Expanding The Community of Practice Communication Network

1
Expanding The Community of Practice
Communication Network

• As a result of our collaboration with the IDEA
  Partnership, the following tool is now now
  available to expand our capacity to realize
  successful post-school outcomes of youth with
  disabilities.

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Table of Contents

• User Instructions
• Features of Each Group Page
• Whats New Feature
• Repository Feature
• Discussion Feature
• Email Feature
• Calendar Feature

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Table of Contents

• Moderator Instructions
• Announcement Feature
• Repository Feature
• Discussion Feature
• Email Feature
• Moderator Pointers
• Special Thanks

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• sharedwork.org is a website funded by the U. S.
  Department of Education Office of Special
  Education Programs (OSEP) and sponsored by the
  IDEA Partnership at the National Association of
  State Directors of Special Education (NASDSE) for
  the purpose of connecting stakeholders in the
  national Communities of Practice (CoP),
  participating states CoP and Practice Groups to
  develop their shared work.

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• The comments, thoughts, observations, or opinions
  offered on the website are meant for
  communication across individuals in a variety of
  roles and locations that share the goal of
  improving outcomes for youth with disabilities.  
  
• Unless otherwise stated, information on this
  website is not intended to represent the
  policies, positions, or intentions of the any
  state agency.   Rather, it is a forum for ideas
  that will inform many state agencies.

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This website may be used to

• Announce new products developed by the member
  organizations in the Community of Practice.
• Announce training events hosted by one or more
  than one participating agency  or organization.
• Disseminate the results of state pilot projects
  supported by one or more agencies in the
  Community of Practice.
• Share the promising practices.

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This website may be used to

• Encourage local to local sharing.
• Seek input from the field on matters of shared
  interest that are being discussed by one or more
  of the Communities of Practice.
• Advise the development of the key State,
  regional, and national meetings.
• Other opportunities that become evident as we
  communicate more routinely.  

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User Instructions

• sharedwork.org

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Instructions to Use sharedwork.org

• Open your web browser (e.g. Internet Explorer).
  Type in url address www.sharedwork.org.
• To practice using the site, click on National
  Community of Practice on Autism Spectrum Disorder.

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Take a minute to register!

• This screen appears with the Disclaimer of Use.
  Read the Disclaimer of Use to Understand the
  Purpose and Rules for ALL USERS of
  sharedwork.org.

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Page 2 of the Disclaimer

• After reading and agreeing to the disclaimer,
  click on I Agree Continue to Sign In to
  continue with the registration process.

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Take a Minute to Register!

• On this screen please complete the contact
  information requested.

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Complete Contact Information

• Please make a record of your password.  You will
  need to enter it each time you access the
  sharedwork.org website along with your user
  name/email address.
• Complete contact information, as requested.
  Select the role (administrator, higher education,
  paraeducation, parent or advocate, policymaker,
  related service provider, student, teacher
  please try not to use other) and your level
  (county, family, local, national state please
  try not to use other).
• Click Submit.

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National Community of Practice on Autism
Spectrum Disorder Page
1.
2.

• On this page, connect to the work of the National
  Community of Practice on Transition! For every
  group page you visit, you need to Join This
  Communitys Mailing List by clicking on the
  button.
• In the left column under STATES, click on North
  Carolina.

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Suggestions on Using the Group Pages

• Each Practice Group will define their work, and
  may consider the following types of activities
• Discuss what the outcome/issue means in the
  context of multiple perspectives.
• Identify and define terminology commonly used
  across agencies as a basis for sharing data.

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Suggestions on Using the Group Pages

• Focus on specific outcomes/issues to develop
  solutions, and to bring the work back to the full
  community to recommend action.
• Develop a catalog of effective practices that
  could be shared on a website.
• Recommend policy and program changes at the
  local, state and national levels.

