensed under the Student Option can be granted perpetual use rights for the current
version of the licensed products as of graduation. “Graduate” means a student has completed (i) a grade or a level in a
school or an educational institution that qualifies the student for enrollment into college or university, or (ii) a diploma or
degree from college or university. To transfer perpetual use rights, you must provide each graduate with a license agreement
and must secure from the graduate his or her acceptance of the terms of the license agreement. On accepting the license
agreement, the graduate’s right to run the products identified in the license confirmation becomes perpetual. These rights do
not apply to access licenses, including CALs, or to Online Services.
Changing Your Reseller
If for some reason you want to change your reseller, you can select a new one. You are responsible as the customer to drive
the change of reseller process from start to finish. To do so, complete, sign, and submit a Change of Channel Partner form to
Microsoft. Detailed instructions are included on the form. You can download the form for your region and language.
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Redistribution of Software Updates to Students
From time to time, we can make available to the general public additional or replacement code of any portion of our licensed
products without a fee, which we refer to as “Software Updates.” To help academic Volume Licensing customers provide a
more secure technology environment, you are allowed to redistribute these Software Updates to your students even if you
have not included the Student Option. With these rights, you can better manage the electronic distribution of Software
Updates within your networks.
You can redistribute Software Updates to your students in the following ways:
1.
By electronic means provided that your method is adequately licensed and incorporates access control and
security measures designed to prevent modification of the Software Updates and prevent access by the general
public.
2.
By physical means provided that you acquire authorized copies on fixed media from a Microsoft-approved
fulfillment source.
Note: You cannot replicate the Software Updates onto CDs or other media for distribution to students.
Additional terms and limitations apply to the redistribution of Software Updates. For complete details, refer to your Campus
and School Agreement or OVS-ES Agreement.
Additional Resources
Locating an Authorized Education Reseller (AER)
To find an AER in the United States or Canada, use our search tool at www.microsoft.com/education/enus/buy/licensing/Pages/resellers.aspx.
Software Assurance
Learn more about the Software Assurance benefits you receive as an EES customer at
http://download.microsoft.com/download/0/0/3/0039F316-45CF-4083-AA6EC35DA9D25C1B/SA_Customer_Academic_Benefits_Chart.pdf.
Microsoft Volume Licensing Service Center (VLSC)
Track licenses, access Volume License Keys, download software, and administer Software Assurance benefits at
https://www.microsoft.com/licensing/servicecenter/.
Microsoft DreamSpark
Find information about the DreamSpark program at http://dreamspark.com.
TechNet
You can find a wealth of how-to details on evaluating, deploying, maintaining, and supporting Microsoft technology at
technet.microsoft.com.
Volume Licensing for Education Customers
For a complete list of licensing options for education customers, please visit our website at
http://www.microsoft.com/licensing/licensing-options/for-industries.aspx#tab=2 or contact a reseller.
Microsoft Online Subscription Program
Learn about Online Services, including Office 365, and start a trial subscription at www.microsoft.com/online.
Microsoft IT Academy
Find out more about the opportunities for students, faculty, and staff through Microsoft IT Academy at
www.microsoft.com/education/MSITAcademy/default.mspx.
Electronic Software Distribution
To sign up for ESD, contact your Channel Partner who can manage this on your behalf.
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Glossary
Academic Edition (AE)
Microsoft products available for purchase by Qualified Education Users.
Authorized Education Reseller (AER)
Reseller that is authorized to sell licenses for Microsoft Academic Edition products and Volume Licensing programs.
Buy-out Option
Option in EES by which customers can stop running products on a subscription basis on expiration of the enrollment and
purchase perpetual licenses for products they want to continue using.
CAL (Client Access License)
License permitting the user to access a Microsoft server.
Deploy
Install and use the licensed products as permitted in a license agreement.
Downgrade
Any version of a licensed product that was released prior to the most recent version (for example, Word 2007 is a downgrade
of Word 2010).
