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Microsoft Software Donations Program Guidelines


    Important Program Changes as of April 1, 2018

    The following changes to this program will come into effect as of April 1, 2018. Please review these changes so that you can incorporate them into your technology planning. These changes allow Microsoft and TechSoup Canada to continue to provide nonprofits with the technology they need to achieve their missions.

    What Will Change?

    • Certain on-premises software products from Microsoft will no longer be available through TechSoup Canada as donated products. However, these products will soon be available through TechSoup as discounted products for eligible nonprofits and libraries.
    • Eligible organizations will no longer be limited to requesting donated products from a maximum of 10 title groups during their two-year cycle. Instead, organizations will be able to simply request up to 50 of each donated product and up to 5 donated server products that don't use core-based licensing per two-year cycle.

    What Won’t Change?

    • The most popular on-premises software products from Microsoft will still be available as donated products to eligible nonprofits and libraries.
    • Request limits for donated products will still be reset every two years.
    • All other program rules, eligibility, and restrictions will remain the same.


    • Organizations receive an allotment of Microsoft software donations that is reset every two years. An organization's two-year cycle begins with its first donation request. After two years, a new cycle begins, and a new allotment is available.
    • During its two-year cycle, an organization can request products from up to 10 title groups. (Title groups are listed in the drop down called Microsoft Title Group).
      • For title groups that contain desktop products or license-only products (like CALs), a maximum of 50 licenses can be requested per title group.
      • For title groups that contain server products that use core-based licensing, there is a 25-product maximum.
      • For server products that do not use core-based licensing, a maximum of 5 products can be requested regardless of title group.


    • Organizations with annual operating budgets of any size are eligible for products in this program.

      Nonprofits, Charities and Libraries:

      • Donations are available only to Canadian Registered Charities registered with the Canada Revenue Agency, Canadian nonprofits incorporated either provincially or at the federal level, and Canadian public libraries with a library symbol from Library and Archives Canada.
      • Public libraries may request Microsoft software donations through this program only for use on public access computers or on computers that are used to directly manage either the public access computers or the library's public access program.
      • Microsoft reserves the right to grant or deny an organization's request at any time, for any reason.

      Eligible Organization Types:

      The Microsoft Software Donation Program serves nonprofit organizations whose mission benefits the local community. This could include organizations with the following missions:

      • Providing relief to the poor
      • Advancing education
      • Improving social welfare
      • Preserving culture
      • Preserving or restoring the environment
      • Promoting human rights
      • Establishment of civil society

      Ineligible Organization Types:

      Not all organizations are eligible for participation in the Microsoft Donation Program. Those that are not eligible should visit Microsoft Volume Licensing for Industries for more information about charity licensing; they may still be eligible for discounted software from Microsoft. The following types of organizations are ineligible for Microsoft software donations:

      • Governmental organizations or agencies.
      • Educational institutions, including K-12 schools, colleges, universities, and trade schools.
      • Healthcare organizations and networks, including hospitals, specialty networks, ambulatory healthcare services, home healthcare and assisted living healthcare organizations, research organizations, and laboratories.
      • Professional, commerce and trade associations without charitable aims or activities that benefit non-members.
      • Sponsorships of events, tables, exhibitions, or performances.
      • Fundraising events such as luncheons, dinners, walks, runs, or sports tournaments.
      • Political, labor, and fraternal organizations.
      • Refurbishers that will be installing the donated software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Program.
      • Nonpublic libraries, including private libraries, school libraries, specialty libraries, armed forces libraries, and libraries in government agencies.

      Terms of Service:

      • Organizations that request Microsoft products must agree to any applicable terms of service.


      • Microsoft reserves the right to supplement or amend these eligibility guidelines at any time without notice.

      Anti-discrimination policy:

      To be eligible to participate in this program, organizations must attest to the following statement, which certifies compliance with the Microsoft corporate citizenship nonprofit giving antidiscrimination policy:

      • My organization does not have a policy or mission of discriminating in hiring, compensation, access to training or services, promotion, termination, 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.
      • My organization is a religious organization, and any discriminatory practices of my organization are exempt from laws that otherwise prohibit such discrimination.

      Product distribution:

      • Products will be distributed under this program to qualifying organizations only, not to individuals.
      • Recipient organizations may not transfer or resell Microsoft products.
      • Microsoft products may not be installed on computers that will be given to or sold to other organizations or individuals, even as part of a charitable program.

      Microsoft Software Donations Program Information

      Microsoft is pleased to partner with TechSoup Canada to donate a wide variety of software products to nonprofit organizations and public libraries. Hundreds of professional and enterprise Microsoft products are available. TechSoup Canada charges a small administrative fee to donation recipients to enable us to offer our services to you.

      Learn More About the Microsoft Donation Program

      TechSoup Canada encourages organizations to visit our Overview of the Microsoft Donation Program. There you can learn about the quantity of products an organization can request, special rules for software installed by public libraries, and specific procedures to follow for returns. This page also provides an overview of the benefits and rules of the Microsoft Volume Licensing program, through which the donated products are made available, along with links to help you find additional information at both TechSoup Canada and Microsoft.