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Features of Each Group Page

• sharedwork.org

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There are Five Features of Each Group Page

• Whats New
• Repository
• Discussion
• Email to Group

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Whats New Feature

• sharedwork.org

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Whats NewAvailable on each Group Page

• This feature allows us to post upcoming meetings
  and important information.
• Examples of announcements include showcasing new
  products developed by the community and
  announcing training events hosted by one or more
  than one participating agency or organization.
• To post an announcement, click on Add
  Announcement.

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Whats New Adding an Announcement to a Groups
Page
1.
2.

• Type in short title, and body of announcement.
• Click on the Add button.

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Whats New Adding an Announcement to a Groups
Page

• As each group page has a moderator, he/she will
  receive notification of your recommendation and
  approve/ disapprove to display information to the
  public.
• You will receive the follow message Thank your
  for your submission. Your submission will be
  reviewed shortly and if approved will be added to
  the list of documents in the repository. Click
  on Return to Main Page.

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Whats New Moderator Approval Process

• As each group page has a moderator, he/she will
  receive notification of your recommendation and
  approve/ disapprove to display information to the
  public.
• You will receive the follow message Thank your
  for your submission. Your submission will be
  reviewed shortly and if approved will be added to
  the list of documents in the repository. Click
  on Return to Main Page.

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Repository Feature

• sharedwork.org

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Repository Available on each Group Page

• The Repository is where we can post and share
  important files. File folders are created to
  organize the information posted on the groups
  page.
• Examples of files include disseminate the
  results of state pilot projects supported by one
  or more agencies share the promising practices
  encourage local to local sharing and creating
  toolkits of existing resources to share with one
  another.

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Repository Downloading and Saving a File
1.
2.

• Saving a File -- To download a file
• Right click on the file name.
• Select Save Target As.
• Select location on your computer where you would
  like to save your file (e.g. desktop), and click
  on save. You can now access the file on your
  computer, should you need to update files. You
  cannot work on files inside of the sharedwork.org
  site.

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Repository Uploading to Share a File

• If you would like to share a document, click on
  Add Document. This is very similar to adding an
  attachment to your email messages!

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Repository Uploading to Share a File

• Type in a brief title and description.
• To add file, click on the Browse button, locate
  the file within your computer you would like to
  upload, click on the file name, click on Open.
• Filename CANNOT contain any special characters or
  spaces. Underscore and hyphens are acceptable.
  If the file you intent to upload contains any
  invalid characters, please change the files name
  before uploading (see next page for
  instructions).
• Click on Add.
• As each group page has a moderator, he/she will
  receive notification of your recommendation and
  approve/disapprove to display the information to
  the public. When you receive this message, click
  on Return to Main Page.

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5.
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Renaming a File to Meet Format Website
Specifications

• Renaming a File to Meet Format Specifications
• Locate the file in your computer.
• Right click on the file name.
• Select Rename.
• Since filename CANNOT contain any special
  characters or spaces, retype the name of the
  file.
• Remember, underscores and hyphens are acceptable.
  Spaces between words should be eliminated or
  replaced with underscores.
• Return to instructions on previous page to add
  file.

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Discussion Feature

• sharedwork.org

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Discussions Available on Each Groups Page

• This feature allows for online, ongoing
  communication between the group on various topics
  or projects.
• Examples include seeking input from local
  stakeholders on matters of shared interest
  asking for input into new or ongoing initiatives
  and searching for existing resources to avoid
  duplicating efforts.

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Discussion Thread Adding your Comments
2.
1.

• To enter a discussion thread, click on the
  question.
• When you enter a discussion thread, you will be
  asked to add a comment, click on Add Comment.

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Discussion Thread Adding your Comments
4.
2.
1.
3.

• Complete the subject, posted by, your role and
  level, and add your comments under text. Click
  on Add.
• After you add your comment, your message will
  appear in a new screen. Click on Main Page. The
  main group page will appear.
• If you want to view all comments from the Main
  Page, go to the Discussion Section and click on a
  question. You can learn from others and share
  your knowledge and resources by Adding Comments!
  
