Microsoft Licensing for Educational Institutions: Cost Breakdown
- Microsoft 365 Education: Subscription per user.
- Office 365 Education: Free for eligible institutions.
- Volume Licensing: Discounts for bulk purchases.
- OEM Licensing: Devices come with pre-installed software.
- Cloud Solution Provider (CSP): Subscription-based, reseller model.
Microsoft Licensing for Educational Institutions
Microsoft licensing in educational institutions has evolved significantly, providing a range of options that cater to the unique needs of schools and universities.
While keeping costs in check, these licenses offer advanced tools that enhance the learning experience.
In this guide, we’ll break down the different types of Microsoft licenses available for educational institutions, their associated costs, and how to optimize them for cost efficiency.
Types of Microsoft Educational Licenses
Microsoft offers several licensing tiers to meet the diverse needs of educational institutions. Here, we’ll go through the key options and their pricing.
Office 365 Education A1
Office 365 Education A1 is an entry-level license available at no cost to educational institutions. It focuses on providing access to essential Microsoft services in a cloud-based environment:
- Online versions of Microsoft Office applications (Word, Excel, PowerPoint)
- Microsoft Teams for communication and collaboration
- Email services with security features
- Basic information protection
- Compliance tools to assist in meeting educational regulations
The A1 plan is best suited for institutions needing basic tools without needing full desktop versions.
Office 365 Education A3
Office 365 Education A3 is a step up from A1, providing additional features, including full desktop versions of Office applications and enhanced security. The pricing structure for this plan is:
- Students: £2.20 per user/month
- Faculty/Staff: £2.90 per user/month
With A3, students and faculty gain access to full-featured Office applications on their desktop or mobile devices, making it an excellent choice for institutions seeking more robust capabilities. This tier also offers improved security tools, providing peace of mind regarding data safety and user protection.
Office 365 Education A5
Office 365 Education A5 includes all the features of A3, with additional advanced security and analytics tools. This license is the most comprehensive Microsoft offers for education:
- Students: £5.30 per user/month
- Faculty/Staff: £7.00 per user/month
A5 is designed for institutions requiring top-tier security features, like threat intelligence and advanced analytics for data-driven decision-making. It’s particularly beneficial for institutions that safeguard sensitive information and improve administrative efficiencies.
Volume Licensing Programs for Educational Institutions
Microsoft offers volume licensing options tailored to different educational needs. These programs help simplify purchasing and cost management by providing flexibility and potential cost savings.
Enrollment for Education Solutions (EES)
EES is a popular program for large educational organizations, focusing on user-based licensing rather than counting individual devices:
- Organization-wide coverage: Provides a unified licensing approach for all users within the institution.
- Flexible product additions: Additional software and services can be added as needed.
- Annual payment options: Institutions can spread costs yearly, making budgeting easier.
- Simplified management: Centralized license management ensures smooth operation and compliance.
EES is particularly well-suited for universities and large K-12 institutions. It provides flexibility and ease of management across numerous users and locations.
School Enrollment
The School Enrollment program is geared towards primary, secondary, and preschool institutions, offering organization-wide licensing based on devices rather than users:
- Device-based counting: The licensing cost is determined by the number of devices suitable for institutions where multiple students share the same device.
- Annual subscription model: Licensing costs are distributed over an annual cycle, simplifying financial planning.
This program works well for schools with shared resources, allowing administrators to easily manage licenses without overextending budgets.
Cost Optimization Strategies
Managing costs effectively is crucial for educational institutions with tight budgets. Here are some of the best strategies for reducing licensing costs.
Shape the Future Program
The Shape the Future Program offers discounted Windows device licenses for K-12 institutions, helping to alleviate licensing expenses:
- Reduced licensing costs for Windows operating systems.
- Special academic pricing is designed to fit into tight school budgets.
- Market-specific discounts depending on the region or educational needs.
