Forms: Approved vs. Acknowledged

This article provides an overview of the two form actions available in UC OATS: Approved and Acknowledged.

When reviewing a form, you may have the option to mark it as either Approved or Acknowledged. While both actions move the form forward to the next stage of review or final acceptance, they carry different meanings depending on your role and your campus’s practices. Below is additional context for each option.

Approved

• Definition: Selecting Approved means you have formally reviewed the submission and are granting full approval in line with University and departmental policies.

• Implications:

  • The form moves forward in the approval workflow.

  • Any activities described are officially permitted (if all other requirements are met).

  • “Approved” is typically used when the reviewer has authority and is comfortable authorizing the activity.

Acknowledged

• Definition: Selecting Acknowledged indicates you have reviewed the form, but are not providing formal approval.

• Common Scenarios:

  • Used when a form is submitted after an activity has already occurred (retroactive review).

  • Used when the reviewer does not have the authority or feels uncomfortable granting full approval.

• Implications:

  • The system records that the form has been seen and acknowledged.

  • The form moves forward in the approval workflow

  • The action may fulfill a reporting requirement, but does not represent formal approval.

Campus Variations

Each campus or department may interpret the use of Approved and Acknowledged differently.
If you are unsure which option to select, consult your local campus guidelines or contact your UC OATS administrator for clarification.

Key Takeaways

• Use Approved for formal, authorized approval.

• Use Acknowledged when you have reviewed the form but cannot or should not grant approval.