Prepare Your Roster

A roster spreadsheet is required for importing staff and students.

The purpose of roster preparation goes beyond testing. The way you put together the roster also determines the organization and access for reports. It groups students into classes, and connects those classes to any educators who need to access the students’ MAP results.

You should know how to edit a spreadsheet. For help with using Microsoft® Excel®, see the tutorials on this site: https://edu.gcfglobal.org/en/topics/excel

Use the following video to complete your roster, and then import it (see Import Your Roster ).

Walk Through the Preparation Steps:

About the Roster Templates

You create your roster file using NWEA templates. You can obtain the roster templates from the homepage when you log in the MAP site (teach.mapnwea.org):

  • Roster File Template—Primary template with two spreadsheet tabs:
    • StandardRoster tab—Main template for inputting teachers, students, and classes.
    • Additional Users tab—Optional template to input additional staff or to add other roles to teachers (teachers only receive the Instructor role by default). For details, see Add Staff and Roles in Roster Import.
  • Programs File Template—Optional template to set up and report on students participating in a special program. See Setting Up Student Programs in Reports.

Saving Roster as CSV Format

After preparing the roster file, you need to save it as the comma-separated (CSV) format before you continue with the roster import. In Excel, use File > Save As. In other editors, you may need to export or download. Make sure to choose the standard CSV format (there may be other variations to choose):

Choices for file types, with both the correct CSV type and incorrect CSV UTF-8 type

Alternative: Saving CSV outside United States

If you operate in a region outside the United States, you might need to adjust settings so your CSV file uses commas to separate information, instead of semicolons. First check whether this situation applies to you:

  • For Excel or Numbers®—Check the format of decimal numbers. Does it use a comma, such as “0,5” to represent the number one‑half? If so, then follow these instructions.
  • For Google sheets—You do not need to follow these instructions.

Depending on your situation, follow instructions for option A, B, or C. Later, after importing the roster and fixing any errors, you can restore the original settings.

Option A: Using Excel on Windows

  1. As a precaution, close Excel if it is open.
  2. Open the Control Panel:
    • On Windows 7: Choose StartControl Panel.
    • On Windows 10: Type “control panel” in the search box of the Windows Task bar.
  3. Open the region settings:
    • On Windows 7: Choose Clock, Language, and Region > Change keyboard or other input methods (or click the Region and Language icon).
    • On Windows 10: Under Clock and Region, click Change date, time, or number formats.
  4. Under the Formats tab, click Additional Settings.
  5. Make the following changes and click OK:
    • Decimal symbol—Change to “.” (period).
    • List separator—Change to “,” (comma).

      Settings for Decimal and List separator

  6. Restart Excel.
  7. Open your roster spreadsheet and save as the comma-separated (CSV) format, avoiding format variations like CSV UTF-8.

Option B: Using Excel on Mac

  1. As a precaution, close Excel if it is open.
  2. Open the System Preferences, available from the Apple icon.
  3. Choose Language & Region.
  4. Click Advanced.
  5. Make the following changes for the Number separators:
    • Grouping—Change to “,” (comma).
    • Decimal—Change to “.” (period).

      Settings for Number separators, with Grouping set to comma and Decimal set to period

  6. Restart Excel.
  7. Open your roster spreadsheet and save as the comma-separated (CSV) format, avoiding format variations like CSV UTF-8.

Option C: Using Numbers on Mac

  1. In Numbers, close the roster template if it is open.
  2. Choose File > Advanced > Language & Region.
  3. Change Region to United States.
  4. Open your roster spreadsheet
  5. Choose FileExport ToCSV.