This guide outlines the standard process for enrolling participants into Future Tech Careers (FTC). It is designed to help GRCC staff, community partners, and coaches understand the required steps from referral through active participation. All participants—regardless of age, referral source, or program—use the same intake form and enrollment workflow.

*For the purposes of this article, “FTC staff” refers to personnel from participating colleges and partner organizations involved in FutureTech Careers activities.*

Step 1: Referral Submission

1. A referral is submitted by a community partner, GRCC/FTC staff or faculty member, or the participant themselves.
   1. GRCC referrals typically happen through FTC Interest form
   2. Community partners follow their system, then email futuretechcareers@grcc.edu
2. An FTC Coach is assigned (or requested) and reaches out to potential participant.

 

Step 2: Initial FTC Outreach

The FTC Coach sends an initial communication (may be via phone or email) that includes:

• A brief introduction
• Explanation of FutureTech Careers
• Clarification of participant program/interests
• Any notes about program eligibility (age requirements, training options, etc.)
• A request for any missing referral details

Best Practice:
CC any known referring partner member on communication and/or update in Launchpad.

 

Step 3: Participant Completes Launchpad Intake

Required Fields

Upon account creation in Launchpad, default stage is “Pre-Registration.”

An FTC coach (or community partner equivalent) will collect various information from participant via interview or form completion. Collected information includes:

• Full legal name & date of birth
• Address & contact information
• Social Security Number (SSN)
  • Grant-required for future income tracking on employment
• Selective Service status (grant-required)
• Education status
• Employment status
• Demographics
• Background information used for eligibility and matching

Common Intake Issues

• Missing SSN or selective service response
• Unclear or incomplete employment/education fields
• Inconsistent answer to Low Income

 

Step 4: West Michigan Works! QAS Reviews Intake and Confirms Eligibility

A FTC Coach (or community partner equivalent) inputs collected information into West Michigan Works (WMW!) Launchpad software. After input, Coach submits intake for approval.

Once submitted, account stage in Launchpad changes to “Pending Enrollment (QA Process)”.

A Quality Assurance Specialist (QAS) at WMW! reviews submitted information to verify:

• All required fields have been completed
  • If errors are found, QAS will reject
  • Rejected enrollments are returned to enrolling Coach
    • Coach must re-enter corrections before resubmittal

After acceptance, the QAS creates a case note showing approval and official enrollment in grant.

 

Step 5: “Enrolled” and “Training”

Once eligibility is confirmed by QAS and intake is complete:

• Launchpad changes to “Enrolled” status.
• FTC or Partner Coach will show as “Enrollment Owner” in Launchpad.
  • Anyone with active Launchpad user can make Case Notes

After enrolled, participants may begin:

• Coaching sessions (as needed)
• Attending FTC workshops
• Completing the Career Success Program
• Participating in Work-Based Learning (if eligible)

FTC Coaches begin case management by enrolling participant in Training via “Create Training Activity” option in Launchpad.

A “Training Activity” may be:

• Approved Job Training / Degree
• Career Readiness Program

Per DOL, “Training Start Date” is same as date approved by QAS, regardless of actual program start. In Launchpad, after creation of Training Activity, stage progresses to “Training.”

 

Step 6: Ongoing Tracking and Documentation

FTC Coaches maintain accurate and timely documentation, including:

• Case notes
• Training referrals and outcomes
• Workshop attendance
• WBL experiences
• Barriers and support actions

Continue until Training completion, then proceed to Follow-Up or Job Readiness or Follow-Up Phase.

 

Step 7: Training Completion

Job Readiness Stage

After a participant:

• Completes training but has not gained employment
• FTC Job Developer assists in finding employment
  1. WMW! may also help

Follow-Up Stage

After a participant:

• Completes training and
• Gains employment

The participant moves into four quarters of follow-up, which includes:

• Documenting employment verification
• Checking progress