Importing Student and User Profiles

You must be assigned the following MAP system role to import profiles:

• Data Administrator

1. On the Set Up Import page, select the type of roster file data you are importing:
   • Combined: Roster file includes both student data and teacher data. Includes all data needed for reporting test results.

   • Students Only: Imports student data only. Does not include the student data required for reporting test results (for a list, see Required Fields in Student Profiles).

     Note: By default, the Student Only template is hidden. To display it, use the Format or View menu, depending on your spreadsheet application.

   • Instructors Only: Imports teacher data only.
   • Additional Users: Adds or updates users with the MAP system role of Proctor, Administrator, Data Administrator, or Assessment Coordinator.

2. From the Term drop-down list, select the applicable academic term. (However, Term does not appear if you are importing users.)

   Note: If the term you want is not available, contact your district's Assessment Coordinator.

3. If you select the Combined import type, select one of the following two options. (However, these options do not appear if there is no existing data.)
   1. Add/Update: Creates new profiles and modifies existing profiles, while leaving profiles not included in the imported files unaltered.

   2. Replace: Creates and modifies profiles, deletes from the MAP system all class and program associations for schools included in your roster file, and then replaces associations using data from your import files. If your roster file does not contain complete class associations, this option may temporarily affect instructor access to reports and remove students from reports. Class associations give instructors access to reports, and students must have class associations to appear on MAP reports.

      Important! The results of an import cannot be undone, except through another import. So, if you use Replace, make sure you are importing a complete roster file and programs file. If you are unsure, consult an NWEA support representative. (Click Contact in the top navigation pane for contact information.)
4. Under Roster File, click Add.
   1. Navigate to the desired roster file.

   2. Double-click the file.

      The path to the selected roster file appears under Uploaded Files Info.

      Note: To remove the selected roster so you can import a different one, click Remove File.

5. If you also want to import a programs file, under Programs File, click Add and then specify the file.

6. When you complete your selections, click Next at the bottom of the page.

   The Preview and Confirm File page appears.

7. Continue with previewing and validating.

1. On the Preview and Confirm File page, examine the roster file records that you uploaded.
   1. If any selections are incorrect, click Cancel Import at the bottom of the page, and make the necessary corrections to the roster file.

   2. If the selections are correct, click Submit.

      The Import Profile page appears again.

2. On the Import Profile page, wait while the MAP system validates the data file or files you selected.

   The "File Format Validation in Progress" message appears near the top while the system checks for any irregularities in format or data. For example, if a required field is missing data or data are not in the required format, the system identifies this as an error.

   Depending on the validation outcome, one of the following messages appears:

   • File Format Validated with Errors: You must correct the error and restart the import. Go to step 3.
   • Data Validated with Errors,
     Data Validated with No Errors: You can continue with the import. Go to step 4.
3. To correct format errors, perform the following steps.

   1. Click View File Format Errors to see what errors you must fix.

      The File Format Errors Found page appears.

   2. To keep a record of the errors that appear, click Export Errors, which saves them to a file in .csv format.
   3. To exit, click Start Over.
   4. Using the exported list as a reference, correct the roster file and then begin the import again.

4. To continue with the import, click Go to Import Summary.

   The Import Summary page appears.

   Note: Depending on the size of the file, you may have to wait several minutes or hours while the import process checks the incoming data against the current MAP system databases. You may leave the import process and return at any time without losing data. The Import Profile page displays the import status when you return. Remember that no other imports can take place while an import is in process.

5. Continue with reconciling and posting records.

1. On the Import Summary page, review the summary tables.

   In particular, notice the Total errors to reconcile (for full explanations of the summary tables, see Import Summary).

2. If you have errors, click Reconcile Errors to correct.

   At a minimum, you must correct all group name errors, such as an ethnic name that conflicts with existing MAP preferences. For detailed instructions, see Reconciling Import Errors.

3. If you have no errors or have completed the required reconciliation, click Post Valid Records and then click OK.

   Depending on the number of records, the posting begins immediately or a scheduled posting time appears.