EES Agreement preparation and submission

2025-04-07

Introduction and objectives

To enroll into Enrollment for Education Solutions (EES) (Campus) or School programs, an institution, together with their Microsoft channel partner, should prepare and submit a few required contractual documents.

In this module, you explore the various types of contractual documents and optional attachments. You also learn how to download the relevant document templates and walk through how to prepare and submit them.

The training is intended for:

All hires in a partner organization whose role involves ordering products under the following Academic Volume Licensing (VL) programs:
Microsoft EES (Campus) Agreement
Microsoft School Agreement

This module enables you to do the following:

List the contractual documents included in an EES (Campus) or School agreement
List documents contained in the School program pack and EES program pack
Explain the purpose of a signature form and when it’s required
Outline the role of the EES (Campus) and School agreement and how it operates
Advise when an EES or a School subscription enrollment is required
Access the VL product list and articulate the information it contains
Access the Microsoft licensing product use rights (PUR) document, and outline its purpose and how it operates within the license period
List the compliance requirements for institutions with graduate students licensed under the EES (Campus) Program
Access, download, complete, and submit the following documentation as needed:
EES (Campus) and School Agreement
School Subscription Enrollment
Signature Form
Supplemental Contact Information Form
Enrollment for Education Solutions (EES)

EES campus and school agreement overview

The EES (Campus) or School agreements consist of the following contractual documents:

EES (Campus) and School Agreement*
EES or School Subscription enrollment
Volume Licensing product list*
Volume Licensing product use rights*
Qualified educational user definition (QEU) as of the effective date of the agreement*

*Document doesn’t need to be submitted to Microsoft but should be included on the signature form for new customers.

To enroll in the EES Campus or School programs, including Education for Enrollment Solutions, an institution and its Microsoft channel partner prepare and submit the required contractual documents.

This section describes:

The various types of contractual documents and optional attachments of EES Campus and School programs consist of the Enrollment for Education Program Pack.
How to download these document templates.
A step-by-step guide on how to prepare and submit them.

Note: The following amendments are no longer needed as they are incorporated into the EES Enrollment:

Microsoft Enterprise Server Platform Agreement (ESPA) (School still requires an amendment.)
Online services (OLS) T&Cs

If you have 1,000 or more knowledge workers or students and are purchasing through a licensing solution partner, Microsoft Online Services such as Office 365, Microsoft Dynamics CRM Online, and Windows Intune are available for licensing through your Enrollment for Education Solutions (EES). All Microsoft OLS licensed through the EES have the same expiration date as the EES. When adding OLS midterm, the user subscription license (USL) is prorated to the month.

The minimum term length for the services is one month.The EES (Campus) or School agreements consist of the following contractual documents:

Agreement Packs

School Subscription Enrollment

Microsoft Volume Licensing School Program agreement packs are available for download only at Volume Licensing Central.
Documents in these packs might change from time to time.
Partners should provide School Program contracts directly from Volume Licensing Central to ensure they are using the most current version.
It's the partner’s responsibility to understand an institution’s requirements and to provide an institution with only the required documents.

Note: When completing all forms, the institution name must match exactly on each form (in terms of spelling and punctuation).

School program pack contents

EES (Campus) and School Agreement (Master Agreement)
School Subscription Enrollment
Program Signature Form
Supplemental Contact Information Form

EES program pack contents

EES (Campus) and School Agreement (Master Agreement)
School Subscription Enrollment
Program Signature Form
Supplemental Contact Information Form

Optional Attatchments

Extension Form
Amendments

Accessing the agreement packs

EES

Instructions for downloading the eAgreements Smart Client and creating EES in eAgreements are available in the eAgreements user guide available via the Help menu in the eAgreements tool.

Signature form role and requirements

When is a Signature Form required? The Signature Form is required for signing an agreement, enrollment, and some optional forms. The Signature Form can be used for tracking and recording documents associated with a single deal, but not all optional forms require a Signature Form.
What is the role of the Signature Form? The Signature Form replaces the signature block on individual contractual documents and consolidates the signatures of all documents associated with a Volume Licensing program. One Signature Form may be used for multiple enrollments on a single program type when all enrollments can be signed by a single institution representative.

EES campus and school agreement role and requirements

When is the EES (Campus) and School Agreement required? The EES (Campus) and School Agreement is required for new institutions when they or one of their affiliates doesn't have an active EES (Campus) and School Agreement in place already. An institution may opt to enter into a new EES (Campus) and School Agreement at any time to benefit from the expanded product offerings. This isn't mandatory.
What is the role of the EES (Campus) and School agreement? The EES (Campus) and School agreement sets out the core terms and conditions that apply to Volume Licensing purchases under the EES (Campus) and School program (including the Enrollment for Education Solutions). An active EES (Campus) and School agreement must be in place in order for the institution or one of its affiliates to enroll. An active EES (Campus) and School agreement places orders under an Enrollment for Education Solutions or School subscription enrollment. The EES (Campus) and School agreement is a perpetual agreement. This means that it doesn't have a fixed term or expiration date.

