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Provided your organisation meets the eligibility criteria for the Microsoft software donation programme, donation requests can be made in line with the following entitlement guidelines:
Within a two-year period, each eligible organisation may request:
After two years, a new cycle begins, and the entitlement is reset
Your organisation's first donation request marks the beginning of its recurring two-year cycles.
The sections below explain what title groups are and how the maximum entitlement in a two-year cycle works.
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, including Windows 7 Professional, Windows 7 Enterprise, Windows 8.1 Professional, Windows 8.1 Enterprise and Windows 10 in all languages and in both 32-bit and 64-bit versions.
A product's title group appears near the top of the detailed product description page.
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 title groups.
An organisation can request a maximum of 50 licenses per title group within a two-year period for applications that run on an individual computer (for example a desktop or laptop PC) and for client access licenses (CALs), management licenses, and other licenses that provide for connection to or management of a server application.
The maximum number of licenses applies to the combination of all products within the title group. For example, if an organisation requests 10 Office Professional Plus products in English, 10 in Spanish, 10 in French, and 10 Office for Mac, it will have requested 40 products from the Office Suite title group and will have 10 licenses still available to request within that title group.
The 50-license entitlement 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; see Volume License Agreement and Product Use Rights.
Since there is an overall maximum of five server products over the two-year period, this 50-license maximum does not apply to servers.
An organisation can request a maximum of five server products altogether within a two-year period. The 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:
Some servers require management licenses or client access licenses (CALs) in order to work with their network of computers. Management and access licenses are separate items and are in title groups with a 50-license maximum.
Your organisation’s two-year Microsoft donation cycle begins when your organisation places its first request for Microsoft product donations.
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 2015, its new cycle will begin on 12 October 2017, at which point the organisation entitlement will be reset.
Registered organisations can check their My MS Donation Center tab in their accounts to see the dates for their two-year cycle and how much of their total entitlement is still available to them (you must be logged in to see this page). If there is no such link on the agents' pages, the organisation is not eligible for Microsoft donations through the tt-exchange programme.
The following examples can help explain how the various entitlements work together.
Organisation A has requested 10 Office Professional Plus products in English, 10 in Spanish, 10 in French, and 10 Office for Mac. They also requested 10 Windows 7 licenses in English, 10 Windows 7 licenses in Spanish, and 10 Windows Vista licenses in French.
Organisation B has requested 1 Project Server, 29 Project Server CALs, 10 Project Professional, 20 Project Standard.
Organisation C has requested 50 Office Professional Plus products, 1 Windows Server 2008 Enterprise Edition, 1 Exchange Server 2010 Standard Edition, 50 Core CAL Suites and 15 Windows Remote Desktop Services User CALs.
Organisation D has requested 4 Windows Server products and 50 Windows Server CALs. They also requested 1 System Centre Essentials server, 4 System Centre Essentials server management license suites, and 50 System Centre Essentials client management licenses.