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Important Update: Microsoft Licensing and IT Provisioning
All staff are advised of an important change to Microsoft licensing arrangements that affects user eligibility and University managed IT devices.
What’s Changing?
Following the removal of the Microsoft A1 Plus Education license in August 2024, the only Microsoft licenses now available to the University are:
- Microsoft 365 A1
- Microsoft 365 A5
Both licenses are governed by strict Microsoft Education Qualified User (EQU) eligibility criteria, which the University is required to comply with.
This change is effective immediately.
What Does This Mean?
Microsoft license eligibility is now a key control used to determine:
- Whether a user is eligible to hold a Microsoft license, and
- Whether a user is eligible to be provisioned with, or retain, a University managed IT device (e.g. laptop or desktop).
Only users who meet Microsoft’s Education Qualified User (EQU) criteria are eligible for Microsoft A5 licensing and University managed IT hardware.
Who May Be Impacted?
The following groups may be impacted by this change, as they may not meet Microsoft’s Education Qualified User (EQU) criteria:
- Honorary, emeritus or retired staff who do not have a current formal contract with the University.
- Visiting scholars or collaborators without a contractual relationship or inclusion in the University’s EQU count.
- External consultants or third-party contractors not directly employed by, or formally contracted to, the University.
- Spin‑off company staff, even where the company has links to University research or operates on campus.
- Individuals using personal devices that are not eligible for Microsoft A5 licensing under the University’s Microsoft agreement.
- Users whose role or engagement with the University has changed, and no longer meets eligibility criteria.
What Happens Next?
Digital Services will be carrying out validation checks against Microsoft EQU criteria.
- Anyone currently in possession of a Microsoft license and/or a University managed device who does not meet EQU criteria will be contacted directly by Digital Services.
- Where required, users will be notified of license removal and/or device recall.
Licenses or devices will not be removed immediately.
Users will be given a notice period to allow time to make alternative arrangements where necessary.
Do I Need to Do Anything Now?
No.
If you are affected, Digital Services will contact you directly.
Please do not take any action unless you are contacted.
Further Information
This change is required to ensure the University remains compliant with Microsoft licensing terms and can continue to responsibly manage IT assets and security.
If you have questions, please contact the Digital Services IT Service Desk.
