External IT Knowledge - Microsoft 365 Licensing – Toolkit overview and eligibility

Microsoft 365 toolkits

The University of Toronto (U of T) provides all community members with access to a Microsoft 365 toolkit. These toolkits give staff, students and faculty access to core Microsoft applications such as Outlook email and calendaring, in addition to a range of other Microsoft 365 applications.

The Microsoft toolkit assigned to an individual is designed to match the nature of their relationship with the University and the type of work they perform on a regular basis. U of T uses a Microsoft licensing model to grant access to Microsoft 365 products automatically: the license provisioned to an individual user is determined by their official employee and/or student database records.

Please read the remainder of this knowledge article to learn more about:

The types of Microsoft toolkits that are available
The criteria that determine toolkit eligibility
Answers to frequently asked questions
The subarea codes used in the licensing assignment model

For an overview of the Microsoft products that are available with each toolkit, please read: Microsoft 365 Licensing – Toolkits for staff, faculty, students and other community members.

Exceptions

Toolkits aren’t always one size fits all: a U of T community member may require access to Microsoft products outside of their toolkit. In these instances, IT support staff should submit a licensing assignment review request through the Enterprise Service Centre on behalf of the individual. Individuals who submit their own requests will be redirected to their divisional IT. Please read the exceptions request policy knowledge article for more information.

Please note that individuals’ employee and/or student database records must accurately reflect their relationship to the University. Falsification of information so that community members may obtain access to additional Microsoft tools is not permitted.

Microsoft toolkit types

The table below provides an overview of the different Microsoft toolkits that are offered to U of T community members. To learn more about toolkit assignment criteria and the products that can be accessed through each toolkit, see “Which toolkit am I eligible for?” and “What’s inside my toolkit?” below.

Toolkit type	Designed for...	Assigned to...
Full	U of T staff* and appointed, salaried faculty who require access to standard and advanced Microsoft tools to perform their roles at the University	Executive leadership Professional and managerial staff Appointed salaried faculty Administrative staff with regular computing duties Library workers Research associates Post-graduates Other individuals whose roles require access to additional services such as Power BI or Telephony Appointed faculty and staff who are also enrolled as students should see Dual status*.
Standard	U of T staff and who require access to standard Microsoft tools to perform their roles at the University.	Casual staff Clinical (MD) Faculty, Status Only Faculty, and Adjunct Faculty Staff who do not have regular computing duties as part of their role
Student	U of T community members whose primary role* is student and require access to a full range Microsoft tools.	Full time students part-time students *Note: Staff members enrolled as a part-time OR full time student
Dual status	U of T staff and faculty with full or part-time student status who require access to standard and advanced Microsoft tools to perform their roles at the University.	Active staff and faculty with full or part-time student status
Alumni	U of T alumni who wish to stay connected with the University community through email and calendaring.	Alumni
Email	U of T retired faculty, Friends of the University and other affiliates who require access to U of T email and calendaring to facilitate their work with the University.	Retired faculty Friends of the University Other affiliates

Which toolkit am I eligible for?

The toolkit a U of T community member is eligible for is determined by the nature of their work with the University and the tools they need to perform their role. For a detailed overview of default toolkit assignments by subarea code, please view the appendix below.

Please review the table below for an overview of different roles and their corresponding toolkit types.

Note: Active staff and faculty with student status should reference the "I’m a staff/faculty member, but also a part-time student. Which toolkit will I get?" FAQ.

