2023 Annual Learning FAQs: Trainee Administrators

A POI number  and password are needed to login to the City's SF Learning Portal. Trainee Administrators can review the Hydra Manager Match file and filter the report by the learner's name. The POI # is located in column "CL."

 For password assistance, the learner can contact [email protected] or call (628) 206-7378.

The Annual Learning and Compliance & Privacy Training Resource webpage has a direct link to the 'SF Learning Login' website and other helpful resources.

Yes, turning off pop-up blockers in the browser will allow access and viewing capabilities of all appropriate pages and screens in the portal.  

Yes, enabling Multi-Factor Authentication is recommended for an extra layer of security to guard against the possibliity for others to access your SF Learning Portal account. 

Two Recommended Authentication Options: 1) 'Setup Mobile App' and 2)  'Send Secure Code to Mobile Number.' 

Users should also select the 'Trust this Device for 30 Days' option when logging into the system for the first time. 

The required internet browsers to use are Mozilla Firefox, Microsoft Edge, or Google Chrome. 

DO NOT USE Internet Explorer or Safari.

After logging in, select "SF Employee Portal'  --> 'My Links'  --> 'SF Learning'  --> 'My Learning' 

Make sure you are viewing the 'Current Learning' section of the page to view the current trainings and modules that have been assigned and needed to be completed.   Select the title of the module  to start a requirement. Do NOT select 'Launch'

Helpful Tips: Remember to turn off Pop-Up Blockers if the system is not allowing a requirement to launch. Use the Quick Guide for assistance on how to access the SF Learning Portal 

Continued access to to DPH EPIC will be contingent upon completion of the Compliace and Privacy Courses.

Step 1: The TA should review the 2023 Annual Education- Course List to determine the correct assignments based on the user's role.

Step 2: If a discrepancy is found, the TA must login to the Live Hydra website and update the "DPH Training Class" in order to correct the assigned modules.

Please Note: Updates in the Live Hydra website occur immediately.  Course assignments in the SF Learning portal will be updated in 10 business days or less. Contact DET if Training Modules are still not assigned 

The Annual Learning modules and training help maintain and support resident, fellow, and student competencies and ZSFG’s goal to continuously improve patient care outcomes. They promote patient and trainee safety, encourage employee self-development, and serve the public. The topics covered are required by federal and state law, regulatory agencies, and ZSFG policy and procedures.

The Learner should contact the DPH IT Help Desk, [email protected] / (628) 206-7378 for assistance. 

UCSF Employees will NOT be able to reset the webpage or database, since it is located on the platform managed by the City and County of San Francisco.

For Compliance & Privacy Module: Contact the DPH Office of Compliance & Privacy, [email protected], to request completion status be updated. 

For Annual Learning Modules: Submit an email to the DPH Administrator, [email protected], with the following information:

• Your Full Name
• POI# (Person of interest Number)
• Your UCSFeID
• Your department name
• State the name of the module that you completed and that the system still displays 'in progress' status
• Screenshot of completed module, if available

• Restart your computer before you login to the SF Learn Platform
• Clear your internet browser history (cache) a few times
• Allow the videos in each of the learning modules to play in its entirety
• Log-in and access the trainings using the pathways instructed on the "DPH Compliance and Privacy Trouble Shooting Guide" 

All UCSF trainees (residents, fellows, and students) rotating at ZSFG and UCSF Courtesy Faculty at ZSG are required to complete both the Annual Learning modules and the DPH Annual Compliance & Privacy Training (Parts I and II). This includes those working in UCSF Pride Hall. Some trainees may be assigned other learning requirements listed on their SF Learning Dashboard.  Please complete all assignments. These trainings as a whole replaces any formally required training (e.g., orientation in Litmus).

All should be assigned the following Annual Learning requirements to be completed:

• 2023 DPH Annual Compliance & Privacy Training (Part I and Part II) 
• 2023 Core Course- All Staff (For Non-Clinical only)
• 2023 Clinical Compentencies- (For ZSFG Clinical Staff Only)
• 2023 Workplace Violence Prevention/CPI
• 2023 Active Shooter

The detailed Annual Education Course List can be accessed from the following link.

Yes, a pretest option has been added and two new courses; Radiation Safety and MRI Safety.

Assignments for learners leaving at the end of the academic year will be dropped if offboarded from Hydra. There will not be an effect on reporting in the completion reports.  

The Annual Learning Modules for UCSF Trainees at ZSFG are expected to be accessible starting June 5, 2023 with a completion deadline date of December 5, 2023. The Privacy & Compliance Trainings are available starting August 11, 2023 with a completion date of October 31, 2023

See "Approximate Time to Complete" secion of the 2023 ZSFG DET Annual Learning Course Assignments

It can take up to 15 calendar days (or 10 business days) for the POI# to populate in the Hydra Report after a Hydra Manual Add Template is submitted.

There are three (3) separate ways UCSF residents, fellows, and students at ZSFG receive confirmation of the completion of the required modules and trainings:

1. A certificate of completion will appear on the screen after Part II of the DPH Annual Compliance & Privacy Training is completed, with the option to print or take a screen shot.

2. An automated email will be sent by the Department of Education and Training (DET) when each 2023 Annual Learning module is completed. 

3. The requirements will no longer be displayed as 'Enrolled' in the 'Current'  My Learning section; but rather, will be displayed as 'Completed' in the 'History' My Learning section of the portal. 

Yes, UCSF Residents, Fellows, and Students at ZSFG will receive an email notification when the 2023 Annual Learning courses are assigned and another email when the 2023 DPH Compliance & Privacy courses (Parts I and II) are assigned.

Please Note: The 2023 Compliance reporting will be created/updated in mid-August after the DPH Compliance & Privacy (C&P) courses are assigned

The first completion report will be sent as an attachment in an email to Department Managers and Champions.  

Completion reports will then be sent weekly to UCSF Business Managers, SF Learning Champions, and Supervisors at ZSFG   

Copy the following to the URL address line in a web browser:   \\sfgh02.som.ucsf.edu\shared$

1. Select, vol09 --> Dean --> UCSF Employee Data --> Data From Hydra  --> Trainee Admins

2. Open the Excel file named: Hydra ZSFG Active Compliance Report.xls

3. Select the Filter option and filter by your Department Name. 

Please Note, the Completion Report is updated daily at 11:30am.  There is a 24-hour lag between module completion in SF Learn and updated information on the completion report.

Yes, it is highly recommended to take a screenshot of the completed module for record purposes in case the system does not recognize and track completion.