Microsoft Program Guidelines

Microsoft Rules, Eligibility and Restrictions

Microsoft Software Donation Restrictions

·         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 July 27, 2011. After two years, a new cycle begins, and a new allotment is available.

·         During its two-year cycle, an organization can request

o   Up to 50 of each donated desktop product or CAL.

o   Up to 25 donated Windows Server Standard.

o   Up to five donated server products total that are not Windows Server Standard.

For further details, see Quantity and Frequency of Microsoft Requests on the Microsoft Eligibility, Allotments, and Returns page.

• Budget: Organizations with annual operating budgets of any size are eligible for products in this program.
• Nonprofits and public libraries only:

o   Donated products are available to nonprofits registered under Societies Registration Act, 1860 or Indian Trusts Act, 1882 or those organizations registered under Section 25 of Companies Act, 1956, as granted by the Government of India, and to public libraries with valid FCRA certificate.

o   Public libraries without a 501(c)(3) designation may request 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.

o   Microsoft reserves the right to grant or deny an organization's request at any time, for any reason.  

• Eligible organization types: Only nonprofit organizations whose missions benefit the local community are eligible for donated Microsoft products. This could include organizations with the following missions:

o   Providing relief to the poor

o   Advancing education

o   Improving social welfare

o   Preserving culture

o   Preserving or restoring the environment

o   Promoting human rights

o   Establishment of civil society

• Ineligible organization types: Not all nonprofit organizations are eligible for donated Microsoft products. Ineligible organizations include the following:

o   Governmental organizations or agencies.

o   Educational institutions, including K-12 schools, colleges, universities, and trade schools.

o   Healthcare organizations, including hospitals, healthcare networks, health plans, ambulatory healthcare services, home healthcare and assisted living healthcare organizations, health research organizations, and laboratories. Exceptions include independent nonprofit organizations with the following missions: community, behavioral and women's health clinics; hospices; emergency services; and blood, tissue and organ banks.

o   Professional, commerce, and trade associations.

o   Professional and semi-professional sports organizations.

o   Political, labor, and fraternal organizations.

o   Refurbishers that will be installing the software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Program.

o   Nonpublic, non-501(c)(3) 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. Microsoft reserves the right to use any information, including external evidence, to determine if a recipient is in violation of this policy. Determinations of policy violation are made at Microsoft’s sole discretion and are not subject to external review.
• FAQ: For more information about Microsoft's resources for nonprofits and program eligibility, see its Nonprofit FAQ.
• Product distribution:

o   Products will be distributed under this program to qualifying organizations and libraries only, not to individuals.

o   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

o   Recipient organizations may not transfer or resell Microsoft products to other organizations, including partner nonprofits or legally independent sister organizations.

o   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.