Microsoft Education Licensing Guide Education Licensing Guide

Microsoft creates software that empowers educators and students to do what they do best: interact, collaborate and learn. With attractive discounts available to educational institutions, faculty, staff and students, you get the best software at great prices. Microsoft Education Licensing Guide

Designed to reduce the costs associated with acquiring, upgrading, maintaining and managing software, Microsoft Academic Volume Licensing programs provide simple and flexible, volume-based pricing for education customers. If your institution purchases software in quantity and manages software across multiple computers, volume licensing provides an effective way of reducing your total cost of software ownership.

4 Academic Licensing Options Subscription and Transaction Licensing provide different models to suit your business needs.

5 Comparison Table See at a glance which solution is right for your institution.

7 Which Licensing Option? Follow our decision tree to help select the most appropriate licensing option for your business needs.

8 Software Assurance An outline of the features and benefits of Software Assurance options.

10 Microsoft Developer Network Details of our annual membership program for technical departments and high schools.

12 Eligibility An easy way to check if you or your institution qualify for Microsoft Academic Volume Licensing.

14 Frequently Asked Questions Technicalities, rights, types of licensing all explained. Academic Licensing Options

Subscription licensing programs Subscription licensing (one- or three-year contract) gives you the right to run a selection of products, and any upgrades, for a year-long term. Even if the number of computers or users increases during the annual agreement period, you remain fully licensed throughout the subscription term. If you choose the three-year agreement option, annual pricing is fixed for the three-year term. Microsoft® has two subscription licensing programs for our academic customers: • Microsoft School Agreement Subscription makes it easy for primary and secondary schools to license all their computers by counting them just once per year. • Microsoft Campus Agreement Subscription offers higher education institutions the simplicity of counting people instead of computers.

(One- or Three-Year Agreement) (One- or Three-Year Agreement) License a single school, multiple schools or the entire school This campus-wide licensing program allows you to install and system. Under this agreement you count computers once per use a wide range of Microsoft products for a full calendar year year, so you don’t have to track every single computer purchase without having to track licences during the subscription term. or lease throughout the 12-month term. Key benefits include: Key benefits include: • Counting computers once per year • Counting people (full- and part-time equivalent staff) • One annual payment for all software at academic prices • One annual payment for all software at academic prices • Access to the most current version of licensed software • Licensing your entire institution – staff computers and • Ability to downgrade to an earlier version of software computer laboratories, administrators and students • Broad product selection available in all languages • Access to the most current version of licensed software • Microsoft® Windows® or Apple® Macintosh® platform • Ability to downgrade to an earlier version of software • Optional student licensing for use at home • Broad product selection available in all languages • Automatic media fulfilment • Windows® or Apple® Macintosh platform • Optional student licensing for use at home • Automatic media fulfilment

Transactional volume licensing programs Transactional volume licensing enables you to acquire perpetual software licences (meaning you own the licences) while eliminating the costs and packaging of retail software. Microsoft offers two transactional licensing programs: • Microsoft Academic Open Licence is a cost-effective way for institutions to license Microsoft software, starting with as few as five licences. • Microsoft Academic Select Licence provides volume licensing for medium-to-large institutions with the ability to forecast their licensing needs over a three-year period.

(perpetual licence) (perpetual licence) An attractive volume licensing option for small- to medium-sized Flexible, volume-based licensing for academic institutions schools, TAFEs, or university departments requiring five (5) or with extensive and mixed software requirements, who are able more licences. Microsoft Academic Open Licence provides an to forecast needs over a three-year period. Designed to help easy way to stay compliant when purchasing and administering reduce total cost of software ownership, Academic Select is a smaller quantities of licences. Benefits include: transactional model with regular monthly confirmations of new licences and flexible payment options. Benefits include: • Savings off retail Microsoft software • Broad range of products to choose from • Simple, convenient licence acquisition • Access to current versions via the Software • Additional discounts based on volume Assurance option • Extensive range of products to choose from • Quick online licence confirmation and purchase • Software Assurance option history with eOpen • Optional Student Select program

To find out which licensing options are best for your institution, contact us on 13 20 58 or send an email to [email protected] 4 You can contact your local Microsoft Large Account Reseller or Microsoft Reseller by visiting www.microsoft.com/australia/licensing/buyit/resellers/default.aspx Comparison Table

Subscription licensing programs

Microsoft School Agreement Subscription Microsoft Campus Agreement Subscription

Customer Profile* K-12 schools looking for a simple, flexible Higher education institutions looking for a simple, flexible subscription licensing agreement subscription licensing agreement

Minimum Requirements 300 units per enrolment, Total units = no. of products 300 units per enrolment, Total units = no. of products x no. of PCs + server units count x no. of full-time equivalent staff (FTE) + server units count

