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Add memberships to downloaded roster template

If you have several new memberships to add, you may find it more efficient to download the national roster template, add memberships and then import all of them at once.

Some data points are required to officially register your imported memberships in the Register Added Memberships section. To register imported memberships successfully and efficiently, be sure to provide all national-required and state-required data points on your roster template.

With the national roster template downloaded and saved, you can now add your new memberships to the blank template.

  1. Open the downloaded Microsoft Excel file
  2. Click Enable Editing
  3. Add new memberships
  4. SAVE and save often!!!

What NOT to do:

  • Do not add or delete columns in the national roster template, as doing so could prevent it from importing successfully
  • Do not add additional worksheets to the national roster template, as doing so could prevent it from importing successfully
  • Do not use a format that does not match the national-defined format for fields without drop-down menus (i.e., Chapter ID, Home Phone, Mobile Phone and High School Graduation Year)
  • Do not improperly ‘copy and paste‘ data into wrong cells, resulting in inaccurate data or an unsuccessful import
  • Do not improperly ‘copy and paste‘ data in a format other than Values (V)
  • Do not incorrectly ‘drag to copy‘ cells (e.g., Chapter ID, Mobile Phone, Address Line, ZIP Code, High School Graduation Year, etc.), as numbers within cells will sequentially increase, resulting in inaccurate data or an unsuccessful import
  • Do not close the document without saving

What to do:

  • Do add new members
  • Do use the drop-down menus provided, which have the national-defined format for specific data points
  • Do enter your Chapter ID (Required) in the correct format
    • Student chapters, enter the 2-character state code followed 4-digit chapter number – No spaces (e.g., AK0007, AL0411, AR1198, etc.)
    • Alumni chapters, enter the 2-character state code, an ‘A‘ and your 4-digit chapter number – No spaces (e.g., AKA0005, ALA0391, ARA0071, etc.)
  • Do enter phone numbers in a format recognized by the roster system:
    •  ###-###-#### – Do not add a 1 for long-distance
    • (###) ###-#### – Do not add a 1 for long-distance
    • ########## – Do not add a 1 for long-distance
  • Do enter the High School Graduation Year (Required for Students)
    • Enter a valid 4-digit number (e.g., 2018, 2019, 2020, 2021, 2022, etc.)
  • Do enter the High School Graduation Month (Required for Students in Grade 12)
    • Enter the number associated a month (e.g., 1 = January, 2 = February, 3 = March, 4 = April, 5 = May, etc.)
  • Do add required data
  • Do assign membership types correctly
    • One Year: Grades 7 – 16 are eligible
    • Three Year (optional): Grade 13 AND the member graduated during the most recent membership year (Availability is based on your state’s preference and/or your chapter’s affiliation status)
    • Four Year (optional): Grades 12 (Availability is based on your state’s preference and/or your chapter’s affiliation status)
    • Ag Ed Only (optional): Grades 7 – 16 are eligible (Availability is based on your chapter’s affiliation status)

After adding memberships, import your membership roster.


Additional help: Download the national roster template, add memberships and import (PDF with screenshots)

Updated on June 19, 2018

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