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Import Errors Guidance

During the roster import, you could receive errors at various stages, described in the following sections:

Preview Errors
File Format Errors
Reconcile Errors

For video guidance, see the roster import video.

Preview Errors

This error indicates a problem in the completed roster file you are attempting to import. Correct the issue and click Start Over.

Possible cause	Solution
Wrong CSV (comma delimited) file format	Choose the correct format when you save. 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.
Columns or headings do not match the NWEA template	Compare your completed roster with the NWEA roster template* Look for added or missing columns Copy the heading row from the template into your completed roster
Extraneous data	Select the range of cells with data; for example, start with cell A2, drag to the last column, then drag down to the last row Copy and paste into a clean copy of the NWEA roster template*
To download rostering templates, go to the start page and select Rostering* from the main menu.

File Format Errors

When you encounter these errors, click Review Roster Errors for details. Examine the error list and check your completed roster file.

Error description	Solution
XXX cannot be the same for more than one YYY – or – ZZZ must be the same for this XXX	Two different people in your roster file mistakenly share an ID, user name, or similar data. For example: To find the problem in your roster, refer to the Column Name and Row Number shown in the error message. In many cases, multiple errors result from the same issue in your roster file. Tip: To make the issue easier to find, try filtering to show only the rows that match what appears under Data in Error. For example, with the problem column and row selected, you can right‑click (control‑click on Mac) to choose Filter by Selected Cell’s Value:
Field cannot be empty	One of the required columns (a “field”) is missing information. Refer to the Column Name and Row Number shown in the error message. 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.
Date of Birth must be a valid date – or – Gender must be “M” or “F” (or other errors, such as invalid characters)	Follow the requirements described in row 4 of the roster template. For example, dates must follow the MM/DD/YYYY or MM/DD/YY format. If your dates begin with the year or day, then select all date information and change the number formatting.
Student ID does not match any student ID in the CRF file	If you attempted to import both a roster file and Programs File, then this error might occur from a student ID that appears in the Programs File but not in the standard roster file. Either add or remove the missing student and make sure your source records are also correct.

Error description

Solution

XXX cannot be the same for more than one YYY

– or –

ZZZ must be the same for this XXX

Two different people in your roster file mistakenly share an ID, user name, or similar data. For example:

To find the problem in your roster, refer to the Column Name and Row Number shown in the error message. In many cases, multiple errors result from the same issue in your roster file.

Tip: To make the issue easier to find, try filtering to show only the rows that match what appears under Data in Error. For example, with the problem column and row selected, you can right‑click (control‑click on Mac) to choose Filter by Selected Cell’s Value:

Filter menu options

Field cannot be empty

One of the required columns (a “field”) is missing information. Refer to the Column Name and Row Number shown in the error message.

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.

Date of Birth must be a valid date

– or –

Gender must be “M” or “F”

(or other errors, such as invalid characters)

Follow the requirements described in row 4 of the roster template. For example, dates must follow the MM/DD/YYYY or MM/DD/YY format. If your dates begin with the year or day, then select all date information and change the number formatting.

Student ID does not match any student ID in the CRF file

If you attempted to import both a roster file and Programs File, then this error might occur from a student ID that appears in the Programs File but not in the standard roster file.

Either add or remove the missing student and make sure your source records are also correct.

Reconcile Errors

Reconcile errors occur when information in your completed roster doesn’t match records previously imported into the CAP site. To display the errors, click Review Import Summary and then click Reconcile Errors.

You could have multiple errors, as shown under the Errors Remaining column. You access the errors under one of the following categories:

School, Ethnic Group, Grade, or Program Errors
Instructor or Student Errors

Tip: Before you reconcile errors, you may want to export a list of all errors so that you can make corrections in your student information system or other data source. To export errors, click Return to Error Summary, then click Export Errors.

School, Ethnic Group, Grade, or Program Error Reconciliation

In this situation, names like school or ethnic group do not match between your roster and the settings stored in the CAP site. For example, the same school might be listed as “Foxcroft Elem” in your roster and “Foxcroft Elementary” in CAP preferences.

You see the mismatched name when you click the error link. It is called the ”incoming” name. Refer to the following descriptions of the most common reconciliation options you might see:

Option	Recommendation
1: Do not reconcile at this time	You might choose this option to review each error as you decide what action to take. You can either edit the roster file or edit the CAP preferences. Note: To check or edit CAP preferences, you need either of these CAP roles: System Administrator or District Assessment Coordinator.
2: Replace incoming XX with the following selection	For a quick but temporary fix, you can choose to replace the incoming name with a name from the CAP preferences, assuming the preferences are correct. You will also need to correct your source information.
3: Import users without creating associations	Avoid this option. The import will fail to include the information required for your records to be complete. As a result, teachers or students might be missing from reports.

Option

Recommendation

1: Do not reconcile at this time

You might choose this option to review each error as you decide what action to take. You can either edit the roster file or edit the CAP preferences.

Note: To check or edit CAP preferences, you need either of these CAP roles: System Administrator or District Assessment Coordinator.

2: Replace incoming XX with the following selection

For a quick but temporary fix, you can choose to replace the incoming name with a name from the CAP preferences, assuming the preferences are correct. You will also need to correct your source information.

3: Import users without creating associations

Avoid this option. The import will fail to include the information required for your records to be complete. As a result, teachers or students might be missing from reports.

Instructor or Student Error Reconciliation

In this situation, there could be more than one matching record for a person you are importing. In addition, conflicts can arise when the user name or email address matches someone within the world of all CAP users, even outside your district.

For each error, you will see applicable options. Refer to the following descriptions of the most common options you might see:

Option	Recommendation
1: Do not reconcile at this time	You might choose this option to review each error as you decide what action to take. If you make corrections directly in the roster file, then you would cancel and restart the import with the corrected roster file.
2: Update User Name and/or email address in the incoming record	You can use this option if the user name or email in your roster file is wrong. The import will use the new information you enter here instead of what appears in your roster. However, make sure you also correct your roster and source information to permanently fix the issue.
3: Update the following selected [user or student]	If available, you can find and choose the correct match that you want updated. However, having multiple choices may mean there are extra duplicate records for the same person. After the import, you should remove duplicates to prevent confusion. For instructions, see the article: Duplicate instructor (teacher): How to correct duplicate users (from nwea.force.com/nweaconnection/)
4: Create a new profile	You can use this option to force the creation of a new profile. Be sure to check that none of the other choices are correct so you don't mistakenly create a duplicate record.
5: Do not import incoming records	Avoid this option. Instead of temporarily skipping an error, this choice removes the instructor or student from your import, ignoring the root conflict.