We have encountered an error with your file

Document created by Community User on Jul 29, 2016Last modified by Community User on Sep 11, 2020
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After you upload your roster file and click Next, you get the error: "We have encountered an error with your file".

This error indicates one of two problems with the roster file:
  • The file is saved with the incorrect file format. For example, it is saved as XLSX instead of CSV.
  • The file does not exactly match the required template. For example, there are missing or extra columns.


Determine which template version you are using:

In April 2017, NWEA released a new version of the roster file template. The previous roster file template still works, so we have included troubleshooting steps for this template as well. To determine which version of the template you are using:
  1. Open your roster file.
  2. Check the heading for the first column, in cell A1:
    1. School Code: If School Code is the first column, then you are using the current template.
    2. School Name: If School Name is the first column, then you are using the previous template.

If you are importing with a programs file:

  1. To test which file is causing the error, try to import only the standard roster file, omitting the programs file.
    • Same error occurs: There is a problem with the standard roster file. There may also be a problem with the programs file, but you should try to fix the roster file first.
    • Error does not occur: The standard roster file is fine, and there is a problem with the programs file.
  2. Continue with the troubleshooting steps below on the affected file. Note that even if you have determined in the previous step that the problem is with the programs file, you still need to import the standard roster file at the same time.

Troubleshooting the file:

Try the following steps in order. ;If the first one does not work, try the next one in the list.
  1. Some CSV formats such as CSV (MS-DOS) or CSV UTF-8 (Comma delimited) can cause this error. Re-save the file to verify that the file is using the correct CSV format:
    • Excel for Windows - use CSV (Comma delimited).
      User-added image
    • Excel for Macs - use Comma Separated Values
      User-added image
    • Google Sheets - use Comma-separated values (.csv, current sheet)
    • Numbers (Mac) - Select File > Export To > CSV. Under Advanced Options, set Text Encoding to Unicode (UTF-8).
  2. Verify that the template has all the required fields:
    1. Download a copy of the roster file template:
    2. Compare your file to the template. Make sure that all columns in the template exist in your file, have the same titles as the template, and are in the correct order. All columns must be present even if they are blank, and their titles cannot be changed.
  3. Check for blank columns at the end of the file:
    1. Select the entire header row by clicking the number 1 at the beginning of the row.
      Screenshot of Excel spreadsheet. The cursor is selecting the label 1 at the beginning of the first row in a spreadsheet.
    2. Under the Data tab, select Filter to turn on filtering. Each column will now have a drop-down menu.
    3. Scroll to the last column of data, and look for any empty columns beyond the last column of data that have a drop down menu. In the below example, column W is the last column of data, however, columns X, Y, and Z have drop down menus.
      Partial screenshot of a roster file in Excel. Column W is populated with student emails. Columns X, Y, and Z are empty, but the first cell in each column has a drop-down menu.
    4. Select any empty column (beyond the last column of data) that has a menu, then right-click and delete the entire column. You can select the entire column by clicking the letter at the top of the column. Do not delete any columns that have a heading in the first row.
    5. Remove and re-apply the filtering to verify that no columns beyond the last column of data have a drop-down menu. To remove filtering, toggle the Filter button under the Data tab.
  4. Move the data to a new document:
    1. Create a new Excel document.
    2. Select the cells containing data and paste them into the new document.
      • Include any template columns that may be empty, such as Previous Student ID.
      • Do not select the entire sheet. Select only the section that contains template data and exclude the header row.
      • As an example, in the new standard roster template, select and copy cells A2 through W[x] where x is the last row of data in your roster.
    3. Copy the header row from the original template and paste it into row 1. Do not include cells beyond the last populated cell, which is W1 in the new standard roster template.
    4. Save the new document as a CSV and try again.
  5. Windows: Open your roster file in Notepad and confirm that each piece of data is separated by a comma. If not, follow the steps below to update the list separator in Windows.
    • Windows 10:
      1. In the Search bar near the start menu, search for and select Control Panel.
      2. Under Clock and Region, select Change date, time, or number formats.
        • Alternatively, in the Search Control Panel field in the upper right, search for Change date and select Change date, time, or number formats.
      3. The Region window appears. At the bottom, select Additional Settings...
      4. Verify that the List separator field is a comma.
      5. Save the roster as a CSV file.
    • Windows 7:
      1. Click Start, then Control Panel.
      2. Select Clock, Language, and Region > Change keyboard or other input methods. If you are viewing the control panel as icons, select Region and Language.
      3. From the Formats tab, select Additional settings...
      4. Use the drop down for List Separator to select the comma and click OK.
      5. Save the roster as a CSV file.
    • Windows XP:
      1. Click Start, then Control Panel.
      2. Click Regional and Language Options.
      3. From the Regional Options tab select Customize.
      4. Use the drop down for List Separator and select a comma, then click OK.
      5. Save the roster as a CSV file.

See also:

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