Educational Software Licensing
SchoolCare is your trusted partner for educational software licensing, simplifying procurement from major vendors including Microsoft, Adobe, Google, and many more. We ensure your school gets the right licences at the best education pricing with full compliance support.
Partnerships with Leading Providers
Microsoft
Comprehensive productivity and cloud solutions including Microsoft 365 Education, Windows OS licensing, and server CALs through OVS-ES and other education agreements.
Adobe
Creative and design software for modern learning, including Adobe Creative Cloud for Education with volume licensing discounts.
JAMF
Apple device management and security for schools deploying iPads, MacBooks, and Apple TV across their estate.
PrintIX
Cloud-based print management solutions that simplify printing infrastructure and reduce costs across your school.
Google Workspace for Education, including Classroom, Drive, Docs, and Chromebook licensing for seamless digital learning.
And Many More…
We work with a wide range of software vendors to source the best licensing deals for your school. If you need it, we can supply it.
Understanding Microsoft Education Licences
Microsoft offers several licensing programmes designed specifically for schools and academies, each with different entitlements, costs, and compliance requirements. Choosing the wrong licence type — or over-purchasing SKUs your school doesn’t need — can waste thousands of pounds annually. SchoolCare helps you navigate these options to ensure you are fully compliant whilst only paying for what you actually use.
OVS-ES (Open Value Subscription for Education Solutions)
OVS-ES is Microsoft’s primary volume licensing programme for schools. It provides an annual subscription that covers your entire device estate with a single agreement. Schools pay per-device or per-user, and the subscription includes upgrade rights to the latest versions of Windows, Office, and other Microsoft products. OVS-ES is ideal for schools that want predictable annual costs and always-current software. It also includes access to Microsoft 365 Education plans at discounted rates, with options to add enhanced features like Microsoft Defender for Endpoint and Intune device management.
NCS (National Computer Systems / CSP Agreements)
NCS and Cloud Solution Provider (CSP) agreements offer flexible, per-user, per-month licensing for Microsoft 365 and Azure services. Unlike OVS-ES, CSP licensing does not require a long-term commitment and can be scaled up or down as your school’s needs change. This model is particularly suited to schools that want to start with a smaller deployment or need to adjust licence counts throughout the year as staff numbers fluctuate. CSP agreements are billed monthly or annually and can be combined with OVS-ES for a hybrid approach.
Microsoft 365 A1 vs A3 vs A5
Microsoft 365 for Education comes in three tiers: A1 (free, web-only apps), A3 (desktop apps, advanced security, device management), and A5 (full security suite, analytics, voice). Many schools default to A3 when A1 would suffice for most users, or purchase A5 features they never activate. SchoolCare reviews your actual usage to recommend the right mix of SKUs — often a combination of tiers across different user groups — to avoid unnecessary spend whilst ensuring staff who need advanced features have access to them.
Windows & Server Licensing
Schools require valid Windows licences for every device, plus Client Access Licences (CALs) for any on-premises servers. Under OVS-ES, Windows upgrade rights are included in the subscription. For schools with servers running Active Directory, Exchange, or SCCM, correct CAL licensing is essential to remain compliant. SchoolCare audits your server infrastructure and device counts to ensure your CAL allocation matches your actual deployment, avoiding both under-licensing risk and over-purchasing.
Strategic Licensing Review
Software licensing is one of the most complex areas of school ICT management, and it is surprisingly common for schools to be paying for licences they don’t need, using software they aren’t properly licensed for, or missing out on education discounts they are entitled to. SchoolCare’s Strategic Licensing Review is a thorough audit of your school’s entire software estate, designed to bring you into full compliance and eliminate wasted spend.
Licence Audit
We conduct a full audit of every software licence your school holds, comparing entitlements against actual installations across your device estate. This identifies any compliance gaps where you may be under-licensed, as well as surplus licences that are costing money without being used. The audit covers Microsoft, Adobe, Google, and all other licensed software in your environment.
SKU Optimisation
Many schools purchase higher-tier licence SKUs than their users actually require. Our review analyses feature usage across your organisation and recommends the most cost-effective SKU for each user group. For example, teaching assistants who only use web-based Office may need only an A1 licence, whilst SLT members using advanced security features genuinely need A3 or A5. This right-sizing exercise typically delivers significant annual savings.
Compliance Assurance
Software vendors conduct periodic licence audits, and non-compliance can result in substantial retrospective charges. SchoolCare ensures your school is fully compliant with all licensing agreements, provides documentation of your entitlements, and implements processes to maintain compliance as your estate changes. We also ensure you are taking advantage of all education pricing and free tier entitlements available to your school.
Renewal Management
Licence agreements have different renewal dates, terms, and pricing structures. SchoolCare tracks all of your renewal dates and negotiates the best terms on your behalf, ensuring you never face unexpected costs or lapses in coverage. We consolidate renewals where possible to simplify administration and present clear, jargon-free recommendations ahead of each renewal decision.
True-Up & Reconciliation
OVS-ES agreements require an annual true-up where your school reports its current device count to Microsoft. Under-reporting risks non-compliance, whilst over-reporting means paying for licences you don’t need. SchoolCare manages the true-up process on your behalf, conducting an accurate device count and submitting the correct figures to ensure you only pay for what you use.
Ongoing Advisory
Licensing needs change as your school grows, merges, or adopts new technology. SchoolCare provides ongoing advisory support, reviewing your licensing position whenever your circumstances change and proactively alerting you to new education programmes, discounts, or licensing changes from major vendors that could benefit your school.
Why Choose SchoolCare
Expert Guidance
Industry specialists help you select the right licences for your educational needs, ensuring compliance and value
Simplified Management
Centralised licensing administration reduces complexity and ensures your school never falls out of compliance
Cost Optimisation
Strategic licensing reviews ensure you only buy the SKUs you need, eliminating waste and maximising education discounts
Optimise Your Software Licensing
Contact SchoolCare for a strategic licensing review to ensure your school is compliant and only paying for the licences you need.
Ready to Transform Your School’s ICT?
Contact us today for a no obligation quote. Our team of experts are ready to help.