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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 What’s New Feature Repository Feature Discussion Feature Email Feature
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Table of Contents
Moderator Instructions Announcement Feature Repository Feature Discussion Feature Email Feature Moderator PointersSpecial 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.
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.You will be prompted to register: provide email address and create a password for personal use.
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.
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.
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. On this page, connect to the work of the National Community of Practice on Autism Spectrum Disorder For every group page you visit, you need to Join This Community’s Mailing List by clicking on the button.
2. In the left column under Practice Groups, click on Transition to Adulthood..
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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…
What’s NewRepositoryDiscussionEmail to GroupCalendar – Coming
Soon!
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What’s New Feature
sharedwork.org
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What’s New…Available 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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What’s New… Adding an Announcement to a Group’s Page
1. Type in short title, and body of announcement.
2. Click on the Add button.
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What’s New… Adding an Announcement to a Group’s 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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What’s 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 group’s 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
Saving a File -- To download a file:1. Right click on the file name.2. Select Save Target As.3. 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
1. Type in a brief title and description. 2. 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.
3. 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 file’s name before uploading (see next page for instructions).
4. Click on Add. 5. 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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Renaming a File to Meet Format Website Specifications
Renaming a File to Meet Format Specifications:
1. Locate the file in your computer.2. Right click on the file name.3. Select Rename.4. Since filename CANNOT contain
any special characters or spaces, retype the name of the file.
5. Remember, underscores and hyphens are acceptable. Spaces between words should be eliminated or replaced with underscores.
6. 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 Group’s 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
1. To enter a discussion thread, click on the question.
2. 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
1. Complete the subject, posted by, your role and level, and add your comments under text. Click on Add.
2. After you add your comment, your message will appear in a new screen. Click on Main Page. The main group page will appear.
3. 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!
4. Click on Main Page.
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Discussion Thread …Adding your Comments
1. Complete the subject, posted by, your role and level, and add your comments under text. Click on Add.
2. After you add your comment, your message will appear in a new screen. Click on Main Page. The main group page will appear.
3. 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. To post a new discussion thread, click on Add Topic of Discussion.
2. 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.
3. 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 Group’s Page
1. This feature allows us to create our group’s 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 Community’s Mailing List.
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Email… Sending an Email
1. Click on the Send Email button.2. 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).
3. Make sure to include your name and contact information so people can respond to you directly.
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Email… Available on Each Group’s Page
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 group’s page. You have the option to check individual names, should you want to send an email to a specific person or group.
2. After selecting Names, click on Compose Email.
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Email… Available on Each Group’s Page
1. If you would like to view the list of individuals you have selected, on this screen click on Selected Members of this Section.
2. Fill in the requested information (From email; BCC; Subject; Body). Make sure to include your contact information in the body of the email message.
3. 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.
4. Click on Send Email.5. 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 moderator’s perspective, we will review each of the group pages’ four features: What’s 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
1. 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.
2. Accept: a. If the message is acceptable, go to
Announcement Approved? and click on Yes. b. Click on Modify.
3. 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.
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“New” Announcements: Delete
1. 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.
2. 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.
3. 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. 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.
2. To modify or accept, click on Modify.
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Reviewing a “New” Repository Document
1. If modifying or approving click on Document Approved? Yes.
2. If you would like to Show Document in Repository? Click on Yes.
3. 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 moderator’s responsibility.
4. Click on Modify.5. Now let’s review Managing
Folders in the Repository.
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Refreshing the Group Pages
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.
2. 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. 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 moderator’s screen.
2. This is how Empty Folders appear on the moderator’s screen.
3. 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. This screen will appear. If you would like to create a new folder, type in Folder Name.
2. Click on Add Folder.3. 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).
2. Read the instructions under “List of Documents in the Repository for this Section”.
3. Select the text in green under the document name, copy the green text.
4. Past the green text inside the Announcement text box.
5. Click on Add.
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Hyperlink Created
1. This is how the Announcement with the Link to the Document in the Repository will appear, after refreshing your screen.
2. 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 ThreadsUsers 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 OptionsEach 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.2. 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).
3. Make sure to include your name and contact information so people can respond to you directly.
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Email… Sending an Email
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 group’s page. You have the option to check individual names, should you want to send an email to a specific person or group.
2. After selecting Names, click on Compose Email.
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Email… Sending an Email1. If you would like to view the list of
individuals you have selected, on this screen click on Selected Members of this Section.
2. Fill in the requested information (From email; BCC; Subject; Body). Make sure to include your contact information in the body of the email message.
3. 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.
4. Click on Send Email.5. You will receive confirmation that your
message has been sent. Click on Main Page.
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Managing the Email Log1. Click on View Email Log to
review the emails sent through this group page.
2. 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.
3. To review an email, click on Review.
4. If you are “cleaning house” and want to delete old emails, click on Delete.
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Managing Email Log1. After you click on Review, you
will see this screen. You can view “Email sent to” by clicking on Recipient List.
2. After reviewing, click on Mark as Reviewed.
3. You will now see this screen, reflecting the Email has been Reviewed.
4. 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 Pennsylvania 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, [email protected]
through the support and dedication of members of the PA Transition State Leadership Team
Adapted for Use by the National Community of Practice for Autism Spectrum Disorder – Transition to Adulthood
