Tips for Working with Roster Files

During import, the MAP system compares the roster file with existing records to make sure names match for schools, grades, programs, ethnic groups, and so on. If the name in the roster file is different from your district's preferences within MAP, such as "Caucasian" instead of "White," the import produces an error.

The Assessment Coordinator or the System Administrator is responsible for defining and setting custom Schools, Grades, Programs, and Ethnic Groups in Modify Preferences. Assessment coordinators should distribute valid, defined names to their district Data Administrators to help with efficient import file processing.

See the roster file template for complete data field descriptions that include accepted format, field limitations, and examples.

• Do not delete columns or the top row.
• Complete all required columns.
• Use the following format for dates: MM/DD/YYYY.
• Make sure that IDs for students and instructors are unique within a district. Avoid recycling ID numbers.

• The more accurately you record student classes, the more useful you make classroom reports.

  Note: The class breakdown reports are limited to showing only 250 students per class.

• If importing staff, include the school or schools for each staff user profile. This tip is important for reporting. For example, if you import users with the Administrator role without specifying a school, then those imported users would have access to reports for all schools in your district.

• Remove explanatory text before you upload the file for importing.
• If you choose to create a roster file that groups more than 250 students in a class, the Class Breakdown by RIT Report and Class Breakdown by Goal Report are unavailable.
• Type data as you would like to see it appear on reports. For example, student names abbreviated in the roster file appear abbreviated on reports.

The programs file is a separate, optional file for use with the Combined import type. It associates any program groups, such as Talented and Gifted, with the students in your roster file. Reports use programs information to aggregate data at the district level based on programs.

See the programs file template for complete data field descriptions that include accepted format, field limitations, and examples. Some things to consider when creating a programs file include:

• Match student IDs exactly in the roster file and programs file for the term.
• Use only program names provided by the district assessment coordinator set in Modify Preferences. This is important for aggregating data at the district level based on programs.
• Create a row in the programs file spreadsheet for each student who participates in a program. To associate a student with multiple programs, use multiple rows, with each row containing the same student and one program per row.