Desktop Products Available • Microsoft School Desktop (consisting of • Office Professional Professional 2003 edition, Windows Upgrade, and Core CAL) • Microsoft® Windows Professional Desktop Operating • Microsoft Office Professional System (OS) Upgrades • Microsoft® Windows Operating System Upgrade • Microsoft® FrontPage® • Microsoft Core Client Access Licenses (CAL) • Microsoft Project Professional • Microsoft® FrontPage® • Microsoft Publisher • Microsoft Project Professional • Microsoft® Visual Studio® Professional Academic • Microsoft Publisher • Microsoft SQL Server™ Client Access Licenses (CAL) • Microsoft® Visual Studio® .NET Professional • Microsoft Core CAL • Microsoft® ® Reference Library and/or Encarta Includes Client Access Licenses for Windows Server, Exchange Server, Online Deluxe Systems Management Server™, and SharePoint™ Portal Server (CAL) • Microsoft Online Deluxe (Encarta Reference • Terminal Server CAL Library Subscription) • Microsoft Class Server CAL (Client Access License) • Microsoft® Visio® Professional • Microsoft Encarta® Online Deluxe (Encarta Reference • Microsoft Office OneNote® Library Subscription) • Microsoft Live Communications Server CAL • Microsoft Visio® Professional Edition • Microsoft® SQL Server™ CAL • Microsoft Office OneNote® • Microsoft Windows Terminal Server Client Access License (CAL) • Microsoft Live Communications Server CAL • Microsoft Class Server CAL (Client Access License) The Campus Agreement product offerings also include Microsoft Server products. The School Agreement product offerings also include Microsoft Server products. Please visit www.microsoft.com/Education/ProductsResources.aspx Please visit www.microsoft.com/Education/ProductResources.aspx

Term Master School Agreement has no expiration date. Once a Master Master Campus Agreement has 12 or 36 months of licensing School Agreement is in place, submit a Subscription Order Form for coverage. Once a Master Campus Agreement is in place, submit a 12 months of licence coverage Subscription Order Form for 12 or 36 months of licensing coverage

Pricing Levels Two pricing levels exist for non-perpetual licences. Level A covers Two pricing levels for non-perpetual licences covering all your less than 2500 PCs per enrolment and Level B covers more than institutions' computers, based on the number of faculty/full- and 2500 PCs per enrolment. Contact your Reseller for specific pricing* part-time staff. Level A covers less than 3000 PCs per enrolment and Level B covers more than 3000 PCs per enrolment. Contact your Reseller for specific pricing*

Student Licensing Student Option available for licensing a specific number of students Student Option licences all of your students to use products on their to use products on their personal computer (including student personally owned computers. Minimum requirement of 300 units. laptops). Minimum requirement of 300 units. Student and staff Student and faculty/staff orders cannot be combined to meet the orders cannot be combined to meet the minimum requirement minimum requirement

Staying Current on Software Users are licensed to run any version of products, including product Users are licensed to run any version of products, including product upgrades released during the designated subscription term upgrades released during the designated subscription term

How to Purchase Through any Microsoft Large Account Reseller (LAR). Visit Through any Microsoft Large Account Reseller (LAR). Visit www.microsoft.com/australia/licensing/buyit/resellers/default.aspx www.microsoft.com/australia/licensing/buyit/resellers/default.aspx

Product Fulfilment Institutions automatically receive one complimentary Product Institutions automatically receive one complimentary Product Welcome Kit containing CDs for all products, and also receive Welcome Kit containing CDs for all products, and receive CDs for CDs for product upgrades occurring during the subscription term product upgrades occurring during the subscription term

Initiating Agreement Sign a Master School Agreement. Then place annual orders Sign a one-off Master Campus Agreement. Then place annual and Licence for full licence coverage through a LAR orders for licence coverage through a LAR Confirmation

Access to Software Yes Yes Assurance benefits

Work at Home Rights Yes Yes

Additional Requirements Organisation-wide coverage is required. All of the eligible PCs in the Organisation-wide or department-wide coverage is required. participating school(s) must be included. Where multiple schools are You must include all full-time equivalent staff (FTE) in your covered, a list of participating schools is required organisation or department

*Applicable for certain products. Contact your Reseller for more information. Transactional volume licensing programs

Microsoft Academic Open Licence Microsoft Academic Select Licence

Academic customers of any size desiring easy one-off transactions and the flexibility Medium- to large-sized academic institutions with approximately of acquiring licences in small quantities 250+ PCs and the ability to forecast acquisitions

Five licences in initial order 1,500 points per product over three years. Each Microsoft product is assigned a point value and product pool

Extensive software licence product list available for any order. All commercially available Microsoft products as listed on the Select Current product list available at: product list. Current product list available at: www.microsoft.com/products/info/default.aspx www.microsoft.com/licensing/resources/downloads/default.mspx

Instant discount when purchasing as few as five licences. Continued discount for Three years with the option to renew for one or three additional years for a full two years with no minimum reorder quantity Software Assurance

Instant discount when purchasing as few as five licences. Continued discount for One pricing level specifically for academic institutions a full two years with no minimum reorder quantity

No Student licences for Microsoft Windows Operating System, Microsoft Office Professional Edition 2003, Standard, Macintosh and some Client Access Licenses (CALs) available through a Student Select Enrolment

Stay current by adding the Software Assurance option Stay current by adding the Software Assurance option for licences purchased for licences purchased

Contact any reseller Through any Microsoft Large Account Reseller (LAR). Visit www.microsoft.com/australia/licensing/buyit/resellers/default.aspx

Customers may order media at the time of initial order Each enrolment receives one introductory Product Fulfilment Kit, and a secure or acquire media separately through resellers Web site in addition to mailed status reports and confirmations

Please contact any reseller at: Look for the Certificate of Authenticity label on Licence Confirmation. You will receive www.microsoft.com/australia/licensing/buyit/resellers/default.aspx an original Select Master CD-ROM from Microsoft upon executing the agreement. Customers with later version agreements can view their Licence Confirmation and agreement details online at: www.microsoft.com/licensing/resources

Yes Yes

Yes Yes

N/A N/A Which Licensing Option?