Role	Toolkit type	Notes
Senior leadership	Full	Note: ‘Administrative staff’ includes non-PM administrative staff who do not belong to USW. ‘USW staff’ includes all administrative and technical USW staff. The full toolkit also includes individuals whose roles require access to advanced administrative tools as per the exceptions policy.
Professional and managerial (PM) staff
USW staff
Appointed salaried faculty
Librarians
Library workers
Non-PM and non-USW administrative staff
Police
Post-doctoral
Research associates
Research officers
Sessionals and stipendiaries
Stationary engineers, building management, systems technicians and building engineers
Casual staff	Standard	Note: ‘Casual staff’ includes all salaried, temporary and hourly casual staff.
Clinical (MD) faculty
Status only faculty
Adjunct faculty
Crafts, trades and manual workers
Hospitality workers
Sales and service personnel
Trades workers
Full time students	Student
part-time students
Fellows
Graduate assistants
Teaching assistants
Active staff and faculty members with student status	Dual Status	Note: See "I’m a staff/faculty member, but also a part-time student. Which toolkit will I get?" in the FAQ below.
Alumni	Alumni	Excludes U of T alumni who are active staff, students or faculty.
Retired librarians	Email
Retired faculty
Friends of the University
Other affiliates

Frequently asked questions

General

Where can I learn more about how toolkit/license assignments work?

The new and improved licensing assignment model is automated, streamlined and transparent by design: it recognizes that technology isn’t one size fits all. Our Microsoft licensing assignment model was created to equip you with the Microsoft tools you need for the type of work you do at the University.

For example, if you are a staff member and your role involves a lot of administrative work, you likely have the full toolkit. Alternatively, if you are someone who does a lot of work away from a computer (e.g. a food service worker), you likely have the standard toolkit.

Who decides who gets which toolkit?

The University uses information in ROSI, HRIS and other data sources to determine the default toolkit that someone is assigned. This process is automated.

Is my account secure if I have a full, standard, student etc. toolkit?

Yes, all toolkits are secure and meet the University’s security standards. All toolkits also feature Microsoft advanced threat protection features.

Standard toolkits

I’ve been assigned a standard toolkit, but I really need access to a tool that’s included in the full toolkit. What should I do?

We recognize that technology isn’t one size fits all, and sometimes an individual might require access to a Microsoft tool that is not included in their default assigned toolkit. In these cases, we ask that your local IT support person submit an exceptions form through the Enterprise Service Centre. We will review your request and get back to you as soon as possible. Learn more about submitting an exceptions request.

Is the full toolkit better than the standard toolkit?

The full toolkit is not better than the standard toolkit. Both toolkits give you access to the same core Microsoft tools, with the exception of more specialized administrative tools like Power BI and Bookings. If your work is not highly administrative, it is unlikely that you will require access to the full toolkit.

Can I still use Word, PowerPoint and Excel if I have the standard toolkit?

Yes, the standard toolkit grants you access to Word, PowerPoint and Excel. The only difference is that the standard toolkit solely provides access to the online versions of Word, PowerPoint and Excel. A great benefit of this is that you can access your Office documents from any computer in the world with an internet connection.

If you have the full toolkit, you can also download Office apps on up to five personal devices. This is a great option for those who need to perform advanced administrative work from multiple locations or computers.

Anyone can download desktop Office applications to work devices via the University of Toronto Microsoft Campus and School Agreement (CASA). Learn more here.

To learn more about using Office online with the standard toolkit, read these knowledge articles:

Can I still use Outlook for my work email if I have the standard toolkit?

Yes, you can still use Outlook if you have the standard toolkit. On work devices, you can download the desktop version of Outlook as needed via the University of Toronto Microsoft Campus and School Agreement (CASA). You can also access your U of T email from anywhere in the world through Outlook Online (OWA) at mail.utoronto.ca.

Can I still use Teams if I have a standard toolkit?

Yes, you can continue to use the online or desktop version of Teams. You can download Teams for free from: https://www.microsoft.com/en-ca/microsoft-teams/download-app.

Staff and faculty enrolled in full or part-time studies

I’m a staff/faculty member, but also a part-time student. Which toolkit will I get?

By default, all staff and faculty with an active full or part-time student status will be assigned a dual status toolkit. These toolkits include the same features associated with the student toolkit and also provide access to additional advanced administrative tools such as Forms, Bookings, Planner and Project.

