IU Employees and the Eclipse

Last updated March 27, 2024.

On April 8, 2024, North America will experience a total solar eclipse that passes over Indiana. Several Indiana University campuses will be in the path of totality, where the sun is completely eclipsed by the moon. Several IU campuses are planning events and programming to educate the public about this natural phenomenon.

The corresponding large influx of visitors to IU campuses, especially in Bloomington, is predicted to impact our workday. Campus leadership, Human Resources representatives, and supervisors are assisting in helping prepare staff for disruptions while ensuring we continue to support important campus functions alongside eclipse-related events.

Below is a look at the role of staff at IU during this one-time event. If you have questions in addition to those addressed here, please contact your supervisor or local HR professional.

Resources

The role of staff during the eclipse

Non-affected campuses:

  • Fort Wayne
  • Northwest
  • South Bend

Staff and part-time employees at these campuses should report to work as usual.

Affected campuses:

  • Bloomington
  • Columbus
  • East
  • Indianapolis (including School of Medicine)
  • Kokomo
  • Southeast

See below for details on the role of staff and part-time employees at these campuses on April 8, 2024.

For affected campuses

Staff and part-time employees on affected campuses will be in one of two categories:

  1. Required to work on campus
    A limited number of staff will be required to be physically present to work on campus to support campus functions and events. 
    • The requirement to work on-campus is determined by campus leadership in conjunction with HR professionals, unit leaders and/or supervisors. 
    • Non-exempt staff and part-time employees required to be on campus are eligible for a one-time, special April 8, 2024, incentive pay (details below).
    • Be prepared for significant disruptions to travel and parking. 
  2. NOT required to work on campus
    Staff who are NOT physically required to be on campus are expected to NOT be on campus, and have several options: 
    • Work remotely, assuming duties and technology allows it. No remote work agreement is required.
    • Use applicable time off with permission of supervisor (see FAQ below for details).
    • Choose to be reassigned if positions are available (Bloomington only—registration has now closed). Those who cannot work remotely should be given priority in reassignments. Incentive is not available to those reassigned. 

See FAQ below for more details.

About the incentive pay

  • This is a one-time, special April 8, 2024, incentive pay to help ensure IU has staff needed to continue important functions and support April 8 events. 
  • To be eligible, employees must be:
    1. A non-exempt staff or a part-time employee
    2. Required to work on-campus (as determined by campus leadership in conjunction with HR professionals, unit leaders and/or supervisors) at one of the affected campuses.
  • It is only available for shifts that start on April 8, 2024.
  • The incentive is taxable income.

Bloomington campus

NEW Plan ahead

Below is information and guidance for employees working on campus in Bloomington on April 8.

Parking

All IU garages will be reserved for any employee working on campus on April 8 (including reassigned staff). Specific placards may be requested by HR representatives or supervisors through the IUB Parking Office. Those who have any type of IU parking pass will be permitted to park in any garage on April 8.

Non-garage IU lots are NOT guaranteed to be available on April 8. Employees may attempt to park in these lots but should understand that they may be full and normal parking operations will not be conducted to ensure compliance with IU Parking policies.

Download the Parking Options flyer

Meals

Employees are highly encouraged to bring their own meals, snacks, drinks, etc. as it may be difficult or impossible to leave campus to find other dining options. Given that it may take several hours to leave campus after their shift, employees may also want to consider bringing additional meals/snacks beyond what they normally would.

Hoosier Cosmic Celebration (event at Memorial Stadium)

Any employee who is working at Memorial Stadium on April 8 will need to be credentialed. To submit a request for a credential, please fill out this request form. 

While requesting credentials, please keep these parameters in mind: 

  • Credentials are only for staff working at Hoosier Cosmic Celebration on April 8; the credentials are not for employees who are attending the event as a spectator. The credentials are for stadium use only. They will not be honored at any other event or building around the Bloomington campus.  
  • If you are submitting requests for multiple working staff, you will need to submit the form for each request. Please fill out all the information requested with each individual’s unique information (Name, Email, Phone #, etc.)

The deadline for credential requests is the end of day on Wednesday, April 3.

FAQ

For employees at Bloomington, Columbus, East, Indianapolis (including School of Medicine), Kokomo, and Southeast campuses:

Who determines who is required to work on campus on April 8?

CCampus leadership in conjunction with HR professionals, unit leaders and/or supervisors will help determine who is required to work on campus on April 8. If you have questions about whether or not you are required to work on campus, please contact your supervisor.

I am required to work on campus, how will I be paid for April 8?

  • All non-exempt employees will receive their regular rate of pay and are eligible for a one-time, special incentive pay. Incentive pay only applies to shifts that start on April 8.
  • Exempt employees will be paid for a standard workday.

I work on the Bloomington campus and have been reassigned from my regular duties to work on campus on April 8, how will I be paid?

  • All non-exempt employees will receive their regular rate of pay for all hours worked. Incentive pay is not applicable.
  • Exempt employees will be paid for a standard workday.

I am required to work but am working remotely on April 8, how will I be paid?

  • All non-exempt employees will receive their regular rate of pay for all hours worked. 
  • Exempt employees will be paid for a standard workday.

I cannot work remotely or on campus, how will I be paid for April 8?

  • Staff on affected campuses will need to use applicable vacation/PTO, accrued compensatory time, or accrued holiday time.
    • Staff who do not have sufficient accruals to cover their missed shift may use absent without accruals.
      • This time will NOT count as an unexcused absence as part of any unit attendance guidelines.
    • Part-time employees will be off work without pay.

How do I use time off for this event?

If you are not required to work on campus and can otherwise work remotely but wish to use applicable time off for April 8, with permission from your supervisor, you may use applicable accrued vacation/PTO, accrued compensatory time, or accrued holiday time for April 8. Part-time employees will be off work without pay.

I am not required to work on-campus and can work remotely but would like to take the day off, how will I be paid for April 8?

Staff employees will need to receive approval from their supervisor by following their unit’s standard procedure for requesting time off. As applicable, staff may use vacation/PTO, accrued compensatory time, or accrued holiday. Part-time employees will be off work without pay.

I am not required to work on-campus but would like to work on campus, am I able to do so?

Staff who are NOT physically required to be on campus are expected to NOT be on campus.

All campuses remain open. That said, it is expected that there will be significant disruptions to travel and parking on campus. Anyone attempting to come to campus should expect that it will take significantly longer to get to and from campus and parking may not be available.

As they are able, all non-essential employees are expected to work remotely.

Staff and part-time employees who are not required but choose to work on-campus are not eligible for the incentive pay.

What if I am required to work on campus on April 8, but fail to make it to work?

Please plan ahead for significant disruptions to travel and parking on campus. Anyone coming to campus, especially in Bloomington, should expect that it will take significantly longer to get to and from campus and parking may not be available. Discuss your plans with your supervisor and be aware that normal attendance policies can apply.