Important Notice

Microsoft phasing out free licenses

Microsoft is phasing out the licences previously available to P&C Associations. The official end date for these licences associated with P&C Affiliate emails is September 2024.

We will be offering free support every step of the way to help your P&C Association navigate this change. For more information, read on.

Background
Microsoft has discontinued its free “E2” licence for Not for Profits, which we had been using to provide and centrally administer free Microsoft accounts to P&C Associations. As a result, all P&C Affiliate accounts will be closed. The timing of this withdrawal is regrettable, but it is a decision made by Microsoft and is beyond our control.

Even at discounted Not for Profit rates, the cost of the replacement “E3” paid Microsoft licence does not represent good value for our members. Fortunately, there are alternative options with better features that are available for free to your P&C Association, although the P&C Federation will not be able to administer these accounts.

Next steps
As the official end date for the current Microsoft licenses associated with the pandcaffiliate.org.au emails approaches in September 2024, it is essential to begin transitioning to another platform. Options such as Microsoft Not-for-Profit, Google Not-for-Profit, or another suitable platform should be considered to ensure continuity. Please remember to migrate all important data to the new platform to avoid any loss of information. The pandcaffiliate.org.au email will eventually be closed, so prompt action is necessary to ensure a smooth transition.

Alternative Licensing Options
Microsoft Business Premium for Not-for-Profits: If you prefer to stick with Microsoft, we recommend Microsoft Business Premium, which provides 10 free user accounts for eligible Not for Profits (like your P&C Association). This offer comes with expanded features beyond those which you could access under your affiliate licence, including desktop versions of key Office apps.

Google Workspace for Not-for-Profits: If you would prefer to use Google Workspace, we recommend signing up for Google for Not for Profits, which provides free access to the Google Workplace apps. This offer from Google provides you with similar products to those under the Microsoft licence, under a different ‘digital ecosystem’.

What about my P&C online meetings?
Microsoft and Google both provide online meeting options under the NFP licences above. Both will allow your P&C members to join your P&C meetings without downloading an application or requiring their own Microsoft or Google accounts.

FAQs
We understand that you may have more questions. We have compiled a FAQ that should address most of your concerns. You can also contact us at mail@pandc.org.au or call us on 1300 885 982.

We appreciate your understanding and cooperation as we navigate this transition. We regret any inconvenience this may cause and are here to assist you in making this transition as smooth as possible.

Thank you for your attention to this important matter.

Frequently Asked Questions

Microsoft has stopped offering the free “E2” licence for Not for Profits, which we previously used to distribute free accounts to P&C Associations. All centrally managed Enterprise accounts are now only available for paying customers.

No. If you have organised your own Microsoft account or have never used a Microsoft account, this change will not affect you.

No. Microsoft has confirmed that all P&C Affiliate accounts will be closed.

Your P&C Affiliate account will be closed on 1 September 2024. We recommend you create a new account and transfer all data across before this cut off date. You are welcome to use Microsoft, Google, or any other provider you would prefer. The P&C Federation has published detailed step plans to set up accounts with Microsoft and Google and transfer your data across.

The P&C Federation recommends you sign up for Microsoft 365 Professional, which will give you 10 free user accounts with all of the access you currently have plus access to the desktop versions of the key Office apps. We have published a detailed step plan to guide you through the sign-up process and transfer of data.

The P&C Federation recommends you sign up for Google for Not For Profits, which will provide you free access to the Google Workplace apps. We have published a detailed step plan to guide you through the sign-up process and transfer of data.

The P&C Federation is a Not for Profit corporation, and membership fees only cover about 35% of our operating costs. Even at reduced Not For Profit pricing, the cost of paid Microsoft licensing does not represent good value for money for our Members when there are free alternatives (including from Microsoft) with better features.

Unfortunately not. We did discuss this with Microsoft and it is not possible, for both privacy and practical reasons relating to their infrastructure.

No. This is a day-to-day operational decision with no financial impact for your P&C Association, and a change that your Executive is enabled to make by your Constitution.

We have negotiated a 30 day grace period on top of the cut-off date (13 October) which will allow you to access your data until 12 November 2023. After this date, you will no longer be able to access anything from your P&C-affiliate Microsoft Account.

We encourage you to begin saving your data to an accessible location, to be transferred to your new Microsoft or Google NFP account (depending on your preference).

The P&C Federation is taking steps to backup your data as an additional precaution. Please ensure you complete the form above (also found here), which will allow us to offer you support.

P&C office bearers will be able to login using their personal email address to access the member portal, however you will need to provide us with your details to facilitate this. Please complete the form here to support us in creating an account for you.

Alternatively, you can create an account in our member portal if you do not have an account in the system.

The P&C Federation will not provide any change in the level of support we offer you depending on the provider you choose. This is a matter of your personal preference with regards to the workspaces that Google and Microsoft provide.

The process of data retention and transfer is no easier or harder whether you choose Microsoft or Google, and the level of support the Federation will provide is no different depending the option you choose.

If you’d like to talk about your specific needs and preferences we’d be happy to discuss the options with you in greater detail. You can reach us on 1300 885 982.

Your P&C Association is a Not for Profit, and eligible for both the free Microsoft and Google workspace offerings.

The documents you will need to gather include:

a) Your Charity Details as registered with the ACNC; or, if you are not registered with the ACNC
b) your Income Tax Status Review Worksheet; and
c) Your Constitution, highlighting your Dissolution Clause. Note: We have provided a copy of the Prescribed Constitution which you can use here. Please ensure that you complete the ‘School name’ highlighted in red before submitting your application.

To see an example Income Tax Status Review Worksheet filled out from the perspective of a P&C Association, click here.

