Edit exported roster file

Instead of beginning with a blank roster template, you can export all your memberships from a previous membership year. Then, you can add, remove and/or update memberships. Afterward, you can import the updated roster for the current membership year.

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.

Roster edits to perform:

  • Add new members
  • Remove members that did not return by deleting the entire row
  • Update email addresses, addresses, phone numbers, gender, race/ethnicity, etc.
  • If you chose to include them in your search, remove active, nationally approved multi-year memberships unless their information needs to be updated
    • Student: Existing Three Year and Four Year memberships
    • Alumni: Existing Associate and Lifetime memberships
  • Use the national-defined format for the following data points:
    • Chapter ID (Required Field)
      • Enter the 2-character state code followed 4-digit chapter number – No spaces (g., AK0007, AL0411, AR1198)
    • Membership Type (Required Field)
      • Student: One Year, Three Year, Four Year and Ag Ed Only
      • Alumni: Annual and Lifetime
    • Prefix
      • , Ms., Miss., Mrs., Dr., Prof. and Rev.
    • Home Phone and/or Mobile Phone
      • ###-###-#### – Do not add a 1 for long-distance
      • (###) ###-#### – Do not add a 1 for long-distance
    • Mobile Carrier Type
      • AT&T, Sprint, T-Mobile and Verizon
    • State
      • Enter the 2-character state code (g., AL, AK, AR, AZ, CA, CT, DE, FL, etc.)
    • Grade
      • 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 and 16
    • High School Graduation Year (Required Field for Students)
      • Enter a valid 4-digit number (g., 2018, 2019, 2020, 2021, 2022, etc.)
    • High School Graduation Month (Required Field for Students in Grade 12)
      • Enter the number associated a month (g., 1 = January, 2 = February, 3 = March, 4 = April, 5 = May, etc.)
    • Gender
      • Female, Male and Non-Disclosed – Some states to not allow non-disclosed
    • Race/Ethnicity
      • Alaska Native; American Indian; Asian; Black, Non-Hispanic; Hispanic/Latino of any race; Native Hawaiian; Pacific Islander; White, Non-Hispanic; Two or more races; and Non-Disclosed
  • Add required data
    • National-required data
      • First Name and Last Name
      • Address with City, State and Zip
      • High School Graduation Month and Year (Student)
    • State-required data (Student)
      • Varies by state
      • View your state’s required data on your chapter profile under Chapter Requirements
  • Assign correct membership types
    • One Year: Grades 7 – 11, 15, 16 or all grades in affiliated chapters
    • Three Year (optional): Grade 14 (This option is based on your state and/or affiliation status)
    • Four Year (optional): Grades 12 and 13 (This option is based on your state and/or affiliation status)
    • Ag Ed Only (optional): All grades (This option is not allowed in affiliated chapters)

Do not add or delete columns in the national roster template or use a format that does not match the national-defined format for Membership Type, Prefix, Home Phone, Mobile Phone, Mobile Carrier Type, State, Grade, High School Graduation Year, High School Graduation Month, Gender and Race/Ethnicity. This could prevent data from being imported successfully.

After edits are complete, import your membership roster.

Additional help: Export prior year memberships to a national template, edit/add memberships and import (PDF)

Updated on June 24, 2021

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