Microsoft has a range of flexible licensing options designed to suit the diverse needs of educational institutions – from a small school to a university with multiple campuses. The decision tree below can assist you when selecting the most appropriate licensing option for your institution. Before deciding which licence to buy, ask yourself: • Do you have an annual budget for Information Technology which you could spend on licensing, or do you have sporadic Information Technology funding? • Do you want to standardise your institution on a single desktop software platform, or do you prefer to have multiple desktop platforms in the institution? • Do you wish to have access to all the latest upgrades of your software at a known cost for the length of the agreement, or would you prefer to buy the latest software as and when you need it? • Will your staff/students insist that you upgrade to the latest version of the software when it is released? • Are additional benefits like Work at Home Rights for staff and eLearning materials valuable for your institution?

Academic Licensing Decision Tree

Are you a Are you a Are you a Charitable Organisation/ School? University/TAFE? Public Library?

Do you want to commit Do you want to commit your entire institution your entire school or department to a Microsoft product?* NO NO to a Microsoft product?*

YES YES

Are you able to sign up School Agreement Campus Agreement for a Select licensing?**

NO YES

Academic Open Academic Select

* Optional – for the duration of one or three years. ** Select Licensing criteria. Are you able to forecast your licence requirements over a three-year period? If yes, you are suitable to sign up for a Select licensing agreement. Software Assurance

Software Assurance gives you the right to upgrade licensed software during the agreement term and includes a suite of additional benefits described below, which vary for desktop and server computers (see table.) For further information about any of these features, please visit www.microsoft.com/licensing/programs/sa/offerings_chart.mspx Software Assurance is optional for Open Licence and Select Licence customers and is included with all Campus and School Agreements. (Important to note: the specific benefits included in Software Assurance vary according to your volume licensing agreement. Not all licence types receive each benefit. Offerings may vary by region.)

Productivity

New Version Rights Spread Payments With Software Assurance, you receive access to new versions of Software Assurance offers greater flexibility in managing licensed software released during the term of your agreement technology expenditure by allowing you to spread to deploy at your own pace. New Version Rights simplifies the payments annually. This allows you to reduce initial costs procurement process and shortens the business process cycle, and forecast annual software budget requirements up to allowing you to reduce the costs associated with acquiring three years in advance. new version releases and immediately take advantage of the latest technology.

Desktop

Features Individual Individual Organisation/Department-wide Academic Open* Academic Select Campus and School Agreement/Academic Select Software Assurance Member

New Version Rights • • • Spread Payments • • TechNet Online Concierge Chat • WinPE • Corporate Error Reporting • eLearning • • •

Server

Features Individual Individual Organisation/Department-wide Academic Open* Academic Select Campus and School Agreement/Academic Select Software Assurance Member

New Version Rights • • • Spread Payments • • TechNet Online Concierge Chat •† TechNet Plus •† Extended Life Cycle Hotfix Support • Cold Backups for Disaster Recovery • • • WinPE • Corporate Error Reporting • eLearning •* •

* For Academic Open Licence customers, the eLearning benefit includes the ability to install and use eLearning content on licensed computers. The eLearning content media kits (CDs) are not included. You may acquire CDs from your reseller. † Minimum of five servers must be purchased via Campus/School Agreement to qualify. Support Tools

TechNet Online Concierge Chat WinPE TechNet Online Concierge Chat offers one-on-one, WinPE is a tool based on Microsoft® Windows® XP Web-based chat sessions with Microsoft online advisers to Professional that allows IT staff to build customised help you quickly locate information needed to troubleshoot solutions that automatically speed up deployment, allowing technology issues. staff to spend less time and effort updating desktops. WinPE can run Windows setup, scripts, and imaging applications. Enterprise Agreement (EA) and Software Assurance TechNet Plus Membership (SAM) customers received WinPE in their For Server licences with Software Assurance (SA), IT October 2002 updates, and it will continue to be offered professionals have access to TechNet Plus Subscription as a benefit of Software Assurance. content, featuring resources such as the knowledge base, utilities, drivers, and how-to articles. The TechNet Plus Subscription Media also includes access to beta release Corporate Error Reporting (CER) candidate software and evaluation copies of the latest CER gives IT professionals a clear and easy way to applications. monitor and review error information so they can control deployment of fixes and resolutions. It provides the ability Extended Life Cycle Hotfix Support for applications and the operating system to collect and report on crashes in the system, and gives IT staff the ability With Software Assurance (SA), customers may request to control the types of reports sent to Microsoft. Software hotfixes for products in the Extended Life Cycle Support Assurance is required on both Server and Client Access without signing up or paying an initial fee prior to Licenses (CALs). determining a need. This means customers do not pay for extended support unless hotfixes are required. Current Software Assurance customers should note that the 90-day time frame to sign up for two years of additional Training non-security hotfix support beyond the mainstream period of five years has been removed. As always, security fixes are eLearning automatically extended to customers. Microsoft’s eLearning delivers a comprehensive student experience, using streaming audio and video software Cold Backups for Disaster Recovery demonstrations, hands-on exercises and animations, and courses designed by professional instructors. Employees For each server licence for which a customer has active can take interactive modules and tutorials on various Software Assurance, that customer has the right to install the applications at any time at their own computer, even offline. same software on a cold backup server. Use of any server software under the Software Assurance disaster recovery benefit is subject to the product use rights for that software (including, for example, any requirement to license each processor or copy separately) and the terms and conditions associated with the disaster recovery benefit. The number of disaster recovery licences for which a customer qualifies correlates directly to the number of licences for which the customer has active Software Assurance. Microsoft Developer Network Academic Alliance

