Publications @ DESY

Please note that the "DESY Geschäfts- und Betriebsordnung" 3.7 (German version only). and 4, and "Richtlinien Veröffentlichung" (German) bzw. Publication Guideline (Engish version) apply for publications.

Preparing publications

Observe the DESY rules on Open Access
More Information on Open Access Publishing Options for DESY authors can be found at our Open access Web Page

If you plan to publish in a non open access journal keep your rights on your own figures and pictures:
Add that the material is availabe under an Open Access CC-BY 4.0 license.
See our FAQ for further information.

If necessary attach the autor annex (english, german) to the individual contracts with the publishers.


A guideline on how to correctly state your affiliation(s) can be found at DESY's "Rules and Standards" pages or in our FAQ.

Approval of a publication

According to the "Richtlinien Veröffentlichung" for all external publications (e.g. journal publications) and for printing your article as a DESY report, you need an approval.
Only after your approval request had been granted you may submit your manuscript.

Approval workflow

Publications of outstanding quality referring to DESY are important for the centre. The approval workflow is part of our quality assurance, thus helping us compete internationally. In March 2021 the DESY directorate decided that the following workflow must be used:
  1. The applicant creates an entry in the DESY publications database including the corresponding full text(s) (authors manuscript and internal reviewer text if applicable).
  2. The pre-filled application form is generated from the entered data.
  3. The completed form is forwarded to -L- for a formal check of the affiliation and, if necessary, further information is added
  4. The form and full text are forwarded by -L- to the appropriate approvers for approval
  5. The form and full text are archived by -L- and the applicant is informed about the result of the approval.
  6. Only after the approval, the submission / publication is allowed
NB: For conference presentation/slides see our FAQ.

Detailed workflow

  • Please login to the DESY Publication database .
  • Choose "Submit" and then select the type of document you want to submit.
  • Complete the form as far as sensible, e.g. "group", "pofs", "Grants", ... will probably not change, so you should enter the final values here. For the title and authors you might decide to only enter stub information that is enough for the approver, and complete this information e.g. via a DOI import once the work is published (see below "After publication"). Please also select the journal where you plan to submit your work, since this is important information for the approver. Upload the "Internal Reviewer text" if required (e.g. at FS). It is mandatory to add your manuscript to the entry, too.
  • Once all the relevant information is filled in, press "Postpone" to store the information in the database.
  • Do not use "Finish & Release", since the record needs to be completed after publication.
  • After a moment the system will show you the detailed entry page of the record you just entered.
  • In the lower right corner, you find a link "Approval of scientific publication", which generates the pre-filled approval form. Please fill out the missing fields. You must name another scientist who has read and recommends your work for publication and who is not on the author list.
  • Sign the form using the "sign" button.
    Note: You can not revert the signing process, but you can reload the page to start from scratch.
    Please help us by filling the approver field(s).
  • Press "send" to submit the form to the library for further processing.
If for any reason you decide to abandon the planned publication altogether, please delete the entry using "Modify this record" from your list of postponed records, which is displayed on the home screen of the PubDB after a login.
You will be informed by e-mail once the approval process is finished.

Information for approver

If you are an approver you will receive an automatic e-mail whenever a submission needs your approval. The e-mail contains further information and a link to the PubDB entry and to the approval form. The full-text and other documents are stored as "files" attached to the record.
Since all information is restricted at that stage, you need to login to obtain access.
Please check and review the information.
To approve sign at the appropriate field and press "send" to submit the information to the library. You help us if you add any missing information.
If you do not approve, please check the appropriate radio button and state the reason/remark, why you did so. You can not sign in this case. Pressing "send" will inform the submitter that this entry was not approved and he/she can do the necessary changes and send the form again when done.

After the final approval step the submitter is informed by mail that the process is finished and can then proceed.

After publication

After a successfull publication the postponed entry must be completed.

  • Please login to the DESY Publication database .
  • The system will show you a list of all postponed records. Choose the right record and select "Modify this record".
  • Use the Import functionality to complete the record.
  • Note that the import only fills empty fields, thus delete the content for all fields where you expect changes (e.g. title, author, ...). The import will also fill any identifier fields (e.g. DOI, ...) which prevents dubletts.
  • You must always add the publisher's fulltext (pdf) for DESY to archive. Unless the publisher's version is published under an open access license (e.g. CC-BY) the accepted manuscript must be added, too. We will make the latter version publicly accessible if permitted and you do agree.
  • Finally press "Finish & Release" to finish.

We have also compiled a FAQ for the DESY publication database.

Printing of a defended DESY Thesis

For printing a defended thesis in the DESY thesis series please follow the instructions in the document below.
Forms for printing a defended thesis
application/pdf PDF (46KB)
Form for printing a defended thesis as DESY-Thesis report
application/pdf PDF (189KB)
Short instruction for printing a defended thesis in the DESY-THESIS-series