• Click on Main Page.

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Discussion Thread Adding your Comments
2.
1.
3.

• Complete the subject, posted by, your role and
  level, and add your comments under text. Click
  on Add.
• After you add your comment, your message will
  appear in a new screen. Click on Main Page. The
  main group page will appear.
• If you want to view all comments from the Main
  Page, go to the Discussion Section and click on a
  question. You can learn from others and share
  your knowledge and resources by Adding Comments!

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Discussion Thread Adding A New Discussion
Thread/Question
1.
2.
3.

• To post a new discussion thread, click on Add
  Topic of Discussion.
• Complete the title and description. information,
  make sure to select under Posted by Other and
  type in your name, add your comments under text,
  and click on Add.
• As each group page has a moderator, he/she will
  receive notification of your recommendation and
  approve/disapprove to display the information to
  the public. You will receive the follow message
  Thank your for your submission. Your submission
  will be reviewed shortly and if approved will be
  added to the list of documents in the repository.
  Click on Return to Main Page.

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Email Feature

• sharedwork.org

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Email Available on Each Groups Page
1.

• This feature allows us to create our groups
  distribution list inside of sharedwork.org,
  instead of using outdated distribution lists.
  Think of the potential of our collective
  knowledge when we share our expertise and
  resources through the group pages! To make this
  work, EVERYONE must click on the button at the
  top right side of the screen Join This
  Communitys Mailing List.

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Email Sending an Email
1.

• Click on the Send Email button.
• Complete the information requested. You may want
  to use the Email feature if you are requesting
  specific information and want folks to contact
  you directly via email (outside of the
  sharedwork.org site).
• Make sure to include your name and contact
  information so people can respond to you directly.

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Email Available on Each Groups Page
2.
1.

• You have the option to Check All, which will
  allow you to send an email to all stakeholders
  signed up to receive email from the groups page.
  You have the option to check individual names,
  should you want to send an email to a specific
  person or group.
• After selecting Names, click on Compose Email.

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Email Available on Each Groups Page

• If you would like to view the list of individuals
  you have selected, on this screen click on
  Selected Members of this Section.
• Fill in the requested information (From email
  BCC Subject Body). Make sure to include your
  contact information in the body of the email
  message.
• Uncheck Send to BCC ONLY box! This is a feature
  that can be used to Test an email prior to
  sending it to the group.
• Click on Send Email.
• You will receive confirmation that your message
  has been sent. Click on Main Page.

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Moderator Instructions

• sharedwork.org

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Moderator Instructions

• Users can submit Announcements, Repository
  Documents, and Discussion Threads. However,
  prior to becoming visible to the public, the
  moderator of each group page must review and take
  action to modify, approve or delete.
• From a moderators perspective, we will review
  each of the group pages four features
• Whats New
• Repository
• Discussion
• Email to Group

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New Items Pending Approval

• To access moderator functions, you must use the
  moderator user name and password to sign in.
• It is important for moderators to use sign in
  regularly, to respond to the postings of users.
• When you sign in, look for New items in the
  Announcement, Repository and Discussion sections
  of the group page. See the example above.

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Moderator Instructions Announcement Feature

• sharedwork.org

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New Announcements

• When a New Announcement has been posted by a
  user, you will review the posting to ensure
  appropriateness of the posting.
• You have three options
• Accept
• Modify
• Delete

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New Announcements

• When a New Announcement has been posted by a
  user, you will review the posting to ensure
  appropriateness of the posting.
• You have three options
• To Accept or Modify Click on Modify
• To Delete Click on Delete

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New Announcements Accept or Modify

• You have the option to Order the Announcements
  (1st one is 10, 2nd one is 20, etc.). The
  default is for the message to appear at the end
  of the list of announcements.
• Accept
• If the message is acceptable, go to Announcement
  Approved? and click on Yes.
• Click on Modify.
• Modify If the moderator feels the message
  should be modified, edit the title and/or
  announcement text. Then follow steps 1a. and 1b.
  to approve. As a courtesy, you may want to email
  the user to advise him/her of the revision.

