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Microsoft Software Donations Program Guidelines

Restrictions: 

    Important Program Changes as of April 1, 2018

    The following changes to this program came 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 Changed?

    • Certain on-premises software products from Microsoft are 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 are no longer limited to requesting donated products from a maximum of 10 title groups during their two-year cycle. Instead, organizations may 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 Has not Changed?

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

    Quantity:

    • 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:
      • Up to 50 of each desktop or license-only (like a CAL) product 
      • Up to 25 of each server product that uses core-based licensing.
      • Up to five server products that do not use core-based licensing.

    Budget:

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

      Nonprofits, Charities and Libraries:

      • Products 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 products 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. The following types of organizations are ineligible for Microsoft software prodcuts through TechSoup Canada:

      • 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.
      • 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.

      Amendments:

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

      Anti-discrimination policy:

      • Microsoft values and respects individual and cultural differences and is committed to providing an inclusive environment that is welcoming and free from discrimination. Therefore, organizations are not eligible to participate in this program if they have a policy or mission of discrimination in hiring, compensation, promotion, termination, retirement, training, programs, and/or services 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. The only exception to this policy is for religious organizations that are exempt from laws that prohibit such discrimination.

      Product distribution:

      • Products will be distributed under this program to qualifying organizations and libraries only, not to individuals.
      • Products are intended only for use by paid nonprofit employees and unpaid full-time equivalent (FTE) staff who have material day-to-day managerial, operational, and fiduciary responsibilities, and who will not use the license for personal income generation. Volunteers, members, and beneficiaries of the nonprofit are not eligible for nonprofit licenses and subscriptions
      • Recipient organizations may not transfer or resell Microsoft products to other organizations, including partner nonprofits or legally independent sister organizations.
      • 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.