Institutional Product Licensing & Usage

Updated September 25, 2026

Questions about licensing options? Email support@boptimalconsulting.com with “licensing inquiry” in the subject line.

1. Bringing B Optimal programs to your institution

Our institutional licenses are available to nonprofit educational institutions and support use within your existing courses, programs, and student-support settings. Each twelve-month license identifies the products included, the departments or programs covered, and any additional services selected.

This overview applies to our institutional offerings, including Tell My Story with STARR+™ and the Learning Practice Toolkits: Study Strategy Swap Bingo™ — Facilitator Toolkit; Tell. Ask. Give. — The TAG Peer Feedback Facilitator Toolkit; and Goal Management — Practitioner Toolkit. Notion-based products have separate individual licensing terms.

2. Choose the coverage your institution needs

Department or program coverage. A license may cover one named department or program, or several named collaborating units. Employees within each covered unit may facilitate independently.

Institution-wide coverage. A license covers all departments and campuses of the named college or university. It does not extend to other institutions within a university system unless a system license is separately agreed and recorded on the order form.

System coverage. Licenses spanning multiple institutions in a university system are arranged individually. The participating institutions, hosting arrangement, and price are set out on the order form. Contact us to start that conversation.

3. How pricing works

Pricing is based on unduplicated fall enrollment within the licensed scope, not the number of students who attend an activity.

Students included in more than one covered program are counted once.
Where a licensed unit serves instructors rather than students directly — a center for teaching and learning, or a faculty development office — pricing is based on the unduplicated student enrollment reached by the participating instructors in the fall reference term.
The price remains fixed for the twelve-month term. Expanded coverage can be arranged through a written amendment.

Learning Practice Toolkits are offered at a flat annual price for one department or program. Multi-unit, institution-wide, and system coverage are priced on enrollment as described above.

Tell My Story with STARR+ Full Program licenses are priced on the number of practitioners, and STARR+ Learner Pack licenses on the number of students.

4. Who may facilitate and participate

Authorized users are the current faculty, staff, and enrolled students of your institution within the licensed scope. Access follows a person’s current affiliation and ends when that affiliation ends.

An unlimited number of institutional employees may facilitate within the licensed scope. Contractors may not facilitate under the institutional license.

Covered programs may serve enrolled students, including incoming students once enrolled and participants in covered continuing education or workforce programs. Alumni participation requires a separate agreement.

Covered programs may include enrolled students under 18, such as dual-enrollment students. Our tools create no learner accounts and send us no learner work, so we receive no personal information from learners of any age. Where an institution includes learners under 18, that institution is responsible for any parental notification or consent required by its own policies or by applicable law.

A licensed unit may bring an activity into another department’s classroom or setting. A tutor from a licensed tutoring center may facilitate Swap Bingo in an instructor’s class, for example. Hosting that session does not give the instructor permission to independently reuse the toolkit.

Authorized users may access materials from any device and any location, including personally owned devices and off-campus use. Access follows affiliation, not a device, network, or campus location. Links, passwords, and other credentials may not be shared outside the licensed scope.

5. Adapt supporting materials for your setting

Within an active license, faculty and staff may:

Customize examples, discussion prompts, and activity timing.
Adjust slide decks, documents, and other supporting materials while preserving the core framework and required process.
Make accessible versions and formatting adjustments, with B Optimal support available.
Reproduce and distribute supporting materials to covered learners and employees, including printing for participants.
Download PDF and Microsoft Word files to their own devices.

All B Optimal program names, attribution, and copyright notices must be preserved on adapted materials.

6. What the license does not permit

HTML materials and hosted tools may not be modified, mirrored, re-hosted in a public location, or copied or downloaded for redistribution outside the licensed scope. Authorized users may post or embed HTML materials in a closed learning management system within the licensed scope. Facilitator materials stored there must not be accessible to students. Student materials may be shared with covered learners.
Source and design may not be decompiled, reverse engineered, or extracted, and no part may be used to develop, train, or build a competing or derivative tool. That the source of a browser-delivered tool can be viewed does not grant permission to copy, adapt, or reuse it.
Commercial use is outside the license. Materials are for your institution’s educational mission. They may not be used for commercial purposes or personal gain, including compensated work performed outside a facilitator’s employment with the institution. Facilitating for another institution, an employer, a conference, or a private practice requires a separate license.
Materials may not be renamed, presented as your own creation, resold, or sublicensed, and institutional names or logos may not be added to B Optimal materials.

These boundaries apply equally to adapted materials.

7. Learners own their work

Learners own the responses, reflections, plans, narratives, and other original work they create. They may retain, use, adapt, and share that work after the institutional license ends.

Learners may also continue personally using B Optimal student resources they downloaded or printed during the license period. Those resources remain B Optimal materials and may not be redistributed or used to teach or facilitate others without an active license covering that use.

8. Accessibility

WCAG 2.2 Level AA is our design target. We do not certify conformance, and we will tell you what has and has not been assessed.

Accessibility reports are acknowledged within five business days, with an assessment of the reported barrier, next steps, and an estimated remediation timeline.
Product-specific accessibility and procurement documentation is prepared on request, with a delivery timeline confirmed against the scope you need.
Baseline accessibility reporting and reasonable remediation are included regardless of which optional services were selected.

9. What happens when the license ends

Your institution’s hosted site is unpublished and access ends at expiration. Retaining downloaded or printed materials does not extend permission to teach, facilitate, or distribute resources to additional learners.

Renewal is affirmative, not automatic. We send reminders 60 and 30 days before expiration, with renewal pricing and any proposed changes to the terms included in the first reminder. Any temporary extension requires written approval and a specified end date.

10. What is included in a purchase

Your order form identifies the purchased products, resources, and services. Corrections and updates to those products are included during the license term. New products and separately priced additions are not automatically included.

Training, workshops, implementation consultation, and other services are specified in your order form.

11. Refunds

Discontinuing use does not by itself entitle an institution to a refund. If B Optimal cannot continue providing the purchased access, we refund the unused portion of the license fee, prorated for the remaining term. If a technical issue prevents access, we work with the institution to resolve it promptly. Other refunds are considered only in rare circumstances at B Optimal’s discretion.

12. Intellectual property

All B Optimal materials — tools, frameworks, instructional resources, and implementation guides — are protected by copyright and other intellectual property laws. Ownership remains with B Optimal Consulting, LLC. An institutional license grants permission to use the materials for a set period; it does not transfer ownership.

13. Want to explore an additional use?

We welcome conversations about trying a program in another setting or involving additional colleagues. Contact us before independent use outside your licensed scope. We can discuss a limited pilot authorized in writing, or an amendment that expands coverage.

If an institution wishes to add departments, programs, or campuses, we will work with you to amend the license accordingly.

14. Questions about licensing

For questions about licensing terms, payments, or access to materials, please contact:

B Optimal Consulting, LLC
Geneva, New York
support@boptimalconsulting.com

This page summarizes our institutional licensing approach. The agreement and order form accepted for your purchase specify your coverage and applicable terms. Updates to this webpage do not change an existing agreement.