EXACT: the EXternal Agent Certification Tool 

Such an email address is required for the following reasons:

• It gives the agent the access conditions for authentication in Elia's IT system. This authentication (combination of user ID, password and the code provided by the authenticator) is mandatory in order to take a test and/or attend a training course.
• It allows the agent to register in the certification management tool provided by Elia and consequently to access the Elia site.

If the agent does not have a unique and personal email address, they will not receive a user ID and will therefore not be able to:

• take their test;
• access an Elia site.

The agent must have completed the authentication procedure at least 24 hours before the test. They must also bring the following with them when taking their test: user ID, password and authenticator for the code.

There are no exceptions to this requirement.

All agents and contractors present on the field should have a valid proof of identity in the Elia System Agent file.

Access:
Identification would be linked to the badges allowing access to Elia Installations*.

Identification: 
Identification of people present on-site would increase the Safety & Security precautions by, for example more easily identifying and contacting people in case of an emergency and proceed to an efficient evacuation. 

Uniformisation and automatisation**: 
badging at the entrance would automatically trigger on-site presence’s notifications to Dispatching with SMS confirmation (replacement of current SMS check-in 8867)
Automatisation of Checkin@Work process by linking access badge-reader to the "Declaration of Works" ensuring daily compliance to Social Regulations.

^{*All sites from Elia are linked to the Belgian net and, though not all are critical sites, Elia maintains the right to have a clear view of people accessing their sites with respect of GDPR regulations. 
**Automatisation projects will be started in 2026.}

A photo is used to verify an employee's identity when they request access to a facility. 
It must meet the following criteria: 

By issuing BA4/BA5 declarations of competence, employers confirm that their employees have the necessary qualifications to work in or near an electrical facility. 

Access to electrical facilities is only granted to employees who have the necessary capacities, as attested by the award of BA4 (aware) or BA5 (skilled) status. 

Employees are awarded BA4 (aware) or BA5 (skilled) status based on their abilities. Their employer determines which status applies to them. 

A BA4/BA5 declaration of competence must include the following information: 

• The name of the company
• The employee’s name
• Whether the employee holds BA4 or BA5 status
• The type(s) of work to which the declaration applies
• The type(s) of electrical facility to which the declaration applies
• Details of the training undertaken and/or experience gained by the employee and serving as a basis for the award of BA4 or BA5 status
• The date of issue of the declaration
• The validity period of the declaration
• The employer’s/a manager’s signature 

See our templates: 

2. Name of the person for whom the declaration was issued. NB: We need to have one declaration of competence per person. 

3. Employer or employer’s representative 

4. Name of the person for whom the declaration was issued. 

5. Indicate this clearly: cross out the status that does not apply, circle the status that does apply, etc. 

6. Examples: painting, digging cable trenches, roof work, assembly work, assembling and dismantling scaffolding, pruning vegetation, laying concrete foundations, inspecting facilities, laying raised access flooring, earthworks, connecting energy components (batteries, capacitors), removing asbestos, etc.

7. For instance: transformers, near high-voltage lines, relay rooms, roofs, on public land, high-voltage substations, lighting systems, low-voltage panels, cabinets, etc., specifying the voltage level is possible. Please note that if you only write “Tielt 150 kV substation”, the declaration will only be valid for Tielt and not for any other HV substations! 

8. For example: subject to medical fitness; if there are any doubts regarding safety, work is to be suspended and a manager is to be notified; instructions issued by Elia staff are to be followed carefully; and so on. 

9. Elia certificates are valid for two years. However, if the validity period of this declaration does not cover the full two-year period, the certificate’s validity period will be affected. The employer may suspend the declaration’s validity at any time if the employee no longer meets the conditions required to hold BA4/BA5 status.

10. Training undertaken or qualification(s) held by the person, on the basis of which the employer has issued the declaration. For instance, this could be the person’s studies and/or the training courses they have taken, or their experience.

11. Date and name + signature of the employer or the employer’s representative.

Download the template