DreamSpark
Online subscription providing labs with the latest Microsoft developer, design, and server tools to support personal or inclass learning for your students and educators.
Fulfillment
Process by which media is obtained.
EES
The new subscription licensing offering from Microsoft available to qualified education customers with as few as five FTE.
Customers with five or more FTE can acquire the EES subscription through an AER by signing the OVS-ES agreement.
Customers with 1,000 or more FTE can acquire the EES subscription through an LSP by signing the CASA+EES contracts.
Full-time Equivalent (FTE)
Calculation of the population size that equates a combination of full- and part-time faculty/staff or students to the equivalent
number of full-time employees or students.
Licensing Solution Provider (LSP)
Reseller who is qualified to sell licenses through Microsoft Select Plus, Enterprise Agreement, and CASA+EES.
Media
Storage device (typically CD-ROM) that contains the files needed to install a software program.
Non-perpetual License
License granting the rights to run a software program for a limited period of time.
Open License for Academic
Specialized version of the Microsoft Open License program through which perpetual licenses can be purchased by academic
institutions of any size through a reseller.
Perpetual License
License granting the rights to run a specific version of a program for an unlimited period of time.
Product List
Document published monthly that provides information about Microsoft software and Online Services licensed through
Microsoft Volume Licensing programs, including product availability, point or unit values, migration paths, and Software
Assurance benefits.
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Product Use Rights (PUR)
Part of the Microsoft license agreements that outlines the rights the customer and its users have to deploy, use, and copy
specific Microsoft licensed products.
Qualified Education Users
Customers who are permitted to purchase academic Volume Licensing agreements or Academic Edition products by meeting
a set of criteria (see www.microsoft.com/education/en-us/buy/Pages/eligible.aspx for criteria in the United States).
Replication
Making a copy or copies of software media (for example, burning a CD).
Reseller
Third-party vendor that sells Microsoft licenses for Microsoft products, including licenses sold through Microsoft Volume
Licensing agreements.
Select Plus for Academic
Specialized version of Microsoft Select Plus through which perpetual licenses can be purchased by qualifying institutions
through a Licensing Solution Provider (LSP).
Software Assurance
Software Assurance is an offering for Microsoft Volume Licensing customers. It provides you with the ability to spread out
payments annually and gives you licensed product upgrades, support and tools, and training.
User Subscription License (USL)
Licenses a user to access Microsoft Online Service.
Student Employee
Student of an institution who is employed by the institution in a full- or part-time position.
Student Option
Option in EES by which an institution can license its students for use of a selection of licensed products on a personally
owned or leased device or an institution-owned or leased device designated for a student’s exclusive use.
Subscription Licensing
Licensing programs that grant the rights to use licensed products for a specified period of time (temporary licenses).
Temporary License
License granting the rights to run a software program for a limited period of time.
Update Subscription
Subscription service through which EES customers automatically receive CDs for new versions of the products included in the
Welcome CD Kit and new products.
Upgrade
A more recent version of a product (for example, Windows 8 is an upgrade of Windows 7).
User
The institution and the faculty, staff, and students of the institution or institutions that are designated on the OVS-ES
Agreement or EES enrollment form under the CASA agreement to run the licensed product. Users must also be Qualified
Education Users (see www.microsoft.com/education/en-us/buy/Pages/eligible.aspx for criteria in the United States).
Volume Licensing Service Center (VLSC)
Self-service tool where customers can access and manage their Microsoft software and services licenses, Software Assurance
benefits, subscriptions, and product downloads.
Work at Home Rights
Set of limited rights that academic institutions can offer to their faculty/staff granting permission to use certain Microsoft
products on a personally owned or leased device for work-related purposes only.
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© 2014 Microsoft Corporation. All rights reserved.
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. This information is
provided to help guide your authorized use of products you license; it is not your agreement. Your use of products licensed under your volume license
agreement is governed by the terms and conditions of that agreement. In the case of any conflict between this information and your agreement, the terms and
conditions of your agreement control. Prices for licenses acquired through Microsoft resellers are determined by the reseller.
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