Add Staff and Roles in Roster Import

You can add staff in bulk using the NWEA® roster spreadsheet template called Additional Users. You can also use it to assign CAP® roles.

For example, you can assign the Proctor role to your teachers or other staff, including people already added into the CAP site. Once they have roles assigned, they will keep those roles, unless you make changes.

Check Before You Begin

  • Ask your technical staff if email spam filters will allow automated emails from nwea.org. The automated email provides login information to your staff. See Firewall Allowlist and Email Configuration for more details.
  • Choose the CAP roles you want to assign. See Roles and Responsibilities for CAP.
  • To get a list of your existing users and their current roles, access the User Roles Report (go to the Start page, choose the MAP Growth tab, and select Operational Reports).

Complete Additional Users Template

Required role: Data Administrator

  1. Download the MAP Roster File template from the Rostering section of the start page.

    The MAP Growth Information Center, highlighting the Download Roster File Template link under Rostering Section

  2. Open the roster template and select the Additional Users sheet.

  3. Complete the required, blue-shaded columns at a minimum, and follow the descriptions provided in the top rows:

    Additional Users sheet with required columns completed

    Note: If your organization uses Match on ID for your import process, the Instructor ID field is required in the Additional Users sheet. Match on ID is uncommon, but it is required if your district uses Clever automated roster or MAP Accelerator, and recommended if you import your MAP data to an instructional content provider.

  4. Beginning with column J, complete the roles you want to assign by typing “Y” in the appropriate column or columns.

    Important: Also complete the School Name column when you assign roles to school staff, such as the School Proctor role. If you leave School Name blank, you will grant access to all schools. In the following example, the roles differ between schools: 

    School Name column completed for school-level roles

  5. Keep the first row in place, but remove the description rows, from row 2 through 8 (or whatever row is just above your information):

    Top description rows selected for deletion

  6. Save or export a copy of the spreadsheet using the comma-separated (CSV) file format.

    Note: If you are using Excel®, avoid saving your CSV file(s) as a format variation like CSV UTF-8; however, if you are using a program other than Excel (such as Numbers® or Google Sheets™), you may need to save your CSV file(s) using a CSV format variation.

Import Additional Users

Required role: Data Administrator

  1. Log in at start.mapnwea.org.

  2. Choose Rostering from the main menu. Then select Import Profiles/Rostering.

  3. Click Start New Import.

  4. On the Set Up Import page, choose Additional Users:

    Additional Users option selected in Set Up Import page

  5. Under Roster File, click Add and browse to find the CSV file you saved.

  6. Click Next.

  7. Continue through the import process:

    1: Preview 2: Validation 3: Import summary 4: Post records

    The first 20 rows appear for you to check.

    The Import Status message starts with “queued” and finishes with “validated.”

    Note: “Please wait” continually blinks, even after validation is complete.

    		 The final summary appears. Your data uploads.

    Actions

    When you confirm that you chose the correct file, click Confirm.

    If We Have Encountered an Error appears, see Preview Errors.

    If File Format Validated with Errors appears, click Review Roster Errors. See File Format Errors.

    – or –

    If Data Validated with Errors (or No Errors) appears, click Review Import Summary. Continue to Import Summary.

    If Reconcile Errors appears (near the bottom), then click it. See Reconcile Errors.

    – After errors reconciled –

    When Post Valid Records appears, click it.