In your publication clearly state the license of the figures and pictures:

You can either do this e.g. after the "Acknowledgemet" (recomended), or add individual licence statements to every caption.

If figures and pictures are your own work state:

„(c) All figures and pictures by the author(s) under a CC BY 4.0 license, unless otherwise stated.”

or use an individual statement in every caption

„(c) By the author(s) under a CC BY 4.0 license”

If you can't put the link "behind" CC-BY 4.0 add "(https://creativecommons.org/licenses/by/4.0/)". The (c) is optional and you can also optionally transfer rights to DESY by stating "by DESY" instead of "by the author(s)". The latter version has the advantage that a publisher will more likely accept this.

If there are figures or pictures with other licences in your work state their license in the corresponding caption(s).

This ensures that others (including DESY!) can use your material with a proper citation without paying a fee to the rights holder (i.e. usually the publisher)

If there is no special agreement with the publisher and the above mentioned license you stated in your manuscript is not accepeted, write an e-mail to the publisher (CC'ing L.publishing (@) desy.de) stating:

"Unfortunately , I cannot sign a full copyright transfer agreement, as my employer, DESY, reserves usage rights on figures and pictures . Under our publication policy, even if authors are copyright holders, they cannot grant exclusive rights to <publisher _name>. However, DESY is willing to grant <publisher _name> a non-exclusive licence to include all figures and pictures of the above - mentioned article to be published in the journal <journal _ name> and the right to include the material in all media, including electronic and microfilm, and to use the material in conjunction with computer-based electronic information retrieval systems, to grant permissions for photocopying, reproductions, and reprints, to translate the material and publish the translation, and to authorize document delivery and abstracting services.“

NB: If you publish in an gold open access journal and the whole article is licensed under a CC-BY license, these extra steps are not necessary.

• For publications in Elsevier Journals DESY authors can keep their rights for images, figures and plots by asking to amend a "Short license" to the publisher contract by contacting "oxfordcopyrights (Elsevier)" (Please CC the mail to L.publishing@desy.de). Authors should include the reference number and what material needs to be included in the short license, and the names and street addresses of the rights holders.
• For IOP we have a transformative agreement (valid until 12/31/2024) for publications from all journals in the lists A, B and D from the lists of eligible journals. See also: Author guide and Leaflet.
• For OSA the publisher asks for a hefty addition to publish under a CC-BY license. Although there is an agreement that all authors from Helmholtz Institutions are eligable for a CC-BY license, this is considerd to be equal to the case of a hybrid journal. We would like to remind you, that publishing in hybrid journals is not recommended. We therefore ask you to keep your right on figures and pictures as above if you publish not CC-BY. CC-BY OA charges will not be covered by the library. If you wish to publish under a CC-BY license , note that the OSA system can't do this automatically, so authors should request this during the submission or peer-review process.

The reason for the letter is that this publisher does not honor the recommendation of the European commission on Open Access, which in Germany is also supported by HGF and of course DESY.
In their "Guidelines to the Rules on Open Access to Scientific Publications and Open Access to Research Data in Horizon 2020" (on page 7 Step 2 No 1, it is stated:

"Beneficiaries can deposit the final peer-reviewed manuscript in a repository of their choice. They must ensure open access to the publication within at most 6 months."

The publisher probably allows this only after 12 or evven 24 month

Before you answer, make sure that your work was not (partially) supoported with EU funding, hence does not fall unde the above mentioned clause.

Since DESY does not force scientists to adhere to the six month embargo period (although DESY recommends that scientists should prefer publishers, who honor this period), send an e-mail to the library to get a confirmation, which is a valid waiver.

However, you should consider the following:
To allow bes dissimination of your work:

1) Usually the publisher allows you to post your submitted version as preprint on a preprint server as e.g. arXiv.org. Do this if possible (also outside the HEP community)
2) Keep the rights on your figures and pictures (See our FAQ ) on how to do this
3) Register your publication in the DESY Publication Database (PubDB incl. the post referee version and the publisher fulltext)
4) Consider to list all your publications on your personal website using the DESY Publication Database (See e.g. this weppage)

If you like, you can send us your copyright transfer agreement with the publisher and we will have a look.

In case to further questions to 1) - 4) above, please do not hesitate to contact us.

If all content of your work is your own you may choose to grant a CC-BY license to your work:
Insert the following into your work:

or

This work is licensed under a Creative Commons Attribution 4.0 International License.

In case you use something (e.g. pictures, ...) which are not your own, exclude these from the license, by either prepending "Except otherwise stated, this work ..." or add

The terms of the Creative Commons license only apply to original material.
Reuse of material from other sources (marked by quoting the original source) such as Diagrams, images, photos and text extracts may require further usage permits from the respective rights holder.

Of course state the other license explicitly in your text.

Usually this text is put either in a footnote at the first page or at the end in e.g. a section called "Additional Information"


NB: A CC-BY license is usually not compatible with a later publication of the same work in a non-open-access journal, since non-open-access publishers usually ask you to transfer all usage rights. On the other hand CC-BY for pictures, tables, figures, ... are not known to cause problems.

For a printed work use the following:

An example is the re-use of Fig. 3a of 10.1021/acsami.5b02901

"Evolution of average real space parameters" by M. Schwartzkopf et al. (c) ACS (DOI 10.1021/acsami.5b02901) licensed under CC-BY 4.0 International license

Usually for conference posters and conference slides you do not need to fill out the official approval form.
However according to the Publication Guidelines chapter 3.1.2:
"The content of posters for a conference or a presentation is to be aligned with the responsible
group leader or a leading scientist. For an external publication of the content (e.g. in proceedings,
online, …) beyond the original purpose, a respective approval [using the official approval form] is needed. "

NB: You always need to create an entry in the DESY Publication database. Add the appropriate fulltext/slide for archival reason and indicate in the comment field if you want us to make the files publicly available if allowed by copyright. The default here is to keep them restricted.