Previously software licencing was recharged as part of the cost of purchasing a new PC/laptop. At the request of schools we have unbundled this to provide a more transparent cost model. From 1 April 2016 Schools will no longer be charged for licencing as part of the cost per PC/laptop. Licencing is calculated at a charge per FTE.

Some clarification/examples were provided to us by Microsoft as to how to calculate the FTE count:

  • Teachers – Include all teaching staff – YES
  • Admin – Include all admin staff – YES
  • Cleaners – cleaners work more than 200 hours per year but don’t have access to a PC – do they need to be included? – NO
  • Kitchen – kitchen assistants work more than 200 hours per year but don’t have access to a PC – do they need to be included? – NO
  • Lunch Assistants – some lunch assistants work more than 200 hours per year but none of them have access to a PC – do they need to be included? – NO
  • Teaching Assistants – Teaching assistants work more than 200 hours per year but don’t have their own PC/Laptop or staff user name/log on – they just help the pupils using the computers – do they need to be included? – NO

These are the principles we have used to calculate the FTE count for the Microsoft Licensing.