This program helps educational institutions obtain the technology they need at a lower price, ensuring students can access modern learning tools.
Volume Licensing Benefits
Volume licensing offers several key benefits for larger institutions:
- Bulk purchase discounts: Reducing the per-license cost through volume purchasing.
- Flexible deployment options: Allowing institutions to deploy services as per their unique needs.
- Simplified management: Centralized management for all licenses streamlines administrative processes.
Leveraging volume licensing can give large educational organizations significant cost advantages, making the overall IT management process more efficient and affordable.
Recent Changes Impacting Educational Licensing
One notable change affecting educational institutions is discontinuing the A1 Plus license. This change has significant cost implications:
- Implementation Date: August 1, 2024.
- Impact: Desktop applications will no longer be accessible through free licenses, necessitating a shift to A3 or A5 licenses for those wanting desktop application access.
Cost Implications of the Transition
The transition from free A1 Plus to paid licenses requires careful budget planning:
- A3 License Costs: Approximately £2.50 per student, with teacher licenses priced at £2.85 each.
- Estimated Annual Costs: For 250 licenses, costs could rise to £2,500 annually.
Institutions must budget accordingly for this change, as the move to paid licenses can affect operational costs.
Read about Microsoft licensing for virtual deployments.
Regional Framework Agreements
Different regions have established framework agreements to help manage costs more effectively:
| Region | Agreement Type | Coverage |
| Wales | Four-year deal | Full Office 365 ProPlus coverage |
| England | Jisc Framework | Schools, FE, HE institutions |
| Scotland | Transitioning | Moving from A1 Plus to paid tiers |
These regional agreements aim to help institutions manage their costs while continuing to access essential tools and services. Schools in England, for example, benefit from the Jisc Framework, which offers streamlined access to Office products at a manageable price.
Procurement and License Management
Licenses can be acquired through several purchase channels:
- Partner resellers: Authorized partners can provide licenses at academic pricing.
- Volume licensing agreements: These are useful for bulk purchases and enable discounts.
- Microsoft Store for Education: Institutions can purchase directly through this channel for more control over license selection.
License Management Best Practices
Educational institutions should adhere to these practices to maximize the value of their licenses:
- Regular assessment of software needs: Evaluating the licenses and features required based on current usage.
- Usage monitoring: Tracking how licenses are used ensures that unnecessary licenses are not renewed.
- Compliance tracking: Ensuring all software licenses are valid to avoid legal or financial repercussions.
- Cost optimization reviews: We regularly check for ways to reduce costs by changing user numbers or downgrading licenses, where applicable.
Additional Benefits for Educational Institutions
Microsoft offers several benefits beyond basic licensing to add value for educational institutions.
Microsoft 365 Education Device License
This comprehensive license package includes:
- Windows operating system: Including updates and security patches.
- Intune for Education: Simplifying device management.
- Office 365 Education: Providing all necessary applications for students and staff.
Azure Benefits for Education
Educational institutions also receive Azure benefits:
- Free Azure credits for students: Allowing them to learn and experiment with cloud services.
- Special educator access: Faculty can access advanced Azure tools for classroom use.
- Regional availability: Depending on Microsoft’s network, institutions can use cloud services in their specific region.
Cost Management Recommendations
Proper strategic planning and budget management can significantly reduce licensing costs. Here are a few recommendations:
Strategic Planning
- Assess actual usage: Evaluate the specific needs of students and faculty before committing to a licensing tier.
- Hybrid licensing models: Mix A3 and A5 licenses depending on user requirements.
- Evaluate long-term costs: Consider the overall benefit of each license type versus the expense over a multi-year period.
Budget Optimization Tips
- Use volume licensing: When applicable, use bulk purchases to bring down the per-license cost.
- Regional framework agreements: Use regional agreements like Jisc to ensure competitive pricing.
- Academic discount programs: Always leverage academic discount options to get the best rates for educational software.
