Single-Teacher Licence vs Site Licence: What a Department Actually Needs

Quick answer: A single-teacher licence covers one teacher's own classes. The moment a colleague uses the file, you need more licences. For a department of four to six, buying that many single licences is usually cheaper than a site licence. Above roughly eight teachers, or with any staff turnover, a site licence starts to win.

What does a single-teacher licence actually permit?

Read the terms rather than assuming, because sellers word this differently. The common shape is: one named teacher, that teacher's own students, unlimited printing for those students, and posting on a password-protected class page. It does not cover a colleague across the hall, a student teacher running their own section, or a public website.

The grey area most departments walk into is the shared drive. Dropping a purchased PDF into a folder four teachers can open is a licence breach even if only one of them prints it. It is also how sellers find out, because filenames travel.

When does a department genuinely need more than one?

Three tests. Are two or more teachers delivering the same course? Will the material sit anywhere a colleague can reach it? Is anyone teaching it who is not the buyer, including a long-term sub?

Any yes means you need additional licences. The good news is that additional-teacher pricing is usually discounted, often 30 to 50 percent off the second and subsequent copies, so a four-person department rarely pays four full prices.

The bad news is that most departments do not ask, buy one copy, and quietly share it. That works until an audit, a seller's file-tracking notice, or a new department head who reads contracts.

How do the numbers compare for a real department?

Figures assume a $149.90 curriculum with a 50 percent additional-teacher rate. Ask the seller for their actual multi-seat price before you plan a budget around this table, because the discount schedule varies more than the base price does.

What should a purchase order specify?

Name the licence type in writing on the PO, not just the product. A line that says "World History Complete, 4-teacher licence" protects the school if staffing changes. Add the named teachers if the seller requires it, and ask whether the licence transfers when a teacher leaves. Some do, some are tied to the person.

Ask about the shared-drive question explicitly. A seller who says yes to a department folder is giving you something worth paying for. If you are trialling with a cheap unit first, something like the AI ethics unit at $24.99 is a low-risk way to test the seller's licensing answers before a four-figure order.

Frequently asked questions

Can I use a single licence in two schools I teach at?

Usually not. Licences are commonly tied to one teacher at one site. Ask before you assume.

What happens if a teacher leaves mid-year?

Depends on the terms. Some site licences are seat-based and reassignable, some are named. Get it in writing on the PO.

Does a district licence cover student devices at home?

Often yes for digital-use rights, but distribution to families is a separate permission. Confirm before sending files home.

Is a site licence worth it for one unit?

Rarely. Site pricing pays off on full-year material every teacher in the department will use.

Related posts

• Getting the School to Pay: A Purchase-Order Request You Can Copy
• Spring Budget Season: What Departments Should Buy for Next Year
• Subscription vs One-Time Purchase: Three-Year Cost for One Teacher