| Internal service, University Computer and Media Centre, Service

Licensing model for Microsoft products to be changed

In May 2021, the higher education framework agreement with Microsoft has been updated to the so-called Microsoft Federal Agreement 3.0. This means that the previous licence models for Microsoft products will be changed to new licences. The Thuringian universities – and thus the University of Erfurt – are also affected by this. They have joined the contract under the leadership of the TU Ilmenau within the framework of the University IT Centre.

The examination and planning of the technical implementation and provision already began when the contract was signed last year. The first milestone was then the change in the previous MS Office use on private devices, which took place in February 2022.

The new licensing model now provides for person-related licences instead of the previous device-related licences. This has implications for the use of Microsoft products for work and study on official and private devices (computers/laptops/tablets), which will be explained in more detail here. In future, the prerequisite for using Microsoft products at work will be registration as a user in the new Microsoft "service package" at the University of Erfurt.

The most important thing in advance is that the changeover will take place automatically via the University Computer and Media Center (URMZ), users will not have to do anything else. The services provided up to now will also be retained. We will answer further questions in our FAQ.

FAQ

Why does the contract have to be changed?

In order to be allowed to continue offering the currently offered Microsoft products after the expiry of the old contract, the University of Erfurt is obliged to conclude a corresponding new contract with Microsoft. This "Microsoft Campus and School Subscription Framework Contract" (Microsoft Federal Contract 3.0) was originally agreed between the Leibniz Computing Centre (LRZ) of the Bavarian Academy of Sciences and Humanities and the company Microsoft Ireland Operations Limited. The Thuringian universities joined the contract under the leadership of the TU Ilmenau within the framework of the University IT Centre.

The main difference in the content of the contract is the licensing method. The new licensing model now provides for personal licences instead of the previous device-related licences.

What does the conversion change in the licensing model in concrete terms?

Essentially, the entry into force of the Federal Agreement 3.0 merely changes the licensing model from device-related licences to person-related licences. Each user must now be assigned a personal licence. In addition, the installation of the new Office version is required on all service devices.

When do the new regulations apply and when can I register as a user?

After the new Microsoft "service package" (so-called client) was provided and configured for the University of Erfurt, a corresponding data protection examination was carried out. In June 2022, the test phase began with the synchronisation of user data and the installation of the new Office version (Microsoft 365 Apps for Enterprise) on the service devices of the University of Erfurt. The University Computer and Media Center (URMZ) served as the "pilot area". Other areas will follow successively and from September 2022 at the earliest.

The licence allocation and registration of all employees in the new Microsoft client of the University of Erfurt will then be carried out automatically and centrally by the URMZ. The employees do not have to register themselves.

Activation for students to register on their private devices is planned from August/September 2022 (the URMZ will provide students with separate information in good time). The possibility of registering for the previous offer "Office365 ProPlus for students and employees" will be discontinued as a result. However, there will be a transitional phase during which users who use the old Microsoft client (@TechnischeUnivers049.onmicrosoft.com) will have the opportunity to move their data independently. This transition phase is expected to end on 31.12.2022 (see also: https://www.uni-erfurt.de/en/universitaetsrechen-und-medienzentrum/beratung-und-hilfe/studium-lehre/software-for-your-private-devices).

Which products are affected?

The Microsoft licence changeover affects all Microsoft products. The products that were previously available at the University of Erfurt (Word, Excel, PowerPoint, etc.) will continue to be made available.

How many installations are allowed?

All users have a licence that entitles them to use Windows and Office. They can install Office on all their devices and be logged in to Office on five devices at the same time.

Who gets a licence?

A licence is initially granted to full-time employees and students of the University of Erfurt (according to §21, paragraph 1, ThürHG). For further enquiries, please contact Nicole Ackermann at the URMZ.

What do I have to do as an authorised user to continue using Microsoft products under the licence provided to me?

The URMZ centrally assigns licences and registers all employees in the new Microsoft client of the University of Erfurt. Employees do not have to do anything to continue using Microsoft products. The installation on supervised devices – workstations and service laptops (the latter via VPN) – is carried out centrally via distribution by the URMZ. This will be done on a departmental basis, starting in September at the earliest. A newer Office version will also be installed on the devices. The user interface will change only slightly; functionalities, e.g. in Excel, Word, etc., will remain the same, and new functions will be added in some cases.

It is planned to activate the registration for students on their private devices from August/September 2022 (the URMZ will inform the students separately in due time). The possibility of registering for the previous offer "Office365 ProPlus for students and employees" will be discontinued as a result. However, there will be a transitional phase during which users who use the old Microsoft client (@TechnischeUnivers049.onmicrosoft.com) will have the opportunity to move their data independently. This transition phase is expected to end on 31.12.2022 (see also: https://www.uni-erfurt.de/en/universitaetsrechen-und-medienzentrum/beratung-und-hilfe/studium-lehre/software-for-your-private-devices).

Are there also licences for working at home/home office?

With Microsoft 365, users can install Office on all their devices and be logged in to Office on five devices at the same time (in the office and/or home office). Please remember that installation on private devices is only permitted for business or study-related purposes!

Can I also use the licence for private purposes?

No. The software and services are to be used exclusively for study-related or official purposes or for student or official projects. Use for commercial or private purposes is not provided for in the licence conditions. Only personal, non-transferable licences are provided. Users are also only entitled to use the software and services during the licensed period.

However, through the Home Use Programme, you are eligible for discounted pricing on selected Microsoft365 subscriptions and Surface devices and accessories.

Is personal data transmitted to Microsoft during use?

Yes, personal data from our local user directory is transmitted to Microsoft for the use of the services. A corresponding examination by data protection has taken place in advance. Information on this can be found on our data protection pages: www.uni-erfurt.de/universitaet/datenschutz/im-buero/microsoft-365. The software and services are used in accordance with the current version of the product provisions (PTs), the provisions for online services (OSTs) and the addendum to the data protection for online services (DPA). These can be viewed at www.microsoft.com/de-de/licensing/product-licensing/products.aspx.

Who are the contracting parties for the new federal contract?

The "Microsoft Campus and School Subscription Framework Contract" (Microsoft Federal Contract 3.0) has been agreed between the Leibniz Computing Centre (LRZ) of the Bavarian Academy of Sciences and Humanities and the company Microsoft Ireland Operations Limited. The Thuringian universities have joined the contract under the leadership of the TU Ilmenau within the framework of the University IT Centre.

How long is the term of the Federal Contract 3.0?

The federal contract has a term of four years and thus runs until 30 April 2025. The URMZ will of course inform all users in good time before the end of the term about any changes or the continuation of the federal contract with Microsoft.

Contact person for your questions:

Nicole Ackermann
Mitarbeiterin IT-Dienste und Infrastruktur
(University Computer and Media Center)