Microsoft 365 Copilot License Management Procedure

Department or Area Contacts are responsible for serving as the single point of contact for Copilot license requests within their area, submitting waitlist and transfer requests, and coordinating with ITS on usage reviews and reallocations.

Information Technology Services (ITS) is responsible for maintaining the central Copilot license pool, managing the waitlist, monitoring usage, reclaiming underutilized licenses, and reassigning licenses in accordance with this policy.

End Users are responsible for making active and appropriate use of Copilot in accordance with institutional policies, standards, and data governance requirements.

Copilot license requests must be submitted through a department’s designated contact. Individual requests are not accepted, so employees should consult their department to identify the appropriate contact. If you are unable to locate your department contact, please contact IT Services for assistance.

The 500 Microsoft 365 Copilot licenses secured by BCIT are fully allocated to participants in the current pilot. Each department has been assigned a limited number of these licenses. If a license is not actively being used, the department’s designated contact may request to reassign it to another team member.

If no pilot licenses are available, the individual may be placed on a centrally managed waitlist administered by ITS. Waitlist requests are prioritized based on submissions order and departmental allocation limits. When a license becomes available, ITS will assign it to the next eligible individual and notify the department’s designated contact.

Departments that wish to provide additional Microsoft 365 Copilot licenses for their employees may choose to fund those licenses directly, subject to ITS review and standard provisioning processes.

ITS will regularly review Copilot usage data to identify licenses with little or no meaningful activity.

Licenses identified as underutilized may be reclaimed.

Where appropriate, the assigned user and department contact may be notified prior to reclamation to confirm ongoing need.

Reclaimed licenses will be returned to the central pool and reassigned to the next eligible individual on the waitlist.

Department contacts may request that an existing Microsoft 365 Copilot license be transferred to another employee within their department, or request a new department‑funded license.

All Copilot license requests must be submitted by the department’s designated contact through ServiceBCIT.  Under Computing for Employees, select “Request Software Licensing Assistance”. Since this form is used for general software requests, clearly indicate that your request is for a Microsoft 365 Copilot license.

When completing the request, include details in the Comments field specifying whether the request is for:

• A license transfer (from one employee to another),
• Adding an employee to the ITS-managed waitlist, or
• A new department‑funded license purchase

For license transfers, include the name of the current license holder and the proposed new assignee.

ITS will process approved requests and confirm once the license has been assigned or transferred.

Note: Department‑funded Microsoft 365 Copilot licenses are owned and managed by the purchasing department. ITS will reassign these licenses within the department upon request.