Volume Licensing Enrollment for

Digital by Choice

Through the Digital by Choice initiative, you 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.

Please note: This is the default choice for all Volume Licensing programs (with the exception of the Microsoft ISV Royalty Licensing Program and Services Provider License Agreement). If you require physical media, you must complete a media order form. Your registered affiliates may choose their own media delivery preference (digital or physical).

Volume Licensing Product Fulfillment Kits

If you choose to receive physical media for your licensed software, media kits are customized according to the languages specified on the EES media form. Media is sent at no charge only for the licensed products ordered. The Welcome Kit and Update Kits are automatically provided to the contacts specified on the EES. Use the Product Fulfillment User’s Guide Web site to help you manage the media kit. You can access these site features from the Microsoft Volume Licensing Service Center (VLSC) at https://www.microsoft.com/licensing/servicecenter/. You may also download the products from VLSC or order additional media via your designated LAR.

Please note: Customers choosing the three-year subscription option will receive a Welcome Kit at the beginning of the first year only. Likewise, customers with a one-year subscription will not receive a new Welcome Kit when they renew their subscription via using an annual extension order. You can order additional Welcome Kits through your reseller. You will continue to receive media for product updates and upgrades throughout your licensed term through your Update Subscription.

Some products, such as Windows and Microsoft Office include Microsoft Product Activation technology. In order to install these products, you will need to enter a Volume License Product Key. See Activating Your Products below for details on finding and using your keys.

Please note: Microsoft Learning Essentials is only available by downloading from VLSC at https://www.microsoft.com/licensing/servicecenter/.

Product System Requirements

You can find detailed product information, including system requirements, in Microsoft’s online product catalog at www.microsoft.com/products/.

Activating Your Products

Microsoft includes product activation technology in products that are sold through original equipment manufacturer (OEM), retail, and Volume Licensing channels. The type of product activation required is referred to as Volume Activation. Volume Activation is a flexible solution that enables Volume Licensing customers to more securely and easily activate their devices and is used for all Microsoft products. Learn more about how Product Activation works at www.microsoft.com/piracy/activation_how.mspx.

Volume Activation 1.0

Volume Activation 1.0 is the first generation of Volume License Keys. These keys bypass product activation. The 2007 Microsoft Office system will continue to use keys that bypass activation.

Volume Activation 2.0

There are two types of Volume License Keys available for activating Windows 7 Enterprise Upgrade and Microsoft Office Professional Plus 2010: Multiple Activation Keys and Key Management Service.

Multiple Activation Key

The Multiple Activation Key (MAK) activates either individual devices or a group of devices by connecting directly to Microsoft servers over the Internet or by telephone. The keys can be used a limited number of times. You can increase this activation limit by calling your Microsoft Activation Center. You can find local Activation Center phone numbers at www.microsoft.com/licensing/resources/vol/numbers.mspx.

You can activate a device using a MAK in two different ways:

1. 
   Proxy Activation: With Proxy Activation, multiple devices are activated at the same time by using a single connection to Microsoft. Proxy Activation is the most similar to the Volume Activation 1.0 that customers have been using up to now.
   
2. 
   Independent Activation: Each device connects to Microsoft servers and is activated individually.
   

Key Management Service

Your organization can host the Key Management Service (KMS) internally to automatically activate PCs running Windows 7 Enterprise. To use the KMS, you must have a minimum of 25 PCs running Windows 7 Enterprise that are connected together. PCs that have been activated through KMS will be required to reactivate by connecting to your organization's network at least every six months.

You can retrieve your VLKs from the VLSC site at https://www.microsoft.com/licensing/servicecenter/ or by calling the customer service phone number for your region listed at www.microsoft.com/licensing/resources/vol/numbers.mspx. For further information about Volume Activation, please visit www.microsoft.com/licensing/resources/vol/default.mspx.

Online Services

You must first activate an online service before it can be used. You can activate by using the link provided in your Invitation to Activate your Online Service for Microsoft Volume Licensing e-mail or by visiting the Volume Licensing Service Center (VLCS) at https://www.microsoft.com/licensing/servicecenter/.

