Microsoft Donation Programme ─ Eligibility, Allotments, and Returns

Microsoft Software Donation Programme's guidelines for eligibility, requesting software, and returning donations

Organisation Types That Are Eligible for Microsoft Donations
Microsoft donations are available to nonprofits with NPO or NPC Certificate, PBO status, or operating as a Charitable Trust. Some types of nonprofits are not eligible, such as educational institutions, political organisations, healthcare networks, and nonpublic libraries.

Organisations that engage in discrimination in hiring, compensation, access to training or services, promotion, termination, and/or retirement based on race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status, other than as allowed by law, are not eligible to participate in this programme. Organisations must be willing and able to attest that they do not discriminate on any of these grounds in order to receive donations.

Special Rules for Public Libraries
Public libraries may request Microsoft donations through this programme for public-access computers only. Donated software is available only for use on public access computers or computers used directly in the management of the public access computers or the library's public access programme.
Participating libraries must also make their collection and basic services available to the population of their legal service area without charges to individual users (excluding incidental fees such as printing charges). If they so choose, libraries may impose charges on users outside the legal service area, and they may provide products and services (beyond basic services) to the public at large, with or without individual charges.

Quantity and Frequency of Microsoft Requests
Microsoft provides nonprofits and libraries with an allotment of product donations that can be requested per two-year period. Your organisation's first donation request after 26 July 2011 marks the beginning of its recurring two-year cycle. Within a two-year period, each eligible nonprofit or public library may request:

  • Products from up to 10 of the Microsoft title groups, with a 50-license maximum for desktop products, server products that use core-based licensing, and license-only products (see below for more details)
  • A maximum of five server products that do not use core-based licensing, regardless of title group (see below for more details)

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.

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 appears near the top of the detailed product description page.

For more information, see the list of Microsoft title groups.

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 License Maximum Within a Title Group
An organisation can request a maximum of 50 licenses 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 organisation 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 two products 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 2014, its new cycle will begin at 12:00 a.m. on 12 October 2016, at which point the organisation has a new allotment.

Microsoft Donation Centre

Registered organisations can check the Microsoft Donation Center 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).

Examples

The following examples can help explain how the various allotments work together.

Organisation A

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

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

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

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.

Refunds and Returns

If you want to return or exchange the Microsoft donated products you have received, you will need to return all Microsoft products in the request and place a new request for the Microsoft items you want.

Since all Microsoft products are download-only, returns will be accepted only if none of the software has been installed, and you received the donation no more than 60 days previously.

If you want to return or exchange your Microsoft software donation, please call Techsoup Kenya Client Services for review and approval on +254 722 168480

The donation limits on your account will normally be reset within eight business days after a return is complete.

Note that products available through the Get Genuine Windows Agreement for Small and Medium Organisations have different policies than products available through the standard Microsoft Donation Programme. Read more about Get Genuine products.