• Monitored newsgroups for faculty members to communicate The Microsoft Developer Network and collaborate with one another Academic Alliance • Potential discounts and third-party offers tailored specifically for faculty and students The Microsoft Developer Network Academic Alliance (MSDNAA) is an annual membership program for Computer Science, • Chats with our Product Support Services technicians on Engineering, and Information Systems technical departments. various technologies Member departments receive an MSDNAA subscription that • Project submission area where faculty can share and allows them to install Microsoft developer tools, platform and collaborate on projects server software on any number of departmental lab computers. The software must only be used for instructional and research purposes. It may not be used to run the infrastructure of the How much does the MSDN® Academic Alliance cost? department. In addition, the department’s faculty and students New 12-month subscription: A$1295 may check out or download the software to install on their Annual renewal: A$649 personal computers. With the release of Campus Agreement 3.4 in May 2005 How do I join the MSDN® Academic Alliance? customers will receive a complimentary MSDNAA subscription. This will apply to all new customers and also to existing You can register by filling out a simple application form at customers (when they renew their annual agreement). This www.msdnaa.net – click Register for Membership will ensure more students and faculty have access to the latest development tools. MSDN® Academic Alliance Product List The program has two primary goals: • ® .NET 2003 Academic 1. To make it easier and less expensive for qualifying • Microsoft .NET Framework Enterprise Servers departments to obtain Microsoft developer tools, platform and • Microsoft Windows Server™ 2003 server software for instructional and research purposes. • Microsoft SQL Server 2. To build a community of instructors who can share • Exchange Server 2003 curriculum and other learning resources to support the • Commerce Server 2002 use of these technologies • Microsoft ® BizTalk® Server 2002 • Host Integration Server 2000 • Applications Centre 2000 What are the benefits of the MSDNAA? • Systems Management Server 2003 • An MSDNAA software subscription includes Microsoft • Mobile Information Server 2002 platform, server, and developer tools software, as well as • Content Management Server betas, new releases, and tech support • Microsoft Operating Systems, SDKs, and DDKs Microsoft operating systems include Windows XP Professional, Windows • Special licence rights allowing a department to install 2000 Professional, Windows 2000 Server, Windows 2000 Advanced MSDNAA software on any number of departmental lab Server, Windows 2000 Datacentre Server, Windows 2000 Small Business machines for instructional and research purposes only Server, Windows ME, Windows NT® Embedded, and Windows CE • Allows students taking at least one credit course offered • MSDN® Library by the member department to install the software on their • Development Tools for Windows CE personal machines for use in coursework and personal • Microsoft ® Visual FoxPro® 8.0 development projects • Microsoft ® SharePoint® Portal Server • Microsoft eLearning Library (MELL) 2.0 • A community Web site that features a wide range of resources for faculties teaching Computer Science, Engineering, and Information Systems courses • MSDN® Subscriber Downloads with instant online access to all MSDNAA content • No charge access to e-academy’s Licence Management System (ELMS) for automated distribution of software and product keys to eligible users via the Web • Tutorials, code samples, projects, white papers with an academic focus, case studies, and other content that is appropriate and useful for faculty members

To find out which licensing options are best for your institution, contact us on 13 20 58 or send an email to [email protected] 10 You can contact your local Microsoft Large Account Reseller or Microsoft Reseller by visiting www.microsoft.com/australia/licensing/buyit/resellers/default.aspx The MSDN® Academic Alliance MSDN® Academic Alliance High School Product List for High Schools • Microsoft Visual Studio® .NET Academic Edition • Microsoft Visual Studio® 6.0 The MSDN® Academic Alliance is also available to high schools. • Three Microsoft eLearning Library (MELL) collections: Membership entitles you to install Microsoft Visual Studio® .NET General Programming, Microsoft Visual Studio® .NET, and Visual Studio® 6.0 on every instructional computer within Programming in Microsoft®® .NET your school and check out the software to students. • Teaching Tools CD • Student Tools CD How much does the MSDN® Academic Alliance • Teaching Tools Manual High School cost? • Student Tools Manual • Introductory Kit New subscription: A$484 • Monitored Newsgroups • MSDN® Library How do I join the MSDN® Academic Alliance High School? You can register by filling out a simple application form at www.microsoft.com.au/msdnaahs

Case Study John Paul College (JPC) has 2,250 notebook computers and Tablet PCs, and around 260 desktop computers that all need to be licensed for the latest Microsoft software. With the help of Microsoft Large Account Reseller, Data#3, they chose a Microsoft School Agreement Subscription covering Microsoft Office Professional Edition 2003, Microsoft Windows Upgrade, CORE CAL, Microsoft SQL Server™ CAL, Encarta® and Class Server. Students are covered by the Student Enrolment, enabling them to use their notebooks at school and home to complete assignments. Server licences for Windows Server System® products are also included, making it easy for the school to manage their extensive software licensing requirements and keep their costs down. Eligibility