Appendix

The table below outlines the subarea codes that determine the default Microsoft 365 license a faculty, staff or student community member is assigned.*

SubArea	Description	Expanded Description	Microsoft License Assigned
50	Pres/V-P/V-Prov	President, VPs, Provost (Senior Leaders of the University - Academics)	Full (A5)
100	Academic	Faculty members (Professors, etc)	Full (A5)
400	Librarian	Librarians (UTFA)	Full (A5)
510	PM	Professionals and Managers	Full (A5)
550	Admin./Conf.	Admin Confidentials (HR Staff non PM)	Full (A5)
600	Research Assoc	Research Associates	Full (A5)
700	Carp F/T L27	Carpenters FT	Standard (A1)
800	Lib FT,PT L1230	Library workers FT and PT	Full (A5)
900	CUPE F/T L3261	Facilities & Services FT	Standard (A1)
1000	CUPE RPT L3261	Facilities & Services PT	Standard (A1)
1100	Elec F/T L353	Electricians FT	Standard (A1)
1200	Lock/MachF L353	Locksmiths and machinists FT	Standard (A1)
1300	Unifor FT L2003	Stationary engineers, building management systems technicians and building engineers FT	Full (A5)
1400	Police F/T L519	Police FT	Full (A5)
1600	Plumb F/T L46	Plumbers FT	Standard (A1)
1700	Sht Mtl F/T L30	Sheet Metal FT	Standard (A1)
1800	Res Officer F/T	OISE Research Officer FT	Full (A5)
1900	C3261FP 89ChNut	89 Chestnut residence hospitality workers	Standard (A1)
2000	USW	USW - administrative and technical employees FT and PT	Full (A5)
2100	ELC-CUPE L2484	Early Learning Centre - Day care workers and support staff	Standard (A1)
4100	C3261Cas 89ChNt	89 Chestnut residence casual employees	Standard (A1)
4150	Elect Tmp L353	Electricians Temp	Standard (A1)
4250	Lock/MachT L353	Locksmiths and Machinists Temp	Standard (A1)
4450	Police Tmp L519	Police Temp	Full (A5)
4650	Plumb Tmp L46	Plumbers Temp	Standard (A1)
4750	Carp Tmp L27	Carpenters Temp	Standard (A1)
4950	CUPE Tmp L3261	Casual workers on all three campuses Temp	Standard (A1)
5100	Casual Salaried	Non Appointed - Casual Salaried	Standard (A1)
5150	Casual Hourly	Non Appointed - Casual Hourly	Standard (A1)
5200	TeachAsst L3902	Teaching Assistants	Student (A5 SUB)
5250	Grad Asst L3907	Graduate assistants at OISE	Student (A5 SUB)
5300	CUPE 3261 Cas	Casual Employees CUPE 3261	Standard (A1)
5350	Lib 1230 StuCas	Library workers CUPE Local 1230 (Student casual)	Student (A5 SUB)
5450	CUPE 3902,Unit3	Sessional Lecturers - CUPE 3902 Unit 3	Full (A5)
5470	PoSTANDARDocL3902U5	Post-doctoral fellows CUPE 3902 Unit 5	Full (A5)
5500	Academic Mgr	Academic Managers not paid by the University (Hospitals) that manage UofT EE - Recently created	Full (A5)
6000	Canadian	Students and Fellows - External	Student (A5 SUB)
6100	Foreign	Students and Fellows - Foreign	Student (A5 SUB)
7200	Admin./Conf.	External Appointed - Admin Confidentials (HR Staff non PM)	Full (A5)
7210	PM	External Appointed - Professionals and Managers	Full (A5)
7500	Casual Salaried	External Non Appointed - Casual Salaried	Standard (A1)
7550	Casual Hourly	External Non Appointed - Casual Hourly	Standard (A1)

*For active staff and faculty with student status, please see the dual status toolkit.