How to Import Rosters (Manual Rostering)

What you can do in this guide: 

• Understand the different rostering file types
• How to download templates and prepare your roster files
• How to import roster files
• How to validate and complete your import
• How to reconcile errors and post valid data
• How to add non-teaching staff to MAP

Important:  

• This article supports manually rostering for MAP Growth and MAP Reading Fluency (without Coach) only. If you use HMH Read/Math 180 with MAP Growth, HMH Performance Suite, HMH Personalized Path, or MAP Reading Fluency with Coach, please visit Activate Integrations and Manage User Matching in HMH Ed for instructions. 
• To import rosters, you must have the Data Administrator role in MAP Suite. For more details, see Roster Upload Overview. 

Understand the Different Rostering File Types

Manual rostering uses different file types depending on what you need to set up. 

• • The Standard Roster Import (required) is used to: 
    • Enroll students 
    • Register instructors 
    • Create classes 
  • The Additional Users Template (optional) is used to: 
    • Create user accounts in bulk (e.g., administrators) 
    • Assign additional roles (e.g., proctor for instructors) 
  • The Programs File (optional) is used to assign students to special programs, such as: 
    • Title I 
    • Gifted and Talented 

Download Templates and Prepare Your Roster Files

Follow these steps to download the appropriate template to create and prepare your roster data. 

Step 1. Login to the MAP Administration and Reporting Center (MARC).

Step 2. From the Start Page, click on the Rostering tab.

Step 3. Click Import Profiles/Rostering.

Step 4. Select Access NWEA Legacy Rostering.

Step 5. Scroll to Download Templates.

Step 6. Choose one of the following: 

• • • Download MAP Roster File Template 
    • Download MAP Programs File Template

Import Roster Files

Follow these steps to upload your roster file and select the appropriate import settings. 

Step 1. Prepare your file

Complete the template and save the file as a CSV (comma-separated values) file. 

Step 2. Access the import tool

Go to Import Profiles and click Access NWEA Legacy Rostering. 

Step 3. Select import type

Choose the option that matches your needs: 

• • • • Standard (most common): Import students, teachers, classes, and schools 
      • Add/Update Additional Users: Import non-instructor users or assign additional roles (e.g., add administrators or assign proctor roles) 

Step 4. Configure Standard roster settings (for Standard import only)

Follow the steps below to configure your Standard roster settings. 

1. 1. 1. 1. Choose the appropriate term.

If missing, ensure the academic year is added and the term is active under Modify Preferences > Manage Terms.

1. 1. 1. 2. Choose data update option (Add/Update/Overwrite) for the selected term 

• • • • • Standard Add/Update (Recommended): Adds new schools, teachers, and classes, and updates existing data without deleting anything. 
        • Standard Overwrite: Replaces all existing roster data for the selected schools with the data in your file. 
          • Note: Only available if data already exists for the term. 
        • Add/Update Students Only: Updates student information only (does not assign classes or modify instructors). 
          • Notes: 
            • This import does not, on its own, create enough data for students to appear on reports. 
            • Use this option if you need to test students before they are assigned to classes or to make bulk updates (for example, updating student IDs). 
        • Add/Update Instructors Only: Updates instructor information only (does not assign students or modify student data). 
          • Notes: 
            • This import does not, on its own, create enough data for students to appear on reports. 
            • Use this option if you need to create classes before students are available or to make bulk updates to instructors (for example, updating their IDs). 

Step 5. Upload files

Under Roster File, click Add and select your CSV file, then confirm the files appear under Uploaded Files Info. 

If you’re importing a programs file (Optional): Click Add under the Programs File section to select your CSV file. 

Note: This must be uploaded at the same time as your standard roster. 

Step 6. Validate and submit

Click Next to upload and validate your file. 

Validate and Review Your Import

After uploading your roster file, follow these steps to validate and complete your import: 

Step 1. Check file status

 After uploading your file, check the status message: 

• • • If you see “We have encountered an error with your file”, correct the file format before continuing 
    • If you see “Queued for Validation”, your file is processing—you can leave this page and return later 
      • Note: Processing may take longer during periods of heavy testing 

Step 2. Preview and confirm your data

Once the format is validated, you’ll see a Preview and Confirm page showing the first 20 rows of your file. Review the sample to confirm the data and formatting are correct. 

Next steps: 

• • • If correct → click Confirm.
    • If not correct → click Return to Set Up Import to choose another file or Cancel Import to fix your file and start over.

Step 3. Review and resolve validation results

After confirming your preview, the system validates the entire file. Once complete, review the validation results. 

Next steps: 

• • • If errors are found → fix the issues in your file and re-import 
      • See How to use Excel filtering to resolve File Format errors
    • If no errors are found → click Go to Import Summary to complete the process

Reconciling Errors and Posting Valid Data

Review your import results, resolve any errors, and post valid records to complete the rostering process. 

Step 1. Review import summary

Review the import summary to confirm the number of incoming records matches your expectations. 

Step 2. Reconcile errors (if needed) 

If errors are present, click Reconcile Errors and work through each issue. When finished, click Return to Import Summary. 

For help resolving errors, see Import Errors – Causes and Solutions in the MAP Help Center.

Step 3. Post valid records

Once all errors are resolved and the data looks correct, click Post Valid Records. Click OK to confirm after reviewing the warning message. 

Note: Posting may take some time depending on roster size and system activity. 

Step 4. Confirm completion

When the import is complete, the Import Profile page will reset and the Access NWEA Legacy Rostering button will reappear. You can begin testing immediately. 

Note: Updates to reports may take up to 24 hours to complete. 

Add Non-Teaching Staff to MAP

Add non-teaching staff to MAP by importing users in bulk or creating them individually, and assign appropriate roles for access and permissions. 

Option 1: Import in bulk (recommended)

Download the Roster File Template, update the Additional Users tab, and follow the roster import guide to complete and upload your file. 

Note: If you’re using ClassLink for NWEA, be sure to include proctors in this file. 

Option 2: Add or edit individually

For a small number of users, add them individually in Manage Users under the Rostering tab. 

Assign Roles for Building Leaders and Testing Coordinators

Assign appropriate roles to building leaders and testing coordinators to ensure they have the correct access and permissions in MAP. Recommended roles include: 

• • • Administrator 
    • School Assessment Coordinator 
    • District Proctor 

To learn more about assigning roles and permissions, see Choose MAP Roles. Refer to the Role Permissions spreadsheet to understand what each user role can do. 

Need help?

If you can’t find what you need or something isn’t working, reach out to your account manager or contact our support team.