Microsoft offers a range of programs and resources to help nonprofits achieve their missions through technology. To ensure these benefits are allocated appropriately, Microsoft has a specific eligibility process that organizations must undergo. This article provides a detailed overview of the Microsoft Nonprofit Eligibility process, including steps, criteria, and tips for successful application.
Q1 : Is My Organization Eligible?
Before embarking on the journey to access Microsoft’s nonprofit programs, it’s crucial to thoroughly familiarize yourself with the three core eligibility requirements. This foundational step ensures a smooth and efficient application process, setting your organization up for success.
A. Organization
Organizations must be a:
- Nonprofit or non-governmental organization with recognized legal status in their respective country (equal to 501(c)(3) status under the United States Internal Revenue Code);
- Public library that provides general library services without charge to all residents of a given community, district or region; or
- Public museum, including public or private institutions, open to the public, that conserve and exhibit tangible objects for purposes of cultural preservation, education, or aesthetic enjoyment.
If your organization does not meet these criteria, it is not currently eligible.
B. Mission
In addition to the organization criteria, eligible organizations must also operate on a not-for-profit basis and have a mission to benefit the local community that could include but is not limited to - providing relief to the poor; advancing education; improving social welfare; preserving culture; preserving or restoring the environment; promoting human rights; establishment of civil society.
Any organization that does not meet the criteria outlined above for eligible nonprofit missions is ineligible for Microsoft nonprofit programs. Visit Microsoft Licensing for more information about licensing options for ineligible organizations. Examples of ineligible organizations include, but are not limited to:
- Nonprofit organizations that have not obtained recognized legal status in their respective country;
- Governmental organizations or agencies, including international governmental organizations, and United Nations Entities.
- Schools, colleges and universities including formal educational institutions, nonprofit schools, and academic museums;
- Healthcare organizations including, but not limited to, hospitals, healthcare networks, health plans, and ambulatory/outpatient healthcare organizations.
- Public Utilities, including public transportation, telecommunications, and utilities;
- Financial institutions, including banks, insurance providers, and pension and retirement funds;
- Professional, commerce and trade associations;
- Professional and semi-professional sports organizations, including governing bodies, Olympics, and national or international tournaments;
- Political, labor, and fraternal organizations;
- Refurbishers that will be installing the software on refurbished computers to be distributed or donated to nonprofits or schools. Please email [email protected] for more information about the Registered Refurbisher Program;
- Individuals.
If your organization does not meet these criteria, it is not currently eligible.
C. Non-Discrimination
In additional to the previous criteria, 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 the Microsoft nonprofit program if they have a policy or mission of discrimination in hiring, compensation, promotion, termination, retirement, training, programs, activities, 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.
If your organization does not meet these criteria, it is not currently eligible.
Q2: Who Should Register?
Once you have confirmed that your organization meets the eligibility criteria, the next step is determining who should complete the registration. It is essential that the person handling the registration process is either an employee or a strategic volunteer of the nonprofit organization. This ensures that the individual is intimately familiar with the organization's mission, operations, and needs.
It is important to note that third-party IT providers, consultants, or any other external entities working on behalf of the nonprofit are not authorized to complete the registration. This policy is in place to maintain the integrity and accuracy of the information provided, ensuring that the organization's genuine representatives are directly involved in the process.
Having an internal member of the nonprofit, whether an employee deeply embedded in daily operations, or a strategic volunteer dedicated to the organization's mission, will facilitate a smoother, more accurate registration process, ultimately ensuring that the nonprofit can quickly and effectively access Microsoft's valuable resources.
Q3: Who Can Use the License?
Nonprofit discounts and grants are specifically designed for use by certain employees and volunteers within the organization. It's important to note that nonprofit beneficiaries, donors, and members—such as those in a church, club, or sports team—are not eligible to utilize these nonprofit offers.
Grants vs. Discounted Licenses
The availability of grants and discounted licenses depends on the employee's status and role within the nonprofit. Here’s a breakdown of each type:
Grants
- Granted licenses are reserved for paid employees and unpaid executive staff, provided the organization meets all eligibility requirements.
- There are limits on the number of user licenses, which can vary depending on the country where they are used.
- Organizations must regularly remove unused granted licenses from their subscription to ensure compliance.
- Adherence to Microsoft’s policy guidance is essential, as organizations may be subject to audits.
Discounts
- Discounted licenses are available to all staff, including volunteers and temporary staff.
- Eligible nonprofits can access discounted pricing on various commercial cloud offers and some on-premises offers.
- The extent of the discounts can vary depending on the product and quantity.
Employee Status Definitions
Paid Employees
Paid staff includes employees on mandatory unpaid time off but who remain employees of the nonprofit, often referred to as furloughed staff. It does not include staff whose employment has been terminated or is subject to layoff. Paid staff are permitted to use granted and discounted licenses.
Unpaid executive staff
Unpaid executive staff is defined as unpaid staff that acts as senior leadership for the nonprofit. Eligible unpaid executive roles are board of directors, president, officer, executive director, and executive program directors. Eligible unpaid executive staff are permitted to use granted and discounted licenses.
Volunteers and temporary staff
Volunteers is defined as all other non-executive unpaid staff and general volunteers. Discounted nonprofit offers are permitted for all nonprofit staff and volunteers.
Q4: What are the steps to apply?
The application process is straightforward but requires careful attention to detail. Here’s a step-by-step guide:
- Prepare Documentation: Gather all necessary documents that prove your nonprofit status, such as tax-exemption certificates, registration documents, and mission statements.
- Create a Microsoft Account: If you don't already have one, create a Microsoft account. This will be used throughout the application process.
- Visit the Microsoft Nonprofits Portal: Go to the Microsoft Nonprofits page and select "Get Started".
- Complete the Registration Form: Fill out the online registration form with your organization’s information, including contact details, mission, and areas of operation.
- Submit Documentation: Upload the required documentation to verify your nonprofit status. This typically includes:
- Proof of legal nonprofit status
- Organizational mission statement
- Non-discrimination policy
- Await Verification: Microsoft, in partnership with TechSoup or other local validation partners, will review your application. This process can take a few business days to a couple of weeks.
- Receive Confirmation: Once verified, you will receive a confirmation email with instructions on how to access the nonprofit offers.
Tips for a Successful Application
- Accurate Information: Ensure all information provided is accurate and matches your official documents.
- Complete Documentation: Submit all required documents to avoid delays.
- Clear Mission Statement: Clearly articulate your organization's mission and how it aligns with public benefit objectives.
- Review Eligibility Criteria: Double-check the eligibility criteria before applying to ensure your organization qualifies.
Post-Approval Steps
Once approved, you can start taking advantage of Microsoft's nonprofit offerings:
- Access the Nonprofit Portal: Log in to the Microsoft Nonprofit Portal to manage your benefits.
- Explore Available Offers: Review and select from available software, cloud services, and resources.
- Implement and Utilize: Begin implementing the tools and services to enhance your operations and mission impact.
- Stay Compliant: Maintain compliance with Microsoft’s usage guidelines and regularly update your organization's information.
Conclusion
The Microsoft Nonprofit Eligibility process is designed to ensure that nonprofit organizations can access valuable technological resources to enhance their operations and achieve their missions. By following the steps outlined above and ensuring your organization meets the eligibility criteria, you can unlock a range of benefits that can significantly impact your nonprofit's efficiency and effectiveness. Whether it’s through discounted software, cloud services, or grants, Microsoft’s support can be a game-changer for nonprofits striving to make a difference.
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