Distributing Media to Faculty and Staff

Institutions that purchase subscription licenses using the EES 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 (WAH) use, see the Special Use Rights section of this guide.

Replication Rights

Your EES 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 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: [phone]
Fax: [phone]

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 Volume Licensing Service Center (VLSC) at https://www.microsoft.com/licensing/servicecenter/. 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.

You will find additional information on Software Assurance at www.microsoft.com/licensing/sa/default.mspx.

If you need help using the VLSC, please contact the Support Center at 1-866-230-0560 or [e-mail] (United States and Canada only). Worldwide VLSC Support Center contact information is available on the VLSC site.

The Student Option

The EES Student Option provides a convenient and cost-effective way for you to license selected products for use by your students on a personally-owned device or an institution-owned device designated for the student’s exclusive use (i.e., 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.

Student Product Selection

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. Licenses for the desktop platform products require organization-wide coverage.

The “organization” may be defined across the spectrum from the entire institution to a school district to a specific school site or department, and in cases where such definitions are not possible, the “organization” could simply be a logical group within the institution.

Desktop platform products are available individually or in the following suites:

PROFESSIONAL DESKTOP PLATFORM	Enterprise Desktop Platform
Windows 7 Enterprise upgrade Microsoft Office Professional Plus 2010 Microsoft Core CAL Suite	Windows 7 Enterprise upgrade Microsoft Office Professional Plus 2010 Microsoft Enterprise CAL Suite

Calculating Student Users

Full-time Students

Part-time students ÷ 3

Total FTE Students

+

=

Use the following formula to calculate the number of FTE students in the participating organization:

Additional Products

A broad selection of software and services are available as additional Student Option products under your EES. They provide the same License & Software Assurance coverage as desktop platform products. When you license the use of certain desktop applications or certain CALs, you have the choice to license organization-wide based on your FTE student count (as you do the desktop platform products), or you may license the use of a specific number of copies of the software.

Minimum Order Requirement

Your first order under an EES must be for a minimum of 300 units. Your Student Option purchases count toward meeting the 300 units. You may have an EES for the Student Option only, provided that you meet the 300 unit minimum. To determine your total units, combine the units for your desktop platform products and any additional desktop applications, CALs, and Online Services.

Calculating Units for Individual Desktop Platform Products

When ordered as individual components, multiply the total number of FTE students by the point value for the desktop platform product (which is published in the Microsoft Volume Licensing Product List at www.microsoft.com/licensing/userights/).

Calculating Units for Desktop Platform Suites

To determine your total units for the desktop platform suite you have selected, multiply the total number of FTE students by 3.

Calculating Units for Additional Desktop Applications, CALs, and Online Services

To determine your total units for any desktop applications, CALs, and Online Services you have selected as additional products, multiply the point value of the specific product (which is published in the Microsoft Volume Licensing Product List at www.microsoft.com/licensing/userights/) by:

• 
  your total number of FTE students (if you want all of the students in your organization to be licensed for the product or service), or
  
• 
  the specific number of licenses (if you want only a specific number of students to be licensed for the product or service)
  

Obtaining and Distributing Student Media

Distributing Licensed Product to Students

You may distribute media to students using the following methods only:

Please note: Most products, including Windows 7 and Office 2010, require activation. For those products, you may use option 1 or 2 below, which utilize 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 students. For a complete list of products that require activation, see www.microsoft.com/licensing/resources/vol/default.mspx.

For All Products (including those that require activation):

1. 
   Utilize the Electronic Software Distribution option offered by Microsoft’s authorized Digital Distribution Service Provider (DDSP). The DDSP will set-up a web store for you or your reseller to facilitate the delivery of software and any keys necessary for activating individual products to your students. (You can also use this facility to distribute software to faculty and staff for Work at Home rights.) For more information, contact your reseller.
   

2. 
   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 25 per title up to the number of licensed users. You may not replicate media for student use. For a list of products for which CDs or disk sets are currently available, please visit www.microsoft.com/education/StudentMedia.mspx.
   