1.
3.
2a.
2b.
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New Announcements Delete

• After you click on Delete, you will receive this
  message. If you want to delete click on Yes.
  This will return you to the group page.
• As a courtesy, you may want to email the user to
  advise him/her of the reason for the disapproval.
  If appropriate, you may provide guidance on
  submitting a revised announcement.
• If you consistently have problems with a user,
  you may need to contact the IDEA Partnership to
  have the user denied access to sharedwork.org.

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Moderator Instructions Repository Feature

• sharedwork.org

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New Documents Repository
1.
2.

• Users have the ability to Add Documents. New
  will appear next to the document, as with new
  announcements. The moderator has the
  responsibility to review these New submissions.
  The moderator should follow the same procedure
  outlined for Announcements, in order to approve,
  modify or delete New Documents.
• To modify or accept, click on Modify.

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Reviewing a New Repository Document

• If modifying or approving click on Document
  Approved? Yes.
• If you would like to Show Document in Repository?
  Click on Yes.
• Using the drop down menu, select the Repository
  where you would like to file the document. Users
  do not have the ability to file documents in
  folders, as this is the moderators
  responsibility.
• Click on Modify.
• Now lets review Managing Folders in the
  Repository.

1.
2.
3.
4.
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Refreshing the Group Pages
2.
1.

• When you return to the group page and hit the
  Refresh button to refresh your screen, the
  message will no longer be indicated as New the
  moderator and will appear to the public.
• When clicking on Refresh You may receive an error
  message, which will require you to hit the Retry
  button. Now you could be able to see the
  refreshed screen.
• If this does not occur, repeat the review
  process. Follow this procedure after you review
  Announcements, the Repository, and Discussion
  Threads.

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Managing Folders in the Repository
1.
3.
2.

• Only folders with documents are visible to the
  public. For the moderator to effectively manage
  folders, click on Show All, so that even empty
  folders show on the moderators screen.
• This is how Empty Folders appear on the
  moderators screen.
• The moderator has the responsibility to organize
  the documents in the repository. To see how this
  feature works, click on Manage Folders.

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Managing Folders in the Repository
1.
2.
3.

• This screen will appear. If you would like to
  create a new folder, type in Folder Name.
• Click on Add Folder.
• If you would like to Modify or Delete a folder,
  click on the buttons following the title of the
  folder that you would like to change. If you
  delete a folder, the documents included will be
  listed in the repository documents, but will not
  be filed in a folder.

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Linking a File in the Repository to an
Announcement

• As the moderator, you can link a file in the
  depository to an Announcement.
• Upload your file into the Repository.
• Click on Add Announcement.

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Hyperlinking a File in the Repository to an
Announcement
1.

• Add your Announcement (Order, Title,
  Announcement).
• Read the instructions under List of Documents in
  the Repository for this Section.
• Select the text in green under the document name,
  copy the green text.
• Past the green text inside the Announcement text
  box.
• Click on Add.

4.
5.
2.
3.
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Hyperlink Created
2.
1.

• This is how the Announcement with the Link to the
  Document in the Repository will appear, after
  refreshing your screen.
• A hyperlink is created, so the moderator and user
  can click on the address and link directly to the
  document in the repository.

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Moderator Instructions Discussion Feature

• sharedwork.org

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Managing Discussion Threads

• Users have the ability to Add New Discussion
  Threads. New will appear next to the
  Discussion Thread, as with new announcements and
  documents in the Repository.
• The moderator has the responsibility to review
  these New submissions. The moderator should
  follow the same procedure outlined for
  Announcements, in order to approve, modify or
  delete New Discussion Threads.

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Discussion Thread Managing Comments

• Users can post comments in response to an
  existing discussion thread, without the approval
  of the moderator. Comments appear automatically.
  Therefore, the moderator should scan the
  discussion threads to ensure appropriateness of
  comments. To view all comments in a discussion
  thread, click on the question.