Students and Teachers Student Select

To be eligible to purchase discounted retail version software If your higher education institution is currently signed to a Select off the shelf at participating retail outlets, you must be one of agreement, you are eligible to participate in the Microsoft Student the following: Select program. This program allows Universities and TAFEs to pass on tremendous software discounts to their currently • Full- or part-time student enrolled students. • Home-schooled student Eligible Products • Full- or part-time faculty or staff of an accredited educational institution • Microsoft® Office Standard Edition 2003 • Member of a household meeting any of the above criteria • Microsoft Office Professional Edition 2003 • Microsoft Office 2004 for Mac Standard Edition Eligible Products • Microsoft Office 2004 for Mac Professional Edition • Microsoft Office Student and Teacher Edition 2003 • Microsoft Windows® XP Professional Upgrade** • Microsoft Office Professional 2003 Academic Edition *Software Assurance not available for Student Select licences. • Windows XP Professional Upgrade Academic Edition **Upgrade licence only; not a full licence. Students who wish to acquire the Windows XP Professional Upgrade licence through the Student Select • Microsoft Office 2004 for Mac Student and Teacher Edition program must first have licensed a qualifying operating system for their personal computer or workstation. For more information about Student Select • Visual Studio® Professional 2003 Academic Edition terms and conditions, please visit microsoft.com.au/studentselect.

How to Buy How to Buy If you are a student or a teacher, you are eligible to buy Students only need to present their student ID cards at discounted academic versions of Full Packaged Product (FPP) participating bookstores to receive their discounted software software off the shelf, either through a retail outlet or by mail copy. Orders and individual media (CDs) will be fulfilled by a order. An End User Licence Agreement (EULA), inclusing the Microsoft Large Account Reseller. CD used for installation and instructions, is issued for each purchase. Institutions

The table on the right outlines the eligibility criteria for purchasing volume licensing agreements (Microsoft School Agreement, Microsoft Campus Agreement, Microsoft Academic Open Licence and Microsoft Academic Select Licence).

Case Study St Margaret’s, a K-12 girls’ school in Victoria, took out a flexible licensing arrangement to purchase individual perpetual licences for Microsoft® Office Word, Excel, Outlook®, PowerPoint® and Publisher. Computelec, a Microsoft specialist education Large Account Reseller, recommended the school purchase through an Academic Select Agreement. New computers were purchased with Microsoft® Windows® XP Professional and all desktop computers were licensed with Microsoft Office Professional Edition 2003 purchased under the Academic Select licensing option. Qualifying Educational Users

A. Educational Institutions Programs available

Defined as an educational institution or establishment, being a 2. An early childhood centre meeting all of the following criteria: • Academic Open school or higher education institution at which any person or body (i) is an early childhood program that serves a minimum of • Academic Select of persons provides, or offers to provide, courses of instruction. ten children between two and five years of age; (ii) lawfully • Campus Agreement An institution or establishment must be: established, authorised, created, licensed, chartered, registered (Higher Ed Only) 1. A government, non-government, public, non-public or private, and/or accredited (iii) has been in operation for at least one • School Agreement elementary, primary, intermediate, secondary or high school, year; (iv) provides educational services and (v) is incorporated (School Ed or extraordinary school for the disabled, vocational school, for the purpose of providing education services to children PreSchool Only) job training establishment, correspondence school, junior between two and five years of age; college, college of education, university, scientific or technical BUT IN BOTH CASES EXCLUDING institution (but not a teaching hospital), polytechnic, academy 3. An institution or establishment conducted, or proposed to be or religious school meeting all of the following criteria: conducted, for the profit, direct or indirect, of any person. An (i) organised and operated primarily for the purpose of institution or establishment is not a ‘qualified educational user’ teaching its enrolled students; and (ii) lawfully established, for the purposes of the eligible program when conducting any authorised, created, licensed, registered and/or accredited; OR activity for the profit, direct or indirect of any person.

B. Administrative Offices or Authorities or Boards of Education of Educational Institutions

Defined as provincial, district, regional, national and state • Academic Open administrative offices and authorities of the educational institutions • Academic Select defined in Section A above. • Campus Agreement (Higher Ed Only)

C. Full- and Part-Time Enrolled Students of Higher Education Institutions

Defined as full and part time enrolled students of a higher education school for the disabled, meeting all criteria defined in section A above. • Academic Student Select institution defined as a government, non-government, public, full- and part-time students of schools (other than schools listed non-public or private, correspondence school, college of education, in this section) are NOT Qualified Educational Users eligible to university, scientific or technical institution, polytechnic, academy or purchase under education volume licensing programs. a university level religious school or university level extraordinary

D. Educational Consortia and Systems

Defined as corporations and associations validly and lawfully must be an Educational Institution as defined in section A above. • Academic Open established, authorised, created, licensed, registered and/or EXCLUDING corporations and associations conducted, or proposed • Academic Select accredited under the laws or regulations of an individual state to be conducted, for the profit, direct or indirect, of any person. • Campus Agreement or country, representing members or shareholders of a common A corporation or association is not a ‘qualified educational program’ (Higher Ed Only) institution type (for example, community colleges, independent for the purposes of the eligible program when conducting any • School Agreement schools, integrated schools, systems). Each member or shareholder activity for the profit, direct or indirect of any person. (School Ed Only)

E. Higher Education Research Laboratories

Are public institutions recognised by the Federal Education Act that university. Any institution recognised by other government • Academic Open teach students as part of their research mission and can provide branches such as the Department of Defence or Energy are NOT • Academic Select a copy of Bylaws that state their relationship with controlling eligible for academic pricing. • Campus Agreement

