Microsoft SPLA Academic for Education

Educational institutions can access discounted Microsoft licensing through SPLA (Services Provider License Agreement). Here’s what you need to know.

The short version

A substantial discount is available to educational organisations using Microsoft SPLA. Eligibility varies by region, and Microsoft must recognise your organisation as a Qualified Educational User.

Non-profit organisations not recognised as Qualified Educational Users lost access to SPLA Academic pricing in 2019.

Every service provider with a SPLA agreement has access to Academic pricing. If you’re eligible, tell your provider immediately so your next monthly bill reflects the discount.

What is Microsoft SPLA?

Microsoft SPLA is a licensing programme designed for service providers and independent software vendors (ISVs) who want to provide Microsoft software and services to their customers.

SPLA is designed for hosted solutions. Licences are included in the cost of the provider’s service, and the monthly billing cycle allows you to increase or decrease licence counts each calendar month.

How SPLA Academic works

SPLA Academic is not a separate programme. It follows the standard terms and conditions of Microsoft SPLA, with a discount for eligible educational institutions. That’s the only difference.

Who qualifies?

Microsoft must recognise you as a Qualified Educational User. The definition varies by region.

In the USA, eligible entities include K-12 schools, colleges and universities, accredited early childhood programmes, and administrative offices or boards of education.

In the EMEA region, eligible organisations encompass academic or vocational institutions accredited by the relevant governmental regulatory agency, plus local, regional, or national administrative offices of educational institutions.

Not-for-profit teaching institutions that are non-academic, non-government recognised, or focused on continuing education do not qualify.

To determine eligibility, review Microsoft’s criteria and consult with your service provider.

Licensing models

SPLA Academic follows standard SPLA terms. A quick recap of the fundamentals:

Subscription licences: SPLA uses monthly subscription licensing, offering greater flexibility than traditional Microsoft licensing models that require upfront investments or long-term commitments.

Per-user licensing: Some products are licensed per user. Each user requires a licence to access the software or service.

Per-processor licensing: Server operating systems and database management systems are licensed per processor or core, based on the server hardware rather than user count.

Getting started

Verify your institution’s eligibility and gather the required documentation. Contact your Microsoft SPLA provider to discuss your needs and obtain pricing. Then begin deploying.

Managing costs

The responsibility for licence compliance in SPLA sits mainly with the provider. However, regular reviews help ensure you only pay for what you need.

The most critical area: regularly check the list of authorised users and remove unnecessary access every month. Each user authorised to access server software requires licences regardless of actual access.

Look for unnecessary software too, like SQL Server databases you no longer need.

Watch for usage inconsistent with SPLA. The programme does not recognise “free” or “bundled” licences for development and testing that come with Visual Studio Subscription.

Keep accurate records of your licences, including counts, assigned users, and covered products. This helps manage costs and prepares you for any compliance questions.

Training matters as well. Faculty, staff, and students who understand the tools will get more value from your SPLA investment.

Frequently asked questions

Can non-profit organisations benefit from SPLA Academic pricing?

Non-profits in EMEA lost eligibility for SPLA Academic pricing in 2019. In other regions, check eligibility here.

Do SPLA Education licences include Software Assurance?

No. However, they provide access to the latest versions of Microsoft software, so your institution stays current.

How does SPLA Education compare to other Microsoft licensing programmes for education?

Microsoft offers several licensing programmes for educational institutions. SPLA Education suits institutions seeking flexibility and scalability through monthly subscription licensing.

What happens if my institution no longer qualifies?

You can continue using SPLA licences under the regular Corporate price list. Alternatively, discuss BYOL (Bring Your Own Licence) options with your provider. If your eligibility changes, communicate with your provider immediately to maintain compliance.