To learn more about Income Tax Status and your P&C, see our factsheet here.

Step by Step Guide

Access Microsoft or Google Workspaces

Apply for Microsoft Business Premium – Free for Not-For-Profits

We’re doing everything in our power to make sure P&C Associations aren’t left with a big ‘to do’ list as a result of this change. If something is within our power – we will do it for you!

Below we have a plan for P&C Associations to register for the free Microsoft offer for NFPs. The good news is that this plan has significantly more features than the licence you previously had, better security, and is owned by your P&C Association (not centrally managed by the P&C Federation)!

Not only is this a great opportunity for your P&C in terms of their digital use going forward, but we the Federation are offering wrap-around support to help you get this set up.

Please contact us if you’d like to talk through your P&C’s needs, the setup process, or any other aspect of the change on 1300 885 982 or mail@pandc.org.au

1. Visit Microsoft’s Not-for-Profit Website and click on “Register Now”.

2. Fill out your personal information. Ensure that you provide an email address that is not your @pandcaffiliate.org.au email. Following this, Microsoft will send you an email your nominated email address with a confirmation code.

3. Fill out your P&C Association’s details, including its ABN. If you don’t have your ABN on hand, you can search for your ABN here.

4. Option A: If your P&C Association is registered with the ACNC

Search for your P&C Association on the ACNC website here.
Once you have located your P&C Association, scroll to the bottom of the page and click the “Print Charity Details” link, saving that PDF to your desktop or a convenient location.

Option B: If you are not registered with the ACNC
Complete and attach an Income tax status review worksheet for self-assessing non-profit organisations. This form is available at this link 

To see an example Income Tax Status Review Worksheet for filled out from a  P&C Association, click here.

To learn more about Income Tax Status and your P&C, see our factsheet here.

i. Click “Upload Document” and upload the document from either Option A
or Option B above, then click “Continue”

ii. Provide a working mobile phone number, which Microsoft will verify with an SMS or phone call.

iii. Create a username @onmicrosoft.com as prompted, in the name of your P&C Association.

iv. Submit Application

Confirmation and Approval

Wait for the approval from Microsoft, which can take up to 7 days.

If you are following ‘Option B: If you are not registered with the ACNC’ you will be required to provide additional information. You will receive an email from ‘TechSoup Support’ (also known as ConnectingUp) which partners with Microsoft to assess eligibility for Not-For-Profit Microsoft licencing.
TechSoup is unable to view documents sent through the Microsoft Nonprofit portal, and as such, will require you to send your Income tax status review worksheet directly via email. You will also need to provide a copy of your Constitution highlighting your not-for-profit and dissolution clauses. We have provided an example using the prescribed constitution here.
Please ensure you complete the ‘enter school name’ field, highlighted in red, on page one.

TechSoup’s validation process may take up to 10 business days. A response will be communicated to you via email.

Setting Up Microsoft 365 Business Premium

Once approved by Microsoft, log back into the Microsoft Not-for-Profit website at the link contained in the email they have sent to you to purchase and activate Microsoft 365 Business Premium licenses through the Microsoft 365 Admin Center.

Assign Licenses to Users

Go to the Microsoft 365 Admin Center, click on “Active Users”, and then assign the newly acquired licenses to your office bearers

Apply for Google Workspace – Free for Not-for-Profits

We’re doing everything in our power to make sure P&C Associations aren’t left with a big ‘to do’ list as a result of this change. If something is within our power – we will do it for you!

Below we have a plan for P&C Associations to register for the free Google Workspace offer for NFPs. The good news is that this plan has significantly more features than the licence you previously had, better security, and is owned by your P&C Association (not centrally managed by the P&C Federation)!

Not only is this a great opportunity for your P&C in terms of their digital use going forward, but we the Federation are offering wrap-around support to help you get this set up.

Please contact us if you’d like to talk through your P&C’s needs, the setup process, or any other aspect of the change on 1300 885 982 or mail@pandc.org.au

1. Visit Google’s Not-for-Profit Website and click on “Get Started” – located in the top right of the page.

2. You will be asked to sign in to a Google account, or create a new account. We strongly recommend that you do not use your own personal Google email address. Instead, create a new account for your P&C Association – for example, examplepandc@gmail.com.
Complete your email registration by entering information relating to your P&C Association.

3. Continue the Google NFP registration process. Fill out your P&C Association’s details, including its ABN. If you don’t have your ABN on hand, you can search for your ABN here.

4. Option A: If your P&C Association is registered with the ACNC

Search for your P&C Association on the ACNC website here.
Once you have located your P&C Association, scroll to the bottom of the page and click the “Print Charity Details” link, saving that PDF to your desktop or a convenient location.

Option B: If you are not registered with the ACNC
Complete and attach an Income tax status review worksheet for self-assessing non-profit organisations. This form is available at this link 

To see an example Income Tax Status Review Worksheet for filled out from a  P&C Association, click here.

To learn more about Income Tax Status and your P&C, see our factsheet here.

You will also need to provide a copy of your Constitution highlighting your not-for-profit and dissolution clauses. We have provided an example using the prescribed constitution here.

Upload your documentation and submit.

5. Wait For Verification. Your application will be considered by Google’s partner, TechSoup (ConnectingUp), and your eligibility for Google NFP Workspace will be determined. This may take between 2-14 business days.

6. You will be notified of approval, or of a request for more information, via email. Please continue to monitor your new P&C Gmail account for updates.
Once approved, you can follow the prompts to access Google for Workspace products, or to assign additional users. Google has a wealth of FAQs and video tutorials available here.

If there is anything we can do to support you, please reach out to us.