Table of Contents:

Overview

This article provides guidance for Distributed IT staff on how to activate and manage Microsoft 365 Copilot (paid) licenses at WSU. This includes adding users to the correct Active Directory (AD) group, understanding communication expectations with Central ITS, and reassigning licenses mid-term or during annual reviews.

This process supports WSU's goal of enabling department-level control over license usage while ensuring consistency, compliance, and collaboration across IT roles.

Step-by-Step: Assigning Microsoft 365 Copilot Access

Once an Microsoft 365 Copilot (paid) license has been purchased by a department and provisioned by Central ITS, Distributed IT staff are responsible for activating the license by adding the designated user to the appropriate Active Directory (AD) group.

  1. Receive Confirmation
    • You will receive confirmation from Central ITS that the user has completed training, submitted the attestation form, and that the license has been provisioned.
  2. Add User to the AD Group
    • Add the user to the department-specific AD group for Microsoft 365 Copilot. Changes to AD group membership typically take effect within 1–2 hours in Microsoft 365.
    • Ensure the user remains in the group unless their license is revoked or transferred.
  3. Notify the User
    • Let the user know they should see Microsoft 365 Copilot features appear in Word, Excel, Outlook, PowerPoint, or Teams shortly.
    • Microsoft also sends a confirmation email once features are active.

Reassigning Mid-Term Licenses

If a user no longer needs their Microsoft 365 Copilot (paid) license before the end of the current license term (e.g., they leave the department or change roles), reassignment should be coordinated with the department administrator to ensure the new user has a valid business need and meets training requirements:

  1. Remove the user from the AD group
  2. Identify a new eligible user (with A1, A3, or A5 license)
  3. Confirm they complete the Responsible Use of AI Training and submit a new WSU Microsoft 365 Copilot Access Request & Attestation.
    1. Note: it can take up to 24 hours for your Percipio Learning Record to be updated.
  4. Once confirmed by ITS, add the new user to the AD group

The reassignment process allows departments to fully utilize their purchased licenses.

Annual Renewal Process

As part of the yearly license review:

  • Distributed IT will receive updated license assignment rosters from ITS
  • Departments must confirm who should retain access
  • Each retained user must complete a fresh attestation and training
  • Updated users are to remain in the AD group; others should be removed

Communication and Expectations

  • Central ITS will validate license purchase and delivery to the WSU tenant, initiate license provisioning, and communicate completion to Distributed IT
  • Distributed IT is responsible for timely AD group updates
  • Questions or issues with AD group access should be escalated to the Crimson Service Desk