EES or school subscription enrollment

When is an Enrollment for Education Solutions or a School Subscription Enrollment required? An enrollment is required for all new institutions submitting a new agreement. An enrollment may be required for extending institutions if the institution elects to change the configuration or contacts of a previous enrollment at the end of the enrollment term.
What is the role of the EES or School Subscription Enrollment? An enrollment allows an institution to order and purchase Microsoft licenses under an active EES (Campus) and School agreement. An Enrollment for Education Solutions or School Subscription enrollment specifies several details. These include customer contact information, Channel Partner information, participating schools or departments, CASA units, price level, and licensing period.

Note: On December 1, 2010, EES replaced Campus Enrollment and offered expanded features and rules. EES also includes new terms and conditions which in some cases supersede the existing EES (Campus) and School Agreement. It's important for partners and customers to read the EES (Campus) and School Agreement and the Enrollment in detail.

Volume Licensing Product List

The Microsoft Volume Licensing product list provides monthly information about Microsoft software and Online Services licensed through Volume Licensing programs.

The information described in the Product List includes:

The availability of new software and products offered through Volume Licensing
The discontinuation of software products
The point or unit value and CASA unit for each software and product technology
Available promotions
Migration paths from one version of licensed product to another version of that same product
Software Assurance benefits, and more…

The Product List is updated monthly. Institutions can access the most current product list.

Volume Licensing product use rights

The Microsoft Licensing Product Use Rights (PUR) document contains the product-specific terms and conditions that govern how Microsoft products are used in the Volume Licensing programs. It's the equivalent of the End User Licensing Agreement (EULA) that end users receive when purchasing a licensed retail product.

The PUR effective at the start of the license period for a product version applies to its use throughout the license period. The use rights for a particular product version lock when a product is first ordered. The most current PUR at the time of a new version's release governs the use of that new version. Institutions can access the most current PUR on the Microsoft Licensing products page.

Student License Confirmation

Note: Student license confirmation is only relevant to the EES (Campus) Program

Upon graduation, students licensed under the Student Option are granted perpetual use rights for selected EES (Campus) Program products. Institutions may not transfer rights related to access licenses, including CALs, or to OLS for graduates. An institution is responsible for ensuring that graduating students with perpetual use rights receive a "Student License Confirmation" upon leaving the institution. The institution must have a Student Option in place at the time the student graduates to distribute the Student License Confirmation. This form isn't required to be submitted to the applicable Regional Operations.

Completing agreements/enrollments for EES

This section provides step-by-step guidance on preparing agreements and enrollments for EES (Campus) and School licensing programs. EES documents, including the EES (Campus) and School Agreement, are available only via eAgreements. Instructions for downloading the eAgreements Smart Client and creating an EES in eAgreements are available in the eAgreements User Guide via the Help menu in the eAgreements tool.

Qualifying enrollments

Since the July 2014 launch of EES in eAgreements, you can add applicable qualifying enrollments by including the qualifying enrollment number in a text file and attaching it as an optional attachment.

Proposal ID

Amendments can be uploaded for EES on the eAgreements tool, but unlike EA or Select Plus, the Proposal ID field isn't available for EES. Partners create EES agreements with amendments as usual, but Proposal ID doesn't automatically display on the Signature Form. Utilize the workarounds outlined below until a fix is implemented.

For electronic signature: The Proposal ID is displayed on the amendment itself, and the Regional Operations will process. Ensure to enter the title of the amendment document in the following format of: Proposal ID followed by Document Code. Example: "123456, X20-987654" For physical signature: Partners can hand write the Proposal ID in the upper right corner box of the Signature Form. However, if the package is submitted without the Proposal ID on the Signature Form, Regional Operations will process based on the Proposal ID on the amendment itself.

Late Renewals Exceptions

To increase tool adoption and minimize manual agreement submission, please refer to the steps below:

To request the Proposal ID for a late renewal, get in touch with your sales contact. They obtain Microsoft approval using the Grace Period Form and generate a Proposal ID. If approved, your sales contact provide the Proposal ID back to Partner.
Create the EES package on eAgreements. Don’t enter the Previous Enrollment Number. This is only valid for on-time renewals.
Before submitting the package for signature, save the Proposal ID provided in a Word document and upload it as a ‘Miscellaneous’ document.

Document type: Miscellaneous document

Uncheck ‘Visible to Customer’ (make it invisible)
Uncheck ‘Include in Signature Form’ (hide it from signature form)

Note: Regional Operations will only need the Proposal ID in a Word document, but if the Grace Period Form itself is uploaded in lieu of a document containing the Proposal ID, the Regional Operations will accept it. If there is another amendment attached to the late renewal agreement, there will only be one Proposal ID provided to cover both the late renewal approval and the amendment.

