YEP Roster Loading
Bring the year's inbound or outbound cohort spreadsheet into the Youth Exchange site in a few minutes, without touching anything by hand except the fields that only a person can fill in.
On this page
What is roster loading?
Once a year the YEP Committee puts together a spreadsheet of the inbound or outbound student cohort. This tool reads that spreadsheet and brings it into the Youth Exchange site, so the committee is not retyping every name and detail by hand.
How it works at a glance
flowchart TD
A["Committee produces the cohort spreadsheet"] --> B["Open the roster page
and paste the link"]
B --> C["Check the file name and date
are the ones you meant"]
C --> D["Map the columns, set
direction and cohort"]
D --> E["Preview: new, updated,
unchanged, skipped"]
E --> F["Confirm"]
F --> G["Committee fills in Club Counsellor
and YEO emails as placements confirm"]
Before you start
If your spreadsheet is a .csv file, open it in Excel and save it as .xlsx first. That is the only extra step needed. This is not a bug, the tool only reads Excel files.
You will need a link to the spreadsheet in SharePoint or OneDrive. You do not need to download anything, just have it saved somewhere you can copy the link from.
Loading the roster
- Go to support.rotary9660.org.au/yep-roster and sign in.
- Paste the link to this year's cohort spreadsheet.
- Check the file name and last modified date shown on screen. File names change every year, and there are often several similar files sitting in the same folder, for example more than one version of "Inbound Student Information" plus a CSV copy. This is your one chance to confirm you picked the right file before anything is imported. If the name or date looks wrong, go back and paste a different link.
- Map the spreadsheet columns to the fields the tool expects, and set the direction (inbound or outbound) and cohort (the exchange year).More than one column called "Email"
These spreadsheets often have several columns all called Email, for a student, a parent and sometimes a host family. The mapping dropdowns show the column letter as well as the heading, for example F: Email. Check you have picked the student's own email column, not a parent's.
- Click through to the preview. It shows how many rows are new, updated, unchanged and skipped. Read this before confirming: a skipped row always states why it was skipped, so you can go back and fix the spreadsheet if something looks off.
- Confirm the import.
Club Counsellor and YEO emails
No spreadsheet the district produces contains the Club Counsellor's or YEO's email address for a District 9660 placement. The column called "Club Counsellor" on the outbound sheet is the overseas host club counsellor, not a District 9660 approver, so it is not usable for this either way.
The YEP Committee types the Club Counsellor and YEO email addresses into SharePoint by hand, for each student, as their placement is confirmed. Until both fields are filled in, that student's travel requests cannot be routed to the right approvers.
There is no way around this step. It is deliberate: nothing produces this pairing automatically, so it has to be a person who knows the placement.
Why running it again is safe
You can run the roster import again at any time, for example if the committee sends an updated spreadsheet partway through the year. This will never clear the Club Counsellor or YEO email you have already typed in.
An import only ever writes a field where the spreadsheet has something in it. The spreadsheet has no column for Club Counsellor or YEO email, so it never touches those fields, no matter how many times you run it. Anything the committee has hand-typed stays exactly as it is.
One thing worth checking after every run
Matching an existing student to a row in the spreadsheet is done by email address. If a student's email address changes in the source spreadsheet between one run and the next, the tool cannot tell it is the same person, so it creates a new record instead of updating the old one. The old record keeps the Club Counsellor and YEO email you already typed in; the new one starts blank, and the wellbeing view will then show two entries with the same name with no way to tell which contacts belong to which.
This is easy to catch. After every load, check that the roster count moved by the number the tool reported as created. If it moved by more than that, or if you spot two rows with the same student name, that is the sign an email address changed rather than a genuine new student, and it is worth a quick look before moving on.
Troubleshooting
The file name shown does not look right
Go back and paste the link again. Check you copied it from the correct file, not an older version or a differently named copy in the same folder.
My spreadsheet is a CSV
Open it in Excel, then use File, Save As, and choose Excel Workbook (.xlsx). Use that file's link instead.
A lot of rows are showing as skipped
Open the preview and read the reason given next to each skipped row. Common causes are a missing name or a blank required field. Fix the spreadsheet and try again, it is safe to re-run.
I am not sure which Email column to map
Check the column letter shown next to each option against the spreadsheet itself, and pick the one under the student's own name, not a parent's or host family's.
Still stuck? Email support@rotary9660.org.au with a screenshot.