Preparing for Future Needs
The educational sector’s technology needs are constantly changing. Here are some considerations for future-proofing licensing needs:
- Cloud-based Solutions: With the rise of remote learning, cloud-based applications like Microsoft Teams are becoming essential.
- Enhanced Security: Schools must focus on increased security requirements to protect student data.
- Advanced Collaboration Tools: Integrating advanced tools will facilitate better collaboration between students and staff.
- Compliance: Keeping up with evolving compliance regulations is essential to avoid penalties and maintain data privacy.
Implementation Guidelines
A successful licensing implementation requires careful technical deployment and administrative management.
Technical Deployment
- Phased rollouts: Introduce licenses in phases to ensure a smooth transition and manage technical issues.
- User training: Provide training sessions to help users understand the new features.
- Support systems: Establish IT support to help with installation and troubleshooting.
- Monitor usage patterns: Assess how new licenses are utilized and adjust accordingly.
Administrative Management
- Maintain accurate user counts: Regularly update the number of users to avoid over-licensing.
- Track license utilization: Ensure licenses are being used to avoid waste.
- Monitor compliance requirements: Maintain compliance with Microsoft’s licensing terms.
- Regular cost assessments: Conduct yearly reviews to adjust licensing as needed.
FAQ: Microsoft Licensing for Educational Institutions
What is Microsoft Volume Licensing for Education?
Volume Licensing offers discounted rates for educational institutions buying in bulk. It is designed for schools that need multiple licenses for software deployment.
How much does Microsoft 365 for Education cost?
Microsoft 365 for Education has different pricing tiers. Some plans are free for schools, while others offer advanced features at a cost.
Can students get free access to Microsoft software?
Students can access Office apps for free through the Microsoft Student Use Benefit program, provided their school is eligible.
What is Azure Dev Tools for Teaching?
This program gives educators, and students access to a wide range of Microsoft tools for free or at a discounted rate for teaching and learning purposes.
What is the Microsoft Education Store?
The Education Store offers educational institutions and eligible students discounted Microsoft products, including hardware and software.
Are there any free Microsoft software programs for education?
Yes, Microsoft offers free versions of Office 365 for Education and free tools through the Azure Dev Tools for Teaching program.
How can schools qualify for Microsoft Education discounts?
Schools must be accredited and registered as eligible educational institutions to access discounts through Volume Licensing or the Education Store.
What’s the difference between Microsoft 365 for Education and Microsoft 365 for Business?
Microsoft 365 for Education is tailored for schools and offers classroom management tools. Microsoft 365 for Business includes more business-specific tools.
Is Office 365 free for schools?
Many schools qualify for Office 365 Education, which includes Word, Excel, PowerPoint, and OneNote for free. Additional features may be available at a cost.
What is the Microsoft Student Use Benefit?
It allows students to access Office 365 software for free on personal devices. Schools must participate in the program for students to be eligible.
Can educational institutions use Microsoft cloud services?
Yes, Microsoft offers a range of cloud solutions for education, including Azure, Teams for Education, and OneDrive, often at discounted rates.
How can schools manage multiple Microsoft licenses?
Schools can manage licenses in bulk using the Microsoft Volume Licensing Service Center or a Cloud Solution Provider.
What is the Microsoft Education licensing agreement?
This contract outlines the terms and conditions for educational institutions to purchase Microsoft software, services, and support.
What are the benefits of Microsoft Cloud Solution Provider (CSP)?
CSP partners offer flexible, scalable solutions for educational institutions, with the ability to manage subscriptions and licenses directly.
Can Microsoft Education software be installed on personal devices?
Eligible students and faculty can install Microsoft software on their devices under the Microsoft Student Use Benefit program.
Are there any special offers for Microsoft hardware in schools?
Microsoft offers discounts on devices like Surface laptops and other hardware through the Microsoft Education Store for eligible schools.
Read about licensing for Microsoft Power.