F. Charitable Organisations

An organisation which: d) Is not substantially engaged in lobbying, political campaigns • Academic Open a) Is a Non-Profit Organisation; or other activities designed to influence legislation; and b) Has as its sole or dominant purpose: e) Is not an educational institution, hospital, museum, art gallery (i) The relief of poverty, the needs of the aged and the relief or health care organisation. of sickness or distress; ‘Non-Profit Organisation’ means an organisation which: (ii) The advancement of education; or a) Does not distribute any profit from its operations to any (iii) The advancement of religion. members, shareholders or individuals involved in the operation c) Does not receive more than one third of its income from of the organisation; and any one person or entity; b) Was not formed for any commercial purpose.

G. Public Libraries

Defined as a public library meeting all of the following criteria: Area’), but may impose charges on users outside that Service Area; • Academic Open 1. Has as its sole or dominant purpose the provision of general 3. May or may not provide additional library services, beyond library services to the public at large; its book lending services, or other products or services 2. Makes its basic book lending services available without charge to to the public at large with or without individual charges; individual users who are residents of a given community (‘Service 4. Is supported by public and/or private funds. Frequently Asked Questions

Technicalities

How do I get a holistic view of all my licences? How long does Software Assurance (SA) last? Microsoft only has records of licences bought through Volume Software Assurance is linked to the term of your Volume Licensing Agreements. Therefore, in order for you to keep Licensing Agreement. SA provides the rights to install the latest track of all your licences you need to have in place a process product releases during the term of the agreement. You can then that records those licences you have acquired preinstalled on choose to renew the SA when the agreement ends. new PCs or through Full Packaged Product (FPP). If you have If you choose to buy SA within an existing Academic Select purchased a FPP, you will have to retain your original invoice, Licence agreement you only pay for SA for the remaining term the End User Licence Agreement (EULA), the Certificate of of the agreement. If you buy SA within an existing Academic Authenticity (COA) label and all the other contents of the box as Open Licence agreement the upfront cost is for two years of SA proof that you have a legal licence. coverage, regardless of the term remaining. Therefore, if you are Preinstalled licences need to be recorded as part of your PC buying licences with SA in an Academic Open Licence program, purchases. You will need to check every single PC for the COA we recommend you start a new Academic Open Licence label, which is stuck on the chassis of the PC, as well as the agreement so you can capitalise on a full two-year coverage. original CDs and the documentation that accompanied the CDs as proof that you have a legal licence. If my school enters into a Microsoft Academic Volume Licensing Agreement (Campus, School, Open, Select) does Are our students licensed to use the software that mean it is licensed for a full Microsoft operating away from school? system (OS) such as Microsoft® Windows®? Students can access the software while using school devices No. Microsoft Volume Licensing Agreements only license a included in the School Agreement, although this does not school or institution to upgrade a previously acquired and fully extend to external access. However, when submitting a licensed Windows operating system. The Academic Volume Subscription Enrolment, you may include the Student Option. Licence does not cover the full Windows operating system. With this option, students are licensed to use a selection of Schools and other academic institutions must ensure that products on a personally owned computer or a school owned they own a fully licensed version of Microsoft Windows before computer designated for a student’s exclusive use (i.e. a they can take advantage of the upgrade rights in the Microsoft computer checked out to a student for the school year). Academic Volume Licence Agreement. With the School Agreement Student Option, you license a specific number of students. This number cannot be changed Does my Academic Volume Licence Agreement cover the over the course of the subscription term. For the three-year full Windows operating system? subscription, each annual Subscription Follow-up Order One important thing to know about Academic Volume Licensing must include at least the same number of students as in the Agreements is that they never cover the initial full Windows original Subscription Enrolment. operating system licence. Academic Volume Licence Agreements Minimum Order Requirement for Student Option only cover Windows operating system upgrade licences. Your student count and the respective product selection for those Windows upgrades are designed to upgrade previously acquired students must meet the minimum requirement of 300 units. full version Windows licences. A full Windows operating system You cannot combine your faculty/staff and student purchases licence can only be acquired when you purchase a new PC, or to meet the 300-unit minimum. You must meet both minimums certain hardware, or via the retail channel. individually; i.e. 300 units for the faculty/staff and 300 units for A benefit for academic institutions that have purchased the the Student Option. Windows Upgrade licence in their Campus/School/Select agreement is the eligibility to upgrade to the Professional Version What happens at the end of the School Agreement term? of Windows from the Home Edition. For example, this means their institution can purchase a new computer with the Windows At the end of your School Agreement term you can: XP Home Edition and then upgrade the operating system to a) Choose to renew your subscription for another term; Windows XP Professional Edition. Academic versions of a full Windows operating system do not exist. b) Buy out of your subscription by purchasing perpetual licences for the products and quantities you want to continue using; How do I acquire a licence for the full Microsoft Windows operating system? c) If you do not submit a new Subscription Order Form or exercise the Buy out option, you are required to remove all There are only two ways to obtain this licence. One, acquire products from every computer on which they are installed; a new PC with preinstalled genuine Windows software from your PC manufacturer. This is the most cost-effective way to get d) Choose a combination of these options. a genuine Windows licence on a new PC. Two, purchase a full packaged retail version.

