2023 Annual Learning FAQs: Department Managers and Champions

A POI number and password are needed to login to the City's SF Learning Portal. Managers and Champions 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 SF 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 DPH EPIC will be contingent upon completion of the Compliace & Privacy Courses.

Step 1: The Manager or Champion 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 department manager or champion 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 no courses are assigned after this time. 

The Annual Learning modules and training help maintain and support faculty and staff competencies and ZSFG’s goal to continuously improve patient care outcomes. They promote patient and employee 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 Training: 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
• 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 faculty and staff at ZSFG who have access to any DPH system are required to complete both the Annual Learning modules and the DPH Annual Compliance & Privacy Training, even if the employee has not used the DPH system or does not work on the ZSFG Campus. This includes those who work in UCSF Pride Hall.

Exception: UCSF Faculty (Active and Courtesy) and Staff at ZSFG who have completed the ZSFG New Employee Orientation on or after January 1, 2023 do not need to complete the Annual Learning Core Modules for this year. They will need to complete Cybersecurity Training, Workplace Violence Prevention/CPI, Active Shooter Training, and the DPH Compliance and Privacy Training (parts I and II).

The assigned modules and trainings will differ slightly among the UCSF Faculty and Staff at ZSFG who access DPH systems; based on the role of the user and their required competencies. 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.

The Department of Education and Training (DET) assigns the following Annual Learning courses:

• 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 City and County of San Francisco Department  of Technology assigns the following Annual Learning course:

• 2023 Cybersecurity Training

The Office of Compliance and Privacy assigns the following training:

• 2023 DPH Compliance & Privacy Training (Parts I and II)

The Department Manager or Champion would need to ensure the UCSF employee at ZSFG has an "N" or "P" status in the Hydra Report. 

If the UCSF employee at ZSFG does not have either an "N" or "P" status in Hydra,  the department will need to work with UCSF HR to update the employee's status.

Please Note: UCSF Faculty and Staff at ZSFG with an "N" or "P" status in Hydra will not be included in the Hydra SF Learning Tracking

No. The Department Manager or Champion should complete the offboarding process in the Live Hydra Web to update the Hydra record.  The assigned Annual Learning requirements will be removed, as a result. 

Please Note: Offboarding someone in Hydra will also disable the DPH Active Directory (DPH EMR access), ZSFG ID Badge, and CCSF POI accounts.

The Annual Learning Training Modules for UCSF Faculty and Staff 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 10 business days for the POI# to populate in the Hydra Report after an ARF is submitted.

Yes, UCSF Faculty ad Staff at ZSFG will receive an email when the 2023 Annual Learning Courses are assigned and another email when the 2023 DPH Privacy & Compliance Course is assigned (Parts I and II).

There are three (3) separate methods UCSF Faculty and Staff 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 of the Annual Learning course requirements are fully 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.

Please Note: Both the 2023 Annual Learning Modules and 2023 Compliance & Privacy Training completion reports are now available.

Managers and Champions can find completion reports following these instructions:

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. Select the 'Hydra ZSFG Active Compliance Report': View completion status by individual name and/or department name

3. Select the Filter option and filter by your Department Name or Individual Name (based on type of report)

Please note, Completion Reports are 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 or subsection for record purposes in case the system does not recognize and track completion.

Yes, email notifications will be provided to all from each source who launched the courses.