Licensing model for Microsoft products to be changed

In order to be allowed to continue offering the currently offered Microsoft products after the expiry of the old contract, the University of Erfurt is obliged to conclude a corresponding new contract with Microsoft. This "Microsoft Campus and School Subscription Framework Contract" (Microsoft Federal Contract 3.0) was originally agreed between the Leibniz Computing Centre (LRZ) of the Bavarian Academy of Sciences and Humanities and the company Microsoft Ireland Operations Limited. The Thuringian universities joined the contract under the leadership of the TU Ilmenau within the framework of the University IT Centre.

The main difference in the content of the contract is the licensing method. The new licensing model now provides for personal licences instead of the previous device-related licences.

Essentially, the entry into force of the Federal Agreement 3.0 merely changes the licensing model from device-related licences to person-related licences. Each user must now be assigned a personal licence. In addition, the installation of the new Office version is required on all service devices.

After the new Microsoft "service package" (so-called client) was provided and configured for the University of Erfurt, a corresponding data protection examination was carried out. In June 2022, the test phase began with the synchronisation of user data and the installation of the new Office version (Microsoft 365 Apps for Enterprise) on the service devices of the University of Erfurt. The University Computer and Media Center (URMZ) served as the "pilot area". Other areas will follow successively and from September 2022 at the earliest.

The licence allocation and registration of all employees in the new Microsoft client of the University of Erfurt will then be carried out automatically and centrally by the URMZ. The employees do not have to register themselves.

Activation for students to register on their private devices is planned from August/September 2022 (the URMZ will provide students with separate information in good time). The possibility of registering for the previous offer "Office365 ProPlus for students and employees" will be discontinued as a result. However, there will be a transitional phase during which users who use the old Microsoft client (@TechnischeUnivers049.onmicrosoft.com) will have the opportunity to move their data independently. This transition phase is expected to end on 31.12.2022 (see also: https://www.uni-erfurt.de/en/universitaetsrechen-und-medienzentrum/beratung-und-hilfe/studium-lehre/software-for-your-private-devices).

The Microsoft licence changeover affects all Microsoft products. The products that were previously available at the University of Erfurt (Word, Excel, PowerPoint, etc.) will continue to be made available.

All users have a licence that entitles them to use Windows and Office. They can install Office on all their devices and be logged in to Office on five devices at the same time.

A licence is initially granted to full-time employees and students of the University of Erfurt (according to §21, paragraph 1, ThürHG). For further enquiries, please contact Nicole Ackermann at the URMZ.

The URMZ centrally assigns licences and registers all employees in the new Microsoft client of the University of Erfurt. Employees do not have to do anything to continue using Microsoft products. The installation on supervised devices – workstations and service laptops (the latter via VPN) – is carried out centrally via distribution by the URMZ. This will be done on a departmental basis, starting in September at the earliest. A newer Office version will also be installed on the devices. The user interface will change only slightly; functionalities, e.g. in Excel, Word, etc., will remain the same, and new functions will be added in some cases.

It is planned to activate the registration for students on their private devices from August/September 2022 (the URMZ will inform the students separately in due time). The possibility of registering for the previous offer "Office365 ProPlus for students and employees" will be discontinued as a result. However, there will be a transitional phase during which users who use the old Microsoft client (@TechnischeUnivers049.onmicrosoft.com) will have the opportunity to move their data independently. This transition phase is expected to end on 31.12.2022 (see also: https://www.uni-erfurt.de/en/universitaetsrechen-und-medienzentrum/beratung-und-hilfe/studium-lehre/software-for-your-private-devices).

With Microsoft 365, users can install Office on all their devices and be logged in to Office on five devices at the same time (in the office and/or home office). Please remember that installation on private devices is only permitted for business or study-related purposes!

No. The software and services are to be used exclusively for study-related or official purposes or for student or official projects. Use for commercial or private purposes is not provided for in the licence conditions. Only personal, non-transferable licences are provided. Users are also only entitled to use the software and services during the licensed period.

However, through the Home Use Programme, you are eligible for discounted pricing on selected Microsoft365 subscriptions and Surface devices and accessories.

Yes, personal data from our local user directory is transmitted to Microsoft for the use of the services. A corresponding examination by data protection has taken place in advance. Information on this can be found on our data protection pages: www.uni-erfurt.de/universitaet/datenschutz/im-buero/microsoft-365. The software and services are used in accordance with the current version of the product provisions (PTs), the provisions for online services (OSTs) and the addendum to the data protection for online services (DPA). These can be viewed at www.microsoft.com/de-de/licensing/product-licensing/products.aspx.

The "Microsoft Campus and School Subscription Framework Contract" (Microsoft Federal Contract 3.0) has been agreed between the Leibniz Computing Centre (LRZ) of the Bavarian Academy of Sciences and Humanities and the company Microsoft Ireland Operations Limited. The Thuringian universities have joined the contract under the leadership of the TU Ilmenau within the framework of the University IT Centre.

The federal contract has a term of four years and thus runs until 30 April 2025. The URMZ will of course inform all users in good time before the end of the term about any changes or the continuation of the federal contract with Microsoft.