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Discussion Thread Managing Comments

• If a comment causes concern, the moderator can
  modify or delete the comment and/or email the
  user with the concern.
• If a person is consistently misusing
  sharedwork.org, contact the IDEA Partnership to
  request the person be denied access to the site.

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Moderator Instructions Email Feature

• sharedwork.org

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Email Feature Options

• Each group page should determine how the email
  feature will be used. You have two options
• The email feature can be used to send email only
  by the moderator, so that if users are interested
  in sending an email, they must send a request to
  the moderator.
• The email feature can be open to the moderator
  and users. If this is the case, the moderator
  has responsibility to scan the emails to ensure
  appropriate use of this feature.

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Email Sending an Email
1.

• Click on the Send Email button.
• Complete the information requested. You may want
  to use the Email feature if you are requesting
  specific information and want folks to contact
  you directly via email (outside of the
  sharedwork.org site).
• Make sure to include your name and contact
  information so people can respond to you directly.

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Email Sending an Email
2.
1.

• You have the option to Check All, which will
  allow you to send an email to all stakeholders
  signed up to receive email from the groups page.
  You have the option to check individual names,
  should you want to send an email to a specific
  person or group.
• After selecting Names, click on Compose Email.

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Email Sending an Email

• If you would like to view the list of individuals
  you have selected, on this screen click on
  Selected Members of this Section.
• Fill in the requested information (From email
  BCC Subject Body). Make sure to include your
  contact information in the body of the email
  message.
• Uncheck Send to BCC ONLY box! This is a feature
  that can be used to Test an email prior to
  sending it to the group.
• Click on Send Email.
• You will receive confirmation that your message
  has been sent. Click on Main Page.

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Managing the Email Log

• Click on View Email Log to review the emails sent
  through this group page.
• You will see a list of emails sent. To help you
  track the reviewing process, each message will
  show whether or not it has been reviewed.
• To review an email, click on Review.
• If you are cleaning house and want to delete
  old emails, click on Delete.

1.
2.
4.
3.
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Managing Email Log

• After you click on Review, you will see this
  screen. You can view Email sent to by clicking
  on Recipient List.
• After reviewing, click on Mark as Reviewed.
• You will now see this screen, reflecting the
  Email has been Reviewed.
• If you are cleaning house and want to delete
  old emails, click on Delete.

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Moderator Pointers

• sharedwork.org

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Moderator Pointers

• Incorporate the use of sharedwork.org into your
  everyday practice. Remember, you have the option
  of both locked groups (to facilitate committee
  work) and unlock groups (open to the public).
• Keep information fresh, to attract visitors.
• Provide training sessions, with hands-on practice
  to encourage stakeholders to use sharedwork.org.
  During these sessions, have folks register for
  group pages.
• Use the Email feature to stay in touch with the
  users of a page and encourage their use of the
  page.

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Moderator Pointers

• Request ongoing feedback from stakeholders on the
  usability of the site and provide feedback to
  staff of the IDEA Partnership.
• Be responsive to stakeholders, add group pages as
  needed.
• Clean house regularly and remove outdated items.
  Try to avoid clutter!

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www.sharedwork.org is only as useful as we make
it!

•  Give it a try.
• Open the lines of communication.
• Browse the national and the North Carolina group
  pages.
• Connect to groups to be part of the solution to
  expanding our communities capacity to realize
  outcomes!

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Special Thanks to the PA Transition State
Leadership Team!

• Instructions developed by,
• Joan E. Kester, CRC
• Member of the PA Transition State Leadership Team
  
• Statewide Transition Specialist, PA Office of
  Vocational Rehabilitation, joakester_at_state.pa.us
• through the support and dedication of members of
  the
• PA Transition State Leadership Team
• Adapted for Use by the North Carolina Autism
  Alliance in creating a state web page under the
  National Community of Practice Autism Spectrum
  Disorder