To find out which licensing options are best for your institution, contact us on 13 20 58 or send an email to [email protected] 14 You can contact your local Microsoft Large Account Reseller or Microsoft Reseller by visiting www.microsoft.com/australia/licensing/buyit/resellers/default.aspx Rights

If my school has an Academic Volume Licensing What is re-imaging, and what are my rights? Agreement, can we purchase a new PC without Re-imaging is the copying of software onto multiple any operating system software and use the Volume devices from one standard image using volume licensing Licensing Agreement to install the full Microsoft media. All Microsoft Volume Licensing customers Windows licence? have this re-imaging right. However, there are certain No. Microsoft Volume Licensing Agreements only license conditions to using the volume licensing media for a school or institution to upgrade a previously acquired re-imaging if you are re-imaging to replace the software full version of a Windows operating system licence. previously installed either by the Original Equipment Manufacturer (OEM) or from full packaged retail product. A key benefit to licensing Microsoft software When should I purchase server ‘Per Processor’ under a Microsoft Volume Licensing program is the use licences? of volume licensing media to deploy the software with When you are an external user accessing a server or the same image across multiple devices. Other benefits when you count the CALs required and the total cost are as follows; more timely software deployment, reduced is more than the cost of per processor licensing option. total cost of ownership through easier deployment and This is called break-even point. For example, say you have standardisation of software on multiple devices. 120 staff and student computers accessing your server with four processors. You can pay $80 a user or $7,000 What are Work at Home Rights? per processor (the figures for illustration only). Per user When do they apply? would cost $9,600, while per processor would cost $28,000, making the former option more cost effective. Work at Home Rights grant usage of software for staff on a laptop or PC that he or she owns or leases. Work at Home Rights do not exist on all Microsoft software. They What is considered an eligible PC? only exist for specific Microsoft application software Eligible PCs include all of the Pentium machines, Power e.g. Microsoft® Office. You will need to check the End Macs, iMacs or better. You must also include any number User Licence Agreement (EULA) to make sure Work of 486 machines or below and any Apple, UNIX, Linux, at Home Rights exist for your particular Microsoft or Windows Terminals on which any of the software will application software. Work at Home Rights do not exist be run. for full version Operating systems or Server products. Microsoft School and Campus agreement customers can choose to have Work at Home Rights for their Can I install software on Macs? staff (products that they have chosen to deploy in You can install a Windows or Mac version of the software the institution) at no additional cost. CD media kits on your eligible devices. are available from LARs so that staff can easily and inexpensively install software on their home computer using Work at Home Rights. Do we have access to a Virtual PC for Mac? School Agreement customers with Microsoft Office Professional Edition 2003 coverage are licensed to install Office for Mac v. X Professional (including Virtual PC 6.1) on their Macs. Because the Mac OS is a qualifying operating system for the upgrade version of Windows XP, School Agreement customers that have Windows Upgrade coverage are also licensed to install Windows on their Macs.

What are the benefits of genuine Microsoft software? With genuine Microsoft software, you can be confident that you’re receiving fully supported and reliable software. Genuine software gives you access to the latest security enhancements and product updates that help keep your system – and your school – secure and running smoothly. By purchasing from a reputable system builder, you receive all the benefits of genuine, licensed Microsoft software, and the added support and expertise that system builders provide. Frequently Asked Questions

Types of Licensing

Can you move software from one PC to another? What is OEM Licensing? (Transfer Rights) OEM (Original Equipment Manufacturer) licensing is the most Depending on your licence, if software is preinstalled, then the cost-effective way to acquire a genuine Windows licence, where software lives and dies with the PC and can never be transferred the original equipment manufacturer builds new PCs and to another PC. For boxed or FPP products, you can transfer the installs the software for its customers. A licence is issued once software to another PC as long as it is uninstalled from the first you purchase a PC with software. However, with OEM software PC, and the EULA, Certificate of Authenticity (COA) and CD is licences, software cannot be transferred from one computer transferred with it. system to another, even if the computer system on which it was originally installed is no longer in use. The alternative is a full For Microsoft Volume Licensing programs, you can transfer the retail version available for purchase at participating retailers. software from one PC to another as long as you have uninstalled it from the other PC, and you only use the permitted number of copies of each licensed product you have purchased. What is Server Licensing? Server licensing gives you the right to run Microsoft software Am I entitled to run old versions of software if I have the on a single server. A separate licence is required for each server latest version? (Downgrade Rights) running the software. It can be bought as an original equipment manufacturing (OEM) licence, on a one-off basis as Full Packaged This depends on the type of product and the type of licence you Product, or as part of a volume licensing agreement. The two main have. All licences bought through a volume licensing program can licensing models used for server software are the “Per Processor” be downgraded to an older version. With preinstalled and Full model and the “Server/Client Access Licensing” model. Packaged Product, downgrade rights are not common. You should check your End User Licence Agreement (EULA) for confirmation. What is Server/Client Access Licensing? What Language Rights are available? A Client Access License (CAL) gives you the right to connect a PC to a server running Microsoft software. It is needed During the subscription term, you are granted the right to run irrespective of the type of operating system being used on the PC the software in any available language. – be it Microsoft, Apple Macintosh or anything else. The number of CALs you need per PC will depend on the server licences you What is the Fresh Start for Donated Computers program? have. A CAL can be included with OEM server software, bought on a one-off basis as a boxed product, or as part of a volume The Fresh Start for Donated Computers program is designed licensing agreement. No separate software is provided with a to remove licensing barriers that prevent schools from using CAL: it is simply the right to connect to a server. donated computers. Many computers are donated to schools without the appropriate paperwork or CDs for the original Microsoft Windows operating system. Fresh Start provides What is Per Processor Licensing? proper documentation and Windows Installation CDs to primary Some server products have the option to license each server and secondary schools, at no cost and with minimal paperwork. processor, which removes the need to license each individual The program assumes that any Pentium II (or equivalent) and desktop or device accessing the server using CALs. This means older computer donated to a school was originally licensed with unlimited users can access the server and, although it is priced Windows. Schools report the number of donated computers they considerably higher than the other options, it can prove to have to the Fresh Start Program through a Web site. Microsoft be a more cost-effective alternative if you need a high number reviews the information and then sends out a licensing letter, and of CALs. Per processor licensing is also necessary for some if requested to do so, a copy of an installation CD of Windows products used in an internet-facing environment (for example, an 98 and/or Windows 2000. SQL Server). Schools must then track and report the number of donated If Per Processor licensing isn’t available or does not suit you, computers every year, and donated computers received between there are many other ways to license the users accessing the reporting cycles are considered to be licensed to run Windows server software. 98 or Windows 2000 until the next reporting cycle. The computers licensed through this program must be retained ‘Partitioning’ – Improvements to the Per Processor by the institution and can’t be transferred to students or other Licensing Model organisations. Microsoft has made improvements to the Per Processor licensing For more information on how to join the program, please model, which applies generally to Microsoft e-business server visit our Web site and apply online products. These changes are designed to provide customers with www.microsoft.com/education/freshstart an improved ability to license Microsoft server products with