Contacts

OLS administrator This contact receives communications concerning registration for Online Services ordered under the subscription enrollment.
Software Assurance (SA) Benefits This contact defaults to notices contact. If a customer requires a separate contact, complete the required fields in the eAgreements tool and the Supplemental Contact Information Form will be included in the contract package.
Primary and notices By default, Microsoft uses the same primary and notices contact information (provided in enrollment) for EES (Campus) and School agreement. If the customer needs different contacts for an EES (Campus) and School agreement, the Supplemental Contact Information Form must be submitted as well. Extra Notices Contact is currently not applicable for EES (Campus) and School Agreements.

Completing EES campus and school agreements

Institutions aren't required to complete information in the Master Agreement. An institution completes details on the Signature Form.

New institutions: List the agreement document description and document number in the table.
Existing institutions: Enter the existing agreement number in the top-left corner.

Campus and school Agreement from volume licensing.

Completing the school subscription enrollment

School subsciption enrollment.

Previous Subscription Enrollment number:Microsoft affiliate invalidates agreements submitted with incorrect previous enrollment numbers. If the previous enrollment has expired, current enrollment must come with a grace period form.
Primary and notices contact:__ By default, Microsoft uses the same Primary and Notices contact information (provided in enrollment) for EES (Campus) & School agreement. If the customer needs different contacts for EES (Campus) & School agreement, submit the Supplemental Contact Information Form together with agreements. Extra Notices Contact is currently not applicable for EES (Campus) and School Agreements.
Qualifying Contract Number:__ Microsoft affiliate invalidates agreements submitted with inactive enrollment.

Note: Reseller Information and Distributor Information: Microsoft affiliat invalidates enrollment if any of the mandatory fields aren't completed. Single-tier countries: Complete Reseller information Two-tier countries: Complete both Reseller and Distributor information

Eligible PCs: The number of copies for each software product in the institution's initial order must match the number of Eligible PCs listed in the enrollment. Japan requires the minimum eligible PC order to be 10.
Student Option:__ EES (Campus) and School agreement allows ‘Student Only’ enrollments. This eliminates the need for an institution to sign up faculty/staff before signing up students. No concession is required for an institution to sign a Student option, only subscription enrollment. Student count must be the same as indicated in the enrollment. Japan requires at least 1,000 knowledge workers count.

Institutions that decide to add the Student option mid-term may submit Student-only enrollment, without waiting until their next annual renewal.

Note: An institution must enter Faculty knowledge workers (previously known as FTEs) count even when submitting Student-only enrollment. Number of Students count: Total student count consists of all full-time Students, plus one-third of part-time students.

Note: Primary and notices contacts listed in the Supplemental Contact Information Form won't be applicable for enrollment. Extra Notices Contact isn't applicable to EES (Campus) and School agreements.

An institution can use a single Supplemental Contact Information Form to add the following:

Different contacts for agreement
Alternative contacts for SA Benefits, Microsoft Developers Network (MSDN), etc., for enrollment

SA Benefits contact defaults to notices contact (NTC) if this form isn't submitted. This form shouldn't be used to add or change contact information after the enrollment is processed and becomes active.

Completing the Signature Form

Proposal ID: If a contract has two Proposal IDs, use two Signature Forms. Both Signature Forms have to be signed by the institution.
Document Number or Code: Document numbers are found on the bottom right corner of documents. If a document doesn't indicate a document number, this field may be left blank or enter "none".

Documents to be listed on Signature Form:

Capture of the Signature Form.

Validation notes on Signature Form: If an incorrect document code is listed on the Signature Form, the contract will be invalid. If a document (except for the EES (Campus) and School Agreement) is listed on the Signature Form but not attached, the contract will be invalid.

Supplemental Contact Information Form

This form is optional. Attach this form to the enrollment and include details in the Signature Form only if the institution needs to add alternative contacts (for example, SA Benefits, Online Services etc.) to the enrollment. The format and information listed on the first page of this form has changed. By default, the institution’s primary and notices contact information for the EES (Campus) and School Agreement is extracted from the EES (Campus)/School subscription enrollment. Therefore, the Supplemental Contact Form can be used in the following situations:

Adding alternative contacts to the enrollment such as SA Benefits and OLS.
Adding primary and notices contacts to the agreement if these contacts are different from the enrollment.
Adding primary and notices contacts to the agreement if the customer chooses to submit the agreement prior to submission of enrollment.

Submitting EES

The Enrollment for Education Solutions and all required and optional documents are submitted via eAgreements.

Summary

You're now able to do the following:

List the contractual documents included in a EES or School agreement
List documents contained in the School Program pack and EES program pack
Explain the purpose of a signature form and when it's required
Outline the role of the EES and School agreement and how it operates
Advice when an Enrollment for Education Solutions or a School subscription enrollment is required
Access the Volume Licensing product list and articulate the information it contains
Access the Microsoft Licensing Product Use Rights (PUR) document, outline its purpose and how it operates within the license period
List the compliance requirements for institutions with graduate students licensed under the EES Program
Access, download, complete, and submit the following documentation as needed:
EES (Campus) and School Agreement
School Subscription Enrollment
Signature Form
Supplemental Contact Information Form
Enrollment for Education Solutions (EES)