Most Frequently Asked Questions by UCSF Trainee Administrators at ZSFG
Below are the typical Frequently Asked Questions UCSF Trainee Administrators have while attempting to assist their UCSF Residents, Fellows, and Medical Students access the City's SF Learning Platform in order to complete the required Annual Learning Core Modules and the DPH Privacy & Compliance Training. For easier reference, the questions are displayed based on the following categories:
Access
What information is needed to successfully login to the City's SF Learning Portal?
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.
Where is the SF Learning Platform website located in order to complete the required Annual Learning modules and trainings?
The Annual Learning and Compliance & Privacy Training Resource webpage has a direct link to the 'SF Learning Login' website and other helpful resources.
Is it important to turn off pop-up blockers in the browser and to clear the browser cache?
Yes, turning off pop-up blockers in the browser will allow access and viewing capabilities of all appropriate pages and screens in the portal.
It is also important to clear the browser cache.
Is Multi-Factor Authentication recommended for an extra layer of security?
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.
Which are the required internet browsers to use?
The required internet browsers to use are Mozilla Firefox, Microsoft Edge, or Google Chrome.
DO NOT USE Internet Explorer or Safari.
Where are the required courses located in the SF Learning Portal?
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
What will happen to DPH EPIC access if Compliance and Privacy Courses are not completed?
Continued access to to DPH EPIC will be contingent upon completion of the Compliace and Privacy Courses.
Support
Either no training modules have been assigned or it is suspected the assigned modules are incorrect. What are the next steps?
Step 1: The TA should review the 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
Why is completing the Annual Learning modules and trainings so important?
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 City's SF Learning Portal has locked the Login Page based on numerous unsuccessful login attempts. Who can assist with troubleshooting?
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.
A module has been completed but still reflects as 'in progress.' How can this be corrected?
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
A module (such as Compliance & Privacy Training) keeps freezing and prevents me to complete it. What can be done?
- 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"
Training Requirements
Are all trainees (residents, fellows, and students) at ZSFG required to complete both the Annual Learning Training and the DPH Annual Compliance and Privacy Training?
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).
Which modules and trainings should be assigned to UCSF Residents, Fellows, and Students rotating at ZSFG and what is the completion time?
The detailed Annual Education Course List, with duration times, can be accessed from the following link.
Has something new been added to the Core Course Modules?
Yes, a pretest option has been added and two new courses; Radiation Safety and MRI Safety.
What happens to the assigned annual learning courses if the trainees leave at the end of the academic year?
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.
Durations and Deadlines
When are the training modules accessible and what is the deadline to complete all trainings?
Annual Learning Modules: starting June 21 through December 12.
Privacy & Compliance Training: starting in mid-August through October 31
How long does it take for a POI# to be generated after the submission of a Hydra Manual Add Template?
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.
Notifications and Confirmations
Where can UCSF Residents, Fellows, and Students rotating at ZSFG confirm completion of the required modules and trainings?
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.
Will UCSF Residents, Fellows, and Students rotating at ZSFG receive notification when required training modules have been assigned?
Yes, UCSF Residents, Fellows, and Students at ZSFG will receive an email notification when the Annual Learning courses are assigned and another email when the Annual DPH Compliance & Privacy courses (Parts I and II) are assigned.
Where can completion reports be viewed to ensure all UCSF Residents, Fellows, and Students rotating at ZSFG are completing the training requirement modules?
Please Note: Both the Annual Learning Modules and the Compliance & Privacy Training completion reports are currently available and updated every 2 days after 11:30am.
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.
Should a screenshot be taken after a module is completed?
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.