Quantity and Frequency of Microsoft Requests
Microsoft provides non-profits with an allotment of product donations that can be requested per two-year period. Your organisation's first donation request after 27 July 2011 marks the beginning of its recurring two-year cycles. Within a two-year period, each eligible non-profit may request from up to 10 title groups:
- For title groups that contain desktop products, server products that use core-based licensing, or license-only products (like CALs), there is a 50-product maximum.
- For server products that do not use core-based licensing, there is a five-product maximum, regardless of title group
There is no limit to the number of times an organisation can make a Microsoft donation request within the two-year cycle as long as they have not used up their full allotment.
After two years, a new cycle begins, and the allotment is reset.
The sections below explain what title groups are and how the maximum allotments in a two-year cycle work.
About Title Groups
A title group consists of all products that serve essentially the same purpose. For example, all Windows operating system products are in one title group.
A product's title group is listed near the top of each detailed product description page.
About the Maximum of 10 Title Groups
An organisation can request products from a maximum of 10 title groups. For example, if an organisation requests Office Professional Plus, Visio, Windows Server, and Windows Server client access licenses, it will have requested 4 of the 10 allotted title groups.
About the Product Maximum Within a Title Group
An organisation can request a maximum of 50 products per title group within a two-year period.
This limit applies to:
- Products that run on an individual computer (such as Office or Windows)
- Server products that use core-based licensing (such as Windows Server Standard or Datacenter)
- Client access licenses (CALs), management licenses (MLs), and other licenses that provide for connection to or management of a server application
This maximum number of products applies to all of the products within the title group. For example, if an organisation requests 10 Office Professional Plus products, 10 Office Standard products, and 10 Office for Mac products, it will have requested 30 products from the Office Suite title group and will have 20 products still available to request within that title group.
The 50-product allotment usually allows an organisation to install a particular type of product on up to 50 computers. However, organisations that run multiple Windows operating systems on a single computer generally can install only as many instances of the product as they have licenses. For more information, see the Product Use Rights section of Licensing Details for Microsoft Donations.
About the Maximum Allotment of Server Products That Do Not Use Core-Based Licensing
An organisation can request a maximum of five server products that do not use core-based licensing altogether within a two-year period. These server products can be in a single title group, or they can be in up to 5 title groups, as long as the overall maximum of 10 title groups is not exceeded in the two-year period.
For example, an organization may request any one of the following:
- One product in the Windows Server Essentials title group, two products in the Exchange Server title group, and one product in the SQL Server (Server/CAL) title group
- Three products in the SharePoint Server title group and two products in the SQL Server (Server/CAL) title group
Some servers require MLs or CALs in order to work with their network of computers. MLs and CALs are separate items and are in title groups with a 50-product maximum.
About the Two-Year Cycle
Your organisation’s Microsoft two-year donation cycle begins when your organisation places its first request for Microsoft product donations. If your organisation requested any Microsoft donations prior to 27 July 2011, its cycle was reset, and its new cycle begins on the date of its first Microsoft donation request after 27 July 2011.
Your organisation's cycle will run for two years from this initial start date. It will then be immediately reset and run for another two years, and so on. For example, if an organisation's first cycle starts on 12 October 2011, its new cycle will begin on 12 October 2013, at which point the organisation has a new allotment.
Microsoft Donation Centre
Registered organisations can check the Microsoft Donation Centre page to see the dates for their two-year cycle and how much of their total allotment is still available to them (you must be logged in to see this page). This page is accessible via your My Account page then by clicking on Microsoft Donation Centre. (Only organisations which are eligible for Microsoft donations through Connecting Up's Donation and Discount program will have information listed.)
The following examples can help explain how the various allotments work together.
Organisation A has requested 20 Office Professional Plus, 10 Office Standard, and 10 Office for Mac. They also requested 20 Windows upgrade products.
- They have requested from 2 of 10 title groups and can request from 8 more.
- In the Office Suite title group, they have requested 40 products and can request up to 10 more.
- In the Windows Desktop Operating Systems title group, they have requested 20 products and can request up to 30 more.
Organisation B has requested 1 Project Server, 29 Project Server CALs, 10 Project Professional, and 20 Project Standard.
- They have requested from 3 of 10 title groups and can request from 7 more.
- In the Project Server CAL title group, they have requested 29 products and can request up to 21 more.
- In the Project Desktop title group, they have requested 30 products (10 Project Professional and 20 Project Standard) and can request up to 20 more.
- They have requested one server product that does not use core-based licensing (Project Server) and can request up to four more.
Organisation C has requested 50 Office Professional Plus products, 16 Windows Server Enterprise, 1 Exchange Server Standard Edition, 50 Core CAL Suites, and 15 Windows Remote Desktop Services User CALs.
- They have requested from 5 of 10 title groups and can request from 5 more.
- In the Office Suite and Core CAL Suite title groups, they have requested 50 products and cannot request any more.
- In the Windows Server title group, they have requested 16 products and can request up to 34 more.
- In the Windows Remote Desktop Services CAL title group, they have requested 15 products and can request up to 35 more.
- They have requested one server product that does not use core-based licensing (Exchange Server) and can request up to four more.
Organisation D has requested 32 Windows Server Standard and 50 Windows Server CALs. They also requested 1 SQL Server Standard (Server/CAL) and 25 SQL Server CALs.
- They have requested from 4 of 10 title groups and can request from 6 more.
- In the Windows Server title group, they have requested 32 products and can request up to 18 more.
- They have requested the maximum allotment of licenses from the Windows Server CAL title group.
- In the SQL Server CAL title group, they have requested 25 CALs and can request up to 25 more.
They have requested one server product that does not use core-based licensing (SQL Server) and can request up to four more.