For Products that Do Not Require Activation:

4. 
   Allow controlled download from your secure network server(s) or other storage device(s) using Volume Licensing media that you acquired from a Microsoft-approved fulfillment source for installation on your institution devices (i.e., Welcome CD Kit media, VLSC).
   
5. 
   Have students 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.
   
6. 
   Use a system of controlled short-term checkout of applicable Volume Licensing media (acquired from a Microsoft-approved fulfillment source) solely for purposes of individual user installation.
   

Please note: Some institutions choose to recover the cost of student licenses and/or media through technology or enrollment fees. The use and amount of such fees is up to the institution’s discretion.

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 Product Use Rights, please go to www.microsoft.com/licensing/userights/.

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 master EES 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

Upon graduation, graduate students licensed under the Student Option may 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. Upon acceptance of 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.

Extending or Renewing Your EES Coverage

Extending your Coverage
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 EES). Extension orders are subject to an order size minimum of 300 units.

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 an order size minimum of 300 units.

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 wish to continue your coverage, you may do so by submitting a new one year or three year Enrollment.

If you choose not to extend or renew your subscription, you have the following options at the end of your licensed period:

1) Purchase perpetual licenses using the Buy-out option.

If you have had three years or more of coverage, you may 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:

• 
  You may purchase perpetual licenses through the Buy-out option only for the product(s) covered under your EES.
  
• 
  The buy-out option is not available for products licensed under the Student Option.
  
• 
  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 may 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 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.
  
• 
  If you have fewer than three years of EES coverage and want to migrate to perpetual licenses, you may acquire the licenses you need through the Microsoft Volume Licensing Open for Academic or Select Plus for Academic programs.
  

2) Remove the software

If you do not submit an extension order (one-year option) or anniversary order (three-year option), sign a new EES, 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.

3) Combination

You may choose a combination of the choices listed above.

For example, you want an additional 12 months of EES coverage for Windows 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.

Changing Your Reseller

If for some reason you wish to change your reseller, you may select a new one. It is the ultimate responsibility of you, the customer, to drive the change of reseller process from start to finish.

Notification to Terminated Reseller

You are responsible for notifying your existing reseller (the “Terminated Reseller”) of the upcoming termination. A form is available for this purpose at www.microsoft.com/education/ChangeReseller.mspx. Refer to your agreement with your reseller to determine any other notification requirements. Irrespective of the terms and conditions of any such agreement between you and your reseller, EES software or media products ordered on or before the termination date will not be credited from the Terminated Reseller, and you should submit payment for all such EES software or media products to the Terminated Reseller. EES software or media products required after the date of termination should be ordered and paid to the new reseller.

Notification to Microsoft

You are required to notify Microsoft when you want to change your reseller. It is your responsibility to verify in advance that the new reseller is authorized by Microsoft to offer the Microsoft EES. Microsoft does not require the new reseller to complete a new EES with you, but we do ask that the new reseller and distributor acknowledge its appointment as reseller and distributor under your existing EES.

You should complete and sign the Notification to Microsoft Form (available at www.microsoft.com/education/ChangeReseller.mspx) and circulate it to the new reseller for written acknowledgment of its appointment. The new reseller should then circulate the letter to their distributor of choice for their written acknowledgment. On Microsoft’s receipt and acceptance of the letter, Microsoft will acknowledge the change of reseller and/or distributor and route the fully executed letter back to all applicable parties.

At least one copy of the Notification to Microsoft Form should be submitted to Microsoft for acceptance and processing. You must complete information pertaining to all defined terms and signature blocks. Please allow 30 days for Microsoft to approve, process, and route the form. The change of reseller is not effective until Microsoft approves and acknowledges it.

Please note: Orders previously billed to the Terminated Reseller and/or distributor will not be credited, however, all future orders will be billed to the new reseller and distributor.

Redistribution of Software Updates to Students

From time to time, we may 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 may 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.
   

Please note: You may not 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, please refer to your Campus and School Agreement.

Additional Resources