Microsoft Departmental FAQ

What is the Microsoft Licensing Program?

This is an opportunity for departments to purchase an annual license for several of Microsoft's most popular products based on their FTE (Full-Time Equivalent) count. This may make software management for the products covered by the program easier to administer.

What products are available through the Licensing Program?

See the order forms on these pages for our current product listing:
Microsoft Departmental Licensing Order Form

Microsoft Departmental SERVER Order Form

What is the Core CAL?

CAL stands for Client Access License. The Core CAL is a specific CAL which covers Windows Server, Exchange Server, SharePoint Portal Server, and the Systems Management Server.

What if we want a product that is not included in the Licensing Program?

Once the Licensing Program is in place, the SELL will begin the process of signing up for one of Microsoft's Volume Licensing Programs. The Volume Licensing Program makes licenses for nearly all of Microsoft's products available to the University. These licenses would be permanent and would not need to be renewed, however, upgrades to newer versions are not available and new licenses would need to be purchased should an upgrade be desired.

How do we calculate our FTEs?

Full-time faculty and staff are counted as one (1) FTE. Part-time faculty should be counted as one-third (1/3) of an FTE and part-time staff should be calculated as one-half (1/2) of an FTE. You cannot elect to leave someone out of your FTE count because they don't use a program, use a different operating system, etc. Microsoft does allow for non-computer using staff members to be omitted from the count. Students should also not be included in your count because they will be covered by their own licensing program. Your FTE count should be based on your normal staffing level for a Fall or Spring semester.

FTE = (Full-time faculty and staff) + ( 1/3 number of part-time faculty) + ( 1/2 number of part-time staff) - (Number of non-computer using staff members)

Do Graduate Students count towards our FTE?

Graduate Assistant Researchers and Teachers do (GAR's and GAT's). They are considered part-time faculty and count 1/3. Graduate Assistants, Non-Teaching (GANT's), do not. They are considered student workers and are covered by the student licensing agreement.

Is this an annual agreement?

Yes. Your department will be required to pay a fee every year to continue using the software.

How do we define our department?

A department is an administrative entity as organized by the University. If an employee can be ad loc'd to a particular entity, this entity is a department.

If my department participates in the Licensing Program, how do we account for computer labs?

Your computer labs are covered by the agreement if your department signs up for the program.

When is the sign-up period for the Licensing Program?

For the 2007/2008 year, the sign up period is from April 23, to Noon, May 4, 2007.

Departments must be submit their forms by noon, May 4, to have access to the Microsoft products in the 2007/2008 year. The licenses will go into effect Sept. 1, 2007.

So we have to turn in an FTE count every year?

Yes. You will also be requested to provide an account number to which the fee will be billed.

Can a department pay for the coming Academic Year with funds from the current?

You will have to check with your accounting department to see if there is a way to encumber funds for the next Academic Year with funds from the current, however, the SELL will not process any Microsoft Software requests until September 1.

Can my department drop out of the Licensing Program?

Once you've signed up for a given year, you will be covered by the agreement from the beginning of the Academic year (Sept 1) until the end of the Academic Year (August 31). Microsoft does allow a department wishing to leave the program to revert to licenses owned before signing on, to purchase permanent licenses through other means, or to buy-out of the Licensing Program.