To find out which licensing options are best for your institution, contact us on 13 20 58 or send an email to [email protected] 16 You can contact your local Microsoft Large Account Reseller or Microsoft Reseller by visiting www.microsoft.com/australia/licensing/buyit/resellers/default.aspx customers’ software usage. These changes will be What is External Connector Licensing? particularly useful to academic customers who install and An External Connector licensing allows for the run multiple instances of a server application on a server. development of flexible learning solutions, as an unlimited number of non-employees – parents, What is Hardware Partitioning? community members, alumni, prospective students, and current students – can access a given copy of the server When technology such as partitioning is used, each software. An External Connector licence is required for partition will have its own operating system copy and each copy of the server software for which you want to each operating system copy might not have access to provide access. The External Connector does not cover all of the processors in the server. If any processor in your employees, independent contractors, agents, service the server is made inaccessible to all of the operating providers, or other persons providing services to or on system copies set up to run the server software, then that behalf of your organisation: you will still require CALs processor does not require a processor licence for that for these users’ devices. External Connector licences are server software. On the other hand, a server software available for the following products: Windows Server® processor licence is required for each processor that is 2003, Microsoft® Windows Server™ 2003 Terminal Server, accessible to any operating system copy on which the Microsoft Exchange 2003, Microsoft® SharePoint® Portal server software is set up to run. Server and Microsoft Live Communications Server. Microsoft is also making it more cost-effective for you Get more information on server and CAL licensing at to license server software in the Per Processor model www.microsoft.com/resources/sam/default.mspx when multiple instances of the software are installed on the same server and accessing the same processors. With the enhancements of the Per Processor model, you may install and run any number of copies of the server software on any processor that is licensed for the server software. This change will eliminate the need to separately license each copy of the server software for each processor in the server. For more information about multi-core processor licensing, please visit www.microsoft.com/licensing/default.mspx

Case Study At the University of Western Australia (UWA) a heritage of autonomous faculties each responsible for their technology purchasing resulted in a diversity of versions of the predominant operating system, Microsoft Windows. The implementation of a Microsoft Campus Agreement provided a uniform set of products at an affordable price, reducing asset management, administration and purchasing headaches. Moving to a Campus Agreement also saved over $100K per annum and provided cost reductions through the right to acquire additional licences at no additional charge. Microsoft Solutions For The Connected Learning Community Microsoft’s commitment to education comprises a coordinated suite of programs to support the needs of what we call ‘the connected learning community’ – parents, administrators, educators and students. Curriculum materials, professional development programs, substantial grants to State education departments and universities, are all facilities which put technology at the fingertips of our most disadvantaged students. Microsoft is behind far more than innovative products and solutions; we stand behind the developers who produce them, the administrators who implement them, the educators who deliver them and the students who learn from them. Administrators Students Parents Educators The Learning Gateway A portal solution which integrates educational resources, learning and administration tools with secure, personalised access for students, administrators, parents and educators. PartnersInLearning Microsoft Academic Volume Licensing Microsoft® Windows® SharePoint® Solutions Our Unlimited Potential initiative in Grants The MSDN® Academic Alliance The MSDN® Academic Alliance High School partnership with key charities and organisations provides access to Masters level courses for IT Professionals Encarta® technology, curriculum and training IT Academy Microsoft Partner Community OneNote® through a network of Community Innovative Teachers Program Technology Learning Centres. Class Server The Learning Gateway keeps parents Fresh Start Imagine Cup in touch and involved with their child’s Microsoft Academic Volume Licensing learning experience. Microsoft Office Specialist (MOS) Research And Development Microsoft provides more than $21.8 million to Macquarie University, Monash University, Queensland University of Technology and the University of Melbourne.

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