We have encountered an error with your file

Document created by Community User on Jul 29, 2016Last modified by Community User on Aug 28, 2019
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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 new template.
    2. School Name: If School Name is the first column, then you are using the previous template.

Troubleshooting the roster file:

Try the following steps in order. If the first one does not work, try the next one in the list.
  1. Verify that you have saved the file in the correct CSV format:
    • Excel for Windows:
      User-added image
    • Excel for Macs
      User-added image
    • Google Sheets: Go to File > Download > Comma-separated values (